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Example project plan

Project plan for an ERP implementation

An ERP implementation project plan structures requirements, process design, data migration, system integration, training, governance and go-live activities across a defined schedule and budget. This PathHub AI example covers a two-site machinery manufacturer in 10 phases, with 67 tasks over 28 weeks and an approximate budget of €577,600. It also assigns responsibilities, dependencies, risks, stakeholders and approval gates.

  • 28 Weeks
  • 10 Phases
  • 67 Tasks
  • Budget approx. €577,600
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Example plan

Manufacturing ERP Implementation and Legacy-System Replacement

This project will replace spreadsheets and a legacy production system with a new ERP platform for a machinery manufacturer with 180 employees across two sites. The scope includes production, materials management, planning, warehouse barcode operations, accounting integration, data migration, and role-based training. It is intended to standardize processes, improve data reliability, and support end-to-end operational control. The implementation must be delivered within a nine-month business target, requiring disciplined governance and coordinated execution across business and IT teams.

Total Progress0%
28Weeks
0/10Phases
0/67Tasks
€577,600Budget
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Phases

1

Phase 1: Project Mobilization and Governance

Pending · 2W · 0/4
ERP Project Manager
0

Establish the governance structure, decision rights, implementation method, and resources for the ERP replacement. This phase creates the control framework needed to deliver the nine-month go-live across both manufacturing sites.

