Who Should Own the ERP System? Hint: It's Not IT.

Blog Who Should Own the ERP System? Hint: It's Not IT. Debra ShannonJuly 05, 2022Source {"adCodes": [{"desktop": "\u003cdiv class=\u0027rblad-wit_content\u0027\u003e\u003c/div\u003e", "display": true, "mobile": "\u003cdiv class=\u0027rblad-wit_content\u0027\u003e\u003c/div\u003e", "new_amp": "\u003camp-ad width=336 height=280\n type=\"doubleclick\"\n data-slot=\"/22278042776,22664312254/wit/wit_content\"\n data-multi-size=\"300x250\"\u003e\n\u003c/amp-ad\u003e", "order": 0, "tablet": "\u003cdiv class=\u0027rblad-wit_content\u0027\u003e\u003c/div\u003e"}, {"desktop": "\u003cdiv class=\u0027rblad-wit_content\u0027\u003e\u003c/div\u003e", "display": true, "mobile": "\u003cdiv class=\u0027rblad-wit_content\u0027\u003e\u003c/div\u003e", "new_amp": "\u003camp-ad width=336 height=280\n type=\"doubleclick\"\n data-slot=\"/22278042776,22664312254/wit/wit_content\"\n data-multi-size=\"300x250\"\u003e\n\u003c/amp-ad\u003e", "order": 1, "tablet": "\u003cdiv class=\u0027rblad-wit_content\u0027\u003e\u003c/div\u003e"}, {"desktop": "\u003cdiv class=\u0027rblad-wit_content\u0027\u003e\u003c/div\u003e", "display": true, "mobile": "\u003cdiv class=\u0027rblad-wit_content\u0027\u003e\u003c/div\u003e", "new_amp": "\u003camp-ad width=336 height=280\n type=\"doubleclick\"\n data-slot=\"/22278042776,22664312254/wit/wit_content\"\n data-multi-size=\"300x250\"\u003e\n\u003c/amp-ad\u003e", "order": 2, "tablet": "\u003cdiv class=\u0027rblad-wit_content\u0027\u003e\u003c/div\u003e"}], "adsOrder": [2]}

Besides payroll, one of your organization’s largest spends is probably on technology. You spent thousands of dollars to implement your new ERP system. Years later you’re still using the same version with manual compliance-related workarounds. The ERP system needs to be kept current. What do you do?

As the business continued to grow, you struggled to make the ERP system work for you. There was no written documentation for the end-users, and you created manual workarounds. Training was done verbally so end-users weren’t trained consistently, and they ended up having a lot of dirty data. In the end, the business was expending extraordinary time and effort muscling to use the ERP system, and only getting a small fraction of value.

How did this situation happen? Individuals thought the small IT group should be responsible for all technology including the ERP system. So, the business wasn’t involved as much as it should have been.

ERP stands for enterprise resource planning—the entire enterprise should be involved including finance, information security, internal audit, regulatory compliance, and legal.

ERP System Responsibilities For Each Department

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Although the ERP is a system (with a significant investment), the sole responsibility cannot be put on IT. Instead, the business needs to take the lead and own the system. The ERP consists of multiple modules and those “owner” departments have a vested interest to keep the system current and to maximize using the features and functionality.

IT is responsible for understanding how the system is intended to be used.

The business is responsible for deciding what to use.

One way to break out the responsibilities is as follows:

Dept

Sample Responsibilities

IT

Obtains release notes for bug fixes, patches, and upgrades; explains features/functionality to the business

Configures settings and security based on business decisions

Recreates any issues reported and works with vendor on issues, bugs, custom code

Creates and maintains testing documents (test plans and scripts) and performs unit, integration, and system testing

Loads tested code into production environment – change management

Business

Departments “own” their respective modules (e.g. finance, human resources, operations), which includes the internal control system

Decides which features/functionality to use

Creates and maintains master data records

Creates end-user documentation (workflows and procedures), and updates documentation when code is updated

• If you’re using the system out-of-the-box and following the vendor’s best practices, the vendor should be able to give you standard end-user documentation for the basic workflows, procedures, and training materials. Then the business just needs to customize the standard documentation, and then create any outstanding end-user documentation.

Creates and maintains user acceptance testing (UAT) documents, and performs user acceptance testing

Reports issues to IT

Training

Maintains training documents, videos, and cheat sheets per business, and updates documentation when code is updated

Offers ongoing training classes (for new employees, refreshers)

If there isn’t a separate training department, then this responsibility reverts to the business.

Summary

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In the end, the business has the most to gain (or lose) by utilizing the ERP to align with the business needs and growth. Similar to the idiom it takes a village, the entire enterprise should be involved to keep the ERP and other major systems current and maximize their use.

For more information on system ownership, follow me on LinkedIn!

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Did your PTO request get denied? Due to restructurings, layoffs, and crunches, companies are now buckling down on employees and their PTO. Here's my concern...

Quitting isn't going to help your situation.

If you quit because your PTO request was denied, that will, in fact, hurt your chances of getting hired. And if the economy tanks, there will be fewer jobs, and then it's going to be a lot harder to get a reference or explain why you quit.

