IFS Implementation in 2024: A Step-by-Step guide for modern businesses

A robust Enterprise Resource Planning (ERP) system like IFS is no longer a differentiator, but a necessity. However, a successful ERP implementation requires a well-defined roadmap that considers not just best practices, but also leverages latest technologies for improved efficiency and growth flexibility.

With a robust suite of ERP Services and team of highly skilled experts, we usually take a systematic step-by-step approach to ERP implementation using IFS. To eliminate roadblocks and make sure the system remains future-proof, our approach makes space to integrate all the future technologies into the IFS system.

Our step-by-step guide to navigate IFS implementation in 2024

Take a look at Platned’s Implementation Roadmap to successfully implement IFS into your business. As the forerunners of the ERP Industry, we’ve included the industry’s best practices along with the modern day integrations that help you and your company evolve and grow smoothly without disruptions.

1. Define your business goals and needs

The cornerstone of a successful ERP implementation with IFS lies in establishing clear and measurable objectives. Begin by conducting a thorough business process analysis. This analysis should involve in-depth discussions with key stakeholders across various departments – finance, operations, sales, and marketing – to identify pain points, areas for improvement, and future growth aspirations. Align your IFS ERP implementation with these specific goals, ensuring the chosen modules and functionalities directly address your needs.

Embrace the power of AI and ML

Consider how emerging technologies like artificial intelligence (AI) and machine learning (ML) can be integrated with IFS to unlock new levels of efficiency and performance. Explore how AI-powered automation can streamline repetitive tasks like data entry and order processing, freeing up valuable employee time for strategic initiatives.

Investigate the potential of ML to enhance forecasting accuracy by analysing historical data and identifying trends. By integrating these cutting-edge technologies with IFS, you can gain deeper insights from your data, optimise decision-making, and gain a competitive edge.

2. Assemble your IFS ERP implementation dream team

Building a strong and collaborative team is crucial for navigating a successful IFS implementation. This team should be a cross-functional group, comprised of:

• Internal Stakeholders: Representatives from various departments who will be utilising IFS on a daily basis. Their involvement ensures the system caters to their specific needs and workflows.
• IT Specialists: In-house IT professionals with a strong understanding of your existing infrastructure and expertise in data migration and system configuration.
• External IFS Consultants (Recommended): Experienced IFS consultants can provide invaluable guidance throughout the ERP implementation process. They can offer industry best practices, assist with customisation, and ensure a smooth transition.

Pro tip: Introduce a Change Manager or Change Coordinator

Consider including a dedicated “Change Manager or Change Coordinator” in your implementation team. This individual should be a strong communicator with a deep understanding of both the current business processes and the functionalities of IFS. They will be responsible for promoting user adoption of the new system, addressing any resistance to change, and ensuring a smooth transition for all employees. They must prioritise change requests, assess their impact, and accept or reject changes.

3. Choose the right IFS Deployment Model that aligns with your business needs

There are several IFS deployment models available, each with its own advantages and disadvantages. Here’s a breakdown of the most common options:

• On-Premise deployment: This traditional model involves installing and managing IFS software on your own servers. It offers greater control over the system but requires significant upfront investment in hardware and IT expertise.
• Cloud-Based deployment: This model leverages a cloud provider’s infrastructure to host and manage the IFS application. Cloud deployments are becoming increasingly popular due to their scalability, reduced IT burden, and automatic access to the latest updates and features.
• Hybrid deployment: This combines elements of both on-premise and cloud deployments. It offers a balance of control and flexibility, allowing you to keep sensitive data on-premise while leveraging the cloud for other functionalities.

In recent years we’ve witnessed a significant rise in Cloud-based IFS deployments. Here’s why.

Cloud-based IFS deployments offer:

• Scalability: Cloud-based solutions can easily scale up or down based on your evolving company’s needs, eliminating the need for costly hardware upgrades or management.
• Reduced IT Burden: Cloud providers handle infrastructure maintenance and software updates, freeing up your IT team to focus on core business initiatives.
• Accessibility: Cloud-based IFS can be accessed from anywhere with an internet connection, facilitating remote work and improved collaboration.

We suggest you carefully evaluate your budget, IT resources, security requirements, and future growth plans to determine the deployment model that best aligns with your specific company’s needs.

