Back-office functions demand a significant amount of resources in any organization. Many of these functions can be automated, and save administrative costs.  Enterprise resource planning or ERP software applications offer an “accounting systems on steroids.” ERP systems can handle traditional accounting functions, such as general ledger and payables, but also functions such as utility billing, HR/payroll, and purchasing. ERPs use workflow tools to avoid multiple entry and reentry in separate systems.

At the annual conference in Kansas City this coming September, ICMA’s Advisory Panel on Technology Content for the Knowledge Network is sponsoring a session on technology that will include ERP systems. Before coming to the session, there are a few tips to keep in mind when selecting and implementing these systems.

Don’t buy a new system and then set it up to look just like the old finance system.  Instead, take the opportunity to evaluate existing business processes to take advantage of the new technology. When evaluating ERP systems, consider the experience the vendor’s implementation consultants will bring to the table from consulting for other clients – and often from actually working in government.

Don’t minimize the importance of end-user training for the new system. Training should include not only which keys to push on the computer, but also how the new technology can help the organization and staff function. Take a “train the trainer” approach and use staff to deliver the training, identify potential trainers early, and involve them in the project. Contrary to popular opinion, scientists have not identified a “training gene” that people either have or do not have. Anyone with an interest in the subject and a willingness to coach and help others can learn to be a good trainer. The vendor’s staff frequently has some experience in transforming client staff with little training background into more-than-adequate trainers.

If unable to identify adequate training resources from within the organization, consider contracting with the software vendor to deliver the training to end-users. This may be an additional cost but will be worth it in the long run. In any case, don’t wait until the last minute to consider how to handle training. If people aren’t trained properly, they won’t the use the system and will find ways around it.

Don’t minimize the importance of change management. Change is hard! When considering a new system, it’s important to identify workers’ “points of pain” with the current system. Take them into account when configuring the new system. Involve department users early in the project to help them become owners rather than just users; remind them during the implementation how the new system will address those points of pain.

To learn more about ERPs and what to consider in selecting and implementing a system, join the session, Managing Local Government Technology, on Tuesday, September 26, 12:30-1:45 pm.  Sponsored by the ICMA-OnBase by Hyland Advisory Panel on Technology Content.