Approve the ERP project charter covering scope, objectives, two-site rollout, nine-month deadline, budget controls, and success criteria
Oct 2 – Oct 4 3 days
Executive Sponsor and Steering Committee
Appoint workstream leads, site representatives, key users, vendor consultants, and the internal project team for production, planning, materials, warehouse, finance, IT, and data
Oct 2 – Oct 4 3 days
ERP Project Manager
Establish the decision log, issue and risk register, change-control procedure, escalation path, meeting cadence, and reporting templates
Oct 2 – Oct 3 2 days
ERP Project Manager
Create the integrated 39-week delivery plan with workstream dependencies, employee release requirements, vendor commitments, site activities, and major approval gates
Oct 5 – Oct 10 4 days
ERP Project Manager and ERP Vendor and Implementation Partner
Map the current production processes from order release through routing, labor reporting, material issue, completion, rework, and production confirmation at both sites
Oct 16 – Oct 20 5 days
Production and Operations Lead
Document materials management, purchasing, replenishment, inventory control, supplier management, and spreadsheet-based stock tracking, including differences between the two sites
Oct 16 – Oct 20 5 days
Materials Management and Procurement Lead
Document production planning, capacity planning, scheduling, lead times, bottlenecks, planning parameters, and manual planning adjustments
Oct 16 – Oct 19 4 days
Production Planning Lead
Analyse warehouse receiving, put-away, picking, staging, dispatch, stock transfers, cycle counts, labeling, and current barcode or manual identification practices
Oct 16 – Oct 19 4 days
Warehouse and Logistics Lead
Define finance, accounting, management reporting, reconciliation, period-closing, tax, and legacy accounting interface requirements
Oct 16 – Oct 19 4 days
Finance and Accounting Lead
Inventory current master data sources, spreadsheets, reports, traceability records, user roles, and system pain points, and validate requirements with key users and employee representatives where applicable
Oct 23 – Oct 27 5 days
IT and Integration Lead and Quality and Traceability Representative
Design the harmonized future-state process model for production, materials management, purchasing, planning, inventory, warehouse execution, and financial postings across both sites
Nov 6 – Nov 13 6 days
ERP Vendor and Implementation Partner and ERP Project Manager
Perform fit-gap workshops against the legacy production system, spreadsheets, and existing operational procedures, documenting standard solutions, configuration needs, extensions, and rejected requirements
Nov 6 – Nov 10 5 days
ERP Vendor and Implementation Partner
Define the production model, including item structures, bills of material, routings, work centres, operations, production versions, confirmations, scrap, rework, and traceability
Nov 6 – Nov 10 5 days
Production and Operations Lead and Production Planning Lead
Define planning and replenishment principles covering demand inputs, MRP parameters, capacity constraints, safety stocks, lead times, lot sizes, and exception handling
Nov 6 – Nov 9 4 days
Production Planning Lead
Define the target warehouse and barcode process model, including locations, stock statuses, movement types, labels, scanner transactions, and site transfer rules
Nov 6 – Nov 9 4 days
Warehouse and Logistics Lead
Define the target finance model for accounts, cost centres, inventory valuation, production variances, postings, interfaces, reconciliation, and management reporting
Nov 6 – Nov 9 4 days
Finance and Accounting Lead
Approve the fit-gap decisions, customization backlog, standardization principles, future-state process owners, and acceptance criteria for each workstream
Nov 14 – Nov 16 3 days
Executive Sponsor and Steering Committee
Define the accounting interface architecture, transaction scope, field mappings, posting rules, error handling, security, monitoring, and reconciliation requirements
Nov 13 – Nov 17 5 days
IT and Integration Lead and Finance and Accounting Lead
Catalogue migration objects for items, customers, suppliers, bills of material, routings, work centres, inventory, open orders, prices, planning parameters, users, and opening balances
Nov 13 – Nov 16 4 days
IT and Integration Lead and ERP Vendor and Implementation Partner
Assign data owners, quality rules, approval responsibilities, retention requirements, and source systems for each master-data and transactional-data object
Nov 13 – Nov 15 3 days
ERP Project Manager
Define the migration architecture, extraction templates, transformation rules, validation checks, load sequence, reconciliation approach, and rollback requirements
Nov 13 – Nov 16 4 days
ERP Vendor and Implementation Partner
Design the technical environment, user roles, authentication, network requirements, backups, audit logging, interface monitoring, and support escalation model
Nov 13 – Nov 16 4 days
IT and Integration Lead
Configure production master data structures, bills of material, routings, work centres, production orders, operation confirmations, scrap, rework, and traceability transactions
Dec 4 – Dec 13 8 days
ERP Vendor and Implementation Partner and Production and Operations Lead
Configure planning, MRP, capacity requirements, demand management, safety stocks, lead times, lot sizing, exception messages, and planning calendars
Dec 4 – Dec 12 7 days
ERP Vendor and Implementation Partner and Production Planning Lead
Configure item master, supplier master, purchasing, purchase requisitions, purchase orders, goods receipts, invoice matching, replenishment, and approval workflows
Dec 4 – Dec 12 7 days
Materials Management and Procurement Lead and ERP Vendor and Implementation Partner
Configure inventory management, stock statuses, lot or serial tracking where required, transfers between sites, adjustments, cycle counts, and inventory valuation inputs
Dec 4 – Dec 11 6 days
ERP Vendor and Implementation Partner and Warehouse and Logistics Lead
Configure sales or production demand inputs, customer and supplier records, order status tracking, and operational transaction controls required by the manufacturer
Dec 4 – Dec 8 5 days
ERP Vendor and Implementation Partner
Build the accounting interface, financial posting rules, cost-centre mappings, inventory and production variance postings, interface error handling, and reconciliation reports
Dec 4 – Dec 13 8 days
IT and Integration Lead and Finance and Accounting Lead
Configure approval workflows for purchasing, master-data changes, inventory adjustments, production exceptions, and financial controls
Dec 4 – Dec 7 4 days
ERP Vendor and Implementation Partner
Configure management reports and operational dashboards for production output, schedule adherence, inventory, shortages, purchasing, warehouse accuracy, and financial reconciliation
Dec 4 – Dec 8 5 days
Finance and Accounting Lead and ERP Vendor and Implementation Partner
Set up role-based security for shop-floor, planning, purchasing, warehouse, finance, management, site, and support users across the 180-employee population
Dec 4 – Dec 7 4 days
IT and Integration Lead
Develop and document approved ERP extensions, reports, forms, and workflow changes that cannot be delivered through standard configuration
Dec 4 – Dec 11 6 days
ERP Vendor and Implementation Partner
Execute configuration unit tests for each workstream, record evidence, resolve priority defects, and prepare the integrated test environment
Dec 14 – Dec 20 5 days
ERP Project Manager and ERP Vendor and Implementation Partner
Finalize warehouse layouts, location numbering, staging areas, receiving points, dispatch zones, and site-transfer procedures for both locations
Dec 25 – Dec 27 3 days
Warehouse and Logistics Lead and Site Managers for Both Locations
Select, procure, configure, and register handheld scanners, label printers, accessories, and required warehouse hardware for both sites
