ERP Project Preparation Checklist

For Implementation Team

15-Point Checklist: Preparing Before Starting an ERP Project

From over 10 years of experience at Grand Linux Solution implementing ERP systems for government agencies and private organizations, the most common cause of project delays is inadequate preparation — not technical problems. This article compiles 15 items that implementation teams should prepare before starting, organized into 4 phases.

Phase 1: Pre-Project

1. Define Clear Scope

Answer these questions before starting: Which modules will be implemented? How many users? How many sites? What customizations are needed? Ambiguous scope leads to Scope Creep — the number one cause of project delays. Learn more about what ERP is.

2. Appoint the Project Team

A good team must include representatives from all relevant departments:

• Project Manager (PM) — Someone with decision-making authority who can allocate resources
• Key Users from each department — People who know the actual work processes
• IT Coordinator — Handles technical coordination and infrastructure
• Executive Sponsor — Senior management providing support and making critical decisions

3. Create a Project Charter

The Project Charter is a "shared agreement" between the organization and vendor. It should specify: scope of work, timeline, budget, roles and responsibilities, success criteria, and escalation path.

4. Define Timeline & Milestones

Divide the project into clear phases — never plan with a "we'll figure it out as we go" approach. Each phase must have verifiable deliverables:

• Phase 1: Analysis & Design (4-6 weeks)
• Phase 2: Configuration & Development (8-12 weeks)
• Phase 3: Testing & Training (4-6 weeks)
• Phase 4: Go-Live & Support (2-4 weeks)

5. Communicate with Staff

Tell everyone in the organization why the change is happening, what the benefits are, and how it will affect their work. Lack of understanding and fear of change are the biggest obstacles. Read more about preventing organizational knowledge loss.

Phase 2: Data Preparation

6. Gather Master Data

Essential data to prepare depends on the modules being implemented:

• Accounting: Chart of Accounts, budgets, cost centers
• Procurement: Vendor data, contracts, payment terms
• Inventory: Item lists, units of measure, warehouses, prices
• HR: Employee data, organizational structure, salary rates

7. Clean Your Data

Data stored in multiple Excel versions often has duplicate records, errors, and inconsistent formats. Perform Data Cleansing before migration — remove duplicates, fix errors, and standardize data formats.

8. Prepare Data Templates

Request templates from the vendor early and start filling in data according to the new system's required format — don't wait until Migration Day to begin.

9. Plan Data Migration

Decide which data migrates to the new system (e.g., opening balances, Master Data) and which starts fresh (e.g., Transaction Data). Define the Cutoff Date and post-migration validation steps.

Phase 3: Process Preparation

10. Document Current Processes (As-Is)

Create flow charts or process maps of current workflows. Identify pain points and areas for improvement. This information is critical for an effective ERP implementation.

11. Design New Processes (To-Be)

Work with the vendor to design new processes for the ERP system — don't simply copy old processes into the new system. Use this opportunity to improve workflows.

12. Define User Access Rights

Plan Role-Based Access Control: who can access which modules, who can approve what, who can see which data — define this from the start, not at Go-Live.

Phase 4: Testing & Go-Live Preparation

13. Prepare Test Scenarios (UAT)

Write test scripts covering all processes — who tests what, using which data, and what the expected results are. Always test in a Development/Test Environment first.

14. Plan Training

Group users by level: Key Users (in-depth training), End Users (task-specific training), Management (report viewing). Create user manuals and training videos.

15. Create a Cutover Plan

Plan Go-Live day clearly:

• Parallel Run — Period of running old and new systems simultaneously (2-4 weeks)
• Cutoff Date — Date when the old system is retired
• Rollback Plan — Contingency plan if the new system has issues
• Post Go-Live Support — Support team available 2-4 weeks after Go-Live

Summary: 15-Point Checklist Table

Phase	Item
Pre-Project	1. Define Scope
	2. Appoint Project Team
	3. Create Project Charter
	4. Define Timeline & Milestones
	5. Communicate with Staff
Data Preparation	6. Gather Master Data
	7. Clean Your Data
	8. Prepare Data Templates
	9. Plan Data Migration
Process	10. Document As-Is Processes
	11. Design To-Be Processes
	12. Define User Access Rights
Go-Live	13. Prepare Test Scenarios (UAT)
	14. Plan Training
	15. Create Cutover Plan

If the implementation team prepares all 15 items, the chance of project success within timeline increases significantly — good preparation is half the battle won.