Successful Organization Of A School Erp Implementation Procedure

College ERP is a tool developed by software engineers and is used to facilitate activities taking place in an institution

. The system is a link between a number of users and offices, and therefore enhances communication and cooperation among different stakeholders. Being a very important tool in the daily running of a learning centre, its advantages are numerous compared to its limitation. However, to partake in these benefits an institution must manage its system properly. This should be done by diligently following some basic steps.

An institution should first find out the needs of its ultimate users, this is very critical because it is a starting point in software development. Data collection techniques can be employed to get information from the stakeholders on their requirements. This proves to be the best, since end-user opinion is directly received and in can be documented to act as a basis of developing the system. To develop software that perfectly fits the needs of the users, organizations must consider their requirements before embarking on the development journey.

One should match software capabilities with the organizational needs. This should be so to ensure that the chosen system caters for all the needs of organization as well as users requirements. To avoid limitations and unnecessary costs, an institution should go for one that perfectly fits into the existing system. Having a very sophisticated application only to use it for basic functions is costly to a learning organization. On the other hand having a tool that does not have all the necessary capabilities is discouraging, especially to the end-users.

The school should constantly re-engineer interface of its system and simplify it for users. Not all users are familiar with the application, this call for the simplification of interface to accommodate all the stakeholders. User friendly interface facilitates navigation of system, saving on time and also improving productivity of users. To ensure this, a college should always check its system and make necessary changes where applicable.

To facilitate the use of its system an institution should provide the users with necessary assistance. It is harmful for an organization to assume that every user can operate the software without any guidance. Whereas students, lecturers and administrators might be conversant with it, parents need a guide to help them. This can be a basic user manual that gives the procedure of using the system, but cannot be undermined because of its role in the implementation process.

One should modify the existing modules or generate them to be used alongside the software tool. Changing module programs currently in use to fit into the new system is very important to make them compatible. However, in some instances there is need to create new ones, customized to perfectly fit into the software.

An institution should conduct system acceptance test, to have a glimpse on the application capabilities. The step is used to determine if the software is working properly. This procedure can be compared to the pilot test and is always done prior to full implementation of the system.

The institution should empower the users by conducting training. This is done to ensure that end-users understand how it works. Because of the difference in learning abilities, training should be tailored to cater for individual needs. This should be taken seriously, because of its implication on the implementation process.

Finally learning organization should set up the college ERP to reap its benefits. It is the final step in a system implementation process that will see things running, and should be carefully monitored for any error. It also involves evaluating the software to determine value added to institution management.

by: Tracy Narvaez

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