Is your EDI integration software no longer supported? Has your EDI system been "MacGyvered" so many times, you can't tell where the duct tape begins or 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 for an EDI systems replacement. This process can be arduous and overwhelming, but some thorough preplanning and guidance can make it as painless as possible. The end result will be an EDI platform that is more streamlined and with more functions and formats that your trading partners are requiring.
Upgrading Your EDI Software
1. Integration Capability
The first thing to do is find out what sort of import/export and/or EDI capability your order processing system has...flat files, database, XML, built-in EDI module. A full scale ERP system is going to have more flexibility than Pop-in-a-CD accounting software. Is it perhaps time to upgrade your ERP system to the latest version? As long as you're considering making the investment to replace your EDI system, you might want to reevaluate your accounting system too. Is it going to meet your long term business goals?
2. Provider Expertise
Next, find out which EDI providers have experience integrating with your ERP system. Other questions include...how much manual manipulation do you want to do? Do you need to purchase extra modules and/or bridges? Do you need live failover and load balancing? How about a testing and development environment? Have you considering completely outsourcing instead of on-premise software?
3. Gather Proposals
Send out RFPs to several software vendors or EDI providers to find out what EDI systems are currently available. Give as much information as you can... How many trading partners? How many maps? Which maps? Which ones need to be integrated? Do you want to do the mapping or do you want your provider to do it? Do you want to or need to replace your VAN too?
4. Compare and Contrast
Make sure that you are comparing apples to apples. For example, if one EDI software package offers built-in AS2 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.
5. Ask Questions
Get detailed information on mapping and support. If the EDI provider is doing the mapping, is it hourly? What kind of training is offered if you will be managing the software? What kind of support is included? Again, always compare apples to apples and remember that in most cases...you get what you pay for.
6. Due Diligence
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 but how your EDI provider responds to them is the real testament.
Replacement of an EDI platform 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 system...make your EDI system work for you!
GraceBlood LLC specializes in EDI implementation and data integration solutions. For more information, please contact Shandra Locken, at slocken@graceblood.com.
