4 min read · Planning guide
Planning & implementation decisions
How can you compare ERP vendors using the same evidence?
Give each shortlisted supplier the same tasks and anonymized sample records. Record demonstrated, configurable, custom-development and unavailable capabilities separately. A weighted total must not hide a failed mandatory requirement.
| Criterion | Evidence to request | Decision rule |
|---|---|---|
| Workflow fit | Complete a representative task and correction | Mandatory task must work or have an agreed delivery scope |
| Access control | Attempt the task with the wrong role | Unauthorized action must be blocked |
| Migration | Trial import with totals and exceptions | Named owner signs off reconciled results |
| Ownership and support | Written access, export and support terms | Resolve exclusions before selection |
- Step 1 →
Prepare tasks
Choose normal and exception cases with record owners.
- Step 2 →
Observe demonstrations
Record what works and what requires development.
- Step 3
Decide and document
Resolve mandatory gaps before comparing optional benefits.
Exception & recovery path
If a mandatory requirement is not demonstrated, mark it unresolved and request evidence; do not convert a sales assertion into a pass.
What should the demonstration prove?
Ask the supplier to create a request, reject it with a reason, approve a corrected version, transfer the approved record and reconcile the result. Repeat using a user without approval rights. Record observed behaviour and evidence links, not just a yes/no feature claim.
How do you compare cost and delivery assumptions?
Request separate implementation, migration, licence, infrastructure, training and support lines for the same scope. Note unresolved API access and data-quality dependencies. Compare the cost of operating and changing the system over an agreed evaluation period.
What is the output of this worksheet?
A shortlist decision with mandatory gaps, evidence, owners and open questions. Resolve migration, acceptance and exit/export conditions before contracting. Use the scope builder to turn those decisions into a brief.
Take this into your project discussion
- Task / business owner / priority: ____________________
- Supplier / demonstrated capability / evidence link: ____________________
- Mandatory gap / remediation / deadline: ____________________
- Migration source / control total / acceptance owner: ____________________
- Implementation and recurring costs / exclusions: ____________________
- Data export / ownership / support / shortlist decision: ____________________
Planning content reviewed . Confirm current provider requirements and project-specific assumptions before implementation.
1. Identify What Needs to Improve
Document the workflows that cause delays or errors: approvals managed through email, duplicate spreadsheet entries, reports compiled by hand, payments that need manual reconciliation or information spread across departments. Rank each issue by business impact and how often it occurs. A clear problem list is a stronger starting point than asking vendors for the largest feature catalogue.
2. Decide Whether to Configure, Integrate or Develop
A standard ERP may already cover common accounting and inventory processes. Integration may preserve existing software while joining important records. Custom development is appropriate when sector rules, data structures or approvals do not fit conventional modules. Compare each approach on delivery scope, ongoing costs, ownership, support, reporting and expected change.
3. Map Users, Approvals and Data Ownership
Identify administrators, clerks, reviewers, managers and external users. For each, specify records they can view or edit, the approvals they handle and the events that must be recorded. Determine which system is the source of truth for customer accounts, payroll records, inventory or payments. Avoid sending the same information in two directions without clear ownership.
4. Check Integrations and Migration Before Pricing
List current software, APIs, databases, spreadsheets, payment providers and reporting exports. Ask vendors to demonstrate how they would transfer, validate and reconcile data. Old records often contain inconsistent identifiers or missing fields, so migration and testing should be part of the project estimate.
5. Evaluate Realistic Demonstrations
Bring sample tasks: creating a request, approving an expenditure, receiving payment, correcting an error and producing the report management actually uses. Ask which functions are available today, which need configuration and which require development. Request reference information and evidence for any promised deployment or performance claims.
6. Plan for Adoption and Ownership
Agree who will train staff, maintain integrations, manage backups, handle change requests and support users after launch. Establish acceptance criteria, a staged rollout and responsibilities for hosting, source code or configuration, depending on the contract.
ERP Shortlist Checklist
Can users complete the five highest-priority tasks? Are approvals and access rights appropriate? Can the ERP communicate with existing services? Is there an accountable data-migration plan? Are pricing, change control and support terms documented? Have the right users tested a realistic workflow?
Frequently asked questions
Is custom ERP software always better?
No. A configured standard platform or a targeted integration may provide a better result at lower cost.
Can ERP software integrate with M-Pesa?
It can when supported provider APIs, permissions and clear transaction-matching rules are available.