As its title mentions, this is the first stage of a long process that can (depending on the scope of the project) take up to a year to finalize. 

Within this stage, both the ERP implementation partner and client sit down together to discuss the definition of the project scope, required revisions, the finalization of contracts and quotes, as well as the project initiation. 

This is the time in which the project team ensures that both sides are on the same page and there is a clearly defined project. Project managers must guarantee that the nitty-gritty aspect (contractual obligations, quotes, pricing, and final adjustments) is complete. 

Of course, it’s important to note that modifications can be made throughout the process, but the project management framework must be set-up.

The planning stage sets the foundation for a successful project. It begins with defining the project goals and assembling the project team.  

To ensure consistency and transparency, a Project Management Office (PMO) environment is created. 

Project management software is used to certify continuous improvement and track progress with a follow-up log of open items to reduce email volume, which in turn lowers the chance of losing information as well as simplifying follow-ups. 

Towards the end of this step a kick-off meeting is organized which officially launches the project. During the meeting, the project scope and objectives are presented, including an overview of the mentioned method and team introductions. 

Existing processes are examined in detail through a Business Process Review (BPR) to configure your Prophet 21 software to your specific business needs and goals. 

Hardware and software installation is the final part of the planning stage. For SaaS deployments, this involves preparing the cloud environment, while for on-premises installations, this includes the setup of physical servers.

Moving forward to the third step is the design phase, which starts with foundational training provided by an ERP partner. A detailed training calendar, sessions led by ERP consultants are on the menu to ensure the external team gains a strong understanding of the system. 

A sample data conversion process is conducted to help you transition from your legacy system. This involves capturing data, converting it into Excel format, and importing it into Epicor. 

Meanwhile, configuration of new processes begins, which includes setting up the appropriate modules in your environment and developing training documentation and updated internal procedures. 

The team then works to identify and resolve discrepancies, ensuring all operational and data requirements are fully captured in Epicor. Prototyping scenarios are finalized to simulate real-world use cases and validate the proposed configuration.

The pilot data import process begins with capturing relevant information from the legacy system. This data is then converted using structured Excel files to ensure compatibility with the Epicor system. 

Once conversion is complete, the data is imported into Epicor for use in pilot testing. 

Following the data import, prototyping scenarios are executed to simulate real-world operations. These scenarios are run systematically, and a tracking log is maintained to monitor outcomes and changes. 

Based on the results, necessary adjustments are made to optimize the processes and resolve any issues that arise during testing. 

Once scenarios are completed, the next step is to validate the results. This includes ensuring the quality and accuracy of the imported data, confirming that all process controls are functioning properly, and validating the correct configuration of any associated devices. 

Additionally, the organization’s overall readiness for deployment is assessed to ensure a smooth transition. 

The final step involves a formal review and approval by the deployment committee. If the pilot objectives are not met, a plan is established to return to the design phase and prepare for another piloting session. 

However, if the objectives are met, a formal approval document is issued to the customer. Any remaining risks are identified and documented, after which the project moves forward to the deployment phase.

The regular user training phase involves preparing end-users through sessions conducted by designated superusers. These trainings ensure that users are comfortable navigating the Epicor system and performing their daily tasks effectively. 

Following training, the final data import takes place. This step includes capturing the latest data from the legacy system, converting it using standardized Excel files, and importing it into the Epicor environment. This ensures the system is up-to-date and ready for live operations. 

The Go-Live phase marks the transition to using Epicor for normal day-to-day operations. During this period, a dedicated Go-Live Help Desk is available to support users and address any immediate issues that may arise. 

This phase also includes completing the first end-of-month processes in the new system to ensure stability and accuracy. 

Finally, the project moves into closure. Responsibilities are transitioned to the support team for ongoing maintenance and user assistance. A formal project closure process is completed, marking the successful implementation of Epicor and the conclusion of the deployment project.