Team writing up a rfp document

Why writing an RFP for an ERP implementation is the key to success

Proposing an ERP implementation is complex and is no easy task. Yet, when it comes to the success of an ERP implementation, a Request For Proposal (RFP), is often overlooked by many smaller organizations. 

But first, what is an RFP? An RFP or request for proposal is a business document that showcases a project idea, its scope, and its requirements. This document allows bidders for contractors or service providers to see the exact requirements and specifications needed for a given project.

RFP documentation can be time intensive. It’s often overlooked by smaller teams. 

Even when a small team is mature enough to write an RFP, CIOs, IT managers, even operations managers create hurdles for themselves when documenting, making the whole process less effective. Many small businesses have felt it’s a waste of their time.

So how can you achieve more clarity in your RFP documentation and why does writing a great RFP really matter anyway? 

The Hurdles 

Discovering what potential hurdles come up in writing an RFP will help clarify what your team should be prioritizing. Second, understanding that these hurdles often happen even in the most established organizations will allow you to prepare your documentation with the highest prioritization so nothing is overlooked. Lastly, An RFP can take a lot of time, cost, and demand away from other high level tasks; making writing a RFP daunting for many organizations. That is where an experienced ERP and Cloud Software Consultant can come in and help take some of the heavy lifting of. 

  1. Not providing enough company background
    1. What are the larger company goals
    2. What are the business challenges and concerns 
    3. Who will be working on the initiative 
  2. Neglecting to explain and define your current technology landscape
    1. What systems are already in place?
    2. Which of those will be migrating or obsolete with this project? 
    3. What hurdles do you face?
    4. What goals do you hope to achieve?
    5. Are there systems you already looked at?
  3. Assuming that a detailed list of requirements is all you need
    1. What are your workflows? Will they change in the implementation phase?
    2. What complexities do your workflows have? IE: Is there custom art that needs approval before production?
  4. Not fully understanding the team or teams you will be working with 
    1. What is the vendor’s company culture? Implementation is expensive. Pick a team that culturally fits is as important as finding a company that can meet your requirements.
    2. Has the team worked with brands like yours? Vetting your team you are working with and understanding their workflow can help you navigate hidden costs along the way.

Why all companies benefit from an RFP 

We believe that every company would benefit from an RFP before implementation. Often we see those clients that come prepared notice these amazing benefits that win them an easeful and successful implementation with our team.

  • Guides Conversation 
  • Allows the entire team to be on the same page
  • Creates accountability 
  • Allows for better budget management 
  • Produces more successful projects in the future

While not every company will have the resources or expertise to write their own RFP, having a general understanding of the process is important. Being able to articulate the reasoning and the drivers of your project is as important and more effective than listing solely requirements. Because not all implementation vendors are alike, documenting cultural needs will help align you to a vendor that will not only provide solutions but assist in growth as well. 

In the event your team is not at the place of understanding its true needs or in agreement on the next steps, we are more than happy to hop on call and discuss how our process can help facilitate your teams discussion on ERP requirements.