5 Steps to Maximize ERP Maintenance & Performance

Congratulations—you’ve successfully launched your ERP system. After gathering requirements, defining scope, designing workflows, customizing modules, migrating data, and testing functionalities, it might feel like the hard part is over. However, post-implementation is just the beginning.

To sustain peak performance, security, and alignment with evolving business needs, organizations must commit to ongoing ERP maintenance. These continuous efforts enable you to:

• Minimize unplanned downtime and system failures
• Maintain data accuracy, integrity, and security
• Optimize system performance and responsiveness
• Remain compliant with industry regulations and internal policies

In this article, we outline five essential steps to establish an effective ERP maintenance strategy that drives measurable business outcomes.

1. Develop a Structured ERP Maintenance Plan

In IT, one principle holds true: without regular upkeep, performance degrades over time. Rather than reacting to disruptions or data loss—which can result in significant financial and operational consequences—proactively investing in a well-defined maintenance plan. This approach allows early detection and resolution of issues, before they escalate into critical failures.

Core maintenance activities include:

• Performance monitoring: Track key system metrics to identify performance bottlenecks early.
• Automated backups: Schedule backups during off-peak hours to preserve data without impacting operations.
• Scheduled maintenance: Plan updates and patches during low-usage periods to minimize disruption.
• Data cleansing: Regularly audit and remove duplicate, outdated, or erroneous data.
• Security audits: Conduct regular reviews of user access, permissions, and system vulnerabilities.

Each of these tasks operates on a different cadence. Below is a sample schedule:

2. Prioritize Timely Security Updates

As of 2024, the global average cost of a data breach exceeded $4.88 million. Unpatched software remains a major vulnerability. Delaying security updates significantly increases exposure to ransomware, breaches, and compliance violations.

Incorporate the following practices into your security management protocol:

• Implement Role-Based Access Control (RBAC) and enforce the principle of least privilege
• Require multi-factor authentication (MFA) for system access
• Enforce strong password policies and periodic changes
• Encrypt sensitive data both at rest and in transit
• Deliver continuous security awareness training for employees
• Monitor systems in real time and trigger alerts for suspicious activity

Maintaining a robust security posture is not a one-time task, it is an ongoing responsibility that must be prioritized across your ERP ecosystem.

3. Maintain Comprehensive Documentation

Without accurate and consistent documentation, maintenance becomes reactive and inefficient. A lack of visibility into historical configurations and resolutions can result in extended downtime and repeated mistakes.

An effective documentation strategy should:

• Standardized formats for ease of use and consistency
• Store information in a secure, centralized repository
• Grant access only to authorized personnel
• Be updated immediately following any system change

Key documentation areas include:

• All maintenance activities, including routine and emergency actions
• Integration points, vendor contacts, and configuration settings
• Custom code, scripts, and modifications
• Changes to user roles and access rights
• Incident logs and root cause analyses
• Update and patch histories, including verification steps
• Standard Operating Procedures (SOPs) for corrective actions

Proper documentation enhances compliance, knowledge transfer, and continuity during team transitions.

4. Execute Corrective Maintenance Swiftly

Timely corrective maintenance helps preserve system reliability and reduce downtime. Establishing a systematic approach ensures consistent handling of errors and reduces organizational risk.

Your corrective maintenance process should include:

• A clear error reporting system (e.g., helpdesk or ticketing platform)
• Prioritization based on system criticality and business impact
• Root cause analysis to address underlying issues
• Standardized corrective procedures aligned with documentation protocols
• Detailed logging of all resolution activities for auditing and reference

Proactive corrective action, supported by real-time monitoring and incident triage, is essential for minimizing Mean Time to Resolution (MTTR).

5. Form a Dedicated ERP Support Team

Given the complexity and criticality of ERP systems, relying solely on internal resources may delay resolution times and increase risk exposure. While some organizations begin with internal teams, many eventually partner with external experts for broader coverage and scalability.

Benefits of a dedicated or outsourced ERP support team include:

• Immediate access to platform-specific expertise (e.g., SAP, Oracle, Workday, Microsoft Dynamics)
• Faster incident response and shorter MTTR
• Cost efficiency versus building an in-house team
• Continuous optimization and proactive monitoring
• Reduced burden on internal IT resources

Partnering with a managed ERP services provider allows your team to focus on strategic initiatives while ensuring system stability and performance.

Streamline Your ERP Maintenance Strategy

At TEKLEIGH, we specialize in full-spectrum ERP services, including implementation, maintenance, and performance optimization across platforms such as Oracle, SAP, Microsoft Dynamics, and Workday.

Our “Never Just Tech” methodology integrates:

• Business process mapping
• Agile testing and validation
• Tailored system configuration
• Comprehensive user training
• Secure, seamless data migration
• Post-launch optimization and support
• End-to-end integration across your enterprise environment

More than just technical implementation, we focus on empowering people and refining processes to deliver maximum return on your ERP investment.

Recommendations

To enhance your ERP maintenance strategy, consider the following next steps:

1. Conduct a current-state assessment: Identify gaps in your existing ERP support processes.
2. Establish KPIs for ERP health: Track metrics such as uptime, system performance, and MTTR.
3. Invest in automation tools: Use AIOps or RPA to streamline routine maintenance tasks.
4. Review compliance readiness: Ensure you’re audit-ready and aligned with data protection regulations.
5. Schedule a quarterly strategy review: Continuously align your ERP maintenance plan with evolving business needs.

Ready to transform your ERP operations?Schedule a consultation with TEKLEIGH to discover how our ERP specialists can help you streamline maintenance and unlock greater performance from your system.