Did you know 75% of ERP implementation projects fail because of poor preparation? Yes, three out of four projects have missed deadlines, blown budgets, or failed because they didn’t get the preparation right. If we’re here reading this, we want to ensure our SAP implementation isn’t part of that unfortunate statistic. We want it to be the opposite—smooth, on time, and on budget.

You’re here because you want to avoid the common pitfalls that derail so many SAP implementations. You want actionable insights, clear guidance, and confidence from knowing you’re setting your project up for success. In this post, I’ll dive into exactly what you need to know to lay a solid foundation for your SAP implementation—covering every crucial detail to ensure you’re ready to tackle the challenges ahead. By the end, you’ll have the tools and knowledge to move forward with clarity and purpose, knowing that your preparation sets you up for smooth execution and lasting success. And don’t forget—there’s a clear call to action at the end of this blog to help you hit the ground running.

Why the Preparation Phase Matters

Think of the preparation phase as the blueprint for a building. Without solid blueprints, chaos can occur when the actual construction begins. In SAP implementation, poor preparation often results in delays, frustrated teams, and business processes that are more broken than they were before. But if we get the preparation phase right, I’ve laid down the tracks for a smooth ride.

Let’s break down the main steps in the preparation phase and see how they set the foundation for a successful SAP implementation.

Step 1: Assessing Organisational Readiness

Before anything else, we need to assess our organisation’s current standing. It’s like a health check-up before a marathon—we need to know if we’re ready for the challenge. This means analysing our existing business processes, evaluating our IT infrastructure, and assessing our data quality.

• Business Processes: We start by mapping out all our current business processes. We identify inefficiencies, bottlenecks, and outdated workflows. We need to understand which processes will be affected by the new SAP system and how they must change. Engaging key stakeholders from each department will help us gather a complete picture of our current state.
• Data Quality: Next, we evaluate the quality of our existing data. Data issues are one of the main reasons SAP implementations fail, so this step is critical. We need to identify duplicate, incomplete, or outdated records. Developing a plan for data cleansing and deciding how data migration will be handled ensures that only accurate, high-quality data is moved to the new system.
• IT Infrastructure: We assess our IT infrastructure to ensure it can support the new SAP system. This includes evaluating hardware, network capabilities, and software compatibility. If our IT infrastructure isn’t up to the task, we’ll face significant issues during implementation. Upgrading servers or network components is essential to support SAP’s demands.
• Change Readiness: It’s not just about the tech but the people, too. We assess our organisation’s readiness for change by evaluating employee attitudes, leadership support, and existing change management practices. Surveying employees helps us gauge their willingness to adapt, and involving leaders ensures we drive the change from the top.

Addressing these readiness gaps now will help us avoid surprises later.

Step 2: Define Clear Project Goals and Scope

We’ve all heard it: fail to plan, and we plan to fail. We need to define our project goals clearly. What exactly do we want SAP to do for our business? If our goals are fuzzy, our outcomes will be even fuzzier.

• Define Business Objectives: We need to work with stakeholders to identify the business needs of the SAP system. Are we aiming to improve operational efficiency, enhance data visibility, or streamline supply chain processes? We need to be specific about what success looks like.
• Document Requirements: We gather detailed requirements for each department involved. What functionalities do they need? What processes need to be automated or improved? Documenting these requirements will help ensure the final implementation meets our organisation’s needs.
• Project Scope: Establishing the project scope is crucial. SAP has so many features that it’s easy to get lost and fall into the “scope creep” trap—adding unnecessary features that derail the project. We need to define the project’s boundaries clearly: which modules will be implemented, which processes will be included, and what the expected outcomes are. Scope creep is one of the most significant risks to SAP projects, so clear boundaries are essential.
• Timelines and Milestones: Developing a realistic timeline for the project is key. We break the timeline into phases—planning, blueprinting, realisation, final preparation, and go-live. Setting milestones for key achievements, such as data migration completion or user acceptance testing, will help us track progress effectively.
• Budget Considerations: Determining the project budget, including costs for hardware, software, consulting services, training, and contingencies, will help us prevent overspending and allocate resources effectively.

Step 3: Assemble Our A-Team

An SAP implementation project isn’t a one-person job—we need an all-star team to complete it. This means getting the right people in the right roles to ensure expertise in every aspect of the project.

• Project Manager: The project manager is the captain of the ship. They keep the project on track, managing timelines, resources, and communication. They need experience in SAP projects and strong leadership skills to manage the team effectively.
• Functional Consultants: These are the subject matter experts who understand the business processes inside out. They work with different departments to gather requirements and ensure the SAP system is configured to meet those needs. Their role is critical in ensuring the system works for the business, not against it.
• Technical Consultants: These people ensure the system works as intended. They handle the technical configuration, system integration, and any necessary customisation. They also ensure SAP integrates seamlessly with other systems, like CRM or legacy applications.
• Change Management Specialists: We can’t forget about change management specialists. Their job is to ensure everyone in our organisation knows what’s coming and can adapt to the new system. They develop communication and training strategies to prepare users, manage resistance, and drive the adoption of the new system.
• Key Stakeholders: We must involve key stakeholders from across the business—department heads, end-users, and executives. These individuals provide valuable input during the planning phase and act as champions for the project, helping to communicate its importance and benefits to the wider organisation.

