Part 1: When to Replace MRO Software With Cloud ERP
Part 2: Should Your MRO Software Be Part of Your Cloud ERP?
Part 3: How to Evaluate and Migrate to MRO Software Within a Cloud ERP
Not all ERP platforms are created with MRO in mind. When evaluating options, you need to assess both general ERP capabilities and MRO-specific functionality.
Cloud deployment eliminates the server infrastructure and IT overhead associated with on-premise systems. But not all cloud ERP is equal.
Evaluate whether the platform runs on true multi-tenant cloud architecture or simply hosts traditional software in a data center. True cloud ERP offers automatic updates, scalable resources, and accessibility from any location with an internet connection and a device to access it. Then ensure the security of the system is robust in nature but easy to manage.
Integration capabilities matter for connecting to industry-specific applications, if necessary. APIs and pre-built connectors reduce the custom development required to link your ERP with other business systems.
Acumatica, enhanced by ProMRO, meets all of these considerations.
Traditional ERP licensing charges per user, which can become expensive as your team grows. Some modern platforms like Acumatica use resource-based licensing that doesn't penalize you for adding users.
Total cost of ownership includes more than license fees. Factor in implementation services, training, ongoing support, and integrations, if needed. A lower license fee means nothing if implementation takes twice as long.
An ERP may have all the details a company may want, but if it is not intuitive for the end users, adaptation will be slow to non-existent. Workarounds will put your company right back to multiple systems, Excel spreadsheets, and compliance complexities. Acumatica has exceled at usability since its inception because it was the first ERP written for the internet. End Users familiar with the internet learn Acumatica quickly because it follows the same logic. (Read about Acumatica usability ratings.)
Successful ERP migrations don't happen overnight. A structured approach reduces risk and helps your team adapt to new systems while maintaining business operations.
ERP implementation success depends heavily on your implementation partner's expertise. Look for consultants with specific MRO experience, not just general ERP knowledge.
CFBS brings over 200 years of combined consulting experience, including deep expertise in MRO operations and Acumatica cloud ERP implementations. This specialized knowledge translates to faster project timelines and fewer surprises during deployment.
Ask potential partners about their methodology, typical project timelines, and how they handle scope changes. Request references from similar MRO implementations they've completed.
Modern cloud ERP platforms offer significant configuration flexibility without requiring custom code. Work with your implementation partner to configure the system for your specific workflows before considering customizations.
Configure your chart of accounts, inventory locations, work order types, and compliance workflows. Set up user roles and security permissions appropriate for your organization.
Where standard configuration doesn't meet your needs, evaluate customization options carefully. Well-designed customizations extend platform capabilities. Poorly designed ones create upgrade headaches and technical debt. Choose an implementation partner with an in-house development team.
Data migration deserves careful attention. Your new ERP is only as good as the data it contains.
Clean your existing data before migration. Remove duplicate records, correct obvious errors, and standardize formats. This cleanup work prevents bad data from contaminating your new system.
Plan your migration in phases. Start with master data (customers, vendors, parts, aircraft), then move to open transactions. Historical transactions might migrate to a data warehouse for reporting rather than into your live ERP.
Validate migrated data thoroughly. Compare record counts, spot-check individual records, and verify that relationships (like parts-to-work-orders) migrated correctly.
Training determines whether your ERP investment delivers returns or sits underutilized. Budget adequate time and resources for comprehensive training.
Different roles need different training. Your finance team needs deep knowledge of the financial modules and how all other transactions flow into the financials. Warehouse staff need inventory and receiving training. Technicians need work order and time entry training.
Hands-on practice in a test environment helps users build confidence before going live. Create training scenarios based on your actual business processes, not generic examples.
Choose a go-live approach that matches your risk tolerance. A big-bang cutover moves all users to the new system simultaneously. A phased approach migrates departments or locations incrementally.
Provide extra support during the first few weeks after go-live. Users will encounter situations training didn't cover. Quick access to help prevents frustration and workarounds that undermine data quality.
Plan for a stabilization period where you focus on getting core processes working reliably before tackling advanced features or optimizations. (Read about ERP Stabilization.)
ERP implementations don't always go smoothly. Understanding common challenges helps you prepare and respond effectively.
People who've used the same tools for years may resist switching to new systems. This resistance is natural but can derail your implementation if not addressed.
Involve key users early in the selection and configuration process. When people help shape the solution, they develop ownership of its success. Communicate clearly why the change is happening and how it benefits them specifically.
Identify champions in each department who embrace the new system and can help their colleagues. Peer support often proves more effective than top-down mandates.
Many organizations discover data problems only when migrating to a new system. Duplicate records, inconsistent formats, and missing information can slow your migration significantly.
Start data cleanup early—ideally several months before your planned migration. Assign ownership for data quality in each area (customers, vendors, parts, etc.) and establish standards everyone must follow.
Accept that you may not migrate everything. Some historical data might not be worth the effort to clean and migrate. Archive it separately and focus migration efforts on data you'll actively use.
ERP projects can expand beyond original intentions as stakeholders realize additional capabilities are possible. While the enthusiasm is positive, uncontrolled scope growth delays go-live and inflates budgets.
Define your project scope clearly in writing before implementation begins. Establish a formal process for evaluating and approving scope changes. When new requirements arise, assess their priority and decide whether they belong in the initial implementation or a later phase.
Your implementation partner should help you balance aspirations with practical timelines. Experienced partners like Clients First know which features will probably be best to implement first and which to defer for post-stabilization phases.
After go-live, how do you know if your investment is paying off? Define success metrics before implementation and track them consistently afterward.
Measure the time savings your ERP delivers. How long does it take to process a quote compared to before? How much time does month-end close require now versus previously?
Track data entry reduction. If your team previously entered the same information in multiple systems, your ERP should eliminate most of that duplication. Quantify the hours saved.
Monitor error rates in invoicing, inventory, and financial reporting. Better systems should produce fewer errors, reducing rework and customer complaints.
Improved job costing accuracy should show up in your margins. Are you winning more profitable work because you can quote more accurately? Are you catching cost overruns earlier?
Inventory performance typically improves with better visibility. Track inventory turns, stockout frequency, and obsolete inventory write-offs.
Cash flow may improve through faster invoicing and better accounts receivable management. Measure days sales outstanding before and after implementation.
Your next regulatory audit provides a real-world test of your compliance capabilities. How quickly can you respond to auditor requests? Did the audit identify any documentation gaps?
Track time spent on audit preparation. If your team previously dedicated days to pulling together documentation, your ERP should reduce that significantly.
This three part blog series has led you through How's and Why's to replace your current technology stack with a cloud-based ERP like Acumatica. ProMRO is an enhancement to Acumatica or Dynamics 365 F&O written by CFBS specifically to make MRO work processes more easily tracked and documented.
Now it's time for you to take the next step and contact CFBS to find out how ProMRO can help your company grow and why you should choose CFBS as your implementation partner.