Enterprise Resource Planning (ERP) systems are the digital backbone of modern organisations, integrating core business functions like finance, human resources, procurement, supply chain, manufacturing, and customer service into a single unified platform. Choosing the right ERP isn’t just an IT decision – it’s a strategic move that can shape the future of your business.
The right ERP can streamline operations, improve visibility across departments, reduce manual effort, and enable data-driven decision-making. But a poor fit can create bottlenecks, frustrate users, and lead to costly rework. That’s why ERP evaluation isn’t simply about comparing features or prices. It’s about understanding what your business truly needs, aligning technology with long-term goals, and anticipating the operational, financial, and cultural impact of your ERP investment.
From day-to-day transactions to quarterly reporting, from employee onboarding to order fulfilment – ERP systems touch every part of your organisation. A well-chosen ERP enhances agility, supports compliance, and scales with growth. But success depends on more than picking the right software; it requires planning, stakeholder alignment, integration strategies, and rigorous testing.
In this guide, we’ll walk through everything you need to consider when evaluating ERP solutions – from business needs and technical fit to vendor options, implementation strategy, and post-deployment testing.
Define Your Needs and Objectives
Before comparing ERP features or talking to vendors, it’s essential to take a step back and clearly define what your organisation is trying to achieve. ERP systems are not one-size-fits-all, and the best solution is the one that aligns with your specific goals, workflows, and growth ambitions.
Start by identifying your core objectives. Are you trying to:
Improve real-time reporting and business intelligence?
Scale operations to support growth or international expansion?
Eliminate data silos between departments?
Automate manual processes in finance, HR, or supply chain?
Ensure compliance with industry regulations?
Reduce operational costs through process optimisation?
Next, map out your current pain points. These may include:
Disconnected systems or duplicate data entry
Lack of visibility into key metrics
Difficulties in producing audits or reports
Poor user adoption of existing tools
Inflexibility in responding to market or regulatory changes
By clearly articulating your goals and challenges, you’ll create a framework for ERP evaluation that goes beyond generic feature lists. This clarity ensures that any shortlisted solution directly addresses your business priorities – whether that’s better inventory management, streamlined onboarding, or consolidated financials across regions.
You should also define success criteria early: What does a successful ERP implementation look like after 6 months, 1 year, or 3 years? These benchmarks will guide both vendor discussions and internal decision-making.
Business Size and Operational Complexity
ERP solutions vary significantly depending on the size of the business and the complexity of its operations. Choosing a platform that fits your organisation’s scale, structure, and industry is critical to long-term success and user adoption.
ERP for SMEs vs Large Enterprises
SMEs often benefit from cloud-based, modular ERP platforms that are quick to deploy, easier to maintain, and come with lower upfront costs. These systems prioritise ease of use, essential functionality, and flexibility for future growth.
Large enterprises, on the other hand, may require robust, deeply customisable ERP systems capable of supporting multiple business units, global operations, and complex workflows. These often include powerful reporting, advanced integration capabilities, and support for compliance and audit controls at scale.
Industry-Specific ERP Solutions
Many ERP vendors offer industry-tailored versions that come with pre-configured workflows, templates, and compliance features relevant to sectors such as:
Public Sector (e.g. grant management, procurement workflows)
These specialised solutions can reduce the need for heavy customisation and speed up implementation timelines.
Global vs Local Implementation
For organisations operating across borders, global ERP deployment introduces added complexity, including:
Multi-currency and multi-language support
Local tax, compliance, and regulatory requirements
Distributed teams with varying needs and workflows
In contrast, local or regional implementations may prioritise agility and simplicity, especially for single-entity businesses or smaller subsidiaries.
By accurately assessing your business’s size, complexity, and regulatory landscape, you’ll narrow the field of suitable ERP candidates and avoid over- or under-investing in technology that either overwhelms or under-delivers.