Dec 25 – Dec 28 4 days
IT and Integration Lead
Configure barcode formats, item and location labels, packaging labels, goods-receipt labels, production issue labels, and dispatch documentation
Dec 29 – Jan 3 4 days
ERP Vendor and Implementation Partner and Warehouse and Logistics Lead
Configure and test scanner transactions for receiving, put-away, picking, production staging, material issue, production receipt, transfers, cycle counts, and dispatch
Jan 4 – Jan 10 5 days
ERP Vendor and Implementation Partner
Validate wireless coverage, device connectivity, printer connectivity, charging arrangements, user authentication, and offline or recovery procedures in operational warehouse areas
Dec 29 – Jan 2 3 days
IT and Integration Lead
Conduct physical pilot runs with representative materials, pallets, production orders, site transfers, and dispatches at both sites and correct usability or transaction defects
Jan 11 – Jan 16 4 days
Warehouse and Logistics Lead and Quality and Traceability Representative
Create warehouse work instructions covering scanning sequence, exception handling, damaged labels, stock discrepancies, device care, and escalation procedures
Jan 17 – Jan 19 3 days
Warehouse and Logistics Lead
Extract and profile item masters, bills of material, routings, work centres, suppliers, customers, inventory, open orders, prices, planning parameters, and financial opening data
Jan 1 – Jan 5 5 days
IT and Integration Lead and ERP Vendor and Implementation Partner
Cleanse and standardize duplicate items, units of measure, supplier records, descriptions, locations, bills of material, routings, lead times, and planning parameters
Jan 1 – Jan 9 7 days
Materials Management and Procurement Lead and Production Planning Lead
Validate production and quality data, including revision status, traceability attributes, approved materials, scrap factors, rework rules, and required historical references
Jan 1 – Jan 5 5 days
Production and Operations Lead and Quality and Traceability Representative
Reconcile inventory quantities, locations, valuation, open purchase orders, production orders, reservations, and inter-site balances against approved legacy reports
Jan 1 – Jan 5 5 days
Warehouse and Logistics Lead and Finance and Accounting Lead
Execute Migration Rehearsal 1 using the defined extraction, transformation, loading, validation, and exception-resolution procedures
Jan 10 – Jan 16 5 days
ERP Vendor and Implementation Partner and IT and Integration Lead
Execute Migration Rehearsal 2 with corrected data and production-like volumes, document reconciliation results, and confirm the final migration runbook and rollback steps
Jan 17 – Jan 23 5 days
ERP Project Manager and ERP Vendor and Implementation Partner
Execute end-to-end scenario tests covering demand, MRP, purchasing, receiving, warehouse movements, production issue, production completion, dispatch, and financial posting
Jan 22 – Jan 30 7 days
ERP Project Manager and ERP Vendor and Implementation Partner
Test representative machinery-manufacturing scenarios, including multi-level bills of material, long-lead materials, capacity constraints, rework, scrap, substitutions, and partial production completions
Jan 22 – Jan 26 5 days
Production and Operations Lead and Production Planning Lead
Test both-site processes for inter-site transfers, shared materials, local purchasing, location-specific inventory, common master data, and site reporting
Jan 22 – Jan 25 4 days
Site Managers for Both Locations and Materials Management and Procurement Lead
Reconcile accounting interface results for goods receipts, inventory movements, production variances, purchases, invoices, adjustments, cost centres, and opening balances
Jan 22 – Jan 26 5 days
Finance and Accounting Lead and IT and Integration Lead
Test barcode warehouse scenarios under realistic operating conditions, including receiving, picking, production staging, cycle counting, damaged labels, stock discrepancies, and dispatch
Jan 22 – Jan 26 5 days
Warehouse and Logistics Lead
Test user roles, approvals, segregation of duties, audit trails, error messages, interface monitoring, backups, recovery procedures, and report access
Jan 22 – Jan 25 4 days
IT and Integration Lead
Conduct performance and volume testing using representative master-data and transaction volumes from both sites
Jan 22 – Jan 24 3 days
IT and Integration Lead and ERP Vendor and Implementation Partner
Triage defects by severity, coordinate corrections, execute regression tests, and maintain a documented decision on deferred issues and workarounds
Jan 31 – Feb 9 8 days
ERP Project Manager and ERP Vendor and Implementation Partner
Conduct business user acceptance testing with nominated key users and obtain formal acceptance from production, planning, materials, warehouse, finance, and both site managers
Feb 12 – Feb 16 5 days
ERP Project Manager
Deliver role-based training for production, planning, purchasing, materials, warehouse, finance, management, IT support, and site leadership users
Feb 26 – Mar 7 8 days
ERP Vendor and Implementation Partner and Functional Workstream Leads
Establish super users and floor-support coverage, and conduct train-the-trainer sessions using realistic machinery-manufacturing transactions and barcode workflows
Feb 26 – Mar 1 4 days
ERP Project Manager and Department Leads
Finalize work instructions, quick-reference guides, process maps, exception procedures, barcode instructions, and local site supplements
Feb 26 – Mar 5 6 days
Functional Workstream Leads
Prepare and approve the detailed cutover plan covering transaction freeze, final extraction, stock count, data load, interface activation, user provisioning, hardware deployment, validation, communications, and rollback triggers
Feb 26 – Mar 5 6 days
ERP Project Manager and IT and Integration Lead
Complete final master-data validation, opening-balance preparation, stock-count instructions, open-order treatment, and cutover data sign-off
Feb 26 – Mar 2 5 days
Finance and Accounting Lead and Warehouse and Logistics Lead
Confirm production support, vendor escalation, help-desk routing, monitoring, incident severity definitions, on-call coverage, and daily hypercare reporting
Feb 26 – Mar 1 4 days
IT and Integration Lead
Conduct the final go-live readiness review covering training completion, test status, data quality, hardware, interfaces, site preparedness, support coverage, and business continuity
Mar 8 – Mar 12 3 days
Executive Sponsor and Steering Committee
Execute the approved cutover, including legacy transaction freeze, final data extraction and loading, opening balances, user activation, interface enablement, barcode deployment, and go-live validation at both sites
Mar 26 – Mar 28 3 days
ERP Project Manager and IT and Integration Lead
Provide on-site and remote hypercare for production, planning, purchasing, warehouse, barcode, finance, and management-reporting processes during the first operating days
Mar 26 – Apr 3 7 days
ERP Vendor and Implementation Partner and Functional Workstream Leads
Monitor production orders, material availability, warehouse movements, stock accuracy, interface queues, accounting postings, and critical management reports through daily operational reviews
Mar 26 – Apr 6 10 days
ERP Project Manager and Site Managers for Both Locations
Resolve priority incidents, apply approved corrections or workarounds, update knowledge articles, and track outstanding defects against agreed service levels
Mar 26 – Apr 6 10 days
IT and Integration Lead and ERP Vendor and Implementation Partner
Complete the first financial and inventory reconciliation, assess operational performance, transfer support ownership, and conduct a post-go-live review against the approved success criteria
Mar 26 – Mar 30 5 days
Finance and Accounting Lead and ERP Project Manager
Open in the app: Phases

