How to Manage ERP Changes
Current ERP systems are complex, multi-module, multi-user systems that are in use in nearly every industry. Making changes to these finance, human resource, and supply chain applications requires a well-planned process. It involves business partners, programmers, and project managers. Even simple changes can affect the application code in multiple areas.
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Instructions
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Document the current system with use cases and a version control process. This will give you a baseline of how the system is used, and how it is configured. Be sure to document all security settings and reports, modules and pages in use.
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Create a change control request process. Include who can make, and approve, change requests. Your request process should include a service level agreement about how long it will take change requests to be reviewed, and who will communicate whether or not they have been approved.
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Create a communication plan and identify roles and responsibilities. Your application should have both functional and technical owners for each module. In a financial ERP, for example, this could include the accounts payable, general ledger, and asset management modules. The owners will likely be deciding if modifications will move forward, or not, and communicating to their business areas. Identify change sponsors and testers. List how often, and in what cases you will communicate to your user group.
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Document a testing plan, which includes unit, integration, load, and user acceptance testing. Changes to an ERP can often affect multiple modules. Your test plan should first test the specific change being made.It shoud also include at least one round of full user acceptance testing where tasks are performed in other modules as well.
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Plan a release schedule and create guidelines for ad-hoc or emergency changes. Non-urgent, or "nice-to-have" changes should be bundled into regular releases, or upgrades. Plan how often these will occur, and let users and programmers know that urgency will decide when a modification is moved through to production. Provide a route for emergency changes, such as those that may be dictated by a security breach, new legislation, or an audit risk.
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Include all documentation in one document called the Change Control Plan, and distribute it to all affected teams, prior to any backlog of change requests. When changes are approved, make sure that all of the module owners have signed off before code changes are made to the production environment.
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Tips & Warnings
Your ERP support should include generic use cases and integration points. These can help in the initial documentation phase.
There are many templates available online for use.
References
Resources
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