What should your ERP implementation team look like?

When it comes to communication and clarity within an organization, there is very much a balance between too much and too little. On the other hand, too little devops team structure communication can result in duplicate work and low productivity. A divisional structure is one that groups each function into a separate division.

implementation team structure

Those that appear to have the biggest gaps are the positions that you should think about outsourcing toERP consultants. The end-users are a team of internal employees brought in to represent the different departments in the business. They will champion the use of the ERP system throughout the business and help drive user adoption post-implementation. This is arguably the most important part of the software implementation team. These are the people who will actually be using the software and their opinions are extremely important for a successful implementation.

Best questions for the end users/test group

In order to avoid assembling a group of experts who act independently, rather than as an interdependent team, it can also be useful to consider skills in teamwork and collaboration. The trick is that for everyone to play a role in “leading” the change, to use it like it’s a no-brainer, they need direction and support. Even when the change “is part of their job” they will need help getting up to speed. Even when the change is well designed and documented, there will be questions and problems that need to be worked through and worked out. Even when you are sure the change will lead to great outcomes, you will need to measure and track progress just to be sure.

implementation team structure

In most cases, the project team will meet weekly – or more frequently during critical or high-activity periods. While C-level executives are not expected to attend team meetings, they should be kept aware of all implementation activities and decisions through regular reporting by the team leader. Company-wide status reporting is also highly recommended to help keep enthusiasm and interest high. Your IT department will take care of hardware and software installation (if the new system is installed on-premise). IT will also be responsible for compatibility and integration with other data-dependent systems and equipment – both within and connected to the enterprise. However, the responsibility to define the new business processes that will drive system configuration falls squarely on the shoulders of the system users.


The team leader must be – or become – proficient in the use of project management software for tracking tasks, schedule, and costs. Previous project management experience is helpful but not required; there are plenty of resources available to train the designated individual in project management techniques and tools. I cover that in Part II of this post, where I provide a general implementation team structure and discuss how this structure plays out when applied, through three examples of real-world implementation teams. Implementation teams have been conceptualized and labeled differently, e.g., change agents, integrators, coordinators, change teams, change management teams, or management groups.

implementation team structure

Download our recent report and gain further insight into a NetSuite ERP implementation. See how your organization can benefit from integrating the Whatfix platform into your upcoming Microsoft Teams implementation and daily workflows. https://globalcloudteam.com/ Implement new features or fix bugs in accordance with the areas of improvements discovered. There are features that will impact collaboration within the organization the most, and there are those which are just nice to have.

Implementation project manager

Most organizations won’t use it unless their team is already arranged into networks of some kind. The flat structure is great for teams that want to create centralized or unified networks that link back to common goals. Since this approach is a universal org structure, the hierarchical approach can work for most, if not all, teams.

Many implementations wobble to the finish line as they don’t understand the roles required or the team structure format needed to be set up prior to beginning the Implementation. While visually different, the circular structure follows a hierarchical organization like most others. Higher-level team members are represented in the inner circle, and lower-level team members occupy the outer circles. Executive leadership is shown in the center of the circle, which represents the fluid relationship they have with each department head. Matrix organizations use this structure in order to create a balance between leadership and, ultimately, the decision-making process.

  • In other words, the intervention has become an integrated or mainstream way of working rather than something ‘added on’.
  • Pilot testing is the type of testing where a subset of the intended users use the software in totality for a period of time before it is launched or deployed to the entire organization.
  • When an ISD is supporting districts, the ISD and district implementation teams need to ensure a structure is in place for the two teams to communicate.
  • If a member of your team is willing to be the rallying point for their team once it goes live, other users will have a point of contact where they can take their questions.

These levels include all leadership tiers, from executives to middle managers and beyond. The difference is that there is only ever a couple of steps between leadership and individual teams—unlike a hierarchical approach which could have many levels in between executives and lower-level team members. Teams can be established at local, regional or national levels and should be linked. One implementation team may not be enough to implement an initiative at national level.

We encourage you to discuss these with your team and/or to write down your responses. Create liaisons to interact with specific adopter/end-user groups or other stakeholders. Fill out the form below and download a copy of the full Microsoft Dynamics Salary Survey report, including more information about the Dynamics market and salary data from thousands of professionals around the world.

Championing a resident Dynamics expert can have a hugely positive effect on user adoption. If a member of your team is willing to be the rallying point for their team once it goes live, other users will have a point of contact where they can take their questions. New users often feel more comfortable about coming to someone they already know with questions about the platform, rather than someone more technically aligned. Having a designated test lead on your team is the best way to ensure your Dynamics solution is testing rigorously, and any potential issues are flagged before the system is fully deployed.

