Varun Rastogi

During the implementation process, despite having written documents approved by both the client and vendor, I sometimes notice opportunities for changes that could enhance system performance. One reason for this is my continuous evaluation, where I identify potential improvements. Another reason is feedback received post-development, highlighting areas we may have initially missed. I document these insights and plan adjustments without compromising system integrity. I approach these changes with an open mind, avoiding blame. Successfully implementing these enhancements gives me a deep sense of pride and accomplishment.

My simple idea is to listen, read, or discuss feedback or review meetings carefully. Whether the feedback is positive or negative, I refrain from giving my version immediately. I take time to understand what others are saying or thinking about the progress or process. I analyze it in an unbiased way and, if there’s a genuine problem, I accept it gracefully. If I don’t have a clear idea about the resolution, I seek advice from experts to enhance my knowledge. If the issue arises from a misunderstanding, I make it a point to have a personal discussion to ensure clarity and mutual understanding. Feedback is a tool to enhance knowledge, performance, system usability, and adaptability.

In large projects, changes in deadlines are quite common and can happen for various reasons, such as new requirements, key resource movements (vendor or client end), unforeseen issues like the Covid pandemic, and more. The first and most important step is to avoid panic. Reassess the situation by gathering all available information and discussing it with key resources. Adjusting timelines isn’t the main issue. What truly matters is handling it professionally and communicating clearly and transparently with all stakeholders. Effective communication and collaboration ensure the project's success despite any challenges.

When discussing new client demands that seem beneficial, handle them systematically for the best outcomes. Start by creating a Change Note and discussing it internally with all affected teams and database designers. Clearly communicate the requirements and ask team members to analyze the impact on their modules. Document all inputs thoroughly. If the changes are agreed upon and won’t compromise database integrity, proceed and convey the update to the client. Always inform the client of the outcome, providing clear reasons if a demand can't be met. This ensures transparency, maintains system integrity, and builds trust through honest and open communication.

I appreciate the importance of being a good listener, however, simply agreeing with every demand isn't the right approach. It's crucial to recognize that no ERP system can fulfill every single requirement. From the beginning, ensuring all discussions are documented in written communication minimizes the risk of misunderstandings. During the sales pitch, it's important to be honest about the capabilities and limitations of your ERP system. Accepting demand without considering the system's functional boundaries can lead to complications. Before accepting any changes, it’s essential to evaluate the potential impact on cross-functional modules. Listen carefully to clients, but take the time to analyze before making any commitments.

As an experienced ERP consultant, my approach to managing conflicts with vendors is grounded in clear communication and thorough preparation. If a conflict arises, my strategy is to review the work order, assess the issue's intensity, and examine all related documentation and emails. Engage in open-minded discussions with the vendor. If the request is technical and essential, ask the vendor to address it without compromising the system’s integrity, if was also highlighted in the gap analysis. If the request might disrupt system integrity but is somewhat necessary, explore alternative solutions. If the demand is not crucial and might reduce performance, discuss internally to consider dropping it without creating unnecessary friction.