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Step 3: Prepare an ERP system request for proposal (RFP)

Use the e21erp RFP template for your ERP system selection and implementation.

Prepare your ERP RFP, distribute it to vendors, & compile results.

What is the purpose of the ERP RFP process?

The purpose of the ERP Request for Proposal (RFP) process in an ERP selection project is two-fold:

1.) The ERP RFP provides a means of quantitatively evaluating each ERP vendor at a granular level based on their ability to meet your organization’s particular ERP system requirements.
2.) The RFP process allows the selection team to “narrow the field” of potential ERP vendors down to a final short list of vendors to invite to participate in site discovery visits and scripted ERP demonstrations.

How many vendors should receive the ERP RFP?

Upon completing the ERP RFI process and reviewing initial online ERP software demonstrations, the selection team should be in a position to focus on a select group of vendors and solicit significantly more detailed information about each vendor and ERP solution. Generally speaking, five to ten vendors should be selected to receive the software RFP.

Using the E21 ERP RFP templates and samples

Helpful documents for the ERP Request for Proposal

As part of the E21 ERP Software Selection Tool Kit, several sample documents and templates are available to you. First, the Preparing a Request for Proposal white paper provides instructions for creating an RFP. In addition, the Request for Proposal (RFP) Sample document serves as a template for the document you’ll ultimately distribute to vendors.

By using the Request for Proposals (RFP) Sample document, you’ll have a template for providing the following to your ERP vendors:

Additional background information on your company
Existing business systems and technical infrastructure you have in place
An outline of the key business drivers behind your ERP selection project
Instructions to vendors for completing your RFP

The RFP vendor response template

The ERP RFP covers two high-level categories of “requirements.” The first is the ERP Software Requirements document. This document focuses on software features needed to meet your organization’s unique business requirements and covers all business departments and units. The second set of requirements focuses on questions specific to the software solution developer or reseller.

These questions are geared toward understanding each vendor’s background, including:

Given that an ERP system can have a shelf life of over ten years in an organization, ERP vendors’ responses to these questions are equally important to the actual business requirements themselves.

ERP selection
process steps

Successful ERP software selection projects must follow the right system evaluation process and methodology. Following and executing these five steps of the ERP selection process will provide your organization with the necessary information to make a well-informed, quantitative software selection.

The E21 ERP software selection process consists of five key phases:

1

Project Preparation & Planning

Are you starting to see warning signs that your business' current ERP system(s) are starting to breed operational inefficiencies?

Learn more

2

RFI & Introductory Demonstrations

As part of the ERP selection process, you need to know the right questions to ask potential ERP vendors. One way is to distribute an ERP RFI (Request For Information).

Learn more

3

Requirements & Request for Proposal

The key to a successful ERP selection project is having your ERP requirements defined. Each vendors' solution needs to be evaluated based on these requirements.

4

Scripted Software Demonstrations

Once you’ve narrowed your ERP evaluation project to your top two to three potential vendors, it’s time to assess each vendor through a quantitative, scripted ERP software demonstration.

Learn more

5

Reference Calls, Site Visits, & Supplier Selection

Complete the final due diligence. Conduct reference calls and possibly visit one of the ERP vendor’s customers to see the system in action.

Learn more

1. Project Preparation & Planning

Are you starting to see warning signs that your business' current ERP system(s) are starting to breed operational inefficiencies?

Learn more

2. RFI & Introductory Demonstrations

As part of the ERP selection process, you need to know the right questions to ask potential ERP vendors. One way is to distribute an ERP RFI (Request For Information).

Learn more

3. Requirements & RFP

The key to a successful ERP selection project is having your ERP requirements defined. Each vendors' solution needs to be evaluated based on these requirements.

4. Scripted Software Demonstrations

Once you’ve narrowed your ERP evaluation project to your top two to three potential vendors, it’s time to assess each vendor through a quantitative, scripted ERP software demonstration.

Learn more

5. Reference Calls, Site Visits, & Supplier Selection

Complete the final due diligence. Conduct reference calls and possibly visit one of the ERP vendor’s customers to see the system in action.

Learn more