Timeline

Timeline 10 PhasesStart: Oct 2, 2026
Phase / Task
Oct 2026
Nov 2026
Dec 2026
Jan 2027
Feb 2027
Mar 2027
Apr 2027
W 1Oct 2
W 4Oct 23
W 7Nov 13
W 10Dec 4
W 13Dec 25
W 16Jan 15
W 19Feb 5
W 22Feb 26
W 25Mar 19
W 28Apr 9
Project Mobilization and GovernanceOct 2 – Oct 15 · 2 wk · 0/4
Project Mobilization and Governance
Current-State Analysis and RequirementsOct 16 – Nov 12 · 4 wk · 0/6
Current-State Analysis and Requirements
Solution Design and Fit-Gap AssessmentNov 6 – Dec 3 · 4 wk · 0/7
Solution Design and Fit-Gap Assessment
Data and Integration ArchitectureNov 13 – Dec 3 · 3 wk · 0/5
Data and Integration Architecture
ERP Configuration and Process BuildDec 4 – Jan 14 · 6 wk · 0/11
ERP Configuration and Process Build
Barcode Warehouse ImplementationDec 25 – Jan 21 · 4 wk · 0/7
Barcode Warehouse Implementation
Data Cleansing and Migration RehearsalsJan 1 – Jan 28 · 4 wk · 0/6
Data Cleansing and Migration Rehearsals
End-to-End Testing and Business ReadinessJan 22 – Feb 25 · 5 wk · 0/9
End-to-End Testing and Business Readiness
Training, Cutover Preparation, and Go-Live ReadinessFeb 26 – Mar 25 · 4 wk · 0/7
Training, Cutover Preparation, and Go-Live Readiness
Go-Live and HypercareMar 26 – Apr 15 · 3 wk · 0/5
Go-Live and Hypercare
PlannedIn progressCompletedBlockedMilestones
Open in the app: Timeline

Budget

Budget: €577,600
Data Migration, Testing, Training, and Deployment · €180,500External ERP Consulting and Process Design · €174,500ERP Software and System Integration · €135,000Barcode Warehouse Hardware and Infrastructure · €57,600Internal Personnel and Operational Backfill · €30,000
Data Migration, Testing, Training, and Deployment€180,500
ItemQtyUnit priceTotal
Data Migration Lead35 Person days€1,100€38,500
Data Cleansing and Master Data Analyst45 Person days€700€31,500
Migration Templates and Data Conversion Tooling1 Flat rate€12,000€12,000
Test Manager and Integration Test Coordination25 Person days€1,000€25,000
Test Automation and Defect Management Support15 Person days€800€12,000
Training and Change Management Lead25 Person days€900€22,500
Training Materials, Work Instructions, and E-Learning Content1 Flat rate€12,000€12,000
Cutover and Hypercare Support Consultants18 Person days€1,100€19,800
Cross-Site Travel and Workshop Expenses1 Flat rate€7,200€7,200
External ERP Consulting and Process Design€174,500
ItemQtyUnit priceTotal
ERP Implementation Project Manager35 Person days€1,000€35,000
Manufacturing and Production Planning Consultant45 Person days€1,200€54,000
Materials Management and Warehouse Consultant30 Person days€1,100€33,000
Finance and Accounting Interface Consultant25 Person days€1,200€30,000
ERP Technical Configuration and Development Consultant25 Person days€900€22,500
ERP Software and System Integration€135,000
ItemQtyUnit priceTotal
Manufacturing ERP Licenses and Initial User Setup1 Flat rate€90,000€90,000
Accounting Connector and Integration Middleware1 Flat rate€15,000€15,000
Accounting Interface Developer25 Person days€1,200€30,000
Barcode Warehouse Hardware and Infrastructure€57,600
ItemQtyUnit priceTotal
Industrial Barcode Handheld Scanners12 Person days€1,800€21,600
Industrial Barcode Label Printers4 Person days€2,500€10,000
Warehouse Wireless Network and Site Installation1 Flat rate€12,000€12,000
Mobile Warehouse Software Licenses2 Person days€4,000€8,000
Initial Barcode Labels and Consumables1 Flat rate€6,000€6,000
Internal Personnel and Operational Backfill€30,000
ItemQtyUnit priceTotal
Internal ERP Project Coordinator20 Person days€850€17,000
Business Workstream Leads and Key Users40 Person days€250€10,000
Operational Backfill for Workshops and Testing20 Person days€150€3,000
Open in the app: Budget