What You Should Do If Your PTO Request Is [email protected] when your PTO request gets denied... @workitdaily @j.t.odonnell #joblife#worklife#pto#careeradvice#careerhacks#careertiktok#edutok#learnontiktok♬ original sound - J.T. O'Donnell

When your PTO request is denied, you want to ask why.

• Why is this happening?
• What can I do to make this timeslot work?
• What would I have to do before or after?
• How can I get to the point where this could be approved?

Maybe your employer can't approve the entire time off that you're requesting, but they could approve part of it. Or maybe your boss is just worried about some coverage, but you could assist in getting that coverage. The goal is to try to work with them on that.

But if you don't get your requested PTO, I'd be really careful about taking that time off anyways or quitting, because it could hurt you and your career.

Need help navigating other workplace issues?

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I recently worked on a pro bono project for a friend, and it reminded me of a time early in my career and how lucky I was then to get such great advice from the more seasoned pros around me. Advice that ultimately saved me from some major pitfalls. I made mistakes here and there over the course of nearly 20 years of projects, but with each hiccup came a lesson. Here are some takeaways from my lessons learned and all that sage advice.

Questions Equal Clarity

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Clients come to us designers for our expertise, and it is our job to guide them through the process. We are helping them find clarity about their vision and goals for their project. To do that well means asking questions! It is important to remember that not all clients are going to be good at communicating their vision—and that's okay. You can still work with them and get amazing results by asking them lots of questions and following up on those answers with more questions until you're both on the same page. This dialogue will help set clear expectations for project scope, deliverables, and everything in between while avoiding frustration for both parties.

Think about the word 'classic.' Now think of five things that could be described as 'classic'—it probably varies wildly, right? So, which version does your client imagine? You could guess… or you could clarify with more questions like "Can you show me an example of what 'classic' looks like to you?" or "What makes this classic?" And so on. It's a silly example, but it illustrates just how subjective descriptions can be and how necessary it is to have good communication between you and the client. Remember that your clients don't do this for a living, so asking questions will help you get to the root of any issue quickly with less time spent guessing. And no, it won't look unprofessional if you ask a lot of questions, but it will make you a better creative.

Collaboration For The Win

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On one side of the table, you have a designer with knowledge and experience. On the other side of the table, you have the client who knows their business, audience, and goals. As creatives, we have to remember that we are on the same team as our clients and aim at collaboration over confrontation. Design should be a collaborative process: both parties are at the table with different perspectives and different knowledge to contribute. It is this diversity of viewpoints that will make the creative stronger and your client ultimately happier.

When you work collaboratively with your clients, they'll often tell you what they need before even realizing it themselves—and sometimes, those needs are things that they didn't even realize they wanted until after having talked it through with someone else! This is because people often have trouble articulating what they need out loud (even if they think they know exactly what they want), so getting clients involved in the process can help ensure that everyone's needs and project goals are met.

It all boils down to communication. Everyone at the table, both clients and designers, want to feel heard and respected. Good communication and listening skills are a way to ensure that clients understand that they don't need to be designers themselves, but they are still contributing meaningfully to the project. This helps keep them fully invested in a great outcome.

Contracts Are Your FriendPhoto by Cytonn Photography on Unsplash

Contracts can help you set clear expectations for both parties. The best way to protect your business and make sure you don’t get burned by a client is to have a signed contract before doing any design work. If you’ve ever been burned by a client (or had to fire one) it’s probably because you didn’t have a contract in place when you started the project with them.

As a designer, it can feel a little awkward to send a contract and you may be tempted to just dive right into the work even when a client hasn't signed a contract. But there are several reasons why you should always, ALWAYS get a contract signed before doing any design work.

First, this will help you protect yourself from scope creep. Clearly defining the project scope is essential. If the client wants to add extra elements or changes their mind four times about what they need to be designed, it's much easier when you have a contract and clearly defined deliverables to say, "Sorry, but we have to go back and renegotiate the scope of our agreement." This way, you won't end up doing more work than you agreed on.

Second, a contract will help your client trust you. When working with someone new, trust is everything—and they need to know that they can rely on what you say and how it will be delivered. A contract helps build that trust by setting expectations around quality and deadlines.

Third, contracts help clarify your client's definition of "done." If there are any questions about what constitutes acceptable deliverables for them (or if their definition changes), it's much easier for all parties involved if those questions are answered in writing before any work begins.

Finally, if something goes wrong and you need legal help, your contract can help prove that you did what was agreed upon in the first place or at least show that there was an agreement in place.

Go With Your GutPhoto by Paolo Bendandi on Unsplash

You were built with intuition; use it! Learn to trust your gut when working with clients. I've found that clients who don't seem like they are being straight with me are often problematic. I don't run into these issues very often these days because time and experience (and a good contract) have made me better at spotting potential issues. When I meet with clients I make mental notes of red flags and green lights. Red flags are the things that a client or potential client might do that give you a moment of pause or make you worry a little. Green lights are, of course, the opposite.

