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When More Security Tools Don’t Mean More Security

When More Security Tools Don’t Mean More Security

Traditional tools with a cybersecurity overlay representing IT security tool overlap and the need for coordinated security governance.

When More Security Tools Don’t Mean More Security:

Understanding IT Security Tool Overlap

Over the past decade, and particularly since the pandemic, organizations have invested heavily in cybersecurity. Many now have more tools in place than ever before — yet it’s increasingly common to hear the same question: Are we actually protected? For manufacturers and distributors, this uncertainty is amplified by tightly integrated operational environments where ERP systems, production workflows, and supply chain operations depend on constant availability and security.

This tension sits at the center of a growing challenge in IT environments, especially as AI-driven tools multiply: security tool overlap.

Defining Security Tool Overlap

Security tool overlap occurs when multiple cybersecurity technologies perform similar or adjacent functions without clear coordination, ownership, or governance. These overlaps often develop gradually, as tools are added in response to new risks, audits, or vendor recommendations, rather than as part of a unified security architecture.

Importantly, overlap is not a sign of negligence. In many cases, it reflects responsible decisions made under real pressure. The challenge emerges when these tools accumulate faster than they are rationalized. In fast-paced environments, cybersecurity must safeguard the entire enterprise resource planning (ERP) ecosystem, from production to supply chain systems, without disrupting the flow of work.

Why Manufacturing and Distribution Feel This More Acutely

Manufacturers and distributors operate under a unique set of pressures that make security tool overlap especially difficult to manage. Tight operational margins and constant time constraints mean downtime is costly and delays ripple quickly across production, fulfillment, and customer commitments. In this environment, security decisions are often made reactively, driven by immediate needs such as audit findings, customer requirements, or emerging threats.

Over time, this reactive pattern creates environments where protections exist, but their interactions are poorly understood, leaving organizations with more tools, more alerts, and less certainty about how secure they actually are.

ERP as the Operational Backbone

ERP platforms in manufacturing and distribution are not limited to financial reporting or back-office accounting. They function as the operational backbone of the business, coordinating production scheduling, inventory management, purchasing, fulfillment, and financial close within a single, tightly integrated system. Decisions made in one area immediately affect others, which means availability, data integrity, and access control are critical to daily operations. From a security perspective, this centrality raises the stakes: disruptions, unauthorized access, or data inconsistencies within ERP systems do not remain isolated incidents — they cascade quickly across production lines, warehouses, and customer commitments. As a result, ERP security must be approached as an operational requirement, not simply a technical safeguard.

When ERP availability or integrity is compromised, the impact is immediate and operational — not theoretical.

Long-Lived Systems and Mixed Environments

Manufacturing and distribution environments often include:

  • Long-lived ERP implementations

  • Legacy applications alongside modern platforms

  • A blend of on-premises, hosted, and cloud services

Security tools added over time must coexist across this mix, increasing the likelihood of redundancy and inconsistency.

Compliance, Insurance, and Customer Pressure

Cyber insurance questionnaires, customer security requirements, and regulatory frameworks frequently drive tool adoption. Adding a new control is often faster than re-evaluating the existing stack, even if that control overlaps with something already in place.

Common Categories Where Overlap Occurs

In practice, security tool overlap often appears across several common categories used in manufacturing and distribution environments.

Endpoint Security

It is not uncommon for multiple endpoint agents to coexist, each generating alerts and enforcing policies independently.

Identity and Access Management

Overlap here can create conflicting access behaviors and administrative complexity.

  • Multi-factor authentication

  • Conditional access

  • Privileged account controls

Network and Perimeter Controls

When network-level and endpoint-level controls duplicate effort, visibility can suffer.

  • Firewalls

  • VPN or remote access tools

  • DNS and web filtering

Email and Collaboration Security

Multiple layers may exist, but ownership of response is often unclear.

  • Phishing and spam protection

  • Link and attachment inspection

  • Data loss prevention

Backup and Recovery

Overlap in this category can be especially dangerous if responsibility for recovery authority is not clearly defined.

When More Tools Increase Risk

Security tools only reduce risk when they are properly configured, actively monitored, clearly owned, and understood in context. Without strong governance, overlapping tools can introduce systemic weaknesses rather than resilience. Multiple systems may report similar events, creating alert fatigue that obscures meaningful signals and slows response during real incidents.

