For most organizations, a move to the cloud represents a major modernization in operations and promises agility, scalability, and long-term cost efficiency.
With so much to gain, it’s easy to get excited, but just as easy to get lost in the details that can make or break a project of this scale. While most teams focus heavily on implementation logistics, some of the most important work happens before the project even begins.
At RPI Consultants, we’ve seen that the biggest challenges during cloud implementations rarely stem from technical execution. They often trace back to overlooked preparation steps that quietly determine how smooth, efficient, and successful a move to the cloud will be.
These four areas of focus; application scope, phasing, data disposition, and tenant strategy, are closely connected and significantly influence project success. Giving thought to them early can prevent costly changes, delays, and scope confusion later in the journey.
In this post we’ll take a closer look at each of the four focus areas, including when to prioritize them, what can happen when you don’t, and how they’re all connected.
Understanding & Defining Application Scope
Every successful cloud implementation starts with a clear understanding of what the organization truly needs from its ERP system. Whether moving from Lawson or another on-premise platform, it’s a mistake to assume that the new cloud system will automatically replicate every legacy feature.
Many of these solutions, like Infor CloudSuite, introduce new capabilities and modules that can reshape how business units operate. If these aren’t identified and licensed before contracting, teams often face scope changes mid-project, driving new costs, schedule extensions, and unnecessary rework.
Reviewing the software order form in detail, including SKUs, subscriptions, user counts, and license restrictions, before the project begins, helps ensure expectations align with the actual system design.
RPI also recommends reviewing the Software as a Service Delivery Guide before contracting, as it defines roles, responsibilities, and service parameters such as change management, release cadence, and security operations.
Defining scope early also minimizes disruptions during later testing cycles. When functionality is added after discovery or initial testing, configurations may need to be redone, increasing complexity and extending the timeline.
Establishing a thorough application scope before contracting is one of the simplest ways to keep the implementation predictable and efficient.
Choosing Between Big Bang & Phased Rollouts
The decision between a big bang or phased rollout depends less on budget and more on organizational capacity, specifically resources. Knowing how much time and bandwidth internal teams can dedicate to the project, without disrupting ongoing operations, is usually the biggest driver behind this decision.
Organizations with dedicated project teams and third-party partners may be equipped to handle a big-bang. Others benefit from a phased approach, focusing first on core modules like HR or payroll and introducing additional functionality later.
For example, HRIS teams that support HR operations might be well-positioned for a full rollout, while smaller teams balancing daily processing, such as payroll staff tied to biweekly runs, may require a phased schedule to manage the implementation and day-to-day operations more effectively.
From a budget perspective, subscription costs are generally the same regardless of rollout method. That’s because even if modules go live in phases, licenses are purchased upfront. The real variable from a resource perspective is the strain on staff time and the ability to sustain a high level of engagement throughout the project.
Early collaboration between internal stakeholders and the implementation partner helps ensure the plan reflects both the organization’s workload and the realities of the project schedule.
Planning for Data Disposition & Migration
Your ERP data strategy is one of the most underestimated parts of cloud preparation. Teams must define which data will migrate to the cloud, which will remain archived, and how both will be accessed and secured after go-live.
Keep in mind that migrating too much data can clutter a clean system, slow down implementation, and extend downtime during final cutover. Moreover, the more data you need to move, the more expensive (and time) the migration will require.
A simple rule of thumb applies: if users need to access the data regularly, migrate it; otherwise, archive it.
In addition to structured records, organizations should plan for unstructured content such as attachments, invoices, and contracts that often reside across legacy systems. Deciding whether these will move into Infor Document Management (IDM) or another archival solution before the project begins prevents last-minute scrambles and data governance issues later.
When moving from Lawson to CloudSuite, organizations can also leverage Infor’s Data Migration Factory, which offers standardized migration tools. Still, every decision about how much historical data to bring forward should weigh the time, cost, and downtime required for final migration.
The goal is to carry forward only what’s relevant and maintain archival access to the rest in its original state for compliance or auditing purposes.
Building a Tenant Strategy That Supports the Project
Last but not least is your tenant strategy. A well-defined tenant strategy provides the foundation for a stable and efficient cloud implementation. Each tenant serves a purpose within the project lifecycle, and establishing these requirements early helps maintain order as the project progresses.
Typical environments include:
- Development tenant for configuration and unit testing
- Testing tenant for system integration and user acceptance testing
- Pristine tenant as the clean baseline for refreshes before each cycle
- Parallel payroll tenant for dedicated payroll testing without interrupting other activities
A thoughtful tenant plan also accounts for pre-production and live production tenants to ensure that post-go-live testing, patches, and enhancements can be managed safely without disrupting daily operations.
We recommend a framework for tenant management that help organizations avoid unplanned data refreshes and downtime. Defining a disciplined process for when and how data moves between environments allows project teams to test and validate efficiently while keeping timelines tight and predictable.
Preparing for CloudSuite Success
Application scope, phasing, data planning, and tenant strategy all work together to determine how well a project will go. Each one supports the next, and skipping or rushing any of them can lead to costly downstream effects.
Effective cloud preparation aligns business objectives, technical requirements, and resource planning well before implementation begins. And organizations that take the time to plan early consistently, ultimately achieve smoother projects, cleaner data, and faster time to value.
If your organization is preparing for a cloud migration, contact RPI Consultants to see how our team can help you plan, prioritize, and execute every stage of your move.
For a deeper dive into the process of moving to the cloud download our free eBook, A Guide to CloudSuite Success: Steps for a Smooth ERP Implementation, below for practical strategies to prepare your organization and ensure a seamless transition.
Cloud Preparedness FAQ
1. What is the biggest mistake organizations make before a cloud ERP implementation?
The most common mistake is assuming the new cloud system will automatically mirror the legacy platform. Many teams skip defining application scope early, which leads to missed functionality, scope creep, and rework later. Reviewing licenses, modules, and the Software as a Service Delivery Guide upfront helps avoid these issues.
2. How should an organization decide between a big bang and phased rollout?
The right approach depends on resource capacity, not budget. A big bang rollout works for teams with full-time project support and strong third-party partnerships. Smaller teams with ongoing operational duties typically succeed with a phased approach that balances daily responsibilities and project workloads.
3. Why is data disposition important before moving to the cloud?
Data disposition determines what information moves to the cloud, what stays archived, and how each set will be accessed. Migrating too much data can slow down the system and increase costs. A smart rule: migrate only what users need regularly and archive the rest for compliance or audit purposes.
4. What is a tenant strategy, and why does it matter?
A tenant strategy defines how environments (like development, testing, and production) are structured and managed throughout implementation. Without a clear tenant plan, projects risk data refresh errors, downtime, and confusion across testing cycles. Establishing this early keeps the project stable and organized.
5. How can early preparation improve the success of a CloudSuite implementation?
By addressing scope, rollout phasing, data planning, and tenant management early, organizations reduce risk, maintain project momentum, and ensure cleaner data. This preparation aligns business goals with technical execution, resulting in a smoother implementation and faster time to value.