Risks

High

Scope Expansion and Uncontrolled Customization

If requirements are added after the signed-off catalogue in Week 6, or more than a small number of material gaps require custom development after Week 9, the configuration, testing, budget, and nine-month go-live date may become unachievable.

Countermeasure: The ERP Project Manager and Steering Committee will approve a scope baseline, fit-gap decision log, and formal change-control process by the end of Week 2. The ERP Vendor and process leads will classify each gap as standard configuration, controlled extension, workaround, or deferred requirement by Week 9; the Finance Lead will track contingency consumption monthly.
High

Inadequate Legacy and Spreadsheet Data Quality

If data owners have not profiled and cleansed inventory, bills of material, routings, suppliers, customers, locations, and open transactions by Week 14, migration errors may cause incorrect stock, purchasing, production, or customer records at go-live.

Countermeasure: The IT and Integration Lead will assign an accountable owner to every migration object by Week 9. Functional leads will define validation rules by Week 10, data owners will complete cleansing before each rehearsal, and IT will require two successful migration rehearsals with reconciliation evidence by Week 17.
High

Unreliable Production Planning and Manufacturing Master Data

If bills of material, routings, work centres, capacity calendars, lead times, yield factors, or planning parameters fail agreed accuracy tests during Weeks 15-17, MRP and production schedules may generate shortages, excess inventory, unrealistic dates, or shop-floor disruption.

Countermeasure: The Production Planning Lead and Production and Operations Lead will establish master-data quality thresholds by Week 10 and validate representative products from both sites by Week 15. The planning team will run constrained planning scenarios during end-to-end testing, and no-go-live approval will be granted unless critical planning defects are closed or explicitly accepted by the Steering Committee by Week 21.
High

Accounting Interface and Financial Reconciliation Failure

If account mappings, tax treatment, inventory valuation, cost flows, or interface error handling are not approved by Week 15, or if financial totals do not reconcile during the Week 17 rehearsal, postings, month-end close, tax reporting, and audit evidence may be incorrect.

Countermeasure: The Finance and Accounting Lead and IT and Integration Lead will approve the posting design and reconciliation rules by Week 12. They will test purchases, receipts, production issues, inventory adjustments, shipments, invoices, payments, and opening balances by Week 20, with zero unexplained material differences required before the Week 25 go-live decision.
High

Barcode Warehouse and Network Implementation Failure

If scanner connectivity, printer configuration, label readability, location data, or warehouse transaction procedures fail under realistic operating conditions during Weeks 15-17, stock accuracy, picking, receiving, production issuing, and dispatch may be disrupted at one or both sites.

Countermeasure: The Warehouse and Logistics Lead and IT Lead will complete a physical site survey and coverage test by Week 13. They will pilot receiving, put-away, picking, transfers, cycle counts, production consumption, and dispatch at both sites by Week 16, maintain spare devices and printed-label fallback procedures, and require successful operational acceptance before Week 21.
High

Loss of Product Traceability or Quality Records

If serial numbers, batch numbers, material certificates, inspection results, nonconformances, or links between purchased material and manufactured product are not defined and tested by Week 20, the business may be unable to demonstrate product history or respond effectively to quality issues and customer inquiries.

Countermeasure: The Quality and Traceability Representative will define mandatory traceability fields and retention rules by Week 9. Production, warehouse, and quality leads will test forward and backward traceability scenarios during end-to-end testing, and the Quality Representative will sign off the traceability evidence before the Week 25 go-live decision.
High

Insufficient Key-User Availability

If production, warehouse, planning, procurement, finance, or quality key users cannot provide the planned workshop, validation, and testing time during Weeks 3-21, decisions and defect resolution may be delayed and the solution may be accepted without adequate operational review.

