This article is part of our 5-Phase ERP Success series. If you missed the overview, start with Why Go-Live Isn’t the Finish Line — 5 Phases of ERP Success to see the full ERP roadmap.
When most executives think about ERP projects, their minds jump straight to implementation. But the majority of ERP failures are actually set in motion long before a single consultant logs in — in the evaluation phase, or more accurately, in the absence of one.
The ERP evaluation phase isn’t about shopping for software. It’s about understanding your business, inside and out, before you let a vendor pitch you a solution. Done well, this stage aligns leadership’s vision with operational reality, defines what truly matters in your processes, and sets the tone for adoption after go-live.
Unfortunately, many small and midsize businesses either skip this step entirely or rush through it in a few weeks. That’s a costly mistake.
This is your opportunity to examine every major process the ERP will touch — not just how it works today, but why. That “why” is where the real insights live.
In our consulting work, when we dig into the “why” behind a process, we almost always find it’s rooted in:
These discoveries are invaluable. They help you see which processes are truly non-negotiable and which are simply artifacts of your old system. This clarity lets you approach ERP selection with a clear picture of where you need flexibility, where you can standardize, and where change is not only possible but overdue.
A strong evaluation phase has one or more internal champions — people who deeply understand day-to-day operations and have a direct line to leadership’s strategic goals. These champions should:
This early engagement has another critical benefit: ERP change management. When you ask employees, “What would you change about your process to make your job easier?” you’re doing more than gathering requirements — you’re shifting mindsets. Anxiety about change starts to give way to curiosity and even excitement.
From the C-suite perspective, evaluation is about risk reduction and cost control. A well-run evaluation can prevent expensive mid-project course corrections and surprises during testing. It also provides a framework for training, user acceptance, and post-go-live adoption.
Think of it as building the foundation of a house. You wouldn’t pour concrete without a blueprint.
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How Long Should It Take?
There’s no fixed timeline because every business is different. But for most small to midsize companies, expect the evaluation phase to take months, not weeks. The time investment now will pay for itself many times over in avoided delays and rework during implementation.
We’ve seen what happens when companies leapfrog the evaluation stage. They end up:
In other words, they pay for the project twice — once during implementation, and again in post-go-live fixes.
If you want your ERP investment to deliver, you can’t treat evaluation as an afterthought. It’s the difference between a system that fits your business and one you’re constantly bending to fit.
If you’ve already started ERP conversations without this groundwork, it’s not too late. Reach out and we can help you move forward with confidence — with a strategy built on clarity, not guesswork.
Explore our About Us page to learn how we guide clients through every phase of the ERP journey.
Or see how our Managed Services provide support long after go-live.