Accountability can become diffused, leaving teams uncertain about which control should have detected an issue or who is responsible for acting. Each additional agent, console, or integration also expands the attack surface, increasing the number of systems that must be secured, patched, and maintained.

At the same time, licensing and operational costs accumulate quietly, often without a clear understanding of which tools are delivering measurable protection. In these environments, security gaps emerge not because controls are missing, but because responsibility and intent are unclear.

Security as a Governance Problem

As cybersecurity programs mature, leading organizations are shifting focus away from constant tool expansion and toward security governance.

A governance-based security model emphasizes:

  • Clear definition of each tool’s role

  • Intentional reduction of functional overlap

  • Explicit ownership and escalation paths

  • Alignment between controls and business risk

This approach recognizes that effective security is not additive — it is cohesive.

The Role of EstesCare Guard

EstesCare Guard is designed around this governance-first philosophy, specifically for ERP-driven manufacturing and distribution environments.

Rather than assuming that more tools equal better outcomes, EstesCare Guard focuses on:

  • Rationalizing existing security investments

  • Clarifying ownership across endpoints, identity, network, and recovery

  • Separating baseline protection from advanced security controls

  • Aligning security posture to operational reality, compliance needs, and risk tolerance

Delivered as a subscription-based security suite, EstesCare Guard provides consistency and clarity without forcing organizations into one-size-fits-all security stacks.

A More Sustainable Security Posture

For manufacturers and distributors, security must support continuity as much as protection. Systems must remain available. Data must remain trustworthy. And response must be decisive when something goes wrong.

Simplifying security through governance does not weaken protection. It strengthens it — by making security understandable, defensible, and operationally reliable.

In the end, security maturity is not measured by how many tools are deployed, but by how confidently those tools work together to protect what matters most.

If your security stack feels harder to explain every year, it may be time for a different approach.

Explore how EstesCare Guard helps manufacturers and distributors simplify security without weakening protection.

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Cybersecurity Awareness Month 2025: Strengthening ERP Security

Cybersecurity Awareness Month 2025: Strengthening ERP Security

EstesGroup Cybersecurity Awareness Month 2025 graphic with autumn background, Cybersecurity Champion shield logo, and Stay Safe Online campaign branding.

EstesGroup Launches Cybersecurity Awareness Month 2025

October is Cybersecurity Awareness Month, and EstesGroup is proud to stand as a Cybersecurity Champion. This year, we’re focusing on what matters most to our clients: protecting ERP-driven businesses at the very heart of the supply chain.

Why Cybersecurity Awareness Month Matters

For more than twenty years, October has marked a national call to action on cybersecurity. In 2025, that call is louder than ever. Manufacturers and distributors don’t just move products. They power critical infrastructure. And in today’s threat landscape, cybercriminals know that disrupting ERP systems means disrupting entire industries.

Cybersecurity Month 2025 isn’t just about “staying safe online.” It’s about keeping your production lines running, your shipments moving, and your data protected.

The ERP Factor: Why EstesCare Guard Is Different

Awareness campaigns too often stop at the basics — passwords, phishing, software updates. Important, yes, but incomplete. EstesGroup goes further by addressing where the real business risk lives: your enterprise resource planning (ERP) system’s evolving vulnerabilities, including new threats incoming and abounding from AI.

ERP platforms like Epicor Prophet 21, Epicor Kinetic, Sage, and other mid-market solutions manage everything from customer records to pricing strategies to production schedules. That makes them a high-value target for attackers and a weak point in many companies’ cyber defenses.

This is where EstesCare Guard stands apart. Unlike one-size-fits-all cybersecurity tools, EstesCare Guard is purpose-built for ERP environments. It integrates with your IT infrastructure, your on-premise or cloud-based environment, and your business processes to provide:

  • AI-powered monitoring to detect anomalies across ERP workflows

  • Compliance alignment for industries bound by HIPAA, ITAR, CMMC, and NIST 800-171

  • Proactive defense through logging, backups, and encryption tailored to ERP data

  • Single accountability — one team responsible for both IT security and ERP continuity

The New Supply Chain Battleground

Today’s attackers aim higher than stealing passwords. They aim to freeze operations, ransom production schedules, and compromise customer trust. For supply chains, a single compromised ERP login can cascade across vendors and customers in hours.

EstesCare Guard was designed to make sure that never happens to your business.

