Document No: SOP-ERP-001 Version: 1.0 Effective Date: 13 May 2025 Prepared by: ERP Implementation Team Approved by: General Manager
1. Purpose
To define a standardized approach for ERP implementation in a Dubai-based SME, ensuring UAE regulatory compliance (VAT, e-invoicing), operational efficiency, and data integrity.
2. Scope
This SOP applies to all departments within the SME, including finance, sales, procurement, inventory, and HR.
3. Definitions
ERP: Enterprise Resource Planning
FTA: Federal Tax Authority
SRS: Software Requirements Specification
BPD: Business Process Document
UAT: User Acceptance Testing
4. Responsibilities
Role
Responsibilities
ERP Project Manager
Oversee implementation, ensure quality and timelines
Department Heads
Review requirements and approve configurations
Technical Partner
Setup ERP system, perform customizations
End Users
Participate in training, report issues, test modules
Finance Head
Ensure VAT and e-invoicing compliance
5. Procedure
5.1 Planning
Conduct internal kickoff meeting
Define key objectives and scope
Assign roles and responsibilities
Set project timelines and milestones
5.2 Requirement Gathering
Interview stakeholders and map current processes
Document SRS and BPD
Evaluate data migration and integration needs
5.3 ERP Selection & Setup
Evaluate ERPs (e.g., Zoho, Odoo, SAP B1)
Ensure VAT/e-invoicing and Arabic support
Decide cloud vs. on-premise deployment
5.4 Configuration & Customization
Setup chart of accounts, fiscal year, branches
Define user roles and permissions
Import master data
5.5 Testing
Conduct internal tests and UAT
Validate tax reports and invoice outputs
Log defects and corrections in snag list
5.6 Training
Train department-wise end users
Provide manuals and visual walkthroughs
5.7 Go-Live & Support
Close snag list and freeze configurations
Switch from legacy to live system
Monitor performance for 30 days post go-live
6. Required Documents
Software Requirements Specification (SRS)
Business Process Documents (BPD)
Training Attendance & Feedback Sheets
User Acceptance Test Logs
Snag List / Issue Tracker
Sample XML Invoices (for e-invoicing)
Project Log Sheet & Signoffs
7. Review & Revisions
This SOP must be reviewed annually or when system/legal changes occur. Updates must be approved by the GM and technical consultant.