In a market flooded with cloud-based Enterprise Resource Planning (ERP) SaaS solutions for machinery maintenance – seemingly with little differentiation – informed decision-making can be a major dilemma. There are no guarantees: products may not always deliver the desired outcome. Adoption of some can result in unintended consequences – failing to address the problem at all, or even worsening unplanned maintenance and equipment downtime.

Having observed this impact on machinery reliability significantly, two experts from leading global software solutions provider, , advise asset and maintenance teams to apply due diligence when looking for suitable solutions. is 51·çÁ÷Value Prototyping I4.0 Global Portfolio & Programme Management, and is 51·çÁ÷Value Prototyping Lead and 51·çÁ÷Enterprise Architect.

The two share experiences drawn from addressing heavy industry’s specific needs in ERP SaaS in the Middle East and African region (MEA) with SAP’s flagship solutions: Ěý˛ą˛Ô»ĺĚý. Through highlighting common challenges, they hope to raise awareness about steps industries can take to make informed purchasing decisions to ensure their cloud ERP software enables optimal machinery maintenance.

Common Challenges

Heavy industry companies, such as those in mining or energy, often rely on critical machinery that must operate continuously even in remote or rugged environments. Moving to a cloud-based enterprise resource planning (ERP) system can deliver real benefits such as greater visibility, improved maintenance scheduling, and predictive insights.

However, this also introduces challenges that must be managed carefully. The transition may not always be as smooth as generally desired, states Beradhi, underlining the following common challenges encountered:

• Adaptation

One of the biggest hurdles is adapting existing systems and processes to the standardised way software-as-a-service (SaaS) ERPs are designed to work. Instead of highly customised setups, these platforms encourage businesses to adopt best practices “out of the box”. While well-meaning, this can involve significant change management.

• Integration

Integrating operational technology (OT) – such as sensors, industrial control systems, and machine data – with information technology (IT) systems also presents difficulties. Unfortunately, when companies adopt multiple technology vendors, protocols, and legacy systems for asset maintenance, integration issues often arise. These problems can lead to inconsistent data and disrupted workflows, which makes ensuring real-time visibility more complex. In addition, it results in increased costs for custom connectors and maintenance.

• Remote Locations

Remote locations with unreliable connectivity also pose problems. In such environments, field teams need offline capabilities to continue working without internet access. This challenge is particularly relevant in parts of Africa where infrastructure limitations can affect connectivity and system responsiveness.

• Data Quality, Cybersecurity, and Speed

Data quality is another sticking point. Firstly, without consistent, well-governed data models, it is difficult to obtain accurate analytics or build effective predictive maintenance strategies. Secondly, safety and cybersecurity must also be considered, especially when bridging IT and OT systems. Lastly, getting workers up to speed with new tools requires tailored training that reflects on-the-ground realities.

Wrong Assumptions Software Developers Make

These abovementioned challenges are worsened when software developers make wrong assumptions about the needs of clients in heavy industry during product design. “When building cloud-based asset management solutions for heavy industries, software developers sometimes overlook real-world conditions,” Poltera points out, underlining oversights in the following areas:

ľ±.ĚýData Quality and Connectivity Issues
A common assumption is that clean, real-time machine data will be readily available. In practice, data quality varies widely, and connectivity issues can introduce delays. In addition, many systems assume uniformity in operational protocols, whereas heavy industry environments are often fragmented and vendor-diverse.

iľ±.ĚýMobile Application
Mobile applications are another pain point. Developers may assume constant connectivity and uniform device usage. However, technicians frequently work in harsh, remote locations with limited network coverage and a range of mobile tools.

iiľ±.ĚýGeneric User Experience
User experience is often treated as generic, yet the needs of field technicians, planners, and reliability engineers differ vastly. For instance, data governance – especially around asset master data – is often overlooked, yet it is vital for ensuring that analytics and AI tools function properly.

ľ±±ą.ĚýUnderestimating Change Management
Finally, developers often underestimate the change management involved in shifting processes, or neglect safety compliance and system integration testing during upgrades.

Selecting Maintenance Solutions

Evidently, based on these bottlenecks, it is paramount that end-users exercise prudence in procurement when selecting ERP SaaS maintenance solutions. With many vendors in the market, it is not easy to separate the wheat from the chaff from the products out there.

Going Beyond Feature Checklists

For this reason, Beradhi advises heavy industry players to go beyond feature checklists, as there is more to ERP than merely ticking boxes before procurement.

“For asset reliability managers, uptime is everything. So, any solution they adopt needs to improve how well they can monitor, maintain, and optimise equipment.

“Hence, when evaluating different systems, it is important to go beyond feature checklists and consider whether the solution supports the realities of heavy industry environments such as harsh field conditions, remote locations, complex safety requirements, and integration with operational systems,” Beradhi explains, citing the following features as essential:

˛ą.ĚýOpenness and Interoperability
Openness and interoperability are key. Ideally, any modern maintenance system should be able to integrate seamlessly with shopfloor equipment, Internet of Things (IoT) platforms, geospatial systems (GIS), and analytics tools. The best time to avoid integration problems is during the procurement phase by setting clear expectations around integration, testing, and data standards from the outset.