What to Expect in Cybersecurity Awareness Month 2025

Throughout October, EstesGroup will share practical insights to help companies build ERP-centric defenses:

  • Week 1: Why Cybersecurity Matters in Manufacturing & Distribution

  • Week 2: Beyond the Basics—Passwords, MFA, and Phishing in ERP Systems

  • Week 3: Building ERP Resilience—Logs, Backups, Encryption Done Right

  • Week 4: AI-Powered Threats vs. AI-Powered Defenses in ERP Environments

  • Week 5: Recap & Roadmap—Where ERP Security Goes Next

Follow along for blogs, posts, and resources designed specifically for the manufacturing and distribution communities.

EstesGroup: Your Cybersecurity Champion

At EstesGroup, we believe cybersecurity is not just about firewalls and alerts — it’s about keeping your ERP ecosystem strong and your business moving. With EstesCare Guard, you gain more than a tool. You gain a partner dedicated to safeguarding the systems that power your growth.

Take Action Today with a Free Cyber Defense Strategy Session

Start Cybersecurity Awareness Month by protecting the core of your business. Schedule a Cybersecurity Strategy Session with EstesGroup today.

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BPR as the Basis of a Business Transformation

BPR as the Basis of a Business Transformation

Businesswoman reviewing paperwork during a Business Process Review (BPR) project to evaluate ERP processes.

Inside a BPR: Business Process Reviews in Action

Customers frequently reach out to us looking to transform their organizations by radically reconceptualizing how they utilize their ERP system. It is not uncommon that a poorly configured ERP system can become a significant impediment to business excellence, beleaguering business processes and muddying the information that would otherwise form the basis of decision-making.

As such, remediating an ERP system can be a fundamental step in transforming the related organization. That said, many customers come to us seeking to understand just how this process operates: how does a consultancy like The Estes Group work with a customer to improve their ERP system? Our answer is not especially surprising — a successful business transformation begins with a successful business process review (BPR).

A BPR is a comprehensive review of an organization and its ERP application, to understand the relationship between them and how the ERP system in question might be modified to the betterment of the organization. But the BPR itself occurs in stages, so let’s better understand the stages of a business process review.

Onsite Review

This is the first stage of a business transformation effort, and is an area-by-area assessment of the organization and the ERP-related elements that might be within the scope of the overall transformation effort. It consists of the following activities:

  • Clarify business priorities and goals that form the backbone of the assessment. For instance, an organization might be trying to understand whether to reconfigure or reimplement the current ERP system to better serve the needs of the organization, or even to understand whether the system in question is the right system for the organization.
  • Review ERP-related business processes by department — understanding each department’s perspective is critical for understanding the movement of data across the system.
    Identify and document issues, gaps, process problems, performance issues, data issues, or any related ERP challenges.
  • Review ERP data setup — data is fundamental to a successful implementation, and the core master files (items, customers, suppliers) need to be properly set up to support successful transactions.
  • Review ERP system configuration — the base configuration of the ERP system, which can manifest itself at the level of the company and site or even among various setup tables, can significantly alter how the system behaves. Understanding which decisions have been made is critical to understanding the behavior of the system itself.

This assessment is normally conducted onsite, as it tends to be most thorough when conducted in that manner. The consultant involved is documenting findings and making assessments at the time of the review. On the heels of the onsite review, the consultant normally performs any additional follow-up, be it in the form of data review, process follow-up questions, or remote meetings.

Document Findings

Coming out of the business process review, comprehensive documentation would occur as related to the areas covered, including the following:

  • Functional areas covered and the characteristics of each.
  • Gaps/issues identified within areas and between areas, and across the system as a whole.
  • Recommendations to address gaps/issues where applicable.

Determine Key Next Steps

Based on the business priorities, next steps would be identified and recommendations made. Should the organization clean up the existing environment and correct the existing data structures and business processes to better align with the organization’s intent, or should the organization reimplement a new environment to avoid the challenges of the current state? Or are there simply some tweaks to the existing system to be made, in the form of business logic or reporting?

Preliminary Review

At this point, the BPR would be reviewed with the customer. Considerations of the benefits and drawbacks of each approach would be defined and reviewed, and priorities and scope would be identified, which would be used to construct the project plan and budget. It is always helpful at this stage to clarify expectations, to make sure that goals are aligned and to avoid any downstream confusion when the final deliverables are reviewed.

