Delivering ERP training at scale for a global engineering and technology firm required speed, structure, and quality. The organization faced a rapid ERP migration. It needed a proven partner to train more than 40,000 employees. This had to be done without slowing the rollout. ProEdit stepped in with a structured plan, a dedicated team, and a scalable content approach. As a result, the client met its go-live date with confident users, consistent materials, and measurable performance gains.
The problem
The firm faced a complex challenge. They had a nine-month window to decommission legacy systems. Every department needed to move to a unified ERP platform. This transition touched finance, supply chain, HR, field services, and manufacturing. Training had to reflect real workflows, role-based permissions, and regional differences. Meanwhile, internal teams were already stretched by integration, data migration, and stakeholder communications.
Inconsistent documentation and mixed training formats added risk. Some groups used slide decks, while others relied on outdated PDFs. Because new features were still evolving, draft materials quickly became outdated. Without a coordinated plan, employees risked reaching go-live with gaps in knowledge—slowing transactions, increasing support tickets, and threatening adoption.
Constraints and risks
Several factors made the project especially challenging. First, the timeline was fixed by vendor contracts and leadership commitments. Second, the user base was diverse—office staff, plant operators, and field technicians needed role-specific guidance. Third, the program spanned multiple time zones and languages. Finally, the content had to align with change management, security, and compliance requirements. These constraints meant the client needed a partner who could ramp quickly and maintain consistency as requirements evolved.
Our solution
Building the team and processes
ProEdit built a blended solution anchored by speed, structure, and quality. We sourced and deployed a team of 18 experienced instructional designers and technical writers with ERP expertise. Within days, the team embedded with the client’s program office, solution architects, and change leads. Together, we established intake, review, and publishing workflows that supported daily progress and clear accountability.
We also defined a shared style guide and visual system. Terminology, screenshots, callouts, and warning conventions were unified. Templates covered storyboards, slide decks, participant guides, and quick-reference cards. As features changed, our designers updated the master assets first and then propagated edits downstream. Stakeholders always knew which version to trust.
Content architecture and design
To ensure coherence, we created a modular content architecture. Each process area—procure-to-pay, order-to-cash, record-to-report, and hire-to-retire—received a standardized set of assets. These included role-based e-learning modules, job aids, and ILT/VILT facilitator kits. This framework allowed teams to reuse patterns while tailoring steps for local variations. As a result, updates were faster, and materials stayed consistent across regions.
Because many learners preferred hands-on practice, we emphasized step-by-step exercises and decision points. Scenarios mirrored daily tasks. For example, learners created purchase orders, resolved match exceptions, and managed work orders. They also posted journal entries and maintained employee records. Branching paths exposed common mistakes and recovery options, building confidence before go-live.
Training delivery and global preparation
For synchronous training, we designed instructor-led sessions for in-person or virtual delivery. Facilitator guides included timing, prompts, checkpoints, and troubleshooting tips. Slide decks paired visuals with workflows and keyboard shortcuts. Participant workbooks provided space for notes and screenshots, reinforcing retention and supporting on-the-job reference.
Accessibility and global readiness were priorities. We wrote in plain language, used readable layouts, and added alt text to images. Where needed, we prepared source files for translation, including exported strings and glossary terms. This reduced rework and kept localized versions aligned with the originals.
Finally, we coordinated closely with the change management team. Training announcements, enrollment, and reminders were synchronized with release milestones. As new sprints introduced features, we updated modules and flagged changes inside the LMS. Consequently, users saw exactly what was new and why it mattered—right when they needed it.
Related services that supported the program included instructional design, instructor-led training development, and custom e-learning. These capabilities kept the effort focused, scalable, and on schedule.
The results
The ERP rollout landed on time and within scope. Training assets were published in phases, enabling incremental learning while the system matured. By go-live, each role had a concise learning path, practical exercises, and reference materials. Support teams reported fewer basic how-to questions because the content addressed everyday tasks and common edge cases.
Post-launch metrics confirmed the impact. Completion rates exceeded targets in the first month. Teams closed transactions faster, with fewer rework cycles. Supervisors noted improved data accuracy in purchasing, inventory, and time entry. Line managers also onboarded new hires more quickly using the standardized job aids and facilitator kits.
Collaboration was a major success factor. The client praised ProEdit’s responsiveness and clear communication. Designers shared progress updates, captured feedback in shared trackers, and turned revisions around quickly. Because the content architecture was modular, our team updated only the affected components when features changed—reducing risk and speeding delivery.
Several ProEdit consultants stayed engaged after go-live to sustain momentum. They converted early lessons into knowledge-base articles and microlearning assets, then refreshed modules to reflect patches and enhancements. This ongoing support protected the client’s investment and continued delivering ERP training at scale as the system evolved.
Ultimately, the program met its adoption goals and reduced time-to-productivity. Because users trained on realistic scenarios, they entered the new system with confidence. Leaders gained better visibility into operations, which supported faster decisions and measurable ROI.
Key takeaways
- Rapid scale with quality controls—an 18-person instructional design team ramped quickly, followed shared templates, and maintained consistent standards.
- Modular, role-based content supported e-learning, ILT/VILT, and job aids, allowing fast updates and regional alignment.
- Real tasks, not just features, built confidence and reduced post-go-live support tickets.
- On-time rollout and strong adoption were achieved through targeted training and phased delivery.
- Sustained improvements after launch ensured materials stayed current as features evolved.
For similar programs, explore our related capabilities: course development services, instructional design services, and custom e-learning development. We also support managed content packages for organizations that need steady production during long rollouts.
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