Nobody starts a business without a plan. And those who do, either end up going through hell and high water just to get the wheels turning or giving up on the endeavor entirely. So why would you treat implementing a new software any different?

NetSuite is a powerful tool that over 38,000 companies trust with their beloved Lenovo ThinkPads and pleated slacks. From the mundane but crucial accounting tasks to the more complex and intricate integrations, NetSuite packs quite a bit of a punch.

Despite its robust nature, we’ve seen far too many botched implementations where the client (that’s you!) is left scratching their heads and slowly falling into a Sunk Cost delusion. Spiraling into a cycle of endless troubleshooting, missed deadlines, and ballooning budgets is not uncommon. All because a gung-ho sales rep just wanted to meet his quarterly quota. This is why thorough planning, research and a structured approach are essential when implementing NetSuite.

DEFINE | ASSESS | EVALUATE | ASSEMBLE | PREPARE | TRAIN

1. Define your company’s Clear Objectives and Goals.

First, it is essential to establish your vision by determining the specific business problems you aim to solve with NetSuite. This involves setting clear, measurable goals such as improving efficiency, reducing costs, or enhancing reporting capabilities. Next, you need to ensure that your ERP objectives align with your overall business strategy and long-term goals. It is crucial to communicate these objectives across all levels of the organization to gain buy-in and support, ensuring everyone is on the same page and working towards a common goal.

Case Study: Streamlining Operations at ApparelCo

ApparelCo, a mid-sized clothing manufacturer, faced significant challenges with their existing ERP system. They struggled with inefficiencies in their inventory management, leading to stockouts and overstock situations that affected their bottom line. Additionally, their reporting capabilities were limited, making it difficult for management to gain insights into operational performance.

Before implementing NetSuite, ApparelCo set clear objectives to improve their inventory management processes and enhance reporting capabilities. They aligned these goals with their broader business strategy of optimizing operations and reducing costs. Through thorough communication and collaboration across departments, they ensured that all stakeholders understood and supported the new ERP implementation.

The results were remarkable. ApparelCo saw a 20% reduction in inventory carrying costs within the first six months and a 30% improvement in order fulfillment rates. Enhanced reporting capabilities allowed management to make data-driven decisions, further driving operational efficiencies and cost savings. This clear definition of objectives and alignment with their business strategy were key factors in their successful NetSuite implementation.

2. Assess what your company needs from NetSuite.

Conducting a thorough needs assessment is critical to understanding what your company requires from NetSuite. Start by analyzing your current processes. Document your existing business processes, workflows, and systems to identify pain points, inefficiencies, and areas for improvement. This detailed analysis will help you understand the essential features and functionalities needed in your NetSuite solution. Prioritize these requirements based on their business impact and feasibility to ensure you are focusing on the most critical areas that will benefit from the new system.

Case Study: Enhancing Efficiency at TechGear Inc.

TechGear Inc., a company specializing in electronic accessories, faced numerous operational inefficiencies with their legacy systems. Their sales and inventory processes were disjointed, leading to frequent miscommunications and delays in order fulfillment. The management team decided to implement NetSuite to address these issues.

They began by conducting a thorough needs assessment. The team documented all current processes, from order entry to inventory management and sales reporting. This assessment revealed several pain points: manual data entry errors, lack of real-time inventory visibility, and delayed sales reporting.

Based on this assessment, TechGear identified the essential functionalities needed from NetSuite, such as automated order processing, real-time inventory tracking, and advanced sales analytics. They prioritized these requirements, focusing first on automating and integrating sales and inventory processes.

3. Evaluate what NetSuite can and can’t do natively.

After conducting a thorough needs assessment, the next step is to understand what NetSuite can and cannot do. It’s essential to familiarize yourself with NetSuite’s capabilities, including its modules, features, and integrations. This understanding will help you identify any requirements that may be out of scope or require additional development. Recognizing these limitations is crucial because it allows you to set realistic expectations and make informed decisions about whether NetSuite is the best solution for your business needs. If certain functionalities require customization, it is important to evaluate if these customizations are feasible and worth the investment.

Case Study: Customizing NetSuite for HealthPro Services

HealthPro Services, a healthcare service provider, decided to implement NetSuite to streamline their operations and improve patient data management. During their needs assessment, they identified several critical requirements, including seamless patient record management, integration with existing medical software, and advanced scheduling features.

Upon researching NetSuite’s capabilities, HealthPro realized that while NetSuite excelled in financial management and general business processes, it lacked some specific features required for healthcare operations, such as detailed patient record management and integration with their specialized medical software.