Identify the Scope

Scope definition would serve to answer the following questions:

  • Which gaps or issues are most significant, and thus should be fundamental to subsequent planning efforts?
  • Which key areas would need to be addressed in order to achieve the goals identified above?
  • Which data files (master files and transactional files) are most in need of review?
  • Which business processes need to be adjusted?
  • How much prototyping is required to make the necessary decisions regarding data setup and process definitions?
  • How do we ensure that data entry is better managed in the future?
  • How do we ensure that preferred business processes are consistently performed in the future?

Develop the Project Plan

Based on the decisions made in the preliminary review, and the related project plan, determine the project budget that answers the question: what does the cost of the ensuing project look like? A budget may similarly have multiple versions based on the degree of customer involvement:

  • High customer/user involvement
  • Low customer/user involvement

Final Review

Once the plan and budget have been constructed, a final review will be conducted with the customer. Fine-tuning of the project plan and budget can occur to align with customer perspectives.

Proposal Development

As an output of the final review, a proposal for project execution will be constructed, using all of the information developed at this point. Assuming agreement on and signature of the proposal, the implementation project will commence.

As you can see, a systematic and staged approach to a business process review can set the stage for a systematic and staged approach to transforming your ERP system — to transform your business.

Your ERP Transformation Begins with a BPR

An ERP process review matters because it reveals how well your system is supporting — or hindering — your business. Over time, ERP setups drift away from best practices as organizations grow, users improvise, or data quality slips. This creates inefficiencies, workarounds, and reporting blind spots that quietly slow down the business. Your ERP journey doesn’t have to be complex. A review with EstesGroup’s expert consultants gives you clarity, direction, and confidence in every next step. Whether you’re reconfiguring, reimplementing, or simply fine-tuning your system, the right insights can transform challenges into opportunities.

By stepping back to evaluate processes, data structures, and configurations, an ERP process review uncovers where gaps exist and what changes will deliver the greatest impact. It turns vague frustrations into concrete improvement opportunities, aligns system performance with business goals, and provides a roadmap for smarter decision-making. In short, it ensures that your ERP isn’t just running, but running in a way that drives measurable business value.

Curious how a BPR could reshape your business? Let’s start the conversation.

Before any major ERP decision, clarity comes first. That’s why we offer a free first-step assessment with our industry experts. In this consultation, we’ll review your current ERP environment, discuss your business priorities, and identify where process gaps or system challenges may be holding you back. Think of it as a guided starting point — no obligation, just actionable insight to help you decide whether a full BPR or another path makes the most sense for your organization. And as your needs grow, EstesGroup’s expert ERP and IT teams can also support you with flexible cloud options and EstesCare Support Services to keep your systems secure, scalable, and supported long-term.

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Prophet 21 DynaChange Screen Designer: Tips & Best Practices

Prophet 21 DynaChange Screen Designer: Tips & Best Practices

Epicor Prophet 21: Tips for Using the DynaChange Screen Designer

The Epicor Prophet 21 DynaChange Screen Designer is an effective tool designed to enhance user experience and improve operations within P21. It enables distribution businesses using Prophet 21 ERP to customize the functionalities and appearance of their screens to exact specifications.

IT admin ERP power user sitting at an workstations demonstrating Prophet 21 DynaChange Screen Designer.

Table of Contents

  1. What is the DynaChange Screen Designer?
  2. Screen-Only Fields
  3. Hiding Columns
  4. User-Defined Fields
  5. User-Computed Fields
  6. On-Screen Work Instructions
  7. How Prophet 21 DynaChange Power Users

Utilizing tools in P21 can change the way you interact with your ERP system. As ERP tool use goes, the P21 DynaChange Screen Designer is versatile and user-friendly, allowing users to make changes or create new fields with ease. IT teams do not need extensive training or coding skills to customize screens.

What is Prophet 21 DynaChange Screen Designer?  

The P21 DynaChange Screen is a no-code customization. IT admins and power users can easily customize ERP screens to perfectly match your business processes—without ever touching a line of code. The tool provides your users with the ability to make notes, capture critical data, reduce screen noise, set up real-time calculations, and embed training to reduce errors. With Epicor Prophet 21’s DynaChange Screen Designer, your vision for what your users can do for your business becomes reality. The DynaChange Screen Designer is an intuitive, point-and-click configuration tool that sits right on top of your standard P21 interface, empowering your team to craft the experience they need for peak productivity.