Countermeasure: Site Managers and department heads will reserve named key-user capacity and operational backfill by Week 2. The ERP Project Manager will monitor attendance and decision turnaround weekly; any key-user availability below the approved plan for two consecutive weeks will be escalated to the Steering Committee for immediate backfill or scope adjustment.
High

Training and User Adoption Gaps

If fewer than 95% of critical users complete role-based training and practical assessment by the end of Week 25, employees may continue using spreadsheets, bypass barcode transactions, or enter incomplete ERP data after go-live.

Countermeasure: The ERP Project Manager, department leads, and vendor will create role-based training and work instructions by Week 22. Super-users will conduct practical exercises at both sites in Weeks 23-25, track completion and competency, and provide floor support during the first three weeks after go-live.
High

Vendor Capacity, Budget, and Schedule Pressure

If vendor deliverables, interface development, or critical defect fixes slip beyond their baseline dates (particularly configuration beyond Week 15 or critical testing defects beyond Week 21), the remaining schedule and the EUR 650,000 budget reserve may be insufficient for recovery.

Countermeasure: The ERP Project Manager will baseline vendor deliverables, acceptance criteria, dependencies, and resource commitments by Week 2. The Steering Committee will review schedule, budget, and reserve consumption every two weeks; the vendor will provide recovery plans within five business days of any critical slippage, with deferred scope or additional resources approved by Week 21 where necessary.
High

Go-Live Disruption and Inadequate Recovery Planning

If the cutover rehearsal does not prove opening balances, inventory status, open orders, user access, interfaces, and rollback steps by Week 24, production, purchasing, warehousing, dispatch, or financial close may be interrupted during Weeks 26-28.

Countermeasure: The ERP Project Manager, IT Lead, Finance Lead, and site leads will complete and approve a detailed cutover runbook, support roster, rollback criteria, and business-continuity procedures by Week 25. The Steering Committee will use formally agreed go/no-go criteria, and the project team will provide intensified vendor and super-user hypercare through Week 28.
Medium

Unresolved Differences Between the Two Sites

If site-specific differences in inventory units, warehouse locations, production procedures, approval rules, or planning calendars remain unresolved after Week 9, the ERP may require inconsistent configurations, duplicate master data, or manual workarounds.

Countermeasure: The two Site Managers and functional leads will maintain a site-difference register from Week 3 and decide by Week 9 which processes will be harmonized, locally configured, or formally exempted. The ERP Project Manager will require both sites to approve one common process baseline and exception list before configuration is finalized in Week 15.
Open in the app: Risks

Stakeholders

ES

Executive Sponsor and Steering Committee

Approves scope, budget, major design decisions, and escalations

Involve: Phase 1
EP

ERP Project Manager

Coordinates workstreams, schedule, risks, vendor activities, and decisions

Involve: Phase 1
IA

IT and Integration Lead

Owns infrastructure, security, interfaces, technical testing, and support readiness

Involve: Phase 1
SM

Site Managers for Both Locations

Resolve site-specific conflicts, provide operational resources, and approve local readiness

Involve: Phase 1
EV

ERP Vendor and Implementation Partner

Provides product expertise, configuration, development, migration support, and defect resolution

Involve: Phase 1
PA

Production and Operations Lead

Defines production execution requirements, shop-floor processes, and operational acceptance criteria

Involve: Phase 2
PP

Production Planning Lead

Owns planning logic, scheduling parameters, capacity requirements, and planning validation

Involve: Phase 2
MM

Materials Management and Procurement Lead

Defines purchasing, replenishment, inventory, supplier, and material master processes

Involve: Phase 2
WA

Warehouse and Logistics Lead

Owns warehouse layout, barcode transactions, scanner usage, stock movements, and inventory accuracy

Involve: Phase 2
FA

Finance and Accounting Lead

Defines financial postings, accounting controls, reporting, reconciliation, and interface acceptance

Involve: Phase 2
QA

Quality and Traceability Representative

Ensures production records, material traceability, quality-related data, and audit requirements are represented

Involve: Phase 2
ER

Employee Representatives or Works Council, if applicable

Reviews changes to employee workflows, monitoring, training, and working practices

Involve: Phase 2
Open in the app: Stakeholders

Compliance

Required 2

Configure statutory accounting, tax, audit-trail, record-retention, financial-approval, and segregation-of-duties controls applicable to the company’s jurisdiction

Finance and Accounting Lead, IT and Integration Lead Weeks 4-25, with ongoing operation
Required
Rule from the compliance library

There is no matching rule in the library for this obligation. In PathHub you can link a rule from the library if needed.

Evidence

No evidence yet. In PathHub you attach evidence to each obligation, e.g. minutes, a certificate or a link to the document, and export everything as a PDF evidence report.