Core Evaluation Criteria
Choosing the right ERP platform involves more than comparing product brochures. A structured evaluation of key criteria helps you align the solution with both current needs and future growth plans.
a. Functionality
Focus first on the core modules your organisation requires – typically including:
Finance & Accounting
Human Resources & Payroll
Procurement & Inventory
Supply Chain & Logistics
CRM & Customer Service
Consider whether the ERP offers pre-configured workflows aligned to your industry, or if you’ll need to design custom processes to fit complex or unique operations.
b. Scalability & Flexibility
Look for systems that can scale with your business – supporting more users, geographies, products, and workflows as you grow.
On-premise ERP may be preferred where data residency, customisation, or control are essential.
c. Usability & Adoption
A strong user experience (UX) can dramatically impact adoption rates, especially for non-technical teams.
Look for:
Intuitive navigation and dashboards
Role-based access and personalisation
Support for mobile, tablet, and remote work environments
d. Integration Capabilities
Evaluate how well the ERP can connect to your existing ecosystem, such as:
CRM platforms (e.g. Salesforce)
Payroll and HR systems
Business Intelligence (BI) tools
Custom legacy systems
Strong API support, middleware compatibility, and availability of connectors can reduce integration headaches and improve data flow.
e. Vendor Strength & Ecosystem
Choose a vendor with a strong track record in your sector and region.
Consider:
Product roadmap and frequency of updates
Responsiveness and quality of support
Availability of local implementation partners and certified consultants
Size and activity of the customer community
Each of these dimensions will weigh differently depending on your business priorities – but together they form the foundation of a well-rounded ERP evaluation.
Total Cost of Ownership (TCO)
Choosing an ERP isn’t just about upfront price – it’s about understanding the true, long-term cost of operating, supporting, and evolving the system over time. Many organisations underestimate this, leading to budget overruns and strained implementation timelines.
Initial Costs
Licensing (on-premise) or Subscription (SaaS/cloud ERP) fees form the baseline cost.
Pricing may vary by:
Number of users
Modules selected
Data storage requirements
Geographic deployment
Ongoing Operational Costs
Support and maintenance contracts (often 18–25% of license cost annually)
Upgrades and patches, especially for SaaS platforms with regular release cycles (e.g. Workday, SAP S/4HANA Cloud)
Cloud hosting charges (if not bundled with the platform)
Services, Customisation & Testing
Implementation services: configuration, data migration, integrations
Custom development for workflows or industry-specific functionality
User training and change management to drive adoption
Critically, ERP Testing – especially regression, UAT, and integration testing – should be budgeted as a continuous effort, not a one-time task. Changes to ERP workflows (e.g., new finance reports or HR policies) must be validated before go-live.
Hidden Costs
Delays or failed deployments due to scope creep or poor vendor alignment
Downtime during cutover or upgrades
Rework caused by inadequate testing or misunderstood requirements
Opportunity costs from slower decision-making due to poor reporting or low adoption
Understanding TCO ensures you make a value-based ERP decision – balancing functionality with sustainability over 5–10 years of use.
Implementation Planning
A successful ERP rollout is not just about picking the right platform – it’s about executing a carefully phased implementation plan. ERP projects touch every part of the organisation, so collaboration, governance, and clear milestones are critical.
Who’s Involved
Internal stakeholders: IT leads, functional business owners (finance, HR, operations), compliance officers.
End users: Must be engaged early for training and testing.
External consultants or implementation partners: Often essential for configuration, integration, and industry-specific expertise.
Project management office (PMO): Oversees risk, budget, and alignment across departments.
