News

5 steps to a successful ERP PANTHEON implementation

PANTHEON is a complex business automation system that requires careful planning and execution to improve operational efficiency.

1. Assess Current Systems

It has been reported that almost 26% of ERP system implementations fail due to a lack of a detailed project plan, as per the findings of Panorama Consulting Group. This emphasizes the significance of having a well-defined plan for the ERP implementation process. At Stroka Business Group, we follow a structured approach for PANTHEON implementation, starting with taking a snapshot of the current situation.

The snapshot is crucial for the following reasons:

• It helps the implementation team to understand the existing operational procedures of the company.
• It enables the team to identify the company's needs and objectives for implementation.
• It assists professionals in planning the implementation of the project.

The experienced PANTHEON implementation team is committed to gaining a basic understanding of the company's structure before starting the project. Analyzing the situation provides insight into how each process works, how data is captured, and how it is processed. Only then does the project begin, which includes implementing, developing software add-ons, testing the solution, user training, and transitioning the solution into production.

For a successful analysis, it is important that:

• it is carried out in collaboration with the company's management and key users,
• it is thorough and covers all relevant information,
• it is documented so that the implementation team can access the information later.

The snapshot is divided into 3 phases:

Phase 1 - setting up the project

During Phase 1 of the project, the client and contractor establish the project organization, define the working methods, and prepare the project infrastructure. Additionally, a review and final validation of the requirements takes place.

Phase 2 - Project management

It contains activities:

• monitoring project communication,
• delegating and monitoring the implementation of project tasks.

Phase 3 - Simple snapshot

Carrying out the review:

• a simple snapshot is provided by workshops where Stroka Business Group is represented by business analysts, programmers and systems engineers.
• The workshop can be conducted online or on-site and involves productive discussions with relevant participants selected by the client.
• In order to provide the service, the Contractor requires full access and all available documentation related to the existing system must be provided by the Client.

When evaluating the situation, we pay attention to two main aspects:

1. The organization of the key users responsible for implementing the business process as well as the users responsible for implementing the IT support for the processes.

2. The process of defining the process requirements and ensuring that the IT support coverage requirements are met.

The client has requested participants to prepare in advance for the workshop by providing the following information:

• a list of wishes and problems from heads of departments, 
• a list of wishes and problems from the operational team,
• a list of analyses, reports, excerpts, and extractions currently in use,
• a list of analyses, reports, excerpts, and extractions that participants would like to use,
• existing documentation related to the status report, including internal processes and workflows.

The following factors are considered when setting implementation targets:

• improving operational efficiency,
• cost reductions,
• increase customer satisfaction.

A snapshot is essentially a record of the client's current state. It comprises a document that lists the basic inventory of the customer's present usage of the business system or processes. Subsequently, a proposal for additional collaboration is put forth for the implementation and support of the Pantheon software, including the preparation of a maintenance proposal.

2. System installation and configuration

The second step of PANTHEON implementation involves installing and configuring the system, including software installation and basic settings configuration.

When installing the PANTHEON software, we consider:

• the operating system used by the company,
• hardware performance.

When configuring the basic system settings, we can edit the following:

• System settings on the admin console (email, backup path settings)
• General settings on the admin console
• Adding users and setting initial authorizations
• General eDocumentation settings

During the system configuration process, the following settings are also added:

• commodity and material functions,
• financial accounting functions,
• program additions,
• designing printouts.

3. Data transfer

The third step in the implementation is the data transfer. In this step, the required data for the program is transferred from the existing IT infrastructure.

Data transfer includes:

• transfer or set up a buyer and supplier code list,
• transfer or set up an item code list (without transferring the contract price and partner code lists),
• transfer of opening stock.

4. Training and testing of users at the start-up phase

It is a well-known fact that poor change management is one of the biggest reasons for the failure of ERP system implementation. According to a study by Gartner, almost 20% of ERP implementation failures occur due to poor change management practices. This highlights the importance of effectively communicating the benefits of a new system, training employees on its use, and addressing any resistance to change.

Therefore, the fourth step of our implementation process is user education, which is extremely important. In this step, users are trained on how to use the software effectively. The training can be carried out in several phases. In the first phase, users are introduced to the basics of the system, such as the PA tools, the entity codebook, and the identity codebook. In the remaining phases, users are trained to carry out their workflow in the PANTHEON software. By taking a planned approach to employee training, companies can ensure that their employees use the system effectively and can fully take advantage of its benefits.

After the user education, the next step is to test and commission the system. This step ensures that the system is working properly. The customer also confirms the individual functionalities, sets a migration date and launches PANTHEON. In this step, it is extremely important that experts are present during the testing in case of any uncertainties or anomalies at system start-up.

5. Post-boot support

The fifth and final step of the PANTHEON implementation involves providing support after the system has been launched, followed by the transition to a maintenance contract. The duration of the post-launch support will depend on the complexity of the implementation and any additional features. The maintenance contract will provide users with faster access to experts and a single customer support platform.

Depending on the type of maintenance contract chosen, an administrator may be assigned to fully understand the company's processes, regularly monitor them and resolve any system issues.

Key factors for successful implementation of a business system

It is crucial to consider the following key factors for a successful implementation of PANTHEON:

• clearly defining the needs of the company,
• good project planning,
• choosing a qualified contractor,
• the involvement of all stakeholders.