6 Steps to Replacing Your EDI Software

With so many acquisitions in recent years, many EDI softare packages are no longer supported.  Have you perhaps found yourself in that predicament?  Or has your integration solution been "MacGyvered" so many times, you can't tell where the duct tape begins and where it ends?  Are Trading Partners asking you to send/receive documents in formats your current EDI software does not support?  It may be time to replace your traditional EDI software with a data integration solution.  This process can be arduous and overwhelming, but some thorough preplanning and guidance can help to make it as painless as possible.  The end result will be a data integration solution that is more streamlined, has more functions and supports more data formats, so that you can meet and exceed your trading partners' requirements, as well as meet your own business goals.

1.  The first thing to do is find out what sort of import/export and/or EDI capability your order processing system has...flat files, database, XML, built-in EDI module.  A full scale ERP system is going to have more flexibility than Pop-in-a-CD accounting software.  Or maybe it is time to upgrade your ERP system to the latest version.  As long as you're considering making the investment to replace your integration software, you might want to reevaluate your order processing system too.  Is it going to meet your long term business goals?

2. Next, find out which data integration software packages are compatible with your specific file formats and the the ones your trading partners are requesting. Other questions include...how much manual manipulation do you want to do?  Do you need to purchase extra modules and/or bridges?  Do you need live failover and load balancing?  How about a testing and development environment?  Have you considered data security?

3. Send out RFPs to several software vendors and/or EDI providers to find out what latest and greatest software packages are available. Give as much information as you can...  How many trading partners?  How many maps?  Which maps?  Which ones need to be integrated?  Do you want to do the mapping or do you want your provider to do it?  Do you plan to manage your solution or do you want your provider to do it?  Do you want to or need to replace your VAN too?  What is your budget?  What is your expected time frame for implementation?

4.  Make sure that you are comparing apples to apples.  For example, if one software package offers built-in AS2 and one doesn't, how much will it be to add it?  Hint: Don't get so hung up on pricing that you end up with a solution that becomes more of a problem than a solution! Always think long term and look at the big picture.

5.  Get detailed information on professional services.  How will the installation be handled?  Will it be done remotely or on-site?  If the EDI provider is doing the mapping, is it hourly?  Is there a cap?  Is it a flat fee?  What kind of training is offered if you will be managing the software?  What kind of support is included?  Again, always compare apples to apples and remember that in most cases...you get what you pay for.

6. Don't be afraid to ask for references.  Happy customers are a good indication of a company's commitment to providing good service.  You should expect hiccups through the process but how your EDI provider responds to them is the real testament.

Replacing your data integration solution is a big endeavor but there are steps you can take to ensure that it goes as smoothly as possible.  A little preplanning, information gathering and ear bending will go a long way in preventing a disaster.  Throw out the duct tape and stop working for your EDI software...instead, create a data integration solution that works for you!

Aurora Technologies/EDI Support, Inc. specializes in EDI implementation and data integration solutions. For more information, please contact Shandra Locken, at shandra@edisupport.com or 800-404-9182 x25.