Screen-Only Fields

Prophet 21 users can create and customize screen-only fields within the interface. This feature is useful for documenting specific information that doesn’t need to be stored indefinitely. Businesses can add screen-only fields to streamline processes such as data entry and can modify or remove them at any time. The DynaChange Screen Designer tailors user interfaces without impacting the underlying functionality of the Prophet 21 system.

Hiding Columns

With DynaChange Screen Designer, businesses can hide columns to simplify screens. This is crucial as cluttered screens can lead to data entry errors, and not all information is pertinent to every user. Simplified screens and streamlined workflows enable users to access and enter necessary data more efficiently. Hiding a column is straightforward: an IT administrator or power user enters the DynaChange Screen Designer and selects the column to hide. While setting the column width to 1 is one method, DynaChange also allows toggling the visibility property to fully hide the column from view.

User-Defined Fields

DynaChange Screen Designer can create user-defined fields that are directly connected to the database, storing important business information not included in standard Prophet 21 fields. These fields allow users to store and access data easily from their screens. For example, businesses can create a user-defined field with information about a special product and place it where needed on the screen, enhancing the user experience. Businesses can specify the data type and set up conditions to ensure accurate data entry.

User-Computed Fields

DynaChange Screen Designer can perform real-time calculations or manipulations using user-computed fields. IT administrators or power users set the fields and appropriate formulas so that as users enter data, the fields automatically update. This automation allows users to perform complex calculations without external tools, saving time and reducing data errors. While no direct coding is required, familiarity with Prophet 21 logic and syntax can be beneficial for configuring complex calculations.

On-Screen Work Instructions

Businesses can direct workflows and standard procedures by setting up on-screen work instructions. This feature supports management and compliance within the organization. IT administrators or power users can place on-screen instructions next to relevant fields and create instructions or links that promote user efficiency. These instructions serve as self-learning guides, reducing the costs of formal training and user error. Businesses can frequently update these instructions using the DynaChange Screen Designer.

How Prophet 21 DynaChange Helps Distributors

The DynaChange Screen Designer tool in Epicor’s Prophet 21 system helps businesses improve operational efficiency and user productivity. By utilizing this tool to set up screen-only fields, hide columns, define user-defined and user-computed fields, and establish on-screen work instructions, businesses can tailor their ERP systems to specific needs.

The Prophet 21 DynaChange Screen Designer is flexible and easy to use, allowing changes without significant investment. While DynaChange improves efficiency and productivity, its direct impact on financial success and business growth depends on effective implementation and integration into broader business processes. With more efficient workflows and processes, businesses can position themselves for future growth and success.

Ready to tailor workflows on-the-fly, ensure data accuracy, and drive greater operational efficiency?

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How to Move Your Manufacturing ERP to the Cloud in 9 Steps

How to Move Your Manufacturing ERP to the Cloud in 9 Steps

9 Steps to Migrate Manufacturing ERP to the Cloud

Ready to move your manufacturing ERP to the cloud? Discover 9 simple steps that make the transition smooth, secure, and future-ready for your future dominance as a competitive and profitable manufacturer.

A female manufacturing worker pulling a lever in a factory symbolizing how easy it is to move manufacturing ERP into the cloud.

As manufacturers look to stay competitive and future-proof their operations, migrating to the cloud is becoming a strategic necessity. Moving your manufacturing ERP to the cloud is all about what your new infrastructure doesn’t do: limit how you run your business.

What You Will Learn Here

  1. How to assess your current ERP environment and plan for future needs
  2. How to create a cloud migration strategy
  3. The importance of backing up your data before migrating
  4. Syncing user accounts and licenses for smooth transitions
  5. How to test your new cloud environment
  6. Why testing connectivity and functionality matters
  7. How to schedule your cutover date for minimal disruption
  8. How to know your data is safe with cloud backups and disaster recovery
  9. What it means to go live with your cloud-hosted ERP system
  10. The benefits of cloud operations for your manufacturing business

1. Assess Your Current Environment and Plan for Cloud Migration

Before you even think about migrating an enterprise resource planning system like Epicor Kinetic, take a moment to assess your current infrastructure. What are your pain points? What’s working well, and what’s holding you back? And equally important—what are your future growth goals? By understanding both where you are and where you want to go, you can ensure the cloud environment you migrate to can scale with you.

