With These 6 Steps to a Successful ERP Specification Sheet

Hey you! Want to create an ERP specification sheet for your service company to develop a successful requirement document? No problem! In this article, I'll show you how you can proceed step by step to create a meaningful ERP specification sheet for service companies. Let's get started!

What is an ERP specification sheet?

Before we get into the details, let's first clarify what an ERP specification sheet is. An ERP specification sheet is a document that records the requirements and needs of a company for an Enterprise Resource Planning (ERP) system. It forms the basis for the development of a requirement document, which serves as a guide for the implementation of the ERP system.

What is the difference between a specification sheet and a requirement document?

You might wonder what the difference is between a specification sheet and a requirement document. A specification sheet is used to describe the requirements of a company for a new ERP solution. As a rule, it is created by customers themselves. It specifies what the company expects from the ERP solution and what features and properties it should have.

In contrast, a requirement document describes the solution from the software provider's perspective. It is created by the provider and is based on the requirements that were recorded in the specification sheet. The requirement document specifies exactly how the ERP solution will be designed, what features it contains, and how it will be implemented.

The specification sheet and the requirement document thus complement each other. The specification sheet specifies the requirements and wishes of the customers, while the requirement document describes the concrete implementation of these requirements. Through this division, customers can ensure that their requirements are met, while software providers can tailor their solution precisely to the needs of the customers.

When do companies need an ERP specification sheet?

An ERP specification sheet is of special importance when a company either wants to introduce a new ERP system, or expand or adapt an existing system. The main goal is to clearly define the company's requirements and ensure that the ERP system meets these requirements. ERP products are used in various industries and are equally suitable for small businesses and large corporations.

Particularly worth mentioning is the availability of software solutions that focus on specific industries. These solutions are particularly useful for professional service companies such as architecture, engineering, and consulting firms. They are tailored specifically to the specific requirements and processes of these industries. As a result, they can offer a customized and optimized ERP solution that meets the specific needs of these companies.

What benefits does an ERP specification sheet offer for service companies?

Creating an ERP specification sheet for service companies offers some key benefits. First, it allows for accurate documentation of requirements, leading to better communication between the company and the ERP provider. Second, it serves as a decision aid in selecting the suitable ERP system. Third, it lays the foundation for a successful implementation, as all stakeholders have a clear understanding of the requirements.

Step-by-step: How to create an ERP specification sheet for service companies?

Now let's get to the exciting part: creating the ERP specification sheet. Here are the steps you can take to create a meaningful specification sheet:

1. General Information & Company Description

• ⁠Give an overview of your company, including its size, structure, and business areas.
• Describe the goals and strategies of the company that should be supported with the implementation of the ERP system.
• Introduce your products and services.

2. Key Stakeholders

• Name the contact persons within your company responsible for the ERP project.
• Provide contact details to ensure effective communication.

3. ERP Project Facts

• Describe how you want to implement the topic of change management in the company.
• Name the decision-makers in the company, as well as the budget.
• Give a rough timeline for the implementation of the ERP system. Consider key milestones and dependencies.

4. Internal Project Structure

• Describe the process of a typical project in your company.
• Explain the project structure in your company.

5. Functional Requirements (including reporting functions):

• Describe the main business processes in the company.
• Define detailed functional requirements for the ERP system, including the required modules and functions.
• Also take into account specific requirements for reporting functions and data analysis.

6. Current IT Landscape (including user numbers):

• Give an overview of your company's current IT infrastructure.
• Explain the existing systems, applications, and databases.
• Provide information about the number of users and the user profiles.

This outline provides a structured basis for creating an ERP specification sheet for service companies. You can add further sections or adjust existing ones to meet the specific requirements of your company. Remember that the specification sheet should contain precise and clearly formulated requirements to ensure a successful implementation of the ERP system. 

Picture: Illustration of the author

You can download your ERP specification sheet template for service companies here. 

Which tools are suitable for creating an ERP specification sheet for service companies?

There are various tools that can help you create a comprehensive and structured specification sheet. Here are some of the common tools:

1. Word processing programs: Microsoft Word or Google Docs are widespread and offer a simple way to create a specification sheet. They allow for writing, formatting, and organizing text and sections as well as adding tables and diagrams.
2. Spreadsheet programs: Microsoft Excel or Google Tabellen are suitable for creating requirement tables in which you can describe functions, processes, data structures, and other specific requirements in detail.
3. Project management tools: tools like Microsoft Project, Asana, Trello or Jira can help you organize the creation process and track progress. They enable task management, assignment of responsibilities, scheduling, and team collaboration.
4. Requirement management tools: there are specialized software for requirement management, such as IBM Rational DOORS, Jama Connect, or ReqView. These tools allow for structured collection, management, and tracking of requirements as well as collaboration and versioning.
5. Diagram tools: tools like Microsoft Visio, Lucidchart or draw.io help in creating diagrams, flowcharts, process flows, and other visual representations to illustrate the requirements.

The choice of tool depends on your individual preferences, the scope of the project, and the requirements of your team. Some companies also use a combination of different tools to cover the entire process. What is important is that the chosen tool allows you to clearly document, organize, and share the requirements with your team.

Conclusion

Congratulations! You have now learned all the steps to create an ERP specification sheet and thus laid the foundation for a successful requirement document. The creation of an ERP specification sheet offers a variety of benefits and enables smooth implementation as well as optimized business processes.

By clearly defining your requirements and documenting them in the ERP specification sheet, you create a solid basis for the project. This allows for better communication among all stakeholders, including the ERP provider, and ensures a common understanding of goals and requirements.

A well-created ERP specification sheet serves as a guide in selecting the right ERP system. It helps you identify the system that best fits your company's requirements. By doing so, you minimize the risk of bad investments and increase the likelihood that the chosen ERP system will meet the specific needs of your company.

In addition, an ERP specification sheet for service companies allows for efficient implementation of the project. It provides clear guidelines for implementation teams and helps define the scope of the project, the schedule, and the budget. As a result, resources can be used optimally and potential delays or overruns can be avoided.

Another advantage of an ERP specification sheet for service companies is that it serves as a control tool throughout the entire implementation process. You can monitor the project's progress and ensure that all requirements and objectives are met according to the specification sheet. This helps to detect deviations at an early stage and take appropriate measures to get the project back on track.

Overall, a well-created ERP specification sheet provides a clear structure, defined goals, and detailed requirements. It significantly increases the chances of successful implementation and optimized business processes. So, good luck with your project and make use of the benefits of a well-founded ERP specification sheet for service companies!

Download your specification sheet template for service companies now!