1. Start with a process map
Choose a real transaction and follow it from beginning to end. For a trading business, this might be a quotation that becomes an order, a delivery and an invoice. Record which team handles each step, the data it uses and any separate spreadsheet or application.
Include exceptions. Partial deliveries, returns, incorrect records and approval delays often reveal requirements that a simple list of software modules misses.
2. Separate essentials from later improvements
A clear first phase makes decisions and acceptance easier. Additional automation or reporting can be planned after the core transaction flow is working reliably.
- Which business problem must the first release solve?
- Which roles, locations and entities are in scope?
- Which existing systems will remain in use?
- Which reports and controls are needed for day-to-day work?
3. Treat data preparation as part of the project
Customer, supplier and item records often need cleaning before migration. Agree how duplicates are resolved, how opening balances are checked and who signs off the prepared data.
A migration rehearsal helps expose missing fields and inconsistent values before the operational cutover. Keep a clear record of the source, transformations and reconciliation checks.
4. Test business scenarios, not just screens
Create acceptance examples with your users: a normal sale, a return, an approval, a stock adjustment and a report they depend on. Verify the expected results across the connected functions, including permissions and exception handling.
5. Plan the handover and support
Agree training, support responsibilities, backup arrangements and how the team will report problems. A rollout plan should explain when the new process starts, how pending transactions are handled and what to do if a critical issue appears.