File Link Note

Consult employee representatives or a works council, where applicable, regarding workflow changes, user monitoring, personal data processing, training, and changes to working practices before implementation

HR, ERP Project Manager, Employee Representatives or Works Council Weeks 2-22
Required
Rule from the compliance library

There is no matching rule in the library for this obligation. In PathHub you can link a rule from the library if needed.

Evidence

No evidence yet. In PathHub you attach evidence to each obligation, e.g. minutes, a certificate or a link to the document, and export everything as a PDF evidence report.

File Link Note
Important 2

Align process ownership, document control, master-data governance, nonconformance handling, and audit evidence with the company’s ISO 9001 or equivalent quality-management system where maintained or contractually required

Quality and Traceability Representative, Process Owners Weeks 3-25, then ongoing
Important
Rule from the compliance library
ISO 9001 (Quality Management)(ISO 9001:2015)
  • Documented quality management system
  • Process-oriented approach (PDCA)
  • Annual internal audits and management review
  • External surveillance audit every 3 years

If breached: Voluntary standard. Loss of certification means exclusion from customer lists / tenders.

Evidence

No evidence yet. In PathHub you attach evidence to each obligation, e.g. minutes, a certificate or a link to the document, and export everything as a PDF evidence report.

File Link Note

Implement role-based access, privileged-account control, segregation of duties, secure interfaces, backup and restore testing, change control, incident response, and business-continuity measures in line with internal IT security policy

IT and Integration Lead, ERP Vendor, Internal Security Owner Weeks 1-28, then ongoing
Important
Rule from the compliance library

There is no matching rule in the library for this obligation. In PathHub you can link a rule from the library if needed.

Evidence

No evidence yet. In PathHub you attach evidence to each obligation, e.g. minutes, a certificate or a link to the document, and export everything as a PDF evidence report.

File Link Note
Open in the app: Compliance

Milestones

  1. Week 2

    Approved project charter, staffed workstreams, governance framework, and baseline implementation schedule

    Depends on: Project mobilization and governance
  2. Week 6

    Signed-off current-state process maps, requirements catalogue, site-difference register, and master-data source inventory

    Depends on: Current-state analysis and requirements
  3. Week 9

    Approved future-state design, fit-gap catalogue, customization decisions, and process acceptance criteria

    Depends on: Solution design and fit-gap assessment
  4. Week 9

    Approved integration specification, migration object catalogue, data ownership matrix, and technical architecture

    Depends on: Data and integration architecture
  5. Week 15

    Core ERP configuration completed, approved extensions delivered, security roles assigned, and unit-test exit criteria met

    Depends on: ERP configuration and process build
  6. Week 16

    Barcode hardware installed, warehouse transactions validated at both sites, and approved warehouse operating procedures completed

    Depends on: Barcode warehouse implementation
  7. Week 17

    Approved migration datasets, two completed migration rehearsals, reconciliation evidence, and signed migration runbook

    Depends on: Data cleansing and migration rehearsals
  8. Week 21

    Critical end-to-end defects closed or formally accepted, business acceptance completed, and test exit approval granted

    Depends on: End-to-end testing and business readiness
  9. Week 25

    Approved cutover plan, completed critical-user training, signed site readiness checklists, and formal go-live decision

    Depends on: Training, cutover preparation, and go-live readiness
  10. Week 28

    ERP live at both sites, critical operations stabilized, first reconciliations completed, and ownership transferred to the support organization

    Depends on: Go-live and hypercare
Open in the app: Milestones

How this plan was created

This plan was created by PathHub AI from a single description: “Introduce a new ERP system in a machinery manufacturer with 180 employees at two sites: replace spreadsheets and a legacy production system, materials management, production planning, barcode warehouse, accounting interface, data migration and training. Go-live in nine months.” Without company context. With your departments, approval processes and compliance requirements it becomes much more precise.

Related documents

The requirements specification usually comes before the project plan. Here is the matching example with Word download.

ERP requirements specification: example

Requirements spec with Word download

Planning an ERP implementation with AI

Approach and case study
Obligations

Obligations with lead time: what many think of too late

These obligations are typically triggered by an ERP implementation (example: Germany). PathHub AI schedules them with lead time, warns when the schedule is too tight and shows the rule with its criteria under “Rule & evidence”, which you tick off and back with evidence. Not legal advice.

Update the record of processing activities and check whether a data protection impact assessment is needed (GDPR Art. 30, 35)
Required 2–4 weeks before go-liveguide value
Rule & evidence

Why: The new system processes personal data of customers or employees.

Rule from the compliance library
GDPR (General Data Protection Regulation)
Criteria
  • Legal basis for every processing of personal data (consent, contract, legal obligation, legitimate interest)
  • Complete record of processing activities (Art. 30) for all processes
  • Data Processing Agreements (DPA) with all sub-processors
  • Data Protection Impact Assessment (DPIA) for high-risk processing
  • Technical and organisational measures (TOM) documented

If breached: Fines up to €20 million or 4% of global annual revenue, whichever is higher. Plus civil damages claims by affected individuals.

