Designing a training program to train managers on using the new ERP system
Identify the general training topic you have selected for your training program (1�2 pages). Create
your training scenario based on the topic you have selected. Include the following:
A general description of the training topic.
Why this training is needed.
Who is to be trained.
How many are being trained.
Develop a training needs analysis for your topic (3�4 pages). For the purposes of this project, you
are not expected to actually conduct the training needs analysis (TNA). Instead, create the following
information as if it is based on a TNA.
Identify what the trainees should know or be able to do after they have completed the training
program. Research your topic to determine what you want your trainees to learn. Your sources might
be anything from an Internet search for data, to a meeting with subject matter experts (SMEs) who
are good at the task involved. For example, if you training topic is how to tile a wall, you might search
the Internet for do-it-yourself instructions, or you might consult with a specialist at a home
improvement store.
DESIGNING A TRAINING PROGRAM 2
Designing a training program to train managers on using the new ERP system
Staff members who are well trained are of major importance to the company’s success
and development. Training of employees is fruitful to both the members of staff and the
employers. It is worth mentioning that integrating professional development and training
could foster greater job satisfaction, which can result in employee loyalty as well as higher
productivity (Moore, 2015). In this paper, the training topic is described exhaustively. The
rationale for the training, who would be trained, and the number of trainees that would be
trained is described. Moreover, a training needs analysis is developed in this paper and what
the trainees should be capable of doing or should know following the completion of the
training is discussed. Specific training objectives for the training program are described
basing upon what has been determined the trainees need to know or be able to do following
the completion of the training program. Lastly, a training program is developed for training
employees of the firm to properly utilize the recently implemented ERP system.
General topic: Training managers to properly utilize the implemented ERP system
DESIGNING A TRAINING PROGRAM 3
The organization – name not disclosed – is a manufacturing company involved in the
manufacturing of pharmaceutical products and devices for health care organizations.
Recently, this manufacturing firm implemented an Enterprise Resource Planning (ERP)
system in order to achieve lean manufacturing, reduce costs of materials, and offer better
customer care service. Training is needed since it would be very difficult to maximize the
potential of the Enterprise Resource Planning solution without providing training to managers
on how to utilize the software properly. Crisostomo (2010) reported that businesses could
improve efficiency and profits with an ERP system, but is imperative for managers and/or
staffs to get appropriate training for the company to recognize benefits of the software
solution fully. The ERP software solution could make the work life easier at the company,
but the workers first need to properly understand how this software functions. The upfront
costs of implementing an ERP solution could be really high. However, when the user base
understands the system, it would not be long before the company sees large returns on its
investments. Enterprise Resource Planning software could enable the company to solve
problems and overcome difficulties. Even so, it is very important to make sure that the
workforce receives proper training for the implementation of the ERP to be successful
(Powell, Riezebos & Strandhagen, 2013). If the workforce does not get adequate coaching,
they may resist implementation of the ERP.
A total of 8 of the company’s managers would be trained. These are those IT users
who would be using the ERP system often in their day-to-day work tasks in the business
organization; they are the ERP users. In essence, simply implementing the new business
management software would not increase efficiency at the firm; it is the combination of the
Enterprise Resource Planning solution and knowing how to utilize the system right. If the
users do not totally understand how to utilize this new system, then efficiency would not be
achieved and the investment may be considered by others as wasted (Crisostomo, 2010).
DESIGNING A TRAINING PROGRAM 4
Training needs analysis (TNA)
TNA basically entails assessing training requirements of a given grouping in terms of
the following: professional and educational background of trainees; their number; their
existing competence level; as well as the desired skill or behaviour level acquired at the end
of the training (Sung & Choi, 2014). Effective training is dependent upon knowing what is
actually required – for the department, the individual staff member, and the company
altogether. With the need for cost-effective solutions and limited budgets, Moore (2015)
noted that every organization should make certain that resources invested in training of staffs
are targeted at areas in which training and development is required and there is a guarantee of
a positive return on investment (ROI). In the anonymous company that is focused in this
paper, examining what the training needs are is an important requirement for successful
training programme. Merely training managers might overlook priority needs or may cover
areas which are in fact needless. TNA allows companies to direct their resources into the
areas in which they would contribute the most to the development of employees thereby
improving morale as well as performance of the organization.
Basing on the TNA, what the trainees in the unnamed company which recently
implemented a new ERP software system should be able to know and/or do after they have
completed the training program is how they can use the ERP system. It is notable that the
core feature of all Enterprise Resource Planning software is essentially a common database
which supports many functions utilized by various business units (Crisostomo, 2010). At the
company, this implies that members of staff in various divisions for instance sales and
accounting can depend upon the same information for their specific needs. Enterprise
Resource Planning systems also provide some level of synchronized automation and
reporting. Rather than forcing managers to maintain separate spreadsheets and databases that
need to be combined manually to produce reports, they should be able to use the ERP
DESIGNING A TRAINING PROGRAM 5
software in pulling reports from one system. For example, with sales orders flowing into the
fiscal system automatically devoid of any manual re-keying, the company’s staffs in the order
management department at the end of the training should be able to process order in a more
accurate and quick way, and staffs in the finance department should be able to close the
books faster (Powell, Riezebos & Strandhagen, 2013). Furthermore, the ERP system would
have features such as a dashboard and a portal that should allow ERP users at the company to
quickly understand the performance of the business on key metrics.
