What do you do if your ERP system upgrades and updates are causing major disruptions?

Even the most well planned and well tested products can result in an unexpected situation like this. The key is to have a SOP for a situation like this. For ex. is the disruption likely to be very short term ? If yes, do we have a process to manage our company with minimal dependence on the system ? If the duration of the disruption crosses a threshold, do we have fall back (rollback) plans in place ? Have they been tested ? This level of preparation an knowledge that the plan will work is essential before any mission critical upgrade

First is ensure that you have a robust Change Approval Board where changes are impact assessed, approved / rejected and communicated. Plan around the releases and block out time for the upgrades, you dont want to be implementing changes during a testing cycle so plan ahead. Identify where the issue are is it downtime where the end users cannot use the system, its the time execute the upgrade, is it the testing following the upgrade, is it the planning ? this will help you. Then ask yourself do I really need the upgrades / updates what are benefits ? unless they are critical security updates then they can probably wait

Six principles for ERP upgrade or update: 1. ERP upgrade or update must be treated as a business project instead of merely handling as an IT project. 2. Impact analysis is the key before starting of any upgrade or update activities. 3. Impact must be analyzed in the following areas: Business process, data, integration, reports and configuration 4. End to end functional testing must be completed covering all business areas both for Happy path and exceptions. 5. Ensure user readiness before releasing the upgraded application to users. 6. Always have plan B ready before making the application Live

Upgrading an ERP system is a very critical decision and a risky project. To have it done successfully we must apply multiple steps starting from the pre-upgrade till the post-upgrade. Before starting this project, we need to well study the new changes and their impact on the current system from a technical and functional perspective. While working on this milestone, everything has to be documented and communicated properly across the involved team. Using a sandbox system for the initial steps will mitigate the rolling-back decision risks. The sandbox must be a copy of the production system to avoid any surprises in upcoming activities. Planning the activities properly and with a realistic timeline will support the success of this project.

Remember to respond to real needs. Go into the field, into the factory, into the office, close to the users, be LEAN. Find the little effort with a big impact.

Managing ERP system upgrades is a critical task that requires careful planning and execution. 1. Determine whether the upgrade is minor or major. 2. Conduct a thorough **impact analysis**. 3. Complete all necessary **testing**, including system integration testing. 4. Inform all **stakeholders** about the upgrade plan. This includes what will be upgraded, when, and what impact it may have. 5. **Schedule the upgrade** during a period of least transaction activity to minimize disruption. 6. **Send reminders** to all relevant parties before the scheduled disruptions to ensure they are prepared. 7. **Implement** the upgrades as planned. 8.After the upgrade, send a **thank you** note to all stakeholders for their support during the process.

Some evergreen ERP SaaS solutions do not allow you to roll-back. So any update needs to be fully and rigorously tested in a suitable environment before committing to the update. Ideally you will have a second live or production system to switch to.

There is no question that we should prevent disruptions. Businesses and opportunities are lost when there are disruptions. As they say, prevention is better than cure. Take the business at first in confidence while discussing the upgrade, the reasons behind the request, and the advantages. Second, because we are tinkering with an operational system and providing an improved solution, there is always a high stakes involved. Therefore, to ensure success, use the most effective approach SAP has to offer with diligence. Better solutions and increased performance are what businesses always expect when we talk about upgrades. Thus,it requires careful planning, executing, testing thoroughly, providing training, and keeping an eye on performance.

1st and foremost we should pull back the updates and restore the normalcy. We can’t update the system at the cost of business disruption. Then we plan proper change management, understand the root cause, fix the bug, conduct testing along with integration and regression testing and then release the update. To quickly firefight any potential issues, we should form a constant communication bridge. Conduct thorough production testing and move it to Hypercare period. Raise awareness about the changes and create a platform for users so that they can provide feedback and raise issues comfortably.

To my knowledge and experience, planning plays an extremely crucial role in avoiding disruptions. It’s gives extra time for regression testing, any product issues, issues in customisations due to the updates can be identified and fixed during the testing phase, before updating production server. Not just this, with planning in advance any disruptions to production can be avoided during quarter end/ months end/financial year closing.

First, priority is to understand the issue. We need to have a clear picture of what's impacting operations. This need close involvement with the IT team to identify bugs, performance bottlenecks, or integration failures. Will communicate openly with staff across departments – finance, sales, operations – explaining the issue and the steps being taken to resolve it. If the disruption is critical, we may need to consider a rollback to the previous version unless we find a more permanent solution in test environment. During disruptions, prioritize data integrity. Regular backups and data recovery plans become crucial. Refer to pre-defined BCP(Business continuity plan) which will help respond swiftly to disruptions and minimize downtime.

