Maximizing ROI: How to Effectively Work with Consultants on Your Modern ERP Upgrade
Editor’s Note: This article was originally published in 2015 and has been updated to reflect current ERP implementation best practices, particularly for cloud-based systems like Epicor Kinetic.
As ERP systems continue to evolve toward cloud-native platforms, one question remains constant: “How do we work with consultants effectively while maximizing our investment?” Whether you’re planning an upgrade to Epicor Kinetic or implementing another modern ERP solution, understanding how to leverage consulting expertise is crucial for success.
The Foundation: Project Management Remains Critical
Project management continues to be the most overlooked yet critical component of any ERP upgrade. In today’s cloud-first environment, experienced project managers bring even more value:
They understand both traditional and agile implementation methodologies
They have experience managing hybrid teams across on-premise and cloud transitions
They can navigate the complexities of modern integration requirements
They bring best practices from multiple cloud ERP implementations
Key Tip: While vetting your Project Manager is still essential, today’s focus should be on their experience with cloud transitions and modern implementation methodologies. Once you’ve chosen your PM, trust their expertise while maintaining active engagement in the process.
Strategic Consulting in the Cloud Era
While consulting rates have evolved since 2015, the value proposition remains strong—particularly for cloud implementations. Modern ERP consulting goes beyond traditional system configuration:
Cloud architecture and integration expertise
Data migration and cleansing strategies
Change management for cloud-based workflows
Security and compliance considerations
Mobile and remote access optimization
Understanding your needs and budget remains crucial. A limited budget of $25,000 still means more internal work, but cloud platforms often require less customization, potentially reducing consulting needs in some areas.
The Modern SWOT Analysis
The traditional SWOT (Strengths, Weaknesses, Opportunities, Threats) analysis remains valuable but needs updating for today’s ERP landscape:
Strengths to Consider
Internal cloud technology experience
Digital transformation readiness
Remote work capabilities
Data analytics expertise
Weaknesses to Watch
Legacy system dependencies
Custom code maintenance
Cloud security expertise
Integration complexity
Opportunities to Explore
AI and automation capabilities
Mobile workforce enablement
Real-time analytics
Enhanced customer experience
Threats to Address
Data security risks
Integration failures
User adoption challenges
Cloud performance issues
Making the Most of ERP Consulting
Today’s ERP consultants are more than system experts—they’re digital transformation partners. When engaging with consultants keep the following in mind:
Start with Architecture: If you’re moving from an older system or have extensive customizations, begin with a Business Process Review (BPR) that includes cloud readiness assessment.
Focus on Integration: Modern ERPs thrive on integration. Ensure your consulting team has expertise in API management and modern integration patterns.
Prioritize Change Management: Cloud transitions often require significant process changes. Budget for proper change management and training.
Plan for Data: Data migration to cloud platforms requires careful planning. Engage consultants early in data cleansing and migration strategy.
ERP Success
The path to ERP success still runs through effective consulting partnerships, but the landscape has evolved. Today’s successful implementations require a balance of traditional project management wisdom and modern cloud expertise. By understanding your organization’s capabilities and limitations, you can strategically engage consulting resources where they’ll provide the most value—whether that’s in cloud architecture, data migration, or change management.
Remember, the goal isn’t just to upgrade your ERP—it’s to transform your business processes for the digital age. Choose consulting partners who understand both the technology and your business objectives, and who can help you navigate the complexities of modern cloud-based ERP implementations.
Customizations – If your organization has a multitude of customizations, integrations or modifications in place then you need to get organized around all of these with a plan that allows the time to implement them into the new environment. The magnitude of complexity goes up with each version of Epicor that you are leaping over to get to 10.1. So if you’re on Epicor 9.04, it’s not as bad as if you’re still on Vantage 8.03 and not as bad yet again as if you’re on Vantage 6.1.Catalogue your customizations in a spreadsheet. Make the business team force rank them as level 1,2 or 3. Level 1 – Business Critical Level 2 – Could work without for a period of time Level 3 – Functionality no longer needed or has been replaced with Out of the Box with 10.1
Once you have everything catalogued it’s easier to build a plan of action around them. Which ones will need hands on work to function in Epicor ERP 10.1? Which ones are critical to be included in the regression test plans.
Processes aren’t documented – If you don’t have your critical processed documented in your ERP then how are you going to systematically test them before you launch a new version of your ERP? In addition, moving to Epicor 10.1 should have other forecasted advantages for your business. What are those new processes and how will they impact the workflow for your organization?
Business Team Readiness – Just like in your original implementation the upgrade isn’t handled by just one individual. Besides, would you want to be the one guy with the weight of the business’ ERP on your shoulders if that upgrade doesn’t work out? You need your core team of business representation to establish the plan, set and perform the regression tests and ensure that they are ready for the new version. Multiple eyes on your project are always better than a single point of failure. On top of your core team making sure that you have the same level of involvement from the executive team is a must. Everyone needs to be on board with an upgrade.Granted, if you’re making a “dot” upgrade from Epicor 10 to 10.1 it should be much less invasive, there should be a lot fewer surprises and it should run smoother but this is no excuse for bypassing the fundamentals of project success.
