Quick answer
ERP projects connect processes that may currently live in separate spreadsheets and teams. Before asking for software, map how an order, service request or stock movement passes between sales, operations, finance and management.
Practical scope
For each step, identify who enters data, who approves it and which record should be authoritative. List the reports the business actually uses, with sample fields and calculation rules. Historical data may need cleaning before migration; decide what must move and what can remain in an archive.
Rollout is an operational change. Ask vendors how they will run workshops, configure or develop workflows, test real scenarios and train each team. Consider a phased launch rather than changing every department at once. Agree acceptance criteria, ownership of data and a support plan for the first months after go-live.
What to define before requesting proposals
- End-to-end processes and authoritative records
- Approvals, exceptions and management reports
- Data cleaning, migration and reconciliation
- Phased rollout, training, acceptance and support
Questions to ask service providers
- How will workshops turn current work into system rules?
- Which real scenarios form acceptance tests?
- Who owns data correction and change management?
How to assess the answers
Treat ERP as an operating change, not only software installation. A phased scope with named process owners reduces ambiguity and launch risk.
Agree the meaning of each status
An order, invoice and payment record can describe different stages. Define the meaning of each field and which team may change it. Ask finance and operations to review the same fictional end-to-end example so a report does not depend on different interpretations of “completed”.
Control the first rollout
- Choose a bounded process with named business owners.
- Check imported data against agreed totals and sample records.
- Document approvals and exceptions before automation.
- Prepare a support and recovery plan for the transition.
Does every department need to launch together?
Ask vendors to explain the dependencies. A phased rollout is useful only when the interim process is workable and staff know which system is authoritative.
ERP phased rollout worksheet
Copy these items into your brief, adapt the requirements and assign an owner and status. Examples illustrate planning decisions, not customer case studies. Fill cost fields with HKD quotations you obtain and state the billing period.
| Decision / item | Information to provide | Acceptance / comparison check |
|---|---|---|
| First bounded process | Process owner, authoritative records and dependencies | Teams agree the meaning of each status |
| Data reconciliation | Imported totals, samples and correction owner | Compare agreed totals and investigate differences |
| Transition support | Training, interim process and recovery responsibility | Staff know which system to use during each phase |
Download the editable worksheet (CSV)