Go out to the workshop and do some welding. 2 key benefits are the welding fumes are not as toxic as smoking and the by product of laying down a beautiful weld is a massive enhancer of endorphins. Hopefully after this process, the idea has passed. If not, try a couple of panadol. The real message here is get to the coal face. So often, we assume, in the boardroom, that throwing money at a new ERP is the solution. At the coalface, we found that our ERP had simple tweaks that could be made to improve user experience and therefore the accuracy and functionality.

One of the most important step is to test your daily end to end transactions, critical process/features and reports which are in daily use during upgrade. If these are working fine then 90-95% part of your process is covered.

Some ERP systems provide a test sandbox with the upgrades or releases for customers to test. Thorough testing takes place esp with scripts and customisations that could be affected. These tests sandbox are provided to customers months before the new upgrades happens which is usually over a weekend causing little disruption to the workplace.

Realize testes incansáveis para garantir a eficácia das correções e evitar futuras interrupções no sistema ERP, mas ainda sou do time de atualização periodica e preventiva.

We just need tests through process and identify the issues ahead. After being familiar with concurrent way of system development, the quality of test, scenario provided by consultants are getting poor and poor. Let’s consider what you want to achieve through these system integration. Single input, No duplicates and unnecessary data transfer,,, let’s aim bold and clarify missing scopes. These days consultants’ experiences and capabilities very limited in reality.

Testar minuciosamente o sistema ERP é essencial para evitar interrupções durante atualizações ou upgrades. Para isso, crie um ambiente de teste que seja uma réplica o mais fiel possível do ambiente de produção, utilizando dados e cenários realistas. Envolva os usuários finais no processo de teste, solicitando seus comentários e sugestões para identificar e resolver problemas ou lacunas. Além disso, estabeleça um processo de garantia de qualidade para garantir que a atualização atenda aos padrões e requisitos do negócio. Testar antes, durante e depois da atualização permite identificar e corrigir problemas em tempo hábil, garantindo uma transição suave e sem interrupções para a nova versão do sistema ERP.

Test and Train. While UAT may not simulate production to 100%, train the stakeholders for change management by brace yourself warning. In case of major disruption organisations should also simulate roll back drill and note the time taken for roll back.

Critical that every effort has been made to test system through a number of cycles during the project lifecycle. Above all, throughout the process the leadership and user base should be informed and involved and ultimately must sign-off their acceptance that testing has been as thorough as possible and that go-live proceed.

Training and support is the most important part of any ERP updates and upgrades. The major version upgrade seeks a good amount of training to make the end user aware about new features available with the latest version and how the new features help the end users to make efficient use of the ERP. Continuous training and ongoing support with planned activities, recorded videos library about new features and user manuals can bring a decent help.

First, I would consider the value/ROI to performing an update/upgrade against the cost/risk. The large Enterprise Software players (Oracle, SAP) are investing heavily in driving cloud adoption. With minor improvements to their on-prem applications, despite increased license/support costs, many of their customers are taking a closer look at the vendor dictated upgrade merry-go-round. So, in summary, ask 'why' are we doing this upgrade/update to the ERP - is the JUICE worth the SQUEEZE..and if it isn't (it isn't...), consider your options - you have them!

Para treinar efetivamente os usuários finais e a equipe de TI sobre o novo sistema ERP, comece elaborando um plano de treinamento abrangente que cubra os novos recursos, funções e fluxos de trabalho da atualização. Certifique-se de incluir as melhores práticas e dicas para otimizar o sistema ERP. Ofereça diferentes modos e formatos de treinamento, como cursos online, webinars, manuais, vídeos ou simulações, para atender às preferências e necessidades dos alunos. Além disso, é importante fornecer suporte e orientação contínuos para ajudar os usuários finais e a equipe de TI a se adaptarem às mudanças e solucionarem quaisquer problemas que possam surgir.

Garanta que o treinamento dos usuários seja claro, prático e relevante, focando nas mudanças específicas do sistema ERP para maximizar sua eficácia e adoção pelos usuários.

Effective user training is a critical success factor for minimizing disruptions during ERP upgrades or updates. Develop comprehensive training programs tailored to different user roles and responsibilities. Provide hands-on training sessions, documentation, and support resources to ensure users understand the new features, functionalities, and workflows. Well-trained users are more likely to adapt quickly and leverage the system's capabilities effectively, reducing the impact on productivity and operations.

Es muy común el subestimar el impacto de una correcta capacitación. En mi experiencia, es necesario no sólo impartir la capacitación sino involucrar profundamente al usuario respecto a los nuevos procesos, ya sea indicando y recalcando las mejoras que tiene la nueva actualización o impartiendo exámenes para medir el aprendizaje realizado durante la capacitación. A su vez, hay que tener en cuenta cómo identificar y manejar la resistencia al cambio que una nueva actualización pueda conllevar.

