Is it realistic to implement ERP in three months? This question is often asked at presentations of business management systems and usually elicits a skeptical smile. After all, the typical ERP implementation period starts at six months or more. However, the joint team of ToDo and Esper Bionics proved that speed is not always the enemy of quality. We actually launched the system in 2 months and 22 days - and we did it without losing any stability or functionality.
Who are Esper Bionics
Esper Bionics is a Ukrainian startup that creates bionic prostheses and operates in the Ukrainian and US markets. The company is rapidly scaling up, expanding production and actively developing new products.
In addition to its commercial activities, Esper Bionics runs the Esper for Ukraine social program, which provides free prosthetics to Ukrainian soldiers thanks to donor support.
Slow startups don't survive
Why the company needed ERP
Before implementation Odoo ERP Each department at Esper Bionics had its own Excel spreadsheets, which made it difficult to coordinate between teams. When the company started preparing to scale, it became clear:
- It is necessary to transfer mass production to a single system;
- synchronize departments;
- create a centralized database;
- Prepare to enter new markets.
The team decided to start with the basic modules:
- Production
- Warehouse (Warehousing)
- Supply Chain
- related modules to support mass production
The strategy is to first establish basic processes and then gradually expand the functionality.
Secret to success #1: preparing the client
Esper Bionics has done a lot of preparatory work before starting active implementation:
- Formation of the team
A single stakeholder with full decision-making power was appointed - Maxim Biletsky, the leader of Supply Chain and Warehousing. Departmental leaders were involved in the process. - Description of business processes
The team documented all processes in detail, from production planning to product sales. - Overlaying processes on the product life cycle
This is the most difficult but most valuable stage. It helped to identify bottlenecks before the implementation started. - Transferring information to the integrator
Esper Bionics provided the integrator with detailed warehouse diagrams, product specifications, printed forms, business process descriptions, and documentation.
Success secret #2: a clear plan
Timeline of Odoo ERP implementation at Esper Bionics:
- January 11, 2024 - the first demonstration of the system
- June 11, 2024 - project launch
- End of July - MVP model agreed upon
September 2, 2024 - launch of the system in production - September 20, 2024 - release of 100% functionality
In total, the integrator worked 500-600 hours.
It took 2 months and 22 days from the start to the full launch.
Success secret #3: operational modeling
We worked in a cyclical approach:
- Collection of requirements
- Discussion with the Esper Bionics team
- Process modeling
- Instant demonstration
- Analysis and decision - adapt the process or modify the code
The priority is to minimize customization and maximize adaptation to the basic Odoo functionality.
This approach required more involvement in the beginning, but it helped to avoid risks and ensure a smooth launch.
Human factor: fear of change and how it was overcome
Any ERP implementation is not only a technical but also a psychological process.
Esper Bionics also had concerns:
- fear of change and new interfaces;
- risk of team overload;
- the possibility of delaying the process.
But when the system went live, the reaction was the opposite of what we expected:
"Everything went like clockwork," recalls Maksym Biletskyi, "We avoided any riots against the new ERP system thanks to such a quick implementation."
After the launch, it's not over yet
After the official start, the team spent another 18 days "gaining momentum":
- conducted additional training;
- launched new processes;
- tested the introduction of new products;
- was improving the system.
The answer to the main question is yes, but with conditions
Fast ERP implementation is possible if four key conditions are met:
- Prepared client
- business processes are described,
- Process owners are identified,
- the only contact person with decision-making authority. - Willingness to adapt
- Understanding that not everything can be done "like a copycat."
- readiness to adapt to the system's standards. - Experienced integrator team
- knowledge of basic functionality,
- fast response,
- the ability to find optimal solutions without unnecessary modifications. - Focus on the MVP
- Only critical functionality is implemented,
- expansion - after the launch.
The formula for success
6 months of preparation + 3 months of implementation + MVP approach + experienced integrator = a working ERP system in three months.
The Esper Bionics case proves that fast ERP implementation is possible. This is the result of careful preparation, well-coordinated teamwork, and trust between the client and the integrator.
In a world where speed often determines survival, Esper Bionics has shown how Ukrainian companies can combine innovation, flexibility, and discipline - even in the most challenging conditions.
The article was prepared on the basis of Oles Adamenko's speech (Project Manager at ToDo) and Maksym Biletskyi (Supply Chain & Warehousing Lead at Esper Bionics).
