With so many acquisitions in recent years, many EDI software packages are no longer supported. Have you perhaps found yourself in that predicament? Or has your integration solution been "MacGyvered" so many times, you can't tell where the duct tape begins and where it ends? Are Trading Partners asking you to send/receive documents in formats your current EDI software does not support? It may be time to replace your traditional EDI software with a managed data integration solution. This process can be arduous and overwhelming, but some thorough preplanning and guidance can help to make it as painless as possible. The end result will be a managed data integration solution that is more streamlined, has more functions and supports more data formats, so that you can meet and exceed your trading partners' requirements, as well as meet your own business goals.
1. The first thing to do is find out what sort of import/export and/or EDI capability your order processing system or ERP system has...flat files, database, XML, built-in EDI module. A full scale ERP system is going to have more flexibility than a downloaded accounting software. Or maybe it is time to upgrade your ERP system to the latest version. As long as you're considering making the investment to replace your integration software, you might want to reevaluate your order processing system too. Is it going to meet your long term business goals?
Next, find out which EDI providers have experience integrating with your ERP system - ask for references and case studies. Other questions include...does the EDI provider have experience in your industry? Do you need to purchase extra modules for your ERP system to be EDI ready? What sort of security measures does the EDI provider have in place?
Send out RFPs to several EDI providers to find out what latest and greatest platforms are available. Give as much information as you can... How many trading partners? How many maps? Which maps? What is your monthly order volume? What communication channels do your trading partners support? Do you have a SME that the provider can work with? What is your budget? What is your expected time frame for implementation?
Make sure that you are comparing apples to apples. For example, if one provider offers free exception handling and one doesn't, how much will it be to add it? Hint: Don't get so hung up on pricing that you end up with a solution that becomes more of a problem than a solution! Always think long term and look at the big picture.
Get detailed information on professional services. How will the implementation be handled? How is the onboarding handled? If there is an analytics dashboard, what kind of training is offered? What kind of support is included? Again, always compare apples to apples and remember that in most cases...you get what you pay for.
Don't be afraid to ask for references. Happy customers are a good indication of a company's commitment to providing good service. You should expect hiccups through the process, especially when your trading partners sends wrong data, but how your EDI provider responds to them is the real testament.
Replacing your data integration solution is a big endeavor but there are steps you can take to ensure that it goes as smoothly as possible. A little preplanning, information gathering and ear bending will go a long way in preventing a disaster. Throw out the duct tape and stop working for your EDI software...instead, work with a managed EDI provider that will create a streamlined and efficient solutions that works for you!
GraceBlood LLC specializes in EDI implementation and data integration solutions. For more information, please contact Shandra Locken, at slocken@graceblood.com.