Abstract
In order to stay competitive in today’s changing business world, companies need to manage
the increased complexity as they evolve. To be able to handle this complexity, many companies
chose to implement an ERP system. Investing in an ERP system is not something that
is made in a trice but is a large investment which together with today’s low-profit margins in
companies makes it essential to keep the costs as low as possible. More than half of the total
cost for an ERP investment is said to be related to costs for the system’s maintenance and
support. Documentation is one of the factors which affect this cost, and if it is not made satisfactorily
it is said to result in a considerable increase of the system’s total cost. This is why
it is important not to overlook the documentation as a part of ERP system development
project.
The purpose with this thesis is to investigate the existing documentation routines in ERP
system development projects at AB Volvo’s subsidiary Volvo IT, in order to find suggestions
of improvement for future projects. In order to fulfill the purpose of the study, we formed a
research question with three sub-questions and through a deep analysis of the empirical material
we presented the answers to these questions as the conclusions of this thesis.
Our study is based on an inductive research approach using a case study to gain deeper and
more helpful qualitative knowledge and data. The empirical data was analyzed using the
template analysis method where we divided the collected data into appropriate categories.
The knowledge created through this study is of exploratory, normative, predictive and categorical
nature.
After having analyzed the results from our case study we found several suggestions of improvements
for Volvo IT to use in future projects. For other companies involved in ERP
system development projects of their own, the conclusions of this thesis will work as valuable
issues to take into consideration for upcoming projects. We have concluded that the
main reason behind lacking quality of documentation in the development projects is not the
unawareness of its importance, but the absence of concrete evidence of high quality documentation’s
positive effects on a system’s total cost. We believe that in order to achieve documentation
of high quality, there needs to be a change of attitude to documentation as a
work task and the task itself must be higher prioritized in the projects. Another important
suggestion is that a control of the conducted documentation’s quality must be done, not only
a control of the existence of the right kind of documents. We are of the opinion that a company
should not allocate resources to create a method of documentation before the importance
of high quality documentation is clarified. Ultimately, we believe that the system development
process should be focused around the customer, because of the more frequent use
of custom made solutions and to help the people in the project to set the right level of abstraction
on the documentation.