Requirements met in scripted demos
An objective comparison instead of impressions from a sales presentation.
Small manufacturers · Technology vendor selection
Choose your next ERP or shop system on evidence, not on the best demo
Replacing an ERP or adding an MES, quoting or quality system is one of the most expensive decisions a small manufacturer makes. It is often made after a few vendor demos that show their best features on someone else's parts. Six months into implementation, the shop discovers the new system handles its routings, outside processing or lot traceability in a way nobody expected.
How it often works today
- Vendor selection starts with demos rather than requirements, so each vendor shows what it does best instead of what the shop needs.
- Key users like the scheduler, estimator and quality manager see the system for the first time after the contract is signed.
- Implementation, data migration, training and customization costs are underestimated, and total cost is compared on license price alone.
- References are happy customers the vendor chose, often in a different type of manufacturing with simpler routings or no traceability needs.
We would help you write down what the system must do, based on how your plant actually runs, then run scripted demos using your own parts, routings and customer scenarios. We would check references with similar shops, compare total cost over several years and give you a clear recommendation. Sometimes that is to stay with what you have.
The improved workflow
Document how the plant runs
Map quoting, order entry, scheduling, purchasing, shop floor tracking, quality and shipping as they work today, including the workarounds people rely on.
Write requirements and a scorecard
Turn that map into must-have and nice-to-have requirements, weighted by the owner and key users, with a scorecard every vendor is judged against.
Run scripted demos
Give shortlisted vendors your own parts, routings, a multi-level BOM and a quality scenario, and have them demonstrate exactly those in front of your team.
Check references and total cost
Call references in similar shops that you find independently where possible, and compare five-year cost including implementation, data migration, training and support.
Negotiate and plan
Recommend a vendor, or staying put, with reasons, then help shape the contract scope, implementation plan and acceptance criteria before signing.
How we deliver this: AI automation for small business or fractional CTO leadership, scoped in writing and run over 90 days. See pricing or the sample scope.
What we would measure
Five-year total cost of ownership
License price is usually a small part of the real cost.
Key user scorecard ratings
Adoption depends on the people who will use the system daily.
Where people stay in control
- The owner and key users make the final decision; our role is to structure the process and give an independent view.
- Any relationship with a vendor is disclosed to the owner up front, so the recommendation can be judged on its merits.
- Sample data shared with vendors for demos is limited, and anything under NDA or export control is removed or anonymized.
Example
Illustrative: outgrowing a legacy system
For example, a 70-person contract manufacturer is outgrowing an older ERP and has three vendors pushing demos. After documenting its process, the shop writes 40 weighted requirements and sends each vendor a scripted demo built on two of its own assemblies with outside processing and lot traceability. One vendor struggles with the lot traceability scenario, which narrows the field quickly. This scenario is illustrative and not based on a client.
Tools typically involved
Epicor KineticJobBOSS²E2 Shop SystemProShop ERPGlobal Shop SolutionsFishbowl
What the first 30 days look like
In the first 30 days we would map your core processes with the owner and key users, list current system pain points and workarounds, draft weighted requirements and agree a shortlist approach and timeline before any vendor demos are booked.
Common questions
How long does a proper ERP selection take?
For a small manufacturer, a structured selection often takes two to four months, depending on how many vendors are considered and how quickly key users can join demos. Rushing it to meet a vendor's end-of-quarter discount is a common and expensive mistake.
Do you implement the system as well?
Implementation is usually done by the vendor or a certified partner. Our role would be to define scope, hold everyone to the plan, check data migration and testing and make sure your team is ready. Major implementation work is scoped and budgeted separately.
What if the answer is to keep our current system?
That happens, and it can be the right decision. Sometimes the current ERP can do what you need with better configuration, training or a narrow integration. We would show you the gaps and the cost of each option so you can decide with clear information.
The business case
Does it pay for itself?
Illustrative defaults for a manufacturer. Replace them with your numbers.
What this workflow costs today
a month in staff time, before any lost sales
Monthly fee + assumed tools +
Break-even: new clients a month (at first-year value)
Or: staff hours recovered and redeployed
Break-even additional revenue
Value of +1 point of win rate
First 90 days, service fee
Worth a closer lookTest the assumptions
Illustration only, not a forecast or guarantee. Recovered staff time becomes a cash saving only if spending actually declines or the time goes into paid work. Tool costs are an assumption; we replace every number here with yours before recommending a scope.
Technology vendor selection in other industries
Technology vendor selection: full guide
Related guides
How to hire an AI consultantHow to hire a fractional CTOIs a fractional CTO worth it for a small business?Questions to ask a fractional CTO
Terms used here
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