Step 4: Create a Rock-Solid Project Plan

The project plan is the playbook for our SAP implementation. Break the implementation into smaller, manageable tasks, assign these tasks to our team, and set clear milestones. This plan should also include risk management strategies—because, let’s be honest, things will go wrong, and we need to be ready for when they do.

• Task Breakdown and Resource Allocation: We need to break down the implementation into specific tasks, such as business process mapping, data migration, system configuration, testing, and user training. Assigning these tasks to the appropriate team members based on their skills and expertise ensures no bottlenecks during critical phases.
• Milestones and Deadlines: Setting milestones helps us track progress. Milestones keep the team motivated and clearly indicate whether the project is on track. For example, milestones could include completing data cleansing, finalising system configuration, or user acceptance testing.
• Risk Management Strategies: We must identify potential risks early on. These could include data migration issues, system compatibility problems, or user resistance. Developing mitigation strategies for each risk helps us stay prepared. For instance, conducting a pilot migration before the full data migration can help identify potential data issues early.
• Communication Plan: A good project plan includes a communication strategy. It is key to keep everyone informed, from the project team to the stakeholders. Miscommunication or lack of information can lead to resistance, confusion, and even project failure. We need to establish regular project meetings, status reports, and an open channel for questions and feedback. Keeping everyone in the loop helps maintain momentum and keeps the project aligned with business needs.
• Change Management Activities: We must integrate change management activities into our project plan. This includes scheduling end-user training sessions, developing user manuals, and setting up a help desk for post-go-live support. A well-structured change management plan will smooth the transition to the new system and minimise disruptions.

How “Make F.I.T. Your Purpose” Addresses These Key Points

The insights shared in this blog post strongly align with the principles and strategies in my book, “Make F.I.T. Your Purpose: Introducing the Fast Implementation Track for SAP ERP”. Let’s look at how the book addresses these critical points for a successful SAP implementation.

• Organisational Readiness: Chapter 3 of the book emphasises assessing our organisational readiness before implementing SAP. Much like the health check-up analogy used here, the book thoroughly assesses business processes, data quality, IT infrastructure, and change readiness. The Fast Implementation Track (F.I.T.) is built on the premise that readiness gaps should be identified and addressed early to prevent costly roadblocks later in the project.
• Project Goals and Scope Definition: Chapter 4 sets clear and achievable goals. We dive into how to precisely define our business objectives, ensuring that the desired outcomes are crystal clear and measurable. As highlighted in this blog, the book also provides practical tips to avoid scope creep, which often derails projects. By using the F.I.T. methodology, our goals, scope, and project boundaries are laid out in a structured manner to keep the entire implementation on track.
• Building the Right Team: In Chapter 5, “Make F.I.T. Your Purpose” details the roles and responsibilities of an effective SAP project team. From selecting a skilled project manager to involving functional and technical consultants, the book gives us a roadmap for building an “A-Team” that can handle the complexities of SAP implementation. Additionally, it stresses the importance of involving change management specialists and key stakeholders early on, as their roles are instrumental in ensuring a successful adoption of the new system.
• Creating a Robust Project Plan: The F.I.T. methodology strongly emphasizes developing a solid project plan, as discussed in Chapter 6. The book outlines how to break down an implementation into smaller, manageable tasks, assign roles effectively, and set realistic milestones. The emphasis on risk management, communication strategies, and change management activities aligns perfectly with the blog’s recommendations for a well-rounded project plan. The Fast Implementation Track approach ensures that every task is accounted for and that potential risks are mitigated well in advance.
• Change Management Focus: Throughout the book, the underlying theme is that effective change management is crucial for a successful SAP implementation. The F.I.T. methodology incorporates change management into every project phase, ensuring that employees are prepared for what’s coming, trained adequately, and ready to embrace the new system. The book provides detailed strategies on communication, training, and driving change from the top down to minimise resistance and foster acceptance across the organisation.

Ultimately, “Make F.I.T. Your Purpose” is a companion that equips us with the tools and strategies to succeed in every phase of SAP implementation—from preparation to execution and beyond. It’s about creating a culture of readiness, clarity, and effective change management, all essential to a smooth and successful implementation.

Conclusion: Let’s Get Started Today

The preparation phase separates successful SAP implementations from failures. Your steps today will shape how well everything goes in the coming months. So, what’s your call to action today?

• Today: Start by conducting an honest assessment of your organisation’s readiness. Identify gaps in business processes, data quality, and IT infrastructure. Set up meetings with key stakeholders to discuss the importance of preparation and align on the next steps.
• This Week: Develop a plan for addressing the identified gaps. Assign team members responsibilities for data cleansing, infrastructure upgrades, and readiness surveys. Hold a workshop with our key stakeholders to define clear project goals and scope.
• This Month: Finalise your project plan, including timelines, milestones, and budget. Assemble your implementation team and ensure everyone understands their roles. Kick-off change management activities include initial communication about the upcoming changes and training needs assessments.

If you find this blog helpful, share it with your project team and create a plan to set our SAP implementation up for success. Remember, good preparation isn’t just a step; it’s the cornerstone of everything that follows. Let’s ensure your SAP implementation is a success story, not a cautionary tale.