Instead of abandoning NetSuite, HealthPro decided to work with a NetSuite consultant to develop custom solutions. They invested in custom scripts and integrations to link NetSuite with their existing medical software, ensuring seamless data flow. Additionally, they developed a custom module for patient record management that met their specific needs.

4. Assemble a Dedicated Implementation Team

Assembling a dedicated implementation team is crucial for the success of your NetSuite implementation. This team should include representatives from various departments such as finance, operations, IT, and sales to ensure a comprehensive understanding of your business processes and needs. Clear roles and responsibilities should be defined for each team member, ensuring they have the necessary resources and authority to make decisions. Regular communication with external developers or consultants is vital for seamless integration and troubleshooting. Alternatively, you could build your own in-house NetSuite development and implementation team, which may offer more control but would definitely be costlier and require more time to establish.

Case Study: Collaborative Implementation at RetailMart

RetailMart, a growing retail chain, decided to implement NetSuite to better manage their inventory, sales, and customer data across multiple locations. Understanding the complexity of the project, they knew that a dedicated implementation team was essential for success.

RetailMart formed a team with representatives from key departments: finance, inventory management, IT, and sales. Each team member was given specific roles and responsibilities, ensuring a clear division of labor and accountability. To bridge any gaps in expertise, they also hired an external NetSuite consultant.

The team held regular meetings with the consultant to discuss progress, address challenges, and refine their implementation strategy. This collaborative approach ensured that all stakeholders were aligned and that the implementation stayed on track. The external consultant provided valuable insights and technical support, helping to customize NetSuite to fit RetailMart’s unique needs.

5. Prepare Data & Systems for Migration

Engaging with an external consultant for data preparation and migration can greatly enhance the efficiency and accuracy of your NetSuite implementation. A consultant can provide the expertise needed to ensure your data is clean, organized, and ready for migration.

Key Steps in Data Preparation and Migration

1. Data Inventory:Identify Data Sources: Determine all the data sources that will be integrated into NetSuite, including ERP systems, CRM systems, spreadsheets, and other databases.Catalog Data: List all data types and formats that need to be migrated, such as customer data, financial records, inventory levels, vendor information, and historical transactions.
2. Data Cleansing:Review Data Quality: Assess the quality of your existing data to identify inaccuracies, inconsistencies, duplicates, and outdated records.Clean Data: Work with your consultant to clean and standardize data, ensuring accuracy and consistency. This process includes removing duplicates, correcting errors, and filling in missing information.
3. Data Mapping:Map Data Fields: Collaborate with your consultant to map your existing data fields to the corresponding fields in NetSuite. This ensures that data is transferred accurately and logically.Define Transformation Rules: Establish rules for any necessary data transformations, such as converting formats, merging fields, or restructuring data.
4. Data Migration Planning:Develop a Migration Plan: Create a detailed data migration plan with your consultant, outlining the data to be migrated, the migration method, timelines, and validation processes.Test Migration: Conduct a test migration to identify and resolve potential issues. This step is crucial for minimizing risks and ensuring a smooth actual migration.
5. Data Validation:Verify Data Accuracy: After the test migration, work with your consultant to validate the migrated data, ensuring that all information has been accurately transferred and is functioning correctly in NetSuite.User Acceptance Testing: Involve key stakeholders in validating the data and system functionalities, ensuring that the new system meets all business requirements.

Case Study: Streamlining Data Migration at AudioGear

AudioGear, a consumer electronics retailer, faced significant challenges with their outdated data management system. As part of their NetSuite implementation, they prioritized data preparation and migration to ensure a seamless transition.

The AudioGear team began by conducting a comprehensive data audit. They identified and removed duplicate, outdated, and irrelevant records, resulting in a clean and organized dataset. Next, they developed a detailed data migration plan that outlined the specific data to be migrated, the migration methods, and validation steps.

Before the actual migration, TechGadgets conducted a test migration to identify and address any issues. This proactive approach allowed them to fine-tune the process and ensure that the final migration was smooth and error-free. As a result, TechGadgets successfully transitioned to NetSuite with accurate and consistent data, significantly improving their inventory management and reporting capabilities.

6. User Training and Change Management

Effective user training and change management are essential for the successful adoption of NetSuite. Instead of creating your own training plan, it is advisable to follow and request a comprehensive training plan from your NetSuite consultant. These experts can provide tailored training programs for different user roles and responsibilities, utilizing a combination of workshops, e-learning, and hands-on sessions to ensure all users are comfortable and proficient with the new system. Additionally, manage change effectively by communicating the benefits of the new system to all users, addressing any concerns, and providing ongoing support. This approach helps to mitigate resistance and ensures a smooth transition to the new system.

