Resulting Delivers ERP Selection and BAFO Governance for an International Organisation

The Challenge

EMBL has operated SAP ECC 6.0 since 2005 in the areas of HR, Finance and Purchasing with SAP Business intelligence as the main reporting tool.

Over 50% of all functionality was modified from standard SAP functionality due to specific regulatory and governance requirements of this intergovernmental body.

EMBL were looking to gather options for the potential replacement of SAP ECC.

Resulting Solution

Resulting has completed a number of engagements with EMBL to drive progress towards a new ERP system as follows:

Strategy Options

Resulting performed an options review including the following key activities over a 4-month period:

• Understand the strategy and context for the project, including Business Process Analysis and an Architecture review.
• Review Architecture Options.
• Develop a product shortlist.
• Build out the business case (in anticipation of a product selection process).
• Consider integration into other EMBL systems.
• Develop a recommended structure for the EMBL selection process (RFP stage).
• Design a suitable governance structure for the transition project.

Define Phase

EMBL later engaged Resulting to support in managing the systems and digital transformation stakeholder group to move towards a smaller number of options. Resulting performed a “Define” phase over a 4-month period completing the following activities:

• Stakeholder mapping: Facilitated an initial session with EMBL and Resulting to identify key business and IT stakeholders for interviews and ongoing communications.

• Stakeholder interviews: Conducted 30–60 minute interviews with senior business and IT stakeholders (including Finance, Procurement, HR & Payroll, IT Directors and Architects) to capture strategic priorities and support the consolidation of five solution options into a shortlist of two to three.

• Business process framework review: Worked with subject matter experts to review and align the business process framework to APQC, providing a system-agnostic, process-focused view to inform solution options and RFP development.

• Technology landscape assessment: Reviewed the existing IT landscape and recent technology market developments to validate assumptions and identify trends impacting solution options.

• Option recommendation: Collaborated with named stakeholders to develop a recommended shortlist of options for presentation to the EMBL Steering Committee.

• Solution briefing development: Initiated the Solution Briefing Document, consolidating interview insights, process frameworks and existing documentation to support package and system integrator selection and provide context for vendors during the RFP process.

"It feels like we're in this together, we work as a team, and we move forward. Resulting are really taking our hand along our digital transformation journey."

Select Phase

Since mid-2022 Resulting have worked with EMBL to select both a package solution and a Systems Integrator partner. Key activities undertaken include:

• Request for Information: Based on the high level scope developed during the Define phase, a shortlist of software vendors and system integrators were asked which ERP solutions would be considered as a potential fit for the requirements considering the specific challenges of an international organisation.
• Request for Proposal: A shortlist of software vendors were asked which ERP solutions would be considered as a potential fit for the requirements based on the high level scope developed during the Define phase. Responders were asked to also provide:
  • Future vision and roadmap of the proposed application(s) in the context of EMBL’s requirements
  • Solution description based on the requirements contained in the Solution Briefing Document
  • The total cost of ownership, across a five year period, including assumptions used.

• BAFO preparation: Following completion of the RFP phase, Resulting facilitated a series of ‘Clean Room’ sessions at EMBL’s headquarters in Germany to clarify open points and support vendors in preparing their Best and Final Offer (BAFO) submissions.

• Focus areas: Sessions addressed solution fit, technology integration, implementation approach, legal and commercial considerations, data protection and information security, as well as cultural alignment.

Benefits Delivered

The key challenge was developing a clear understanding of the needs of an international organisation operating under its own Rules and Regulations, including organisation-specific taxation and social security, as well as stringent data residency and security requirements.

Resulting worked closely with executives and subject matter experts to analyse these requirements in depth, ensuring they were clearly articulated and appropriately addressed by bidders.

An agnostic business process framework aligned to APQC was used to define neutral, system-independent requirements, enabling effective engagement with both SAP and non-SAP vendors and supporting a competitive market.

Bidders were actively engaged throughout the process, with feedback encouraged to surface new ideas and reflect rapid changes in ERP technology, ensuring the best possible solution was considered.