2. Create a Cloud Migration Strategy for Your Manufacturing ERP

Now that you’ve assessed your current needs, it’s time to plan your manufacturing ERP migration strategy. This isn’t just about setting a timeline, it’s about understanding exactly what needs to be done and who’s responsible for each step. A thoughtful plan minimizes risk and ensures that your migration is completed on time and with as little disruption as possible.

3. Back Up Your ERP Data (Crucial Before Migration)

Data is the lifeblood of your business, and migrating your ERP system to the cloud shouldn’t come at the risk of losing it. Before making any major changes, back up your entire manufacturing operation database. This is your safety net, ensuring that should anything go wrong during the transition, you have a secure copy of your critical business data.

4. Sync User Accounts and Licenses for a Smooth Migration

Once your database is secure, it’s time to sync user names, licenses, and configurations. This is crucial for ensuring that your users will have the same access and functionality in the cloud as they had before. Syncing these elements will help avoid disruptions and ensure a smooth user experience after your manufacturing operations are in the cloud environment.

5. Test Your Cloud ERP Environment Before Going Live

It’s time to test your new cloud setup. Setting up a test environment in the cloud is one of the best ways to ensure that everything works as expected before the final cutover. Simulating your everyday operations lets you spot any potential issues and correct them before going live.

6. Test for Access and Functionality for Manufacturing in the Cloud

Testing doesn’t stop after the first phase. The second round focuses on critical areas like user access, connectivity, and the overall functionality of your manufacturing ERP system in the cloud. It’s essential to verify that your system is performing at the right speed and reliability to support your day-to-day business needs. When you look deeply into the process of how to move your manufacturing ERP to the cloud, you’ll see that good testing can ensure that you’ll maximize your return on investment (ROI) for both the ERP software and its deployment model.

7. Select the Perfect Cutover Date for Your ERP Migration

With the heavy testing behind you, it’s time to schedule your cutover date for moving your ERP to the cloud. Work with your team to identify the best time for this transition. Choose a time that offers the least disruption to your daily operations. With careful planning, you can make sure your cloud migration happens without operational disruption and on schedule.

8. Proactively Protect Manufacturing Data with Cloud Backups and Disaster Recovery

Even after testing, it’s essential to take one more step to safeguard your data. Backup your data to the cloud before the final migration to know for sure that everything is secure and recoverable. If something unexpected happens, your business can continue running without major disruptions.

9. Go Live: And Teach Others How to Move Your Manufacturing ERP to the Cloud (Successfully!)

Now, it’s time to go live with your new private or hybrid cloud. Your Epicor Kinetic ERP software, or other manufacturing ERP system, will now run in a secure cloud environment tailored to your industry and to your unique manufacturing operational strategy. Whether you’ve opted for a private or hybrid cloud, this is the time to experience the tremendous benefits of scalability, flexibility, and enhanced security. No hardware costs attached. It’s also time to recommend this way of deploying ERP to your friends.

The Result: Cloud Operations Made for Manufacturers

By migrating your ERP system to the cloud, you’re setting your manufacturing operations up for long-term success. Cloud environments offer unmatched flexibility, scalability, and security. These are key ingredients for future-proofing your business. Plus, with 24/7 support and robust disaster recovery, you can focus on what you do best: running your business, not managing infrastructure.

Ready to learn how to move your manufacturing ERP to the cloud? Sign up for a free demo today!

SIGN UP FOR A CLOUD DEMO TODAY

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Options When Managing an ERP Implementation

Options When Managing an ERP Implementation

Epicor® ERP Project Management Approaches

Managing an ERP implementation is like setting out on a major expedition. The right guide can make all the difference between smooth sailing and getting stuck halfway to your destination (without a single fish!). Read on to make your Epicor® Kinetic or Epicor® Prophet 21 project easier today.

Options when managing an ERP implementation with three different manufacturing ERP users in a factory views. Project management theme.

Fishing for You: Full-service Team Project Management Model

In traditional “Big ERP,” a fish-for-you method is often used. People in the industry sometimes call this “Big ERP,” and this approach was popularized in SAP implementations. In this case, the consulting partner comes in and extracts business information from your subject matter experts (SMEs), then uses that information to configure the system.

Often, the individuals who are extracting this information are quite different from those actually performing the system configuration. This model expects less of a time investment from your subject-matter-expert community, but it requires a significantly larger team of consultants and business analysts. As such, the consulting cost to an organization can be significantly higher. This model also tends to take longer to complete, which is typical for the big fish-for-them format.