What to Look for in a Good Training and Change Management Plan

• Comprehensive Coverage: The plan should cover all aspects of NetSuite relevant to your business, including specific modules and functionalities that your team will use.
• Role-Specific Training: Ensure that the training is tailored to different user roles, providing relevant information and skills needed for each position.
• Interactive and Engaging Methods: The training should include a mix of workshops, e-learning modules, and hands-on sessions to cater to different learning styles and keep users engaged.
• Practical Application: Look for opportunities for users to practice and apply what they learn in real-world scenarios, reinforcing their understanding and competence.
• Ongoing Support: The plan should include provisions for continuous support and resources, such as help desks, regular Q&A sessions, and access to training materials.
• Change Management Strategies: Effective communication strategies to highlight the benefits of NetSuite, address user concerns, and promote a positive attitude towards the new system.

Case Study: Successful User Adoption at HealthLife

HealthLife, a healthcare service provider, implemented NetSuite to improve their administrative and patient management processes. Recognizing the importance of user adoption, they decided to rely on their NetSuite consultant for comprehensive training and change management.

The NetSuite consultant provided a training plan that catered to the needs of various user groups, including administrative staff, healthcare providers, and IT personnel. The plan included a mix of interactive workshops, online tutorials, and hands-on practice sessions, ensuring that all users could effectively use NetSuite.

To manage change, the consultant helped HealthLife communicate the benefits of NetSuite to all users, highlighting improvements in efficiency, data accuracy, and patient care. They also established a support system, including help desks and regular check-ins, to address any concerns and provide ongoing assistance.

By leveraging the expertise of their NetSuite consultant for training and change management, HealthLife achieved high user adoption rates and a smooth transition to NetSuite. This resulted in improved administrative efficiency and better patient data management, demonstrating the critical role of following a consultant-provided training plan in successful NetSuite implementations.

DEFINE | ASSESS | EVALUATE | ASSEMBLE | PREPARE | TRAIN

Realize Value in 90 Days with Salora ERP’s Proven Framework

By following this structured approach, you can avoid the common pitfalls of NetSuite implementations and realize value in just 90 days. Salora ERP offers a proven framework to guide you through the process:

Day 1: DEFINE + ASSESS + EVALUATE

• Define your company’s clear objectives and goals.
• Conduct a thorough needs assessment to determine what your company needs from NetSuite.
• Evaluate what NetSuite can do and identify any limitations or additional development needs.

Day 4: ASSEMBLE | ONBOARDING | AGREEMENT

• Assemble a dedicated implementation team that includes key stakeholders and representatives from various departments.
• Begin the onboarding process with Salora ERP’s customer success team.
• Finalize agreements and project plans.

Day 5: DISCOVERY AND DESIGN

• Engage in detailed discovery and design sessions with our customer success manager.
• Share existing and ideal state business processes to effectively set up the platform.

Day 10: PREPARE + CONNECT

• Prepare for data migration by cleansing and organizing your data.
• Connect NETSUITE, and other business integrations.

Day 15-90: SETUP + TEST+ TRAIN

• Setup and configure NetSuite according to your business requirements, including necessary customizations.
• Test approval workflows, rules, and spend programs to ensure everything functions correctly.
• Follow a comprehensive training plan provided by Salora ERP, tailored to different user roles and responsibilities.
• Manage change effectively by communicating the benefits of the new system and addressing any concerns.

Day 90 and Beyond: GO-LIVE + SUPPORT

• Go live with your NetSuite implementation.
• Provide continuous support and resources, including help desks, regular check-ins, and ongoing training sessions, to ensure user adoption and system stability.

Integrating Key Implementation Checks

Throughout this 90-day framework, it is essential to integrate the following six key checks to ensure a successful NetSuite implementation:

1. Define Clear Objectives and Goals
2. Conduct a Thorough Needs Assessment
3. Understand What NetSuite Can Do and Can’t Do
4. Assemble a Dedicated Implementation Team
5. Data Preparation and Migration
6. User Training and Change Management

Conclusion

A successful NetSuite implementation requires thorough preparation, careful planning, and ongoing support. By following this comprehensive checklist and integrating Salora ERP’s 90-day value realization framework, you can ensure that your implementation process is smooth, efficient, and aligned with your business goals. With the right approach, NetSuite can become a powerful tool to drive your business’s growth and success.

Have any other NetSuite secrets up your sleeve? We’d love to hear from you! Share them in the comments below and help our community thrive with collective wisdom.

Need help with anything NetSuite or accounting related? Whether you’re looking to optimize your financial reporting, streamline your operations, or just have some questions, we’re here to help! Reach out to Salora ERP for expert guidance and solutions tailored to your business needs. Let’s make your NetSuite experience seamless and powerful!

Contact Us and let’s make NetSuite easier today!