We assess the impact of changes on user workflows and develop tailored training programs accordingly. These programs focus on familiarizing users with new features and functionalities, as well as providing guidance on navigating any changes to existing processes. We leverage various training methods, including workshops, tutorials, and user guides, to accommodate diverse learning styles and preferences. Additionally, we offer ongoing support and assistance to address any challenges users may encounter during the transition period. By empowering users with the knowledge and skills needed to adapt to the changes, we minimize disruptions and ensure continued productivity throughout the upgrade process.

It clearly states that you have not done the required upgrade Process in place. 1. Project Plan in place 2. Sandbox environment 3. UAT 4. Training 5. Rollout Plan 6. Support Plan

Due to their complexity, ERP system updates can introduce errors, inaccuracies, and inefficiencies. However, close monitoring can prevent these issues from significantly disrupting operations. By proactively identifying problems during the update process, you can take corrective action and ensure a smooth transition to the new system.

Monitoring closely allows for early detection and swift response to disruptions caused by ERP system upgrades and updates, minimizing their impact on business operations.

After implementing the ERP changes, closely monitor the system's performance, user adoption, and any emerging issues. Establish clear communication channels for users to report problems or provide feedback. Assign a dedicated support team to promptly address concerns and resolve any post-implementation challenges. Continuous monitoring and timely interventions can help mitigate disruptions and ensure a smooth transition to the new or updated ERP system.

Problems do not always materialize immediately and any go-live should include a hypercare period that allows sufficient processes to be completed, error free, within the system. It's therefore important to monitor over a period of time, including a month end close. In addition to monitoring system stats, all support issue need recorded within your chosen support tool to assist in spotting any trends etc.

We establish clear metrics to track progress and identify potential issues early on. Utilizing monitoring tools and regular status checks, we ensure that the upgrade is proceeding according to plan and within expected timelines. Additionally, we proactively communicate with stakeholders, keeping them informed of any developments or potential challenges. By staying vigilant and responsive, we can promptly address any emerging issues and implement corrective actions as needed to mitigate disruptions. This proactive approach to monitoring allows us to maintain control and minimize the impact of upgrades and updates on business operations.

People on the ground from your Si and or OEM to support your operations especially if just post a significant upgrade or version update. Having support at your distribution centers / warehouses or retail points to qualify and rectify a printing or issuing issue for example goes a very long way in building the trust your own employees need to have in the upgrade being successful. During this high care period the ERP functional and non-functional monitoring and evaluation should to be interrogated daily if not more frequently to qualify that the reasons the upgrade was performed were justified and manifested. If not, have a very direct conversation with your OEM/SI team on what was missed and document into a knowledge repository!

Monitoring the system adoptions and usage by key end users is important for avoiding any major disruptions. Identifying key areas of disruptions and business impact on key users and monitoring the most impactful / priority ones to have quick resolutions / alternate plans to be in place.

In my experience although is important to closely monitor ERP performance, security, and usability after updates what is truly vital is to determine if performance issues stem from the ERP or incorrect usage. A monitoring system should track key metrics and collect feedback from users and IT staff. This approach, along with a continuous improvement process based on collected data, ensures updates truly enhance the system, maximizing the ERP investment.

Monitor all systems closely and create a mechanism for staff to be able to provide feedback about a recently updated system. They are the ones on the front line and will notice any issues quickly.

In my experience, the best assurance is having a contingency plan with reliable solutions, such as the previous ERP tool or manual procedure, to benchmark and validate the continuity with the current ERP tool in the organization's culture.

The first step in managing disruptions caused by ERP updates is assessing the nature and extent of the issues. This involves identifying affected areas and determining the severity of the impact on business operations, employee productivity, and customer satisfaction. Communication: Open and transparent communication is crucial during times of disruption. Stakeholders, including employees, management, and customers, should be kept informed about the situation, progress made in resolving the issues, and any temporary workarounds in place. This helps maintain trust and ensures everyone is aware of the steps being taken to address the problem.

Es necesario siempre tener un plan de rollback en caso de que algo no funcione. Tener a la mano los respaldos necesarios y la posibilidad de volver a un estado anterior sin realizar una perdida de la información ya capturada.