Key Milestones
Project scoping & requirements gathering
System configuration based on workflows, approvals, and reporting needs
Data migration from legacy systems (requires cleansing and validation)
Integration with CRM, payroll, ecommerce, and analytics platforms
Testing: Includes unit testing, integration testing, and full UAT (User Acceptance Testing)
End-user training and knowledge transfer
Change management planning to support adoption
Go-live & post-launch support
Change Management & User Training
Start communication campaigns early to manage expectations
Deliver role-based training aligned with business processes
Use super users and champions to support wider adoption
Establish clear support channels for post-launch queries
ERP success isn’t just about software – it’s about people, process, and preparedness. Investing in strong implementation planning ensures your ERP delivers lasting business value.
Top ERP Systems in the Market Today
Choosing the right ERP platform starts with knowing what’s available. Below are some of the leading ERP systems used by organisations of all sizes, across industries:
1. SAP (ECC & S/4HANA)
Overview: SAP is one of the most widely adopted ERP platforms globally, with deep capabilities in finance, manufacturing, logistics, and global operations.
Strengths:
Highly scalable for large enterprises
Strong support for compliance and multi‑entity operations
Extensive partner ecosystem and industry templates
Use Cases: Complex multinational corporations, heavy manufacturing, supply chain‑intensive operations
2. Oracle ERP Cloud / Oracle E‑Business Suite
Overview: Oracle’s ERP suite spans cloud and on‑premise offerings with broad functionality across finance, procurement, project management, and analytics.
Strengths:
Robust financial controls and reporting
Strong integration with other Oracle products
Cloud‑native capabilities with continuous updates
Use Cases: Large enterprises, financial services, professional services, asset‑intensive industries
3. Microsoft Dynamics 365
Overview: A flexible ERP + CRM platform that integrates deeply with the Microsoft ecosystem (Office 365, Power BI, Azure).
Strengths:
Strong user experience and familiar Microsoft interface
Hybrid cloud/on‑premise deployment options
Good fit for mid‑size to enterprise organisations
Use Cases: Professional services, distribution, retail, education
4. Infor CloudSuite
Overview: Infor CloudSuite offers industry‑focused ERP capabilities with strong support for manufacturing, distribution, and service industries.
Strengths:
Deep vertical expertise (e.g., automotive, food & beverage, fashion)
Modern UI and cloud deployment options
Flexible licensing models
Use Cases: Industry‑specific businesses looking for pre‑configured processes
5. IFS Applications
Overview: IFS excels in asset‑intensive industries like energy, aerospace, and construction, offering strong project and service management features.
Strengths:
Powerful asset lifecycle management
Project‑oriented ERP modules
Good balance of standard functionality and configurability
Use Cases: Field service organisations, project‑driven businesses, industrial sectors
6. Workday
Overview: Workday focuses on Human Capital Management (HCM) and Finance, delivered as a cloud‑native solution with regular updates.
Strengths:
Modern UX with strong people and talent management
Frequent release cycles and continuous innovation
Strong analytics and reporting
Use Cases: Medium and large enterprises seeking robust HR/Payroll and financial management
7. Oracle NetSuite
Overview: A popular cloud ERP for mid‑market organisations, NetSuite covers finance, CRM, inventory, and ecommerce in a unified platform.
Strengths:
Designed for fast deployments
Excellent for growing companies
Strong built‑in reporting and dashboards
Use Cases: Scaling businesses, subsidiaries, high‑growth SMBs
8. Sage
Overview: A long‑established ERP player focused on small and mid‑sized businesses with straightforward financial and operational needs.
Strengths:
Cost‑effective and easy to implement
Good core accounting and inventory control
Strong partner network for local deployments
Use Cases: Small to medium businesses, regional operations, simple ERP needs
9. Epicor
Overview: Epicor ERP is a strong choice for discrete and mixed‑mode manufacturers seeking flexible, industry‑aware ERP.
Strengths:
Manufacturing and supply chain focus
Flexible deployment options
Strong production scheduling and shop floor features
Use Cases: Mid‑market manufacturers, tiered supply chains
How to Compare These Platforms
When evaluating ERP options, consider the following questions:
Does it meet your current functional needs?
Can it scale with future growth?
How will it integrate with your existing systems?
