Choosing the right ERP software for your business is one thing and training your employees to use the system with ease is another ballgame altogether. If the right and adequate training is not provided to the employees who will be using the ERP software, then the ERP cannot deliver results as expected.
After implementation, the next crucial element of an ERP is its training. It that’s done right, using an ERP becomes a cakewalk.
Let’s have a look at ‘when, what and whom’ to train in successful implantation.
- When to train
It is very important to deliver training in the early stages of the ERP implementation. You need to start the training exercise at least six months before the system goes live. Create a roadmap and a structured timeline for how you plan to migrate your employees from the legacy system to the new ERP software. Come up with a proper process to manage learning materials in various formats such as videos, bite-sized modules, etc. Set up a mechanism to update end users and resolve their quires, as they begin to use the new software.
Integrate training with the ERP implementation strategy. By integrating training with the framework of your ERP implementation initiative. This allows you to allocate necessary resources for the training program, as with other components of the ERP implementation. Proper integration also ensures that changes made to the system during the implementation are reflected in the training.
- What and how to train
There are several ways you can consider when deciding how best to train your employees. You can choose the “train-the-trainer and cascade” approach in which your system project team and “super users” train other users, either themselves or through in-house trainers if you have them. Others rely on the training provided by the ERP vendor. Handing over part or all of the project to a professional training consultancy is another option. Or you can use a combination of these approaches.
Whichever route you follow, early planning is crucial. The first step is to carry out a detailed training needs analysis and then evaluate your available resources. The amount, type, content, and timing of the training are all key factors, as are the audience, delivery, and supporting documentation. Proper documentation of training materials plays a key role in enabling your employees to use the ERP system effectively. It will help them access learning resources easily to get the information needed to work with the enterprise software.
- Whom to train
Determine the role of each end user in the new business workflow. For example, you need to identify what each employee in the Finance department of the HR department needs to do after the implementation. Deliver training to super users, who play a key role in helping end users utilize the ERP system without any hassles.
Role-based training can be very helpful too. Role-based training calls for delivering training based on the role of the end-users, i.e. they are trained only on the functions and processes relevant to their job. For instance, if the role of a PO clerk involves creating purchase orders and sending them for approval, it would suffice if he is trained to perform these tasks using the ERP system. Role-based training ensures that learners practice only the tasks are related to their job. It helps them master the tasks quickly.
Investing in effective, end-user-focused training could prove to be the vital element both in your initial ERP implementation and in long-term business benefits.
To know more about EPPS ERP and our implementation and training methodology click here.