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Summary – Imprecise ERP requirements (lack of process mapping, data governance, change management, interoperability, security and KPIs) lead to budget overruns, vendor lock-in and loss of agility. To avoid them, develop a modular document based on an iterative MVP, a multi-year TCO assessment and reversibility clauses, while incorporating Swiss requirements (LPD, VAT, e-invoicing) and change management. Choose an API-first, open-source, local integrator to ensure an agile, scalable and independent implementation.
Successfully implementing an ERP project goes beyond merely choosing the right software solution. A requirements document that fails to map out processes, plan data governance, or address change management quickly encounters roadblocks. Budget overruns, vendor lock-in, and loss of agility are often the result of unclear foundations rather than poor technology. This article identifies four broad categories of errors, outlining ten pitfalls to avoid when designing a modular, interoperable, and reversible ERP requirements document.
Aligning Processes and ERP Governance
An ERP requirements document must start with a mapping of actual processes. It should then establish clear data governance and anticipate change management.
Map Processes Before Defining Requirements
Without a precise understanding of business workflows, an organization risks imposing unsuitable or redundant features on the ERP. A BPMN map or process-mining audit helps visualize interactions between departments and friction points. Functional requirements can only be prioritized once these processes are validated.
One example illustrates this challenge: a Swiss industrial company had defined its inventory management needs solely based on a standard process. After a BPMN workshop, it uncovered several undocumented, specialized workflows between maintenance and production. This correction prevented the integration of an unsuitable module and reduced implementation time by 25%.
Involving business stakeholders from this stage ensures the future ERP is built on a solid foundation, reducing costly adjustments at the end of the project. For more details on drafting the requirements document, see our comprehensive guide.
Establish Robust Data Governance
Data quality and ownership must be defined even before selecting the software. Determining the owner of each repository avoids conflicts during updates. You also need to incorporate privacy by design and compliance with the Swiss Federal Act on Data Protection (FADP) and the General Data Protection Regulation (GDPR).
Clear governance includes tracking changes and defining automated data-cleaning rules. Without this, increasing volumes quickly lead to duplicates, inconsistencies, and regulatory breaches. Data reversibility must be planned by default.
By addressing these points early, the requirements document becomes a living document that ensures data quality, reduces the risk of penalties, and simplifies audits.
Plan for Change Management
Deploying an ERP transforms workflows and operational responsibilities. A phased communication and training strategy must be defined in the requirements document. Without this component, internal resistance slows adoption and leads to manual workarounds.
Scheduling workshops, e-learning sessions, and post–go-live support is essential to ensure users embrace the new features. This program should be coordinated with business project managers to deliver a smooth transition.
Incorporating change management from the drafting phase prevents a divide between IT and business teams and minimizes delays caused by misunderstandings of new processes.
Ensuring Interoperability, Security, and Control
An ERP is never isolated: it needs to integrate with CRM, PIM, e-commerce solutions, and BI. Security and scalability are integral to success, as is performance measurement through relevant KPIs.
Don’t Overlook ERP Interoperability with the Ecosystem
Data exchange with other applications determines the system’s overall effectiveness. The requirements document must list critical integrations and specify standards (REST, GraphQL, JSON, CSV, Parquet). In Switzerland, don’t forget accounting connectors, VAT, and e-invoicing (QR/ISO 20022).
In one case, a Ticino-based SME’s CRM and ERP communicated only via manual imports. After specifying REST APIs, synchronization times dropped from 24 to 2 hours, reducing billing errors by 30%.
This documented interoperability not only streamlines operations but also makes it easy to plan future enhancements or replace software modules.
Security and Scalability in a Swiss Context
The requirements document must mandate encryption of data at rest and in transit, fine-grained role and permission management, and audit logging. Local hosting in Switzerland ensures compliance with data sovereignty regulations.
Load tests anticipate usage peaks and validate the system’s ability to scale. Without these clauses, a surge in users can lead to unacceptable response times or even complete outages.
A secure and scalable ERP minimizes operational risks and builds confidence among internal and external stakeholders.