After the training session, the managers should know how to use the company’s ERP
system to carry out business and financial planning functions that were previously done by
smaller standalone applications. They should be able to use the ERP solution in managing
financials and reporting around activities like manufacturing planning and execution,
shipping logistics, sales forecasting, accounting, as well as customer care and support
(Powell, Riezebos & Strandhagen, 2013). In addition, after the training, the managers should
be able to use the real-time picture of the company’s fiscal status as provided by the ERP
system in planning for orders and profitability. The users after the training should know that
the ERP system can be utilized in tracking orders from receipt through production and
shipment so as to better understand the levels of inventory, shipment lead times, as well as
production bottlenecks.
Additionally, ERP users at the company should know how the ERP solutions can help
them carry out their work tasks in a more efficient way by breaking down hurdles between
business units. They should also know that the ERP solutions link systems across the
company to share information amongst various departments, streamline workflow, and offer
insight into the company’s operations (Leaman, 2014). Furthermore, ERP users and staff
members at the company after the training should know that the ERP software stores all data
of the company in one, relational database. Workers should be able to input the data and
DESIGNING A TRAINING PROGRAM 6
access this data through a number of modules which are intended particularly for every
functional area.
Managers and ERP users should also know that storing all of an organization’s data
inside one relational database would make it possible to write queries and produce reports
which provide senior managers with a sense of how the business organization is performing
and where they may make improvements in business process to save funds and increase
revenue and profitability. After the training program, users should be able to access the ERP
system on tablets and smartphones. It is notable that the company implemented an ERP
solution that can be accessed not just from desktops. It actually allows the users to be
productive on their tablets and smartphones yet ensuring that sensitive information remains
secure. After the training the ERP users should know that the ERP system could be utilized in
managing employee information across many business units and in so doing making it much
simpler to track years of service as well as qualification for benefits (Powell, Riezebos &
Strandhagen, 2013). The users should also know that the ERP software provides increased
visibility of the process of order fulfilment from start to ending which will help the company
to decrease work-in-progress inventory as well as finished goods inventory. Furthermore,
after the conclusion of the training program, the ERP users should be able to utilize the ERP
system in forecasting the demand for the company’s product and in ordering the needed raw
materials. They should also be able to utilize it to establish production schedules, to allocate
costs, to track inventory, and to project key fiscal measures (Crisostomo, 2010). A sample
questionnaire (Appendix 1) is created that would be used to find out what the trainees know
or are able to do as a result of the training.
Specific training objectives
DESIGNING A TRAINING PROGRAM 7
The objectives for the training are based upon what has been determined the trainees
should know or should be able to do after attending the training program. It is assumed that
the training would be completed on September 3, 2015. Each of the objectives described
below should be achieved by September 3, 2015. Objective 1: train ERP users on how to use
the ERP solution in managing financials and reporting around activities like manufacturing
planning and execution, shipping logistics, sales forecasting, accounting, as well as customer
care and support by September 3, 2015. Objective 2: ERP users in the company to be able to
use the real-time picture of the company’s fiscal status as provided by the Enterprise
Resource Planning software solution in planning for orders and profitability. Objective 3:
ERP users in the company’s order management department should be able to use this new
system to process order more accurately and quickly. Objective 4: the users should know that
the ERP system can be used in forecasting the demand for the company’s product and in
ordering the needed raw materials. They should also know that the ERP software solution can
be used to establish production schedules, to allocate costs, to track inventory, and to project
key fiscal measures. Objective 5: the users should have the capability of using features of the
company’s ERP system for instance the portal and dashboard to quickly understand the
performance of the company on key metrics?
Training program for the topic
The training would last for a period of 4 weeks. This training period is somewhat
lengthy in order to allow the managers who would be trained to gain an extensive
understanding of the business management system, how to utilize this ERP properly and
rightly, and how to maintain it since the vendor, which is SAP from Germany, would not be
there to maintain the system all the time. After the 4 weeks of training, the managers should
have a very good understanding of how to utilize this system and they should even be able to
train other people on how to use this software solution.
DESIGNING A TRAINING PROGRAM 8
The training sessions would be held multiple times hence it would not just be a single
session. Given that the ERP software solution is an extensive system with much functionality,
the trainees cannot be taught about the entire system and its functionalities in just a single
session. As such, multiple training sessions would be held so that the trainees are taught a few
aspects and functions of the ERP system per session. A total of 4 training sessions would be
held, one training session per week. When the company spends a significant amount of its
budget on an Enterprise Resource Planning solution, the top managers want to see result. In
order to achieve the goals the company specified originally when buying the ERP solution, it
is important to develop a training program that would help the company’s employees learn
the new technology and even master it (Kashi, 2014). Those who would facilitate the training
sessions would be external instructors.