“Organisations should treat integration as a priority, not an afterthought. That means requesting clear documentation on application programming interfaces (APIs), data event schemas, and compliance with operational technology (OT) standards such as ISA-95. They should also define a standardised asset data model and governance framework to ensure consistency across systems. Selecting platforms that are designed to work together reduces the need for expensive custom integrations, and any request for proposals (RFPs) should include integration testing as a mandatory requirement,” Beradhi says.

˛ú.ĚýFunctional Depth

Equally important is functional depth – features such as preventive maintenance, failure analysis, spares optimisation, contractor management, and safety procedures should all be included, stresses Poltera. “Mobile access, especially with offline functionality, is essential for field workers. So too is strong governance over asset data, with support for global standards such as ISO 14224. And of course, scalability, security, and cost transparency matter, especially in diverse and multi-site operations.”

All things considered, there should be no cutting corners in the procurement of SaaS. For all their perceived similarities, solutions have unique peculiarities, some of which could have a significant impact on machine monitoring and availability. The gist of the matter is: Avoid Assumptions in SaaS Procurement.

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MyBroadband asked prominent ERP system providers in South Africa about the most important elements when choosing an ERP product for businesses.

According to , regional head for , modern, true cloud ERP systems are essential.

He likened non-cloud-based ERP systems to analogue technology and truly cloud-based systems to digital technology.

“Everybody pretends to be cloud-based. 80% of them are not. They’re old technology. They may look digital, but if you look under the hood, they’re analogue,” said Ford.

“When selecting ERP, the first thing you’ve got to ensure is that it’s modern technology.”

He explained that true cloud-based ERP systems are built from the ground up for the cloud. Ford said some providers’ systems were built a while ago and have been modernised.

“They’ve got a cloud-based look and feel, but they’re actually not. The technology is old. Those systems will become redundant, and they are already becoming redundant,” he said.

“I call these products zombie ERP because they’re dead, but they don’t know it. They’re the walking dead and they’re being sunsetted.”

Ford explained that cloud-based systems are prioritised not because they are hosted but rather because they operate across cloud services and platforms.

“You can host anything. For example, say I want to refresh my exchange rates. I don’t want to have to go and download something from the bank and import the file,” he said.

“With the multi-cloud, I can click a button, and the system gets the rates from the Internet for me from the best source and automatically pushes them into the system. It does this in the background.”

He also explained that cloud-based systems allow for quicker implementation, allowing businesses to score quicker wins and solutions at a lower price point.

Ford said implementing artificial intelligence (AI) in ERP systems through the cloud is a game-changer and is becoming essential in modern ERP systems.

AI can act as a business assistant and information provider, and automate complex tasks within an ERP system.

agrees that cloud adoption in the ERP space is essential for modern systems.

“Increasingly, manufacturers and distributors are recognising the benefits of cloud ERP — flexibility, accessibility, faster deployment, and reduced infrastructure costs,” it told MyBroadband.

“The ERP landscape is no longer about digitisation for its own sake. It’s about choosing a future-ready platform — like Syspro — that empowers your business to thrive amidst constant change.”

It also highlighted aspects, including resilience and agility, as key considerations for businesses choosing an ERP system.

“The past few years have shown us how critical it is to have systems in place that can quickly adapt to supply chain disruptions, regulatory changes, or shifting customer demands,” said Syspro.

Other important considerations include:

• Industry fit: ERP solutions should offer deep functionality tailored to the specific needs of various sectors.
• Scalability and flexibility: It is key to choose an ERP system that can scale as your business grows and adapt to changes.
• Implementation support: Successful ERP projects require more than just software. Partnering with a provider that uses best practices, localised expertise, and has extensive industry knowledge makes a significant difference.
• Data-driven decision making: A modern ERP system should deliver real-time insights and support data-led strategies, enabling leaders to allocate resources effectively and respond proactively to challenges and opportunities.
• Risk and cost management: A clear project scope, strong executive buy-in, and stakeholder engagement are crucial.

51·çÁ÷Africa principal project consultant told MyBroadband that cloud-based ERP systems have become the default. However, he added that hybrid models will still serve bandwidth-sensitive regions.

“Key considerations include strategic fit with your industry and compliance needs, scalability for future growth, and cloud readiness suited to your operational environment,” said Poltera.

“Total cost of ownership, user adoption, and the strength of local implementation partners are also critical.”

He added that modern ERP platforms should offer strong integration capabilities and incorporate AI for real-time insights and automation.

“Ultimately, the ERP must serve as a future-ready digital platform that aligns with your business goals and enables innovation across the enterprise,” Poltera stated.

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