We conduct thorough post-implementation reviews to analyze the effectiveness of previous upgrades and identify areas for improvement. By understanding the root causes of past disruptions, we can proactively address potential challenges in future upgrades. We document lessons learned and establish best practices to guide future upgrade processes. Additionally, we solicit feedback from stakeholders to gain insights into their experiences and expectations. This iterative approach enables us to refine our upgrade strategies, minimize risks, and ensure smoother transitions with each subsequent update. By continuously learning and adapting, we strive to enhance our ability to manage ERP system upgrades effectively and avoid major disruptions.

Updates are an inevitability as new functions and features come into play. Most good systems will beta test new updates and allow you to swap to the new version and return to the old if it’s not working. Give feedback to your platform’s team if they don’t do that. And when a new version is released in beta for you, don’t ignore it until it becomes mandatory, it can be your best chance to influence the system and upcoming updates.

Only upgrade or migrate if you have a business case....not because the vendor says you have to! You have options beyond your vendor's support model to innovate and grow which don't cause downtime and disruption.

Here's a few more: -Conduct Root Cause Analysis: Investigate the underlying causes of the disruptions to prevent similar issues in the future and schedule remediation. -Provide User Support and Training with instant communication across all internal and eternal stakeholders due to operational ERP impacts: Offer support and training to users affected by the disruptions to help them navigate any changes or challenges. -Backup Plans: Have contingency plans ready to address unexpected issues swiftly. -Use each disruption as an opportunity to refine processes and enhance system resilience. -Engage Vendor Support: Reach out to the ERP system vendor for assistance in resolving issues and restoring functionality.

Consider whether the software updates are optional or compulsory. Some ERP software is updated regularly by the software company and all users are always on the same version. The updates are not optional. This is typical of many pure cloud ERP Systems. If this is the case then you are reliant on the software company to have tested extensively before they automatically update the software. In this scenario, if these updates are causing problems then you should strongly consider changing ERP software as it indicates a concerning lack of proper release testing.

Contingency Plan Activation: - Promptly initiate contingency measures to effectively address disruptions and minimize adverse effects on essential business operations. - Implement interim solutions or alternative processes to maintain business continuity until the resolution of the issues.

The primary disruptive factor in ERP upgrades are dependencies. Custom APIs, extensions or background procedures that are dependent on upgraded standard components could be affected and cause disruption to business. That's why an ERP center of excellence is necessity to any organization. Such team should be responsible for documentation, implementation, upgrading, testing and applying industry best practices of ERP to ensure smooth upgrades with no disruptions.

When talking about updating the ERP system, what exactly does it mean? It is key to understand the scope: Is it switching to a completely new ERP system? This is a big move, needing careful setup and adjustments to the business processes. Is it tweaking the current ERP to work better? This involves making some changes now, possibly thinking about a bigger optimization or a reimplementation later. Or, is it just applying software updates or patches? This process differs if the ERP is on the cloud/SaaS or it is managed on-premise on servers. Each scenario requires a different plan. Identifying the type of needed update or upgrade will help with proper planning for the initiative and smooth transition to keep disruptions to a minimum.

Planning for changes is most essential step to reduce the risk of disruptions and unfortunately it’s overlooked most often. If a thorough risk assessment is carried with mitigation strategies at planning stage itself, change management gets easier. Once we have got the disruption, revisiting the overall scope of changes, bridging skill gaps for the users through relevant training and focusing on business continuity strategy are few top priority items.

Just before moving the upgrade related transports have a backup and freeze the system from doing any transactions . After moving just post a Penny transaction that is mission critical .if everything is validated then release the system to users. If any issue is there then restore the backup. If any standard issues reach out to OSM ( original software maker) IT support .

Identify proper measures and checkpoints to review the changes which would be applied after the upgrade. Review the release notes and check if any of the changes would have any impact on the existing business processes, also check if it is a mandatory feature change or an opt-in upgrade. In case it's the former, analyze the changes beforehand and make the necessary adjustments and perform thorough testing on a test environment before the patch is finally applied.

Sit down with the consultants untill we resolve the issue or find acceptable workaround. Documenting is crucial. Sharing the findings is vital.

Checar as últimas atualizações do ambiente como um todo, avaliar soluções de contorno e, caso não sejam viáveis, acionar o plano de rollback.

More things to consider: 1. Assess the Situation: Understand the nature and extent of the disruptions caused by the upgrades and updates. Determine the specific areas and processes affected. 2. Communicate Proactively: Provide clear communication regarding the expected disruptions, timeline, and steps being taken to minimize impact. 3. Schedule Downtime Wisely: Plan upgrades and updates during off-peak hours or times when they will least impact business operations. Consider scheduling updates during weekends or holidays to minimize disruption. 4.Rollback Plan: Ensure that you have proper backup mechanisms in place before performing upgrades. Develop a rollback plan to revert to the previous version in case of unexpected issues or failures.