Whatever your end goal is, to ensure the project is a complete success, it is crucial to choose the correct software and the right ERP implementation team. However, circumstances and logistics aside, getting the right group of people involved is arguably the most important part of any implementation. You’ll want to have a strong software implementation team with you to ensure long-term success. For this reason, several researchers have highlighted the importance of ensuring diverse organizational representation on the implementation team. They suggest members reflect a “diagonal slice” of the organization hierarchy.

Why a food specific ERP system is a must-have

You’ll want them involved in the selection process so they can tell you if the system really meets their needs in the context of their day-to-day processes. Most importantly, early and continuous involvement in the specification and selection process will help overcome any resistance to change that is often present among the user community when something new is thrust upon them. There are many stages to an implementation project, and each state will require varying levels of involvement from different members of your team.

implementation team structure

They’ll go through your current processes with a fine-tooth comb, working with each department in your business to understand how they work, and what they need to work more efficiently. Implementations are complex projects that’re likely to impact every area of your business. The more involved the people at the top—the people who’ve made the plan and laid out the vision—are with the hands-on execution of the project, the more successful the implementation is likely to be. However, this isn’t always practical, especially for larger businesses where the C-Level execs just don’t have enough time in the day to oversee a major undertaking like a new software roll-out.

NetSuite jobs by role

A good partner will know the best approach to the project and will offer you realistic timescales to follow. This isn’t always possible if you keep the project in-house as your staff are likely to not have as much experience in the process. The functional team is made up of technical experts from your company’s finance, manufacturing, and IT departments, and they’re responsible for communicating the more complex aspects of the software to the non-technical end-users. This is someone who will take on a high level of responsibility — usually a senior member of the business advocating for a new ERP system. They will lead the implementation team from the front and liaise with primary stakeholders throughout the entire project. The team should be a manageable size with perhaps 4-6 individuals, depending on the number of employees at the clinic.

Best questions for the strategy team

Each organizational structure features a different chain of command and offers unique ways to encourage teamwork with the help of collaboration software. Likewise, each of these helps to form relationship dynamics and create a collegial work environment. Some of these “soft” benefits are important in motivating users to adopt the system and make it a success. Education and training are key to helping users understand how the system will improve their work lives and job performance.

To solve this collaboration issue, organizations must invest in versatile team collaboration and communication tools such as Microsoft Teams. Regions, territories, or districts are organized into separate divisions, creating clear boundaries and logistics across geographies. This structure is best for organizations that rely on customers or supply chain needs within specific regions.

A structured process where relevant information and evidence on a topic is gathered, reviewed, assessed and brought together to support decision making. A stock or supply of money, materials, staff, and other assets that can be drawn on by a person or organisation in order to effectively implement an intervention. A formal or informal arrangement which typically involves an ongoing relationship of support for significant transitions in knowledge, thinking and skills. The carrying out of planned, intentional activities that aim to turn evidence and ideas into policies and practices that work for people in the real world. Practices, programmes, policies, strategies or other activities that have been empirically shown through scientific research and evaluation processes to improve outcomes to some degree.

Process improvement at a healthcare organization

You’ll find partners will inform you of any obstacles or hidden costs in the early stages of the project to ensure problems won’t appear mid-implementation. Subject matter experts , since they are so well-versed in the product, are also sometimes trainers. They are a great ally to have when implementing something new because they have knowledge on all the nooks and crannies of your new system that will help you truly maximize its potential. They are the technical resource that understands the link between the business and the software and how to best integrate the two. Regularly solicit, attend to, and evaluate feedback/support tickets submitted by users to identify opportunities for improvement. Prioritizing features ensures that you’re spending your limited time and energy building features that will solve the most pressing challenges for your organization.

Implementation Science

Once everything is mapped out, the functional consultant will get to work creating or customizing fields, forms, views and dashboards, and automated workflows to help meet user needs. Develop a three to five year action plan and revise based on capacity assessment, school fidelity assessment, and student assessment data. The most important consideration, according to Jonathan Stuart of Oracle Gold partnerClaremont, is to be very clear on what your business is trying to achieve by implementing an ERP. In some cases, functional team members are referred to as Subject Matter Experts . Lilly is a Professional Services Team Lead at WalkMe with a passion for creating engaging content with a seamless end user experience.

Implementation teams provide an internal support structure to move selected programs and practices through thestages of implementation. They also ensure that the implementation infrastructure, as detailed in the implementation drivers discussed earlier, is effectively used to support the programs and practices. Effective implementation is characterized by a team accountable for “making it happen.” In this approach, expert implementation teams play a role in actively supporting implementation of a new program or practices. There is evidence that creating Implementation Teams that intentionally work to implement programs and practices results in more efficient, higher-quality implementation. Use project management tools to schedule and track the project and its progress. There are many relatively inexpensive project management software packages to choose from.

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