If you take the time to organize your upgrade to Epicor ERP 10.1, you’ll be increasing your chances of success exponentially. Yes, it’s a little more ground work on the front end, but doing this work up front is a fraction of the time it will take if you skip it and get a surprise later on. I would love to continue our conversation and welcome you to…
Learn From Our Experts: Access Our Epicor 10 Out Of The Box Tools Video Series.
What Does the Epicor 10.1 ERP Upgrade Mean for Your Company?
The release of Epicor 10.1 represents a significant shift in quality control and stability. Epicor has restructured their approach, implementing new leadership teams up to the executive level to address historical quality concerns with their releases. While Epicor has consistently been recognized as an innovator in the ERP space, often being first-to-market with new features, this has sometimes come at the expense of stability and reliability.
At the Epicor Users Conference (Insights) in spring 2015, version 10.1 was prominently featured, with multiple sessions dedicated to discussing these quality improvements. Many organizations have been waiting for this more stable release before upgrading their systems.
Key Features in Epicor 10.1
Planning Contracts
Enables planning for long lead-time items without requiring job release or sales order creation
Allows creation of planning contracts linked to projects
Supports purchasing demand against contracts with dedicated bin storage
MRP by Part
Introduces ability to run Material Requirements Planning (MRP) for individual parts
Eliminates need to run full MRP for urgent single-item requirements
Particularly useful for testing and hot-item management
Zero Quantity BOMs
Developed in response to EUG (Epicor Users Group) request
Allows addition of zero-quantity items to Bills of Materials
Enables listing items without creating inventory or purchasing demand
Additional Notable Features of 10.1
Multi-Job Scheduling
Packaging Control
This release aims to balance Epicor’s innovative approach with the stability and reliability that enterprise customers require.
From Epicor 10.1 to Epicor Kinetic
While this look back at Epicor 10.1 provides interesting historical context for Epicor’s development journey, the landscape has evolved significantly with the introduction of Epicor Kinetic. Many of the foundational improvements introduced in 10.1 – from enhanced stability to user-requested features – laid the groundwork for Kinetic’s modern cloud-first platform. Today’s Kinetic environment offers these capabilities and much more, with improved user experience, cloud-native architecture, and advanced features like artificial intelligence and mobile-first design. Organizations still running older versions of Epicor can appreciate how each release has built upon previous improvements, making today’s upgrade path to Kinetic a natural progression that delivers on the promises of both stability and innovation that began with releases like 10.1.
Understanding Epicor’s Company Structure: A Guide for Modern ERP Implementation
Epicor’s company structure remains a cornerstone of the ERP system’s architecture, providing the fundamental framework for organizing and implementing your enterprise resource planning (ERP) solution. Understanding this structure is crucial for optimizing your ERP implementation and ensuring your system aligns perfectly with your business needs.
Why Company Structure Matters
The importance of Epicor’s Company structure cannot be overstated—it forms the foundation that affects every module’s functionality and behavior. A well-planned company structure ensures:
Alignment with your business strategy
Optimal system performance
Effective utilization of features
Streamlined workflow management
Three-Phase Setup Process
Setting up companies in an Epicor database involves three crucial phases:
Initial Creation: Companies are established through the Epicor Administration Console
Base Configuration: Core company information is defined via Company Maintenance
Module Configuration: Detailed module-specific defaults are set through Company Configuration
Key Configuration Elements
When configuring a new Company through the Admin Console, several critical elements must be defined:
Company ID: A unique identifier that becomes permanent once set
Company Name: The official designation used across forms and reports
Company Installation: The specific license file for the implementation
Country Code: Required for company-specific functionality
Base Currency Code: Primary currency for financial operations
Number of Decimals: Precision settings for costs, prices, and general calculations
Best Practices for Modern Implementation
To ensure successful implementation:
Align company structure with current business operations
Plan for scalability and future growth
Consider multi-currency requirements if operating internationally
Document configuration decisions for future reference
Regular review and optimization of settings
Moving Forward
While the basic principles of Epicor’s company structure remain constant, modern implementations benefit from enhanced features and improved integration capabilities. Success depends on thoughtful planning and configuration that reflects your organization’s current needs while allowing for future growth.
For more information about optimizing your Epicor implementation or to discuss your specific needs, contact our team of experts.
Goal #1 in Implementing Your Enterprise Resource Planning (ERP) System: How You Think is Everything
We continue to review the 10 Principles of Success and how they’re applied to ERP Implementation now that your company has selected a system with starting with the 1st Principle of Success: How You Think is Everything!
The 10 ERP Principles of Success are:
1. How You Think is Everything!
Always be positive.
Think success not failure.
Be aware of a negative environment.
2. Decide on What Your True Goals Are!
Write down what your specific goals are.
