The Intricacies of Developing ERP Training Exercise Workbooks and the Plight of the Trainer

ERP systems are multifaceted, encompassing various modules such as finance, human resources, supply chain management, and customer relationship management. Each module is interconnected, meaning a change in one area can have ripple effects throughout the system. This complexity is further compounded by the need to configure and integrate he ERP system to fit the unique needs of each organisation. As a result, trainers must have a deep understanding of not only the technical aspects of the system but also how it integrates with the company's specific business processes.

Creating effective ERP training exercise workbooks is no simple task. It involves several key steps, each with its own set of challenges:

Before developing any training material, trainers must first understand the business processes that the ERP system is designed to support. This requires close collaboration with business subject matter experts, analysts, process owners, and end users to map out the workflows and identify key touch points within the system. The challenge here lies in the fact that business processes are often new, complex and can vary significantly across different departments or regions. Trainers must be able to distill this complexity into clear, concise instructions that can be easily understood by trainees.

One of the most time-consuming aspects of developing ERP training materials is gathering and configuring the data needed for the exercises. This data must be representative of real-world scenarios that trainees will encounter yet sanitised to avoid exposing sensitive information. Trainers are often challenged to find the right balance between realism and simplicity, as overly complex datasets can overwhelm trainees, while overly simplified datasets may not provide sufficient learning opportunities.

ERP systems are designed to support a large variety of user roles, each with its own set of permissions and data access levels. When developing training materials, trainers must account for these different roles and ensure that exercises are tailored to the appropriate audience. This requires a thorough understanding of the organisation's role structure and the specific tasks that each role is responsible for. The challenge lies in ensuring that all relevant roles are covered without overloading the trainees with information that is not pertinent to their job functions.

Note - It is vital for any ERP Implementation that the User/Functional roles of the Employees are mapped effectively to the System/Technical roles of the system, the target operating model and business process flows in advance. Failure to do this causes a plethora of issues, not only for the training delivery but for the use of the system once live. Should this element not be performed correctly, employees will not necessarily attend the correct training courses meaning they will not know how to perform their tasks on a daily basis once the system is live.

To be effective, ERP training exercises must closely align with the system processes that trainees will use in their day-to-day work. This means that trainers must carefully select and sequence the exercises to ensure that they build on each other and reinforce key learning objectives. Additionally, trainers must be prepared to adjust the exercises on the fly if the system configuration changes or if trainees are struggling to grasp certain concepts.

The role of the ERP trainer is both challenging and crucial to the success of the ERP implementation. Trainers are often caught between the demands of the business, which requires effective training to ensure system adoption, and the constraints of the system, which can be difficult to convey to non-technical users. The following are some of the key challenges trainers face:

ERP systems are highly technical, but the majority of end users are not. Trainers must strike a delicate balance between providing enough technical detail to ensure that users understand how the system works, while also making the content accessible and relevant to a non-technical audience. This often requires simplifying complex concepts and finding creative ways to explain technical details in layman's terms.

There is often a disconnect between what business leaders expect from ERP training and what can realistically be achieved within the time and resources available. Trainers must manage these expectations by clearly communicating the scope of the training and setting realistic goals for what can be accomplished. This requires strong communication skills and the ability to diplomatically push back when necessary.

Getting time with the correct stakeholder in the business is difficult at the best of times during a project, meaning that Trainers often find themselves having to manage these key stakeholders effectively to ensure time is maximised and information is disseminated in the most effective way.

ERP implementations are rarely static; system configurations, business processes, and even organisational structures can change over the course of the training program. Trainers must be agile and adaptable, ready to revise training materials at a moment's notice to reflect these changes. This requires a deep understanding of the system and the ability to quickly identify the implications of any changes on the training program. Moreover, the trainers must be completely in-step and working in a tight partnership with the Change team as well as the business itself to ensure all change elements are captured within the training, where suitable.

Even the most well-designed training exercise workbooks can fall flat if not delivered effectively. Trainers must be skilled in instructional design and adult learning principles to ensure that the training is engaging, interactive, and impactful. This includes using a variety of training methods, such as hands-on exercises, case studies, and group discussions, to reinforce learning and ensure that trainees can apply what they have learned in their work.

Developing and delivering ERP training exercise workbooks is a complex and challenging task that requires a deep understanding of both the ERP system and the business processes it supports. Trainers play a critical role in this process, balancing the need to provide detailed technical information with the need to make the content accessible and relevant to end users. The workbooks are also a huge source supporting information for users once the system is live, providing on-going support in the workplace.