ERP Discovery Questionnaire

Your details

So we know who to follow up with — this isn't shared beyond the project team.

Organisation name

Your name

Your role

Email address

Phone number

A Organisation & Business Context

Briefly describe the organisation, its main services/activities, and the types of clients or projects you expect to serve.

Is the organisation already operational, in start-up phase, or scaling an existing operation?

Approximately how many employees/users do you expect initially, and what growth do you anticipate over the next 2–3 years?

Will the ERP support one legal entity or potentially multiple companies/entities in future?

Will you operate from one location or multiple offices/branches/counties/countries?

B What You Expect the ERP to Solve

What are the main reasons you are looking for an ERP at this stage?

What problems would you most like the ERP to eliminate or reduce?

What would make you consider the ERP implementation a success six to twelve months after go-live?

C Finance & Accounting

How are budgets structured — by department, project, contract, donor/client, cost centre, activity, or another dimension?

Do you require multi-currency transactions and reporting? If yes, which currencies are relevant?

What financial reports are essential to management?

What approval controls should apply to payments, purchases, journals, expenses and other financial transactions?

Are there specific accounting standards, donor requirements, client requirements, or internal policies the ERP must support?

D Projects, Consulting & Client Work

Will the organisation manage projects/contracts for clients? If yes, please describe the typical project lifecycle.

Do you need to track income and expenditure by project, client, contract, assignment, consultant, activity or deliverable?

Will projects have budgets, funding limits, milestones, timesheets or deliverables that need to be monitored?

Do you expect to bill clients based on fixed fees, time and materials, milestones, retainers, expenses, or a combination?

What project-level reports would you need?

E Procurement, Expenses & Operations

Describe how you expect purchasing to work from request through approval, purchase and payment.

Do you need supplier/vendor onboarding, quotation comparison, purchase orders and procurement approvals?

How should employee/consultant expenses be submitted, approved and reimbursed?

Do you require inventory, asset or equipment tracking? If yes, what types of items?

Are there procurement rules or approval thresholds that the ERP should enforce?

F HR, Payroll & People Management

If payroll is required, what statutory/local requirements should be supported?

Do you need to distinguish employees, consultants, temporary staff and project-based personnel?

G Sales, Clients & Revenue

How do you acquire and manage clients — enquiries, proposals, contracts, assignments, renewals, etc.?

Do you need quotations/proposals, sales orders, contracts, invoices and receipts to flow through one process?

What revenue streams or billing models do you expect?

What customer/client reports are important?

H Reporting, Dashboards & Management Information

What are the key reports that management needs to see regularly?

Would you prefer dashboards showing real-time financial and operational information?

Which dimensions should management be able to analyse by? (e.g., project, client, department, location, service line, funding source, cost centre)

Do you need scheduled reports, exports to Excel/PDF, or automated reporting to management/client teams?

I Compliance, Controls & Audit Trail

Which Kenyan statutory requirements should the ERP support?

Do you require electronic invoicing/tax integration or other government integrations?

What audit trail requirements are important — who created, approved, changed or posted a transaction?

Do different users require different access rights and approval limits?

Are there segregation-of-duties requirements that should be enforced by the system?

J Integrations & Existing Systems

What systems, software or spreadsheets are currently used or being considered?

Which integrations would be useful or necessary?

Banks

Payroll

Tax/e-invoicing

Email

Microsoft 365/Google Workspace

CRM

Project management

Payment platforms

Other

Do you need to import historical accounting or operational data into the new ERP?

Are there existing Excel templates or processes that the ERP should replace or preserve?

K Users, Access & Deployment

Who will use the ERP? Please indicate the main user groups and approximate numbers.

Should users have access based on role, department, project, branch, company or other criteria?

Will staff need to access the ERP remotely/on mobile devices?

Are there specific data-security, confidentiality or hosting requirements?

L Implementation & Future Growth

Would you prefer to implement the entire ERP at once or start with priority modules and expand progressively?

Which functions should be available at launch, and which can be introduced later?

What level of customisation do you expect versus adapting your processes to standard ERP workflows?

What are your preferred implementation timelines or important target dates?

Who would be involved in approving requirements and making implementation decisions?

M Current ERP Options & Decision Criteria

Which ERP solutions are you currently considering?

What features or capabilities have attracted you to those solutions?

Are there any concerns or gaps you have identified with the solutions you have reviewed so far?

What factors will be most important in selecting an ERP? Please rank or describe them in your own words.

Are there any non-negotiable requirements that the selected ERP must satisfy?

N Your Ideal ERP

If you could design the ideal ERP for your organisation, what would it do exceptionally well?

What information would you want to see immediately when you log in?

What is one process you would particularly like the ERP to automate?

Is there anything else you would like us to understand about your organisation or ERP expectations?

O Optional Prioritisation

If convenient, identify your top five ERP requirements. This helps us focus our initial discussion.

1.

2.

3.

4.

5.

Tell us about your organisation.