Start With the Basics We Need From Your Team
Before work begins, we confirm who is involved, what systems are in scope and what outcomes matter most to your business. For a small or medium enterprise in Johannesburg, Pretoria, Durban, Cape Town or Gqeberha, this usually means setting up the right people from finance, operations, stock, sales and management so decisions are made quickly.
We also need a clear view of your current setup. That includes the software you use now, how data is stored, and which processes must stay running during the changeover. The aim is to avoid surprises once the project starts, especially where branch teams, warehouse staff or remote users are involved.
- A list of your main contacts and decision makers
- A summary of business units, branches and users in scope
- Current system names, file formats and integration points
- Your preferred start date and any blackout periods
Documents That Help Us Scope the Project Properly
The more accurate the input, the better the implementation plan. We do not need fancy paperwork, just practical documents that show how your business operates today. This helps us map requirements for ERP implementation, process mapping, data migration and custom reporting without wasting time on assumptions.
Common items include charts of accounts, stock lists, customer and supplier records, price lists, user roles, approval limits and any reports you rely on every month. If your business has compliance steps for tax, payroll, procurement or municipal reporting, include those too. It saves time when we are planning workflows and testing controls.
- Master data files such as customers, suppliers, items and accounts
- Sample invoices, purchase orders, GRVs and statements
- Approval matrices and internal policy documents
- Any standard reports used for management meetings or board packs
How We Check Your Current Processes Before Kickoff
Once the basic documents are in hand, we review how work moves through your business from order to cash, or from purchase to payment. This stage is where we identify bottlenecks, duplicate data entry and manual workarounds that often build up over time. It also helps us see where load-shedding backup arrangements or slow branch connectivity may affect day-to-day use.
In a proper onboarding session, we look at who captures data, who approves it, who checks exceptions and where the handovers happen. If your teams in Centurion and the East Rand work differently, we note that early so the system design can handle both cases without confusion.
- Current process steps from start to finish
- Known pain points, delays and error-prone tasks
- Branch-specific variations that must be kept or changed
- Any manual spreadsheets still used for stock, jobs or reporting
What Your Team Should Prepare Before the First Workshop
The first workshop is much easier when your team has already set aside time and gathered the right material. We recommend assigning one person per department who knows the actual process, not just the theory. Their input is usually more useful than a long list of guesses from people who are not in the day-to-day work.
It also helps to decide early who signs off changes. If approvals are slow, the project can stall while everyone waits for one missing answer. A small delay at the start can push out testing and go-live dates later on.
- Department reps who can speak for finance, ops, sales and support
- Access to sample files, reports and current user permissions
- A list of recurring problems you want fixed first
- Availability for workshops, testing and user training
Data Migration: Cleaning Up Before the Move
Data migration is one of the biggest preparation tasks and it should not be left to the last minute. We help you decide what data must move into the new system, what can be archived and what should be corrected first. If your records have duplicates, missing tax numbers or old pricing, it is better to fix those issues before import day.
For many South African SMEs, this stage also includes checking VAT settings, units of measure, debtor age profiles and stock balances across branches. Good data makes reporting more reliable from day one and reduces pressure on support after go-live.
- Review and cleanse master data before import
- Confirm which historical records are required
- Verify balances, quantities and account codes
- Agree on a cutover date for the final transfer
Testing, Training and Go-Live Support Planning
Before the system goes live, we test the key business steps with real examples, not only ideal cases. This includes order entry, approvals, stock movement, invoicing, reporting and any integrations to other systems. If something does not work as expected, it is easier to fix it during testing than after the switch.
Training is also part of onboarding, not an afterthought. Your users need to know what to do on the first day, how to handle exceptions and who to contact when they are unsure. Clear support planning matters even more for businesses in Durban or Cape Town where branch teams may work different hours and not everyone can be in the same room.
- User acceptance testing with real business scenarios
- Role-based training for each department
- Go-live checklist with responsibilities and timing
- Support retainer or post-launch assistance plan
What Happens After Kickoff
Once onboarding is complete, the project moves into implementation and delivery. At this stage we keep communication practical and focused, with regular check-ins, open issue logs and clear next steps. That way your team always knows what has been completed, what still needs attention and what is required from them.
We support small and medium businesses across Centurion, Johannesburg, Pretoria, Durban, Cape Town, Gqeberha, the East Rand and the West Rand, so we understand the pace and pressure many local teams work under. Good onboarding makes the rest of the project easier and helps your system fit the way your business really runs, not the other way round.
If you are preparing for a new ERP project or a systems integration change, the best first step is to gather your documents, confirm your team and set aside time for the kickoff workshop.
