High user adoption and a smooth SAP Cloud ERP migration for 250+ users through change-led transformation
Change and adoption as accelerators of technical migration
Q8 decided to modernise its existing SAP environment and migrate from SAP ECC to SAP S/4HANA. This transition offered the opportunity to retain familiar data and processes, while working with a faster, more stable and future-proof platform.
The reason was technological, but the real challenge lay with the people. How do you ensure that more than 250 employees, spread across different countries, understand and accept the new way of working and can get started with it smoothly?
That is why Q8 chose to reinforce the technical implementation with an equally strong focus on change and adoption. Amista was given the role of developing a local support programme that actively supports, involves and prepares employees for the new way of working from the outset.
Challenges vs. solution
- A complex, international project managed by Group IT in Italy.
- More than 250 end users, all affected by the change in different ways.
- Need for clear communication and local support in the Benelux.
- Learning to use new user interfaces, processes and terminology.
- Avoiding the typical pitfall of only starting change implementation just before go-live.
- A change and adoption process that moved in tandem with the technical migration from day one.
- Clear, consistent communication via multiple channels for peace of mind and predictability.
- Active involvement of key users who created support and rallied teams.
- Insight into needs and risks via readiness surveys and impact analyses.
- A blended learning approach with scalable e-learning for faster and more consistent training.
- Strong support during hypercare, ensuring that issues were quickly addressed and resistance was avoided.
We knew that an ERP migration would be challenging, but by embracing change from the start, we avoided obstacles. Working with Amista ensured support and peace of mind throughout the entire process.
Results
- Go-live without major incidents or resistance
- Only a few non-critical tickets in the first few weeks
- Faster system performance and modern interface
- High user adoption thanks to e-learning and committed key users
- Scalable training model that Q8 is now continuing to use itself
- Stronger collaboration between local teams and Group IT
Lessons learned
Do not wait until the technology is ready. Build support from the outset.
Ambassadors make or break adoption. Give them an active role.
Repeat, clarify and keep it simple. Uncertainty is the greatest resistance.
The sooner employees provide feedback, the fewer surprises there will be at go-live.
With e-learning and blended training, knowledge remains available.
Positive moments strengthen cooperation, especially in complex processes.
Listen to the podcast: Change Management as a driver for successful ERP implementation
In this episode, Elisabet Van Caeneghem explains how Q8 successfully migrated its ERP system thanks to clear communication, strong involvement of key users and a well-thought-out change and adoption process. An honest conversation full of insights that any organisation undergoing transformation can relate to.
Do you want technology to work for your people, not the other way around?
Customer
Q8Location
Antwerp, BelgiumAbout our client
Q8 Petroleum is an international energy company active across the Benelux and beyond. The organisation operates a broad network of fuel and mobility services and is evolving into a modern Sustainable Mobility Player. With strong growth ambitions and a wide operational footprint, Q8 is a well-established player in the sector.