To ensure that the company’s managers get the most out of the Enterprise Resource
Planning solution, the following would be kept in mind: (i) holding instructor-led courses –
the employer cannot expect its workforce and managers to merely understand the new
system. Instead, external instructors would hold learning sessions for the managers. In these
training sessions, every trainee would demonstrate her or his proficiency in Enterprise
Resource Planning tools. (ii) Leverage virtual workshop: with current technology, classroom
learning is not the only way that the managers could be trained on innovative software. As
such, the other way that managers can be taught is by means of virtual workshops. Using
these solutions, the managers can utilize their laptops, tablets, as well as smartphones in
accessing educational content (Dunlap, 2015). As such, the training program would be held in
a classroom room as well as through virtual workshops. (iii) Monitor progress of learners: it
would be important to ensure that the learners are making progress in their training. Taking
this into account, it would be critical to look at how the trainees are moving along with their
training sessions (Sung & Choi, 2014).
DESIGNING A TRAINING PROGRAM 9
Given that this would be an instructor-led training program, it would occur inside a
training room which could be a conference room, a classroom or an office. One or more
external instructors would teach material or skills to the group of 8 managers – the trainees –
through the use of discussions, demonstrations, presentations, and lectures. Dunlap (2015)
reported that instructor-led training is commonly utilized in instructing a group and enables
the trainer to deliver several trainee-hours of training per hour of the trainer’s time. It is
notable that the training could even be one-on-one, although this could be costly. In essence,
using instructor-led training is especially beneficial when the material is complex or new
such as in this case where the company has implemented a complex ERP software solution:
here, to have an external trainer on hand to demonstrate concepts and answer questions could
significantly enhance the learning experience of the trainee (Kashi, 2014). The intended
audience of the training are managers of the company who would actually be the users of the
new ERP software solution.
Motivation to learn is of major importance. The trainees should feel that they are
going to benefit from the training. Learners would be motivated to learn by being told where
they would apply the information. Leaman (2014) reported that learners often retain what is
pertinent to them and what they need to do their work tasks. If the learners see where they
would apply the information, they are likely to get motivated to learn better. Learners learn
best by doing including active participation in the process of learning. Every trainee does not
learn the same way. Therefore, the learners would also be motivated to learn by using various
techniques of presenting material as this would provide dissimilar ways of learning such as
hands-on experience, verbal discussion, and visual materials. Furthermore, short sessions
would be used as these are most effective. Specific, timely and relevant feedback would also
be given. Trainees like to get feedback on their capability of applying what they have learned
from the training program (Moore, 2015). The learners would be evaluated and informed of
DESIGNING A TRAINING PROGRAM 10
their progress. Delivering the training sessions would also include methods like humour and
methods that are corresponding to the different individual styles of learning to help connect.
References
Crisostomo, D. T. (2010). Management attributes of implementing an erp system in the
public sector. Journal Of International Business Research, 7(S2), 1-15.
Dunlap, M. (2015). 5 Keys to an Effective Training and Development Program. Journal Of
Financial Planning, 28(1), 20-21.
Kashi, K. (2014). Employees Training and Development: What Competencies Should be
Developed the Most?. Proceedings Of The European Conference On Management,
Leadership & Governance, 452-459.
Leaman, C. (2014). Boost Basic Job Skills Training. TD: Talent Development, 68(8), 34-39.
Moore, P. (2015). The learning investment: A whole new approach. New Zealand
Management, 64(5), 18-23.
DESIGNING A TRAINING PROGRAM 11
Powell, D., Riezebos, J., & Strandhagen, J. O. (2013). Lean production and ERP systems in
small- and medium-sized enterprises: ERP support for pull production. International
Journal Of Production Research, 51(2), 395-409.
doi:10.1080/00207543.2011.645954
Sung, S. Y., & Choi, J. N. (2014). Do organizations spend wisely on employees? Effects of
training and development investments on learning and innovation in organizations.
Journal Of Organizational Behavior, 35(3), 393-412. doi:10.1002/job.1897
Appendix 1: Questionnaire to determine what the trainees know and can do after attending
the training program
Questionnaire to determine what the trainees have learned and/or are able to do after attending the training
program
- After attending the training program, are you able to use the ERP solution in managing financials and
reporting around activities like manufacturing planning and execution, shipping logistics, sales
forecasting, accounting, as well as customer care and support?
□ Yes □ No □ Not sure - Can you use the real-time picture of the company’s fiscal status as provided by the ERP system in
planning for orders and profitability?
□ Yes □ No □ Not sure
- Do you work in the order management department?
□ Yes □ No □ Not sure - If your answer in 3 above is Yes, are you able to process order more accurately and quickly as a
result of the training? - Do you know that the ERP system can be used in forecasting the demand for the company’s product
and in ordering the needed raw materials?
□ Yes □ No □ Not sure
- Do you know that the ERP software solution can be used to establish production schedules, to
allocate costs, to track inventory, and to project key fiscal measures?
□ Yes □ No □ Not sure - Are you able to use features of the company’s ERP system for instance the portal and dashboard to
quickly understand the performance of the company on key metrics?
□ Yes □ No □ Not sure
