ERP System Maintenance: 7 Key Areas

  • Aug 24, 2018

ERP system maintenance can be a lot like car maintenance.

There are checks that users can do to make sure that things are running smoothly. Periodically, there are issues that should be brought to the attention of a professional. When something goes wrong, it should be addressed quickly to avoid the problem escalating down the line.

The performance of a businesses' ERP system affects cyber, financial and job security within that organisation. Therefore, it is crucial businesses know how to ensure their system is being maintained.

With this in mind, here are 7 things that every business should know when it comes to ERP system maintenance.

Get Familiar With Your ERP

Start by educating yourself about the ERP software that your business uses.

Read the manuals provided, know the software house that developed it, research the business who implemented the system for you, and which other organisations use the system within your industry.

This way you’ll have an overall feel of where the ERP fits in the marketplace and how well it meets the needs of your workplace

You will also learn about any limitations or related software, allowing you to understand the full spectrum of technologies available to you.

Assess Your Internal Capabilities

Some businesses have ERP specialists within their IT department. Some do not. Get an idea of whether or not your in-house staff can handle the ERP maintenance duties.

If they can’t, find out whether you will use a third-party team of consultants.

Many businesses find it beneficial to utilise a team of third-party experts who specialise in delivering solutions for their ERP system.

Weigh-up the Financial Options

Choosing how to handle ERP maintenance and who to utilise for those services is a decision that should not be taken lightly.

More often than not, businesses find they can leverage better value and level of service from a third-party consultancy team, with many providing specialsed Support Desks

Here at Integra Associates, we provide a support service for both the Unit4 Business World (Agresso) and Sage X3 ERP systems.

Service Level Agreement (SLA)

Service Level Agreements (SLAs) are an important part of contracting for maintenance services.

An SLA typically defines various tiers of severity for when problems arise. The level of problem dictates how quickly your service provider will respond and how fast they will provide a solution to the problem.

For example, the most urgent problem may be defined as a complete system failure and contractually requires a response within an hour of notification. A problem with less urgency, such as a minor system bug that doesn’t affect important systems and is not necessary to customer service, may be able to wait until the next scheduled service check.

Plan Your ERP Life Cycle

In order to reduce costs, your business should plan the usability of your ERP.

How long will you go before upgrades? What is the intended life cycle of the platform?

Every five years the life cycle should be revaluated so that maintenance purchases reflect the cycle you are on.

Security

Maintain proper security measures by performing regular backups and system restorations.

Installing patches as soon as they arrive from the vendor will help your business stay clear of becoming a victim of cyber hacks and data breaches.

ERP HEALTH CHECK SYSTEM REVIEW

When in doubt, many businesses opt to order an ERP System Review, a health check for their ERP system.

One of our most recent articles explains the five key benefits of an ERP Health check.

If you follow these tips, you should be able to keep your system in top functional shape.

The board will be happy that you are staying within your budget, and all of your users will be on the same page, with a clear roadmap for managing the businesses' resources.

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