Define KPIs to Monitor Performance
Implementing indicators such as error rate, order cycle time, Days Sales Outstanding (DSO), and automation rate should be included in the requirements document.
They also serve as a basis for discussions to adjust priorities during iterations and ensure the ERP delivers tangible ROI beyond mere functional delivery.
By documenting these indicators, the company avoids post–go-live surprises and can manage the system with agility.
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Draft an Agile Requirements Document That Controls Cost and Reversibility
An overly rigid requirements document hinders innovation. It must favor an evolving MVP, incorporate total cost of ownership (TCO), and include reversibility clauses to avoid hidden costs.
Avoid a Fixed Requirements Document and Favor the MVP Approach
An overly detailed, waterfall-based document constrains adjustments and makes adding new features costly. The MVP + iterations approach enables rapid deployment and concrete feedback.
Each functional batch is defined by user stories validated by business teams, allowing course corrections starting in the pilot phase. This flexibility ensures continuous alignment between actual needs and development.
Therefore, the requirements document should explicitly outline iteration principles and sprint frequency without fixing the exhaustive list of requirements at launch.
Consider Total Cost of Ownership Rather Than Initial Cost
Total cost of ownership includes licenses, integration, support, scalability, and system exit. Focusing solely on purchase price exposes you to unexpected operational expenses.
The requirements document should include a 3–5 year TCO evaluation grid for each evolution or scaling scenario. This enables an objective comparison of bids and incorporates maintenance and training costs.
A TCO perspective limits decisions based solely on initial budget and ensures a sustainable, modular solution.
Plan for Reversibility to Avoid Vendor Lock-In
A clause for full data export at no cost, escrow deposit, and comprehensive API documentation must be required. Without these guarantees, any future change becomes a standalone project, sometimes more expensive than the initial system.
The requirements document should specify the format for data handover and the migration procedures to an alternative system. Associated costs and timelines must be quantified and included in bid evaluations.
By planning for reversibility, the organization protects its independence and retains control over its information system.
Choose the Right ERP Partner
ERP success depends as much on the provider as on the solution. Its open source culture, agile methodology, and proximity are key factors.
Assess Open Source and API-First Culture
An integrator that prioritizes open source components and an API-first architecture reduces vendor lock-in risk and ensures solution modularity. Their ability to develop custom connectors is essential to adapt to business-specific requirements.
The requirements document should include selection criteria for these aspects, requesting concrete demonstrations of past projects. References help validate technical expertise without limiting comparison.
This choice ensures a flexible, scalable technology foundation capable of accommodating future needs without starting from scratch.
Verify the Methodology and Project Governance
Beyond technical skills, the ability to co-manage progress through a shared governance structure is a determining factor. Roles, steering committees, and rituals (backlog reviews, checkpoint meetings) must be detailed.
An agile methodology, coupled with asynchronous tracking tools, ensures transparency and responsiveness to change. The requirements document should request an action plan for each sprint and a shared roadmap.
This organizational clarity limits scope creep and maintains constant alignment between IT, business teams, and the provider.
Promote Proximity and Continuous Co-Management
A provider with a local or regional presence facilitates communication and responsiveness. They are better positioned to understand Swiss regulatory and cultural contexts. Forming a hybrid project team, combining internal resources and consultants, eases knowledge transfer.
The requirements document should schedule frequent meetings, on-site workshops, and practical training sessions. These interactions strengthen user adoption and mutual trust.
This co-management model ensures internal skill development and effective long-term collaboration.
Ensure an Agile and Independent ERP Implementation
A successful ERP requirements document is based on precise process mapping, robust data governance, and a change management strategy. It must incorporate interoperability, security, scalability, and KPI definition to monitor performance. The MVP approach, TCO assessment, and reversibility clauses guarantee agility and cost control.
Choosing a partner aligned with an open source culture, an agile methodology, and local presence is the final asset to preserve your independence and support your growth.
Our experts are at your disposal to co-create a tailor-made, scalable, and secure ERP requirements document that aligns with your business challenges and Swiss context.
