ERP Evaluation Checklist: 40 Questions That Predict Implementation Success
Rate 8 critical ERP capabilities that determine success or failure. Scoring framework based on 200+ implementations.
Scoring Framework
Rate each question 1-5 based on vendor capability. Vendors scoring below 3.0 overall fail 70% of implementations within 18 months. Weight technical capabilities higher than feature promises.
Evaluation Criteria
Data Migration & Recovery Capabilities
25% weightEvaluate vendor ability to migrate complex historical data and recover from failures without starting over. Data problems kill 40% of ERP projects.
Sample Questions
- Vendor demonstrates staged data migration with validation checkpoints and automated rollback procedures
- Reference customers confirm successful migration of 5+ years historical data without corruption
- Vendor provides detailed data cleanup assessment and timeline for your QuickBooks/legacy system complexity
- Data migration includes parallel system operation period with cut-over contingency planning
- Vendor guarantees data recovery within 24 hours if migration fails mid-process
Integration Reliability & Performance
20% weightAssess real-world integration success rates and ongoing maintenance requirements. Failed integrations break business workflows for months.
Sample Questions
- Pre-built connectors exist for Salesforce, Shopify, and your other critical business systems
- Vendor provides published integration success rates above 90% with SLA guarantees
- Integration failures trigger automatic alerts with 4-hour response time commitments
- System handles 500+ API calls per hour without performance degradation during peak usage
- Reference customers confirm integrations remain stable through vendor system upgrades
Industry-Specific Functionality Depth
15% weightValidate software handles your industry's complex workflows without expensive customizations. Generic ERP costs $100,000+ in modifications.
Sample Questions
- Vendor demonstrates complete drop-shipping workflow with partial shipments and supplier chargebacks
- System includes lot tracking, quality control, and recall management without additional modules
- Multi-location inventory transfers work automatically with proper accounting entries
- Industry-specific reporting includes compliance requirements for your regulatory environment
- Reference customers in your industry confirm workflows work without major customizations
Concurrent User Performance & Scalability
10% weightTest system performance under realistic load conditions. Poor performance kills user adoption and business productivity.
Sample Questions
- System maintains sub-3-second response times with 100+ concurrent users during peak operations
- Month-end reporting runs without blocking order entry and other critical business functions
- Vendor provides load testing results showing performance degradation points and recovery procedures
- Infrastructure requirements scale predictably with user growth without architecture changes
- Reference customers confirm stable performance during busy seasons and high-volume periods
Support Quality & Business Continuity
10% weightEvaluate vendor commitment to resolving business-critical issues quickly. Poor support destroys ERP value and business operations.
Sample Questions
- Business-critical issues receive 2-hour response guarantee with escalation procedures and penalties
- Support team includes industry specialists who understand your business workflows
- Vendor provides 24/7 support with US-based technicians, not offshore call centers
- Reference customers confirm support quality remains consistent 18+ months after implementation
- Support costs are fixed annually without per-incident charges or premium service tiers
Total Cost Transparency & Predictability
10% weightAssess vendor honesty about long-term costs including hidden fees and price increases. Budget surprises destroy ERP ROI.
Sample Questions
- Vendor provides binding 5-year cost estimate including storage, API usage, and typical customizations
- No role-based licensing tricks where 'unlimited users' excludes portal access or mobile features
- Price increases capped at inflation rate with contractual guarantees, not vendor discretion
- Integration maintenance and customization upgrade costs specified upfront with fixed-price options
- Reference customers confirm actual costs match vendor estimates without surprise fees
Customization & Upgrade Management
5% weightEvaluate impact of customizations on system upgrades and long-term maintenance costs. Custom code becomes expensive technical debt.
Sample Questions
- Vendor documents exactly what breaks during upgrades when you customize sales order workflows
- Customization costs include ongoing maintenance through 3+ major version upgrades
- System provides configuration-based customization that survives vendor updates without code changes
- Reference customers confirm customizations work reliably after multiple system upgrades
- Vendor offers fixed-price upgrade services with customization compatibility guaranteed
Vendor Stability & Strategic Alignment
5% weightAssess vendor financial health and strategic direction to avoid platform abandonment. Vendor problems become your problems.
Sample Questions
- Vendor provides financial statements showing stable revenue growth and positive cash flow
- Product roadmap aligns with your industry needs without major architecture changes planned
- Contract includes price protection and data portability guarantees if vendor is acquired
- Vendor customer base is growing in your industry segment, not shifting to different markets
- Reference customers express confidence in vendor long-term viability and continued investment
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