ERP Implementation Team: Roles and Responsibilities
Who you need on an ERP implementation team: sponsor, project lead, key users, data owner, consultants and developers, with realistic time commitments.
ERP projects are mostly people projects. The software can be configured in weeks. Getting the right people to make the right decisions takes longer. Here's who needs to be involved, and how much time they'll realistically need to give.
On your side
Executive sponsor
A senior person, often the owner, MD or finance director, who:
- Owns the business case and success criteria
- Makes the calls when departments disagree
- Protects the project's time and budget
- Shows up at key milestones
Time: an hour or two a week, more around decisions.
Internal project lead
Your day-to-day coordinator. They:
- Schedule workshops and make sure the right people attend
- Chase decisions and data
- Track issues and risks with the partner
Time: a third to a half of their week on mid-sized projects.
Key users
One or two per department, people who know how the work is really done. They:
- Explain current processes in discovery
- Make design decisions for their area
- Test the system with real scenarios
- Train colleagues and support them after go-live
Time: several hours a week through design and testing, more around go-live. This is where most projects underinvest.
Data owner
Usually someone from finance or operations who:
- Owns data cleanup and validation
- Signs off migrated data: customers, products, balances, stock
Time: heavy during migration rehearsals.
IT contact
Even with cloud ERP, someone needs to handle user accounts, devices, network and printers.
On the partner's side
Project manager
Plans the work, tracks progress, manages risks and reports weekly.
Functional consultants
Run workshops, design processes and configure the system. They should understand your industry.
Solution architect
Designs integrations, data migration and anything complex. On small projects, this is often a senior consultant.
Developers
Build custom modules, integrations and reports. Ideally few, because most work should be configuration.
Trainer
Sometimes a separate role, often a consultant. Builds role-based training.
A sample RACI for key decisions
| Decision | Sponsor | Project lead | Key users | Partner |
|---|---|---|---|---|
| Scope and phases | A | R | C | C |
| Process design | I | C | A | R |
| Data sign-off | I | C | R | C |
| Go/no-go | A | R | C | C |
| Custom development | A | C | C | R |
R = responsible, A = accountable, C = consulted, I = informed.
Warning signs
- Key users "too busy" to attend workshops
- The sponsor delegates everything and stops attending
- One person is project lead, key user and data owner at once
- Decisions get revisited every week
If you see these, slow down and fix them. It's cheaper than ploughing on.
More in the ERP implementation guide and ERP implementation checklist. See also how we run projects.
Frequently asked questions
Do we need a full-time project manager?
For small projects, a part-time internal project lead working with the partner's project manager is usually enough. Larger projects benefit from someone dedicated.
What's the most important role on our side?
Usually the key users. Without people who know the processes giving time to design and testing, the system won't fit the business.
ERP Builders Team
Articles written and reviewed by the ERP Builders delivery team — functional consultants, solution architects and developers who implement, integrate and support ERP systems.
Related articles
How to Choose an ERP Consultant (and Avoid a Bad One)
How to compare ERP consultants and implementation partners: references, delivery model, pricing, contract terms and questions that expose weak firms.
ERP Builders: How We Run ERP Projects
How ERP Builders scopes, prices and delivers ERP and Odoo projects: the questions we ask first, what we refuse to do, and what clients can expect week to week.
ERP Implementation Timeline: How Long Each Phase Really Takes
A realistic ERP implementation timeline for small and mid-sized businesses, phase by phase, with the factors that stretch or shorten each stage.
Next step
Turn the plan into a working system.
Book a consultation with an ERP consultant. No sales script — just an honest look at your situation.