Write down a plan/time line in how to obtain your goals.
3. Take Action!
Goals/Plans are nothing without action.
Don’t be afraid to get started – “Just Do It”, it doesn’t need to be perfect to start, nothing ever is!
4. Never Stop Learning!
Get on-going training so use to better your organization.
5. Persistence and Hard Work Pay-off!
Success is a marathon, not a sprint.
Never give up on the goal/plan that you created in number 3 above, original or revised!
6. Learn How to Analyze the Details!
Get all the facts/input you can – Learn from your mistakes.
7. Focus Your Time And Money!
Don’t let other things and people distract you!
8. Don’t be Afraid to Innovate and Change – Be Different!
Following the way that it’s always been done is a sure way to achieve nothing.
9. Communicate and Deal with People Effectively!
Learn to understand what motivates the people you work with and what they need to be successful. No person is the organization or is indispensable.
10. Be Honest and Dependable!
Take Responsibility – Otherwise 1 through 9 above won’t matter.
As a disclaimer, these 10 Principles of Success come from Investor’s Business Daily (IBD) newspaper aimed at helping stock market investors understand what good growth stocks to invest in, based on what the current overall market conditions are. EstesGroup believes that a company can apply these 10 Principles of Success to ERP systems; that is Implementing, implementing and using them.
How does the 9th Principle of Success apply to:
Choosing the Right ERP System for Your Business?
Principle # 10: Be Honest and Dependable!
Take Responsibility – Otherwise 1 through 9 above won’t matter.
As a disclaimer, these 10 Principles of Success come from Investor’s Business Daily (IBD) newspaper aimed at helping stock market investors understand what good growth stocks to invest in, based on what the current overall market conditions are. EstesGroup believes that a company can apply these 10 Principles of Success to ERP systems; that is selecting, implementing and using them.
How does the 1st Principle of Success apply to? Implementing Your Business ERP System?
Principle # 1: How You Think is Everything!
Always be positive.
Think success not failure.
Be aware of a negative environment.
Let’s face it implementing an ERP system isn’t fun! There are numerous stories of ERP system implementation failures that go on for years and years as well as cost thousands and thousands of dollars over what a company has budgeted for. Implementing an ERP system also can create a negative work environment for the employees, because people don’t like to change. Now that we’ve exposed the primary negatives of ERP implementation, let me point out some of the positives. Implementing an ERP system can be one of the best experiences a company can go through, because it touches every part of the organization. It allows a business to reinvent itself, by closely examining their business processes with the help of software technology (ERP system “Best Practices”). This will ultimately allow a business to be more efficient and effective cutting costs as well as improving revenue for growth.
Once a company has selected/purchased their ERP system they should look for help from the software vendor or a certified partner of the software vendor to implement it. The implementation services you’ve contracted for should help your company lighten the load of having to think (on your own) of how you’re company is going to use “Best Practices” of the ERP system to improve the company operation. The software vendor or certified partner should have clearly provided you with this information through the selection process and now be ready to show you how to accomplish this through the implementation process.
EstesGroup uses a Project Initiation Document (PID) to communicate the detail of how an Epicor ERPimplementation is going to go. On this document it clearly spells out roles/responsibilities of the people involved, critical implementation tasks (i.e. data conversion, value stream scripts, reports, etc.), budgeted hours and the timeline with milestone checkpoints of project dates. Having a detailed ERP Implementation“Project Plan” I believe allows the people involved in the implementation to think positively as well as thinkabout project success Vs failure right from the onset.
As the ERP implementation project evolves, trust me negative thoughts will start creeping in from the team. It’s up to the ERP implementation Project Leader as well as the entire team to fight against this happening. What are some of the ways you can keep thinking positively about your ERP implementation success?
Each weekly ERP implementation meeting, review the positive changes you all have agreed to (in the selection process) that the organization will realize when you “Go Live” on the new system.
Offer your help to one of the team members, if they get behind. They will not only appreciate it, but you’ll most likely learn another area of the business, which increases your value.
Make your weekly ERP implementation meetings fun. Order pizza, if you’re having your meeting at lunch; donuts or bagels if it’s a breakfast get together, change the room you meet in, etc. etc.
Upper management (Project Sponsor) should be involved in each ERP implementation meeting and actively participate to show their support and encouragement.
Upper Management (Project Sponsor) should be tasked with making all of the tough implementation decisions after receiving feedback from the implementation Project Leader and Core team members. This then takes away the hard feelings that the implementation team members may harbor against each other as the project proceeds.
Have the mindset of never giving up and sticking to your “Go Live” date.
If you’d like to learn more tips and techniques in how to make your ERP implementation a very positiveexperience, give EstesGroup a call, we can help! We’ve been providing this type of help to themanufacturing/distribution industry for years. How You Think Is Everything!
Pick up the phone and call 1 888 300 2340 and together we will:
Simplify Technology, Improve Operations, and Gain Efficiencies…
