After a period of three years full of intensive efforts and strategic planning, Denys has successfully implemented a new ERP package. We spoke to Filip De Mulder, Digital Transformation Manager at Denys, to gain insight into this challenging process and the role of iDeyds in it.
Why a new ERP package?
“There were several reasons for our switch,” Filip begins. “Our previous ERP was outdated and became outdated no longer supported by the supplier. In addition, the previous ERP package was never rolled out fully integrated and was rather limited to the supporting processes. We had too harmonization as an objective : standardize within one ERP solution.”
Another important goal was to improve information exchange. “Our data was spread across countless Excel lists, which... made sharing information difficult ,” explains Filip. “And finally, we wanted to prepare for the expansion that Denys is currently experiencing.”
Broad implementation scope
The new ERP system was rolled out over a broad scope within Denys. Filip explains: "We started with tendering, sales processes, contract management, project follow-up, material management, equipment rental, and procurement. In phase 2 we wanted to expand this to human capital management, such as onboarding and exit management, training and competence management. All this while we had to take into account the many legal entities and legislations in the different countries where we operate .”
Intensive preparation and analysis
"It selection process was divided in three phases , in whichideds played a crucial role from the start,” says Filip. “The first year we focused on strategy. We carried out a strategic SWOT analysis and mapped out our business processes. This resulted in a long-term action plan and cost estimate and the commitment within Denys for this digital transformation.”
It second year turned around process analysis and documentation . "Through internal working groups, we described all our end-to-end processes, the shortcomings and improvement proposals and determined the must-haves and nice-to-haves. Ideads translated this into a specifications that we submitted to twenty potential vendors."
The third phase was the selection process yourself. “We scaled down to five parties that could offer a complete solution and did case demos with them. Ultimately, we chose the partner that best suited our needs. Here too, we had ideas an input, with their expertise developing user cases and their assessment methodology for evaluating the different solutions.”
A tailor-made solution for Denys
No single vendor could offer a complete solution for the entire scope of Denys, but thanks to the thorough preparation could one custom package are compiled. “It was crucial that we had a good overall picture of our future application landscape,” says Filip. “This enabled us to choose an ERP package and associated applications integrated well with our existing applications .” Finally came Arcwide on board as an implementer .
Challenges and successful implementation
Implementation started in August 2022, with a target go-live in January 2024. After the design phase followed a test phase . In January, components such as tender, project management and procurement went live, and the other processes followed in April. Currently working approx 770 users successful with the new ERP system.
Ideads remained involved throughout the implementation. “They coordinated between the Denys Process Experts and the functional consultants of the ERP implementer and monitored the efficiency of the end-to-end processes . They also ensured that we did not lose sight of our cross-functional goals,” Filip emphasizes.
Change management as a major challenge
One of the biggest challenges was change management . "We were used to working in a certain way for 15 years, with a combination of ERP and a lot of Excel. The transition to a new system demanded a lot from our organization. In addition, the workload was enormous, with a hundred internal employees who functioned as key users in addition to their daily work."
Ideas also played an important role here. “They supported us in managing this change, by providing training and guidance to our employees experience with change management was very helpful.”
Digital future
“We are still in the middle of the 'change' process, but all Denys Process Experts are driven and have a positive attitude,” notes Filip. "Within a few months we want to conduct an internal satisfaction survey to measure objective satisfaction among users. The first indicators are favorable."
When it comes to further digitization, Filip sees a lot of potential: “We can now have a lot of data in one environment better develop standard reporting and build new applications. This opens numerous new possibilities for automation on our construction sites and support services. In short, many possibilities after this one successful collaboration between Denys, redactie and Arcwide! ”
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