4. Data Migration and System Configuration: Building the Foundation for Accuracy and Efficiency

Data migration is the process of transferring existing information from your current systems to IFS. This step is crucial for ensuring the ERP system has accurate and complete information to function effectively. Here’s how we navigate this stage:

• Data Mapping and Cleansing: Before migration, we map your existing data structure to the corresponding fields in IFS ensuring  smooth transfer and minimising errors. Additionally, we consider cleansing techniques to identify and rectify any inconsistencies or inaccuracies in your existing data.
• Leveraging Data Governance Best Practices: In 2024, governance best practices are essential for successful data migration. That is why, we establish clear data ownership, implement access controls, and define quality standards. This ensures data integrity within IFS and empowers you to make informed decisions based on accurate information.
• System Configuration: Once the migration is complete, we configure IFS to meet your specific needs. This involves customising workflows, defining user permissions, and activating relevant modules.

Pro tip: Always consider future scalability

When configuring the system in 2024, consider future scalability. Opt for configurations that can easily adapt to accommodate growth in data volume, users, and business complexity. This will minimise the need for reconfiguration down the line.

5. User training and change management

Equipping your team with the necessary skills to navigate IFS effectively is paramount. Invest in comprehensive user training programs tailored to the specific roles and responsibilities of each department.

Include modern learning techniques

In 2024, explore e-learning modules, microlearning content, and gamified training approaches. These techniques offer flexibility, cater to different learning styles, and increase user engagement and knowledge retention.

Furthermore, remember the importance of change management. Change can be disruptive, so proactively address potential resistance to the new system. Utilise your “Change Manager or Change Coordinator” to address concerns, provide ongoing support, and encourage user adoption.

6. Testing and go-live

Before launching IFS into full production, we recommend a thorough testing. This involves:

• Unit testing: Testing individual functionalities of the system to ensure they work as intended.
• Integration testing: Verifying seamless data flow between IFS and other existing business systems.
• User Acceptance Testing (UAT): Real users from various departments test the system to ensure it meets their needs and workflows.

In 2024, user acceptance testing (UAT) is a critical step. During UAT, identify and address any bugs, usability issues, or inconsistencies in the system before going live. This ensures a smooth transition for all users and minimises disruption to daily operations.

7. Continuous improvement and post-go-live support

A successful IFS ERP implementation is not a one-time event; it’s an ongoing process. Here’s how to maximise your investment after go-live:

• Monitor system performance: Regularly monitor system performance metrics like uptime, response times, and user activity. Identify areas for improvement and optimise configurations as needed.
• Leverage new features and updates: Stay updated with the latest IFS releases and consider implementing new features that can further streamline your operations or address emerging business needs.
• Invest in ongoing support: Consider ongoing support plans from IFS or a trusted partner. These plans can provide access to updates, expert advice, and readily available resources to help your team maximise the long-term value of IFS.

By following these steps and embracing modern approaches, you can ensure a smooth and successful IFS ERP implementation in 2024. Remember, a well-integrated ERP system can transform your business operations by:

• Increasing efficiency: IFS streamlines processes, automates tasks, and facilitates data-driven decision-making, leading to improved efficiency and productivity. Employees are empowered to focus on strategic initiatives rather than manual tasks.
• Enhancing collaboration: IFS fosters seamless collaboration across departments and facilitates real-time information sharing. Improved visibility into inventory levels, project progress, and customer data empowers teams to work together effectively and achieve shared goals.
• Boosting visibility: IFS offers a comprehensive view of your entire business operation, providing valuable insights into key performance indicators (KPIs) across departments. This data-driven approach empowers you to make informed decisions, identify areas for improvement, and optimise resource allocation.
• Gaining a competitive edge: A well-implemented IFS ERP system can give your business a significant competitive edge. Improved operational efficiency, enhanced collaboration, and data-driven decision-making can lead to faster response times, increased customer satisfaction, and improved profitability.

Remember, a successful IFS implementation is a journey, not a destination. By adopting a modern approach, fostering a culture of continuous improvement, and leveraging the expertise of your team and trusted partners, you can unlock the full potential of IFS and transform your business for success in 2024 and beyond.