Evidence: In PathHub you tick off the criteria and attach evidence to each item as a file, link or note. Everything exports as a PDF evidence report.
Sign a data processing agreement with the provider (GDPR Art. 28)
Required 2–6 weeks before go-livestatutory
Rule & evidence

Why: The provider processes personal data on your behalf (cloud, maintenance, support).

Legal basis: GDPR Art. 28: the contract must be in place before processing starts, including tests with real data or data migration.

Rule from the compliance library
Cloud Contract Law
Criteria
  • Data Processing Agreement (DPA) with cloud provider
  • SLA with availability, RPO, RTO
  • Exit and portability clause
  • Data localisation and transfer mechanism (SCC / adequacy)

If breached: Civil claims for data loss; recourse depends on contract. GDPR fines for non-compliance.

Evidence: In PathHub you tick off the criteria and attach evidence to each item as a file, link or note. Everything exports as a PDF evidence report.
Involve the works council and conclude a works agreement on the system (Sec. 87(1) No. 6 BetrVG)
Important 6–12 weeks before go-liveguide value
Rule & evidence

Why: Almost any software logs user actions and is therefore suitable for monitoring performance or behaviour.

Applies: only if a works council exists

Legal basis: Sec. 87(1) No. 6 Works Constitution Act: co-determination for technical systems suitable for monitoring behaviour or performance; suitability is enough. Without agreement the system must not be introduced.

Rule from the compliance library
Works Constitution Act (BetrVG)
Criteria
  • Enable works council election from 5 eligible employees upward
  • Co-determination on working time, monitoring systems, IT rollouts (§87)
  • Hearing before every dismissal (§102): written with reasons
  • Balance-of-interests and social plan on operational changes (§111)

If breached: Dismissals without works council hearing are void. Administrative fines up to €10,000 per violation. Criminal liability (§119) for obstructing the works council up to 1 year imprisonment.

Evidence: In PathHub you tick off the criteria and attach evidence to each item as a file, link or note. Everything exports as a PDF evidence report.
Ensure GoBD process documentation and audit-proof archiving, test e-invoicing
Important 4–8 weeks before go-liveguide value
Rule & evidence

Why: Tax-relevant data must be retained completely, unalterably and auditably, also after the system change.

Applies: if the system processes accounting or tax-relevant data (ERP, invoices, POS)

Rule from the compliance library
GoBD and e-invoicing
Criteria
  • Process documentation for all tax-relevant systems and procedures
  • Complete and unalterable records, changes are logged
  • Retention of tax-relevant documents for the statutory period (generally 8 or 10 years)
  • Data access for tax audits possible (Sec. 147(6) German Fiscal Code)
  • Receipt of structured e-invoices (XRechnung, ZUGFeRD) since 1 Jan 2025
  • Issuing e-invoices to domestic businesses: from 2027 for prior-year turnover above EUR 800,000, from 2028 generally for all (exceptions incl. small-amount invoices, small businesses)

If breached: Formal defects can lead to the bookkeeping being rejected and the tax base being estimated (Sec. 162 German Fiscal Code); refusing data access can trigger a delay penalty (Sec. 146(2c)).

Evidence: In PathHub you tick off the criteria and attach evidence to each item as a file, link or note. Everything exports as a PDF evidence report.
All typical initiatives and their obligations: planning internal projects

Frequently asked questions

How long does an ERP implementation take?
In the example plan, an ERP implementation takes 28 weeks in 10 phases, of which 5 phases partly run in parallel. The actual duration depends on company size, starting point and available resources. With your company context PathHub adjusts the schedule accordingly.
What does an ERP implementation cost?
The example plan estimates about €577,600, split into 25 budget line items with quantity and unit price. The largest items are Data Migration, Testing, Training, and Deployment, External ERP Consulting and Process Design. This is an AI estimate as a starting point, not a quote.
What are the risks of an ERP implementation?
The plan lists 11 risks with countermeasures. Rated highest: Scope Expansion and Uncontrolled Customization; Inadequate Legacy and Spreadsheet Data Quality; Unreliable Production Planning and Manufacturing Master Data.
Who needs to be involved in an ERP implementation?
Among others, the plan includes these people: Executive Sponsor and Steering Committee, ERP Project Manager, IT and Integration Lead, Site Managers for Both Locations, ERP Vendor and Implementation Partner, Production and Operations Lead. For each role it states why and from when to involve them.
Can I adapt the plan to my company?
Yes. Open the plan in PathHub without signing up, adjust phases and tasks or describe your own initiative: with company context (departments, approval processes, works council, compliance requirements) every further plan gets more precise.

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