Red flag clients will push boundaries like expanding the scope of work but expecting the cost to stay the same, or delaying payment in an attempt to negotiate a lower price after the work is done despite being happy with the project results. Sometimes it is better to pass on a problematic project; it leaves you open to take on a great one. That's a hard pill to swallow when you are first starting out because you are excited and want to take on as many paying projects as possible. I simply urge you to beware. If something doesn't feel right about a client then it is probably your intuition throwing up a red flag.

Ultimately, it is up to you if you take on the project. Just remember, if you do decide to proceed, get a deposit to start, have a signed contract and make sure it is specific with a detailed deliverables list.

Followthrough Is EverythingPhoto by Josh Hemsley on Unsplash

Last but never least, this one seems like a no-brainer to me but I feel it is essential to call out. Deliver on everything that you say you will do for clients—and do it with a smile! I can't stress how important it is to nurture relationships and build a reputation of being trustworthy, reliable, and awesome to work with. When clients trust you, life just gets easier. They will value your design decisions more easily, they will continue to work with you, and they will recommend you to others that need your services. I promise it is a win-win.

Read moreShow less {"customDimensions": {"1":"Executive Community, Dawn Snodgrass","2":"advertising","3":"client experience, freelancing, advice, communication skills, design, advice for young designers, ~rmsc:rebelmouse-image:30023749, ~rmsc:rebelmouse-image:30023740, ~rmsc:rebelmouse-image:30023741, ~rmsc:rebelmouse-image:30023725, ~rmsc:rebelmouse-image:30023722, ~rmsc:rebelmouse-image:30023721","4":"07/01/2022"}, "post": {"split_testing": {}, "providerId": 0, "sections": [544398560, 0, 473333499, 544324100, 549857101, 479660731, 570046141], "buckets": [], "authors": [21030904, 21080595]} } Featured Who Should Own the ERP System? Hint: It's Not IT. {"customDimensions": {"1":"Executive Community, Debra Shannon","2":"blog","3":"erp system, it, information technology, enterprise resource planning, ~rmsc:rebelmouse-image:30036184, ~rmsc:rebelmouse-image:30036204, ~rmsc:rebelmouse-image:30036228","4":"07/05/2022"}, "post": {"split_testing": {}, "providerId": 0, "sections": [0, 473333499, 544324100, 544398580, 544398581, 479660731], "buckets": [], "authors": [21030904, 24925024]} } Now Hiring: Remote SysOps Engineer {"customDimensions": {"1":"Work It Daily, Kinsta \u00ae","2":"popular","3":"kinsta, hiring, remote jobs, remote work, remote workforce, remote companies hiring, remote companies 2021, sysops engineer, sysops engineer jobs, ~popular_source-pageview, ~rmsc:rebelmouse-image:26404410, ~rmsc:rebelmouse-image:26409812","4":"05/18/2021"}, "post": {"split_testing": {}, "providerId": 0, "sections": [370480899, 545998439, 545998440, 473310812, 376489962, 526353713, 545658354, 548352055, 548352058, 543270555, 473333499, 473310813], "buckets": [], "authors": [19548593, 21891195]} } 3 Important Career Lessons Learned On And Off The Field {"customDimensions": {"1":"Executive Community, J.T. O'Donnell","2":"popular","3":"career change, entrepreneur, entrepreneurship, career, career challenges, overcoming career challenges, personal branding, personal development, professional development, professional growth, success, career success, pro athletes, tom brady, chris gronkowski, nfl, tiktok, social media strategy, social media, career growth, ~rmsc:rebelmouse-image:25632872, ~rmsc:rebelmouse-image:25633076, ~rmsc:rebelmouse-image:25632876, ~rmsc:rebelmouse-image:25632899","4":"02/10/2021"}, "post": {"split_testing": {}, "providerId": 0, "sections": [0, 370480899, 473333499, 376489962, 526353713, 376489624, 479660731], "buckets": [], "authors": [21030904, 19549412]} } How Ex-NFL Player, Chris Gronkowski, Is Using Social Media To Change Careers {"customDimensions": {"1":"Executive Community, J.T. O'Donnell","2":"popular","3":"2010, Barstool, camera phone, career growth and development, career growth opportunities, chrisgronkowski, cowboys, dallascowboys, dinner, football, free, gronkspike, iceshaker, investor, nfl, nflfootball, nflplayer, nflplayers, nflworkout, payday, rookie, salary, sharing, sharktank, tic toc, tic tok, tick tock, ticktock, tictok, tik tok, tiktok, tiktok.com, trade, trainingcamp, upload, video, video phone, weighin, youtube.com, ~popular_source-pageview, \u0442\u0438\u043a \u0442\u043e\u043a, \u30c6\u30a3\u30c3\u30af\u30c8\u30c3\u30af, chris gronkowski, ~rmsc:rebelmouse-image:25551501, ~rmsc:rebelmouse-image:25551637, ~rmsc:rebelmouse-image:25551540, ~rmsc:rebelmouse-image:25598481","4":"01/29/2021"}, "post": {"split_testing": {}, "providerId": 0, "sections": [0, 370480899, 473333499, 526353713, 376489624, 479660731], "buckets": [], "authors": [21030904, 19549412]} }