ERP Training Plan Worksheet
Training is usually the most underestimated line in an ERP plan. This worksheet turns role lists and class sizes into classes needed, trainer hours and learner hours, so the cost of the plan is visible early.
| User role | Module / process | Format | Users | Class size | Hours per class (hrs) | Classes needed | Trainer hours | Learner hours | Start date | |
|---|---|---|---|---|---|---|---|---|---|---|
2 | 12 hrs | 84 hrs | ||||||||
3 | 15 hrs | 110 hrs | ||||||||
3 | 9 hrs | 90 hrs | ||||||||
4 | 16 hrs | 160 hrs | ||||||||
1 | 8 hrs | 96 hrs | ||||||||
1 | 2 hrs | 36 hrs |
Trainer hours cover delivery only. Add preparation, environment setup, and make-up sessions for absentees, commonly 20 to 40 percent on top of delivery. Shift workers often need repeat classes on each shift.
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How to use the worksheet
List each user role with the module or process it needs to learn. Enter the number of users, the class size you can handle in a hands-on lab and the hours of each class. The sheet calculates classes needed by rounding up users divided by class size, trainer hours as classes times hours, and learner hours as users times hours. Add or remove rows for your roles and export to Excel so the training lead and department heads can agree on dates.
Designing training around roles
Role-based training teaches people the transactions in their daily work, using their own scenarios, rather than module tours. A warehouse operator needs receiving, put-away, picking and counting. A buyer needs requisitions, purchase orders, vendor follow-up and MRP exceptions. Plan hands-on labs in a training environment loaded with realistic data, and schedule training close enough to go-live that skills are fresh, typically two to four weeks before.
- Train by role and process, not by menu
- Use a training environment with realistic data
- Schedule classes inside shifts, including nights
- Give key users train-the-trainer sessions first
Reading the result
Compare learner hours with the production time the business can afford to release. If total learner hours equal several weeks of lost output, consider shorter sessions, more e-learning for low-risk roles, or training in waves. Compare trainer hours with the available trainers and add room for preparation and repeat sessions. The average hours per user helps benchmark against comparable projects and spot roles that are under-trained.
Common mistakes
Planners often forget shifts and absence, which makes the first sessions fine and the last cohort untrained. Another is scheduling classes before the configuration is stable, so screenshots and steps become wrong. A third is stopping at go-live: plan refresher sessions and floor support in the first weeks, when real questions emerge.
Frequently Asked Questions
How many hours of training does an ERP user need?
It varies by role. Casual approvers may need one to two hours, while buyers, planners, finance staff and warehouse operators commonly need between two and eight hours of hands-on practice, plus refreshers after go-live.
What is a good class size for hands-on ERP training?
Eight to twelve people per instructor works for hands-on labs. Larger groups suit demonstrations and virtual sessions, but individual practice time falls quickly as class size increases.
When should end user training happen?
Usually two to four weeks before go-live, after configuration is frozen and UAT has stabilised screens and steps. Training too early means people forget it, and too late leaves no time for make-up sessions.
What are key users and super users?
They are business staff trained first and in depth, who help test, deliver peer training and support colleagues after go-live. They are often the most important reason a rollout succeeds, so protect their time.
If you want an assistant that answers how-do-I questions from your own procedures and ERP help content during hypercare, we can discuss an on-premises version that keeps your documents private.
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