ERP Software Selection Process

Finding the Right Fit for Your Business Needs

Selecting an ERP system is a strategic decision that affects every part of your business. At Champion Business Solutions, we guide you through a proven selection process to ensure you choose a system that drives long-term success.

 

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Business Process Assessment (BPA)

Completing a Business Process Assessment (BPA) is a critical step in preparing for an ERP implementation or optimization. It involves a comprehensive review of an organization’s existing workflows, systems, and operational practices to identify inefficiencies, redundancies, and opportunities for improvement. The goal is to align business processes with strategic objectives and ensure that the future ERP system effectively supports and enhances day-to-day operations.

We specialize in working with companies that are using ECI Macola ERP software.
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Business Requirements Document (BRD)

A Business Requirements Document (BRD) for an ERP implementation serves as a foundational blueprint that outlines the strategic goals, functional needs, and process expectations of the organization. It captures detailed business requirements from key stakeholders across departments such as finance, operations, sales, inventory, and production to ensure the selected ERP system aligns with actual business workflows and objectives. The BRD typically includes current-state process analysis, desired future-state models, functional and non-functional requirements, data and reporting needs, and any regulatory or compliance considerations. A well-crafted BRD not only guides software selection and system design but also serves as a critical reference throughout implementation, helping to manage scope, mitigate risks, and ensure all parties maintain a shared understanding of project goals.

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Create a Vendor Shortlist

A Vendor Shortlist for ERP selection is a refined list of ERP software providers that best match an organization’s strategic, functional, and technical requirements. This shortlist is typically developed after a thorough business requirements gathering process and an initial market scan of available ERP solutions. The goal is to narrow down the wide field of potential vendors to a manageable group—typically 3 to 5—that align closely with the company’s industry focus, budget, scalability needs, and deployment preferences (cloud, on-premise, or hybrid).
 

Each vendor on the shortlist is evaluated based on criteria such as system functionality, industry fit, technology stack, integration capabilities, support model, implementation approach, total cost of ownership, and vendor viability. The resulting shortlist becomes the basis for more in-depth vendor engagement, including product demos, proof of concept (POC) exercises, reference checks, and formal proposals. A well-defined vendor shortlist enables decision-makers to compare solutions objectively and ensures that the final ERP selection is both informed and aligned with long-term business goals.

Issue Request For Proposals (RFP) & Evaluate Responses

A Request for Proposal (RFP) is a formal document issued to shortlisted ERP vendors to solicit detailed proposals that address an organization’s specific business and technical requirements. The RFP outlines the company’s objectives, current challenges, functional needs, expected project scope, timeline, and evaluation criteria. It serves as both a communication tool and a due diligence mechanism, enabling organizations to obtain consistent, comparable information from each vendor.
 

Once responses are received, the evaluation process involves a structured comparison of each proposal against predefined criteria. These criteria typically include system functionality, total cost of ownership, implementation approach, project timeline, industry experience, integration capabilities, scalability, and vendor support structure. Scoring models or weighted scorecards are often used to ensure objective analysis across functional, technical, and commercial dimensions.

In addition to reviewing the written proposals, the evaluation process often includes follow-up vendor Q&A sessions, live software demonstrations tailored to business scenarios, and reference checks with existing customers. The goal is to assess not just the software’s capabilities but also the vendor’s understanding of the business, their ability to deliver, and their long-term viability as a partner. A thorough RFP and evaluation process greatly increases the likelihood of selecting an ERP solution that aligns with the organization’s needs, budget, and future growth.

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Schedule Targeted Demos

We organize vendor demonstrations that are specifically tailored to your use cases. This allows your team to observe how each solution addresses real-world scenarios, helping to validate its usability and suitability. Demos should always include a sample of your actual data for a more accurate representation.

 

Additionally, a strong follow-up after the demo is crucial. Provide a recap document that clearly correlates the demonstrated features with the client's requirements. If available, share a recording of the demo and request feedback to maintain an open dialogue. A well-executed, targeted ERP demo can significantly enhance the chances of a successful engagement by clearly demonstrating value and alignment with the client’s business needs.

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Demo Evaluations and Award Project

• Analyze Total Cost of Ownership: Beyond licensing, we assess implementation costs, training, customization, and long-term maintenance. This ensures you understand the actual investment and value of each solution.

• Perform Reference Checks: We facilitate reference calls with businesses using the shortlisted systems, offering insight into vendor reliability, implementation quality, and ongoing support.

• Make the Final Selection: Using weighted scoring models and stakeholder feedback, we guide you toward the best-fit ERP solution, balancing functionality, cost, and long-term alignment.​

• Negotiate the Contract: Our team assists with vendor negotiations to ensure you get the best terms, clear implementation scope, and strong post-go-live support agreements.​

• Prepare for Implementation: Once you have selected the right system, we help you plan a smooth implementation by defining project milestones, team roles, and a change management strategy.

 

Ready to Start?

Champion Business Solutions can help you take the guesswork out of ERP selection. Contact us to schedule a consultation and get started.

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