MRP Implementation Checklist: 7 Phases to Go-Live Success

A structured MRP implementation checklist is the difference between a system that transforms your operation and one that becomes expensive shelfware. After 35+ years and hundreds of implementations at User Solutions, we have seen what works and what fails. This checklist distills that experience into a practical, phase-by-phase guide that covers everything from initial assessment through post-go-live optimization.

Use this checklist whether you are implementing RMDB, a cloud MRP tool, or an MRP module within a larger ERP system. For foundational knowledge, start with our complete MRP guide.

Phase 1: Assessment and Planning (Weeks 1-2)

Define Objectives

• Identify the specific problems MRP should solve (stockouts, excess inventory, late deliveries, planning chaos)
• Set measurable success metrics (target on-time delivery rate, inventory reduction %, stockout frequency)
• Define scope: which products, facilities, and processes will be included
• Establish go-live date and milestones

Assemble the Team

• Assign project manager (should understand both production and IT)
• Identify power users: 1-2 planners who will champion the system
• Secure management sponsor who can make policy decisions
• Define roles for IT, purchasing, production, and engineering

Assess Current State

• Document current planning process (even if it is spreadsheets and tribal knowledge)
• Identify data sources for BOMs, inventory, routings, and lead times
• Assess data quality: are BOMs documented? Is inventory accurate? Are lead times current?
• Inventory existing systems that MRP must integrate with (ERP, accounting, shop floor)

Phase 2: Data Preparation (Weeks 2-4)

This is the most critical phase. Poor data is the #1 cause of MRP failure.

Bill of Materials

• Compile BOMs for all in-scope products
• Verify BOM accuracy against actual production builds (target: 98%+)
• Assign make vs buy flags to every item
• Define multi-level BOM structure with correct parent-child relationships
• Identify and designate phantom BOM levels
• Add scrap factors where applicable
• Validate quantities per assembly and units of measure

Inventory Records

• Conduct physical inventory count for all in-scope items
• Reconcile physical counts with system records
• Establish beginning on-hand quantities (target: 95%+ accuracy)
• Identify and disposition obsolete inventory
• Set up warehouse/location structure if applicable

Item Master Data

• Create or validate part numbers for all items (no duplicates)
• Define units of measure with conversion factors
• Set ABC classification for all items
• Enter supplier lead times (validated against actual performance)
• Define lot sizing rules per item or item class
• Set safety stock levels per item or item class
• Enter minimum order quantities and order multiples

Routings and Work Centers

• Define work centers with available capacity (hours per day/week)
• Create routings for manufactured items (operations, sequence, standard times)
• Validate setup and run times against actual shop floor performance
• Identify bottleneck work centers for capacity planning

Phase 3: System Configuration (Week 3-4)

Planning Parameters

• Configure planning horizon (how far ahead MRP plans)
• Set time fence policies (frozen, slushy, free zones) to control MRP nervousness
• Define MRP run frequency (daily, weekly, or both)
• Choose regenerative vs net change MRP processing
• Configure action message thresholds (minimum change to generate a message)

System Setup

• Import item master data
• Import BOMs and validate parent-child relationships
• Import routings and work center definitions
• Import beginning inventory balances
• Import open purchase orders and production orders
• Configure purchasing integration settings
• Set up user accounts and permissions

Reporting Configuration

• Configure exception reports
• Set up material shortage reports
• Define planned order release reports for purchasing
• Create capacity load reports

Phase 4: Testing (Week 4-5)

Unit Testing

• Run MRP for a single product and verify net requirements calculation manually
• Verify BOM explosion produces correct gross requirements at every level
• Verify lead time offsetting produces correct planned order release dates
• Verify lot sizing rules generate correct order quantities
• Verify safety stock triggers planned orders at the correct point
• Test with known scenarios: What happens when inventory is zero? When a PO is late?

Integration Testing

• Verify data flows correctly from ERP or other source systems
• Test purchase order generation from MRP planned orders
• Test production order creation and routing assignment
• Verify inventory transaction processing (receipts, issues, adjustments)

Parallel Testing

• Run MRP alongside your current planning process for 1-2 weeks
• Compare MRP recommendations against current manual plans
• Investigate any significant discrepancies (these are usually data issues)
• Resolve all critical data and configuration issues found

User Acceptance Testing

• Have power users run through their daily planning workflow in the new system
• Verify reports contain the information planners need
• Test exception handling: rush orders, supplier delays, quality holds
• Get sign-off from planning team that the system is ready

Phase 5: Training (Week 5-6)

Planner Training

• MRP fundamentals: inputs, outputs, and the planning cycle
• System navigation and daily workflow
• How to interpret and act on action messages
• How to create and manage firm planned orders
• Exception handling procedures
• Report generation and analysis

Purchasing Training

• Converting planned orders to purchase orders
• Managing supplier schedules
• Handling MRP reschedule and cancellation recommendations

Management Training

• MPS review and approval process
• KPI dashboards and performance metrics
• How to interpret capacity load reports

Shop Floor Training

• Production order receipt and completion reporting
• Scrap and rework reporting
• How shop floor data feeds back into MRP (closed-loop MRP)

Phase 6: Go-Live (Week 6-7)

Pre-Go-Live Checklist

• Final physical inventory count (within 48 hours of go-live)
• All open POs and production orders entered with correct dates
• MPS loaded for at minimum 2x the longest cumulative lead time
• All testing issues resolved
• Rollback plan defined (how to revert if critical issues arise)
• Support resources on standby (vendor, internal IT, key users)

Go-Live Execution

• Run initial MRP to generate the first set of planned orders
• Review planned orders with planning team before releasing any
• Release first batch of purchase orders and production orders
• Monitor system performance and data accuracy hourly on Day 1
• Conduct end-of-day review with the implementation team

First Week Actions

• Daily MRP runs with planner review of action messages
• Daily data accuracy spot-checks
• Collect and resolve user issues immediately
• Track key metrics: planned vs actual, exception message volume
• Daily team huddle to share learnings and resolve problems

Phase 7: Post-Implementation Optimization (Weeks 8-12+)

Stabilization (Weeks 8-10)

• Review and adjust safety stock levels based on actual demand variability
• Validate and update lead times based on actual supplier performance
• Tune action message filters to reduce MRP nervousness
• Refine lot sizing rules based on actual ordering patterns
• Address any recurring data quality issues

Expansion (Weeks 10-12)

• Add remaining product lines not included in initial scope
• Implement additional reports and dashboards
• Refine capacity planning parameters
• Begin DDMRP buffer analysis for strategic items

Continuous Improvement (Ongoing)

• Monthly review of MRP planning effectiveness
• Quarterly parameter audit (lead times, safety stock, lot sizes)
• Annual BOM accuracy audit
• Regular cycle counting to maintain inventory accuracy
• Ongoing user training for new team members

Implementation Timeline Summary

For focused tools like RMDB, phases 3-6 are compressed significantly, with 5-day implementations common for manufacturers with reasonably clean data.

Frequently Asked Questions

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Skip the 18-month implementation timeline. RMDB from User Solutions implements in as few as 5 days with guided setup, data migration assistance, and hands-on training from our team of manufacturing planning experts.

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