Most ERP projects don’t fail because of the technology. The software is rarely the issue. The real challenge is that organisations often spend significant time and money implementing new systems, while continuing to operate in very similar ways to before. Old habits, old processes and old thinking tend to follow the project through.
That usually becomes most obvious during one of the most important stages of any ERP programme, design and process transformation.
This is the point where organisations move beyond simply understanding how things work today and start to define how they actually want the business to operate in the future. Historically, this phase has relied heavily on workshops, stakeholder input, process mapping exercises and a fair amount of assumption. It works to a point, but it is also limited by perception rather than reality.
AI is starting to change that.
Rather than relying solely on what people believe is happening, organisations can now use AI to analyse how processes actually run in practice. That means identifying inefficiencies, spotting opportunities for improvement, challenging long-standing ways of working and supporting the design of future operating models based on evidence rather than opinion.
The outcome is not just a faster design process. It is better decision making, clearer direction and ERP programmes that are more likely to deliver genuine transformation rather than simply digitising existing problems.
Of course, AI on its own isn’t enough. It can highlight opportunities, but it cannot decide which ones are right for the business. That judgement still sits with experienced ERP and transformation professionals who understand the practical realities of change. This is where the combination of AI insight and specialist ERP expertise becomes particularly powerful.
One of the most common mistakes during ERP design is assuming that existing processes are the right place to start. In reality, most processes have evolved over years, sometimes decades, through workarounds, system limitations, acquisitions and incremental change.
AI can analyse process flows, user activity, transaction data and workflow patterns to highlight where things are not working as efficiently as they could be. That might include bottlenecks, duplicate effort, unnecessary approvals, manual work that could be automated or even areas of compliance risk.
What is important here is that organisations are no longer relying purely on workshop conversations or stakeholder memory. They are seeing how work is actually being done, which often brings very different insights.
Traditionally, ERP workshops focus on capturing requirements and documenting existing processes. AI allows organisations to go a step further and start shaping what good should actually look like.
By drawing on operational data, benchmarks and best practice approaches, it becomes easier to explore how processes could be simplified, standardised or redesigned entirely.
This is where the conversation naturally shifts. Instead of asking how to replicate what already exists, organisations start asking how the process should work in a modern ERP environment.
That shift is often where the real value of transformation begins. Experienced ERP professionals play a key role here, ensuring that future-state designs remain practical, achievable and aligned with wider business goals, rather than becoming theoretical ideals that are difficult to implement.
Every ERP programme eventually runs into the same phrase: “we’ve always done it this way”.
It is usually said with good intent, but it often signals where transformation starts to slow down.
AI helps challenge this thinking by focusing on outcomes and behaviour rather than history. It can highlight processes that consume time and resource but add little real value, as well as activities that have remained in place simply because no one has questioned them for a long time.
This creates space for more honest conversations about what should stay, what should change and what no longer serves the business.
The result is typically a more streamlined organisation that makes better use of modern ERP capability, rather than recreating old systems in new technology.
Gap analysis is a standard part of any ERP programme, but it can quickly become overwhelming. Lists of differences between system capability and business requirements can grow rapidly, and not every gap carries the same level of importance.
AI can help bring more structure to this process by assessing factors such as how frequently a process is used, its business impact, any regulatory requirements, operational dependencies and the overall cost versus value of addressing it.
This helps organisations move away from opinion-led decisions and towards more evidence-based prioritisation.
It also highlights an important point. Not every gap needs a custom solution. In fact, many can be resolved more effectively by simplifying processes or adopting standard ERP functionality.
Experienced ERP specialists are essential here, particularly when it comes to distinguishing between genuine business differentiation and unnecessary complexity that will only create issues later in the programme.
One of the most valuable outcomes of combining AI with ERP design is the ability to build a clearer view of the future-state operating model.
ERP programmes are not just about systems. They reshape how organisations operate. That includes roles and responsibilities, workflows, controls, reporting structures and decision-making processes.
AI can help model different operating scenarios, predict resource requirements, highlight organisational impacts and support scenario planning during design discussions.
This gives leadership teams greater confidence that the future operating model is not only efficient, but also scalable and aligned to long-term growth.
When combined with the experience of ERP transformation professionals who have delivered similar programmes before, it creates a much more grounded and realistic approach to designing how the business will operate going forward.
AI is very good at identifying patterns, analysing data and surfacing insight. What it cannot do is make judgement calls about what is right for a specific organisation.
Transformation is rarely a purely technical exercise. It involves people, behaviours, politics, trade-offs and commercial decisions that go far beyond process logic.
Successful ERP programmes still rely on stakeholder engagement, leadership alignment and experienced professionals who know how to turn insight into action.
This is why organisations are increasingly looking for ERP and transformation specialists who understand both the technical landscape and the realities of delivering large-scale change. AI can inform the conversation, but it is experienced people who ultimately shape the outcome.
The design and process transformation stage of an ERP programme is where real value is created or lost. It determines whether an organisation simply implements a new system or genuinely improves the way it operates.
AI is helping organisations identify inefficiencies faster, challenge assumptions more confidently, redesign workflows more effectively and build stronger future-state operating models. But the real impact comes when that capability is combined with experienced ERP expertise.
Because ERP is not just about implementing software. It is about designing a better business.
If you’re currently planning an ERP programme or already deep into design and transformation discussions, having the right people involved early can make a significant difference to the outcome. At Broster Buchanan, we work closely with organisations to support ERP and wider transformation programmes, connecting businesses with experienced interim professionals who understand how to bridge the gap between insight, design and delivery. Whether you need support shaping your operating model, strengthening your programme team or bringing in specialist ERP expertise at short notice, we can help you build the right capability around your project from day one.
Lee Clarke – Senior Business Director
Technology & Business Transformation