What is the total cost of ownership over time?
How well does it support regulatory compliance in your industry?
ERP Test Environment
A well-prepared testing environment is essential for validating ERP configurations, workflows, integrations, and user experiences before go-live. Without this, defects can slip through to production – causing business disruption and rework.
Define the UAT Environment
Establish a dedicated User Acceptance Testing (UAT) environment that mirrors production as closely as possible.
Ensure it contains representative test data (scrubbed of sensitive information).
Confirm that key modules and integrations (e.g., with payroll, CRM, or reporting tools) are active and functional for end-to-end testing.
Access and Credentials
Document and distribute test environment URLs and login credentials to testers and stakeholders.
Clearly define user roles and permissions within the test environment to replicate real-life access and authorisation levels.
Identify any constraints, such as limited user licenses, data refresh cycles, or sandbox restrictions (common in cloud ERP environments like Workday or Oracle Cloud).
Testing Tools and Logging
Specify how test cases will be executed and tracked:
Manual testing: often managed in spreadsheets or test case documents.
Test management platforms: such as TestRail, Zephyr, or no-code tools like Original Software for business-led UAT.
Use a consistent defect logging and tracking tool (e.g., JIRA, Azure DevOps, or ServiceNow).
Define workflows for logging, triaging, and resolving issues, including SLAs and owner responsibilities.
A stable, accessible, and well-documented test environment sets the stage for meaningful ERP testing – helping teams find issues early and build confidence in the system.
ERP Test Data
Reliable, representative test data is a critical ingredient for meaningful ERP testing. Without the right data sets in place, test results may be incomplete, misleading, or fail to reflect real business scenarios.
Data Sources
Define where test data will come from:
Production copy: provides realistic and rich datasets but requires strict masking/anonymisation for compliance (e.g., GDPR).
Anonymised data: production-derived but stripped of sensitive fields.
Synthetic data: generated manually or with tools to simulate specific scenarios or edge cases.
Key Data Types Required
Ensure inclusion of data across relevant ERP domains:
Products or services (with pricing, inventory, BOMs)
Transactional data (e.g., invoices, purchase orders, journal entries)
This variety allows for comprehensive test coverage of workflows like order-to-cash, procure-to-pay, or hire-to-retire.
Refresh & Reset Strategy
Set a refresh frequency (e.g., weekly, per test cycle) to restore test data to a known, clean baseline.
Document the reset method, whether it’s through snapshots, automation scripts, or manual processes.
Ensure test data independence, so multiple testers can work in parallel without conflicts.
Proper test data planning improves test reliability, supports user confidence, and helps identify issues that only emerge in realistic business conditions.
ERP Testing Tools
Testing is one of the most critical – yet underestimated – phases in ERP evaluation and implementation. It ensures that configurations, integrations, and business workflows perform as expected before go-live. The choice of testing tool can dramatically affect speed, coverage, collaboration, and long-term maintenance.
Tool Categories
1. Enterprise Testing Suites
Tools like Tricentis Tosca, Worksoft Certify, and Micro Focus ALM offer high levels of automation and integration, especially for complex, large-scale deployments.
Suited to: Enterprises with mature QA teams and high-volume regression needs
Pros: End-to-end coverage, reporting, integration with CI/CD pipelines
Still common – especially in smaller businesses or early-phase rollouts.
Suited to: Low-budget projects or teams without QA tooling experience
Pros: Low upfront cost, minimal setup
Cons: Prone to errors, lacks audit trails, not scalable
3. No-Code Testing Platforms
No-code solutions like Original Software enable business users – not just QA teams – to build, execute, and manage tests. Particularly useful for UAT, regression, and cross-module ERP workflows.