In a full-service project management model, a consulting partner like EstesGroup takes the lead role. We handle the detailed planning, day-to-day management, and problem-solving so your team can stay focused on operations.

Teaching You to Fish: The Core Team Model

The other approach is often referred to as the core team model. In this model, a core team is assembled from the company’s subject matter expert community. These SMEs form a core team that operates in conjunction with the consultants’ core team. The core team is responsible for understanding and communicating the organization’s core requirements, and then working with the consultants to configure the system.

This model expects a much larger time investment from the subject matter experts — often requiring full-time commitment.

In the coaching model, your team stays deeply involved. A team like EstesGroup comes in to guide, mentor, and support, but you lead the charge. This approach focuses on building in-house ERP project management capabilities so your business isn’t just implementing a system—you’re growing internal experts who can optimize it for years to come.

How do companies decide between options when managing an ERP implementation?

The truth is, many successful Epicor® ERP projects use a blend of both approaches. You might start with full-service project leadership to hit critical milestones and transition to a coaching model as your team grows more confident. At EstesGroup, we tailor project management to your unique needs — whether that means handing you the fishing pole or helping you “reel in” the challenging bits and bytes, such as supply chain management or cybersecurity protocols.

What Full-Service ERP Management Looks Like

  • Project Planning and Roadmapping: Aligning system goals with business strategy.
  • Timeline and Milestone Tracking: Keeping all work-streams moving smoothly.
  • Task Management: Overseeing everything from system builds to user acceptance testing.
  • Risk and Issue Resolution: Proactively identifying and addressing roadblocks.
  • Vendor and Stakeholder Coordination: Managing communication so your leadership team stays informed.

Advantages of Full-Service Project Management

  • Faster Timelines: Seasoned project managers keep things moving efficiently.
  • Minimal Business Disruption: Your employees don’t have to juggle day jobs with project work.
  • Proven Playbooks: Experienced teams bring best practices honed across many ERP implementations and new risks like tariff volatility.

Considerations for Project Costs and Culture

  • Higher Costs: You’re paying for a complete service, start to finish.
  • Knowledge Retention Risk: Your team may feel less connected to the system if they weren’t hands-on during the build.
  • Culture disruption: Your team will be stressed by too much interference, which is why EstesGroup focuses on the partnership aspect of projects throughout every step.

Full-service ERP project management is a great fit if your team is bandwidth-constrained or if hitting a tight go-live deadline is critical.

What Coaching and ERP Partner Empowerment Looks Like

  • Collaborative Roadmapping: Your team helps design the project plan.
  • Training and Skill Development: We coach your team on best practices for project leadership.
  • Guided Execution: Your employees manage tasks, with access to expert advice whenever needed.
  • Ownership and Confidence Building: Your team grows into a force of independent ERP stewardship.

Advantages of the Core Team Model

  • Sustainable Success: Your organization develops strong ERP project management skills.
  • Lower Total Cost of Ownership: Consulting hours are often lower since your team leads key tasks.
  • Higher System Adoption: When users are involved early, change management feels more natural.

Considerations for Project Costs and Culture

  • Time and Resources: Team members must invest time to learn and lead.
  • Longer Implementation Timelines: Learning curves can extend project schedules.
  • Culture, Culture, Culture: Long-term internal expertise requires that employees are content and will stay to coach others.

Building in-house ERP project management capabilities is essential for organizations that want not only to implement a system successfully, but also to develop lasting internal expertise that drives continuous optimization over time.

When considering all options when managing an ERP implementation, why partner with EstesGroup?

Choosing the right Epicor® project management approach shouldn’t be overwhelming. Our team has helped businesses across manufacturing, distribution, and services industries implement ERP successfully — with flexible support models that build lasting success. We’re here to manage your project if you need a steady hand. We’re also here to coach your team to become future ERP champions if that’s your goal. Teaching ERP project management skills is what we do every day. We’re not only here to help you choose your path forward — we’re here at every step on your ERP implementation project. ERP implementation. On-premise or cloud deployment. ERP upgrades. We have the ERP expertise to help you know your options for every little detail of your Epicor® ERP implementation approach.

Want to explore your options for managing an Epicor® ERP implementation? Chat will us now, give us a call, or fill out the form below and we’ll email and call you faster than you can say ERP!

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