Suited to: ERP teams with limited scripting knowledge, UAT-heavy cycles, or fast-moving SaaS environments
Pros: Visual test capture, broad collaboration, quick onboarding
Cons: May not replace deep code-level testing in highly customised systems
Tool Type Comparison
Tool Type
Best For
Skills Required
Use Cases
Example Tools
Enterprise Suites
Large, complex ERP environments
High
Automated regression
Tosca, Worksoft, Micro Focus ALM
Manual Methods
SMEs, early-stage projects
Low
UAT, basic validation
Excel, Word checklists
No-Code Platforms
Business-led and hybrid teams
Low–Moderate
UAT, regression, visual testing
Original Software, Leapwork, Testim
The right testing tool should reflect your ERP architecture, team capability, testing complexity, and long-term QA strategy.
How Original Software Supports ERP Testing
Original Software offers a purpose-built, no-code platform that simplifies ERP testing – especially for organisations managing complex, integrated business processes. Unlike traditional tools that require specialist coding or QA expertise, Original Software empowers business users to actively participate in User Acceptance Testing (UAT) and regression testing without writing scripts.
Key Capabilities:
No-Code Test Creation: Build and run sophisticated test scenarios through visual workflows, not code.
ERP Workflow Coverage: Supports end-to-end processes across leading ERP platforms including SAP, Oracle EBS, IFS, Infor, S/4HANA, and Workday.
Visual Test Capture: Automatically captures every user action to create auditable, repeatable test assets.
Reusable Assets: Build once, reuse across versions or patch cycles – ideal for SaaS ERP with frequent updates.
Non-Disruptive to IT: Enables business-led testing while preserving test integrity and reducing IT overhead.
Audit & Compliance Friendly: Full traceability of tests and outcomes, supporting governance and validation.
Whether you’re migrating to a new ERP, applying patches, or testing mission-critical workflows like order-to-cash or procure-to-pay, Original Software provides confidence without complexity.
Conclusion
ERP testing is more than a technical necessity – it’s a business safeguard. When systems manage your core finance, HR, supply chain, and customer data, any failure can have serious operational and financial consequences.
Effective ERP testing requires more than just good QA practices. It demands cross-functional collaboration, real-world process validation, and a clear understanding of both system configuration and business context.
By taking a structured approach – defining objectives, planning for testing, selecting the right tools, and involving end users early – organisations can reduce risk, accelerate deployments, and confidently navigate ERP change.
ERP evaluation is the structured process of assessing and selecting the most suitable enterprise resource planning (ERP) system for your organisation. It involves comparing features, scalability, integration capabilities, vendor strength, and total cost of ownership.
What are the 5 ERP modules?
The five commonly used ERP modules are: Finance and Accounting, Human Resources, Procurement, Inventory and Supply Chain, Customer Relationship Management (CRM)
What are the 5 steps of ERP evaluation?
1. Define business needs and pain points 2. Identify evaluation criteria and priorities 3. Shortlist vendors based on functionality and fit 4. Conduct demos, trials, and reference checks 5. Finalise based on TCO, implementation support, and scalability
What are the 7 stages of ERP implementation?
1. Discovery and planning 2. Design 3. Development 4. Testing 5. Deployment 6. Support and maintenance 7. Post-implementation review
Is Workday an ERP or a CRM?
Workday is a cloud-based ERP system focused on Human Capital Management (HCM) and Finance. It is not a CRM but can integrate with CRM platforms like Salesforce.
What is the evolution of ERP?
ERP evolved from basic MRP (Material Requirements Planning) systems into full-suite solutions covering finance, HR, logistics, and more. Today, ERP includes cloud deployment, AI-driven insights, and modular flexibility – adapting to modern enterprise needs.
How is AI changing ERP?
AI enables predictive analytics, anomaly detection, workflow automation, and intelligent forecasting in ERP systems – helping organisations make smarter, faster decisions.
Every ERP update carries risk. Our platform is built to manage it, giving your team everything they need to test end-to-end, across every change, without writing a line of code.
We’re ready to show you how we can help reduce your business risk and test faster than ever.
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