The vital role of a NetSuite Administrator   - SystemsAccountants

Estimated reading time: 4 minutes The vital role of a NetSuite Administrator  

During a recent webinar we hosted with Isabella Romanazzi (NetSuite Recruitment Director), Larecha Wynn (NetSuite Strategist) and Lauren Polasek (NetSuite Administrator) we discussed topical how a NetSuite administrator can help drive impactful results and organizational change.  The key takeaways from our conversation are below. 

  1. What are the most common challenges that organizations face during implementation? 

Lack of knowledge – Often we hear the phrase “I don’t know what I don’t know” Having someone integrated into your team who possesses extensive experience with NetSuite can be the solution. By merging their system expertise with a deep understanding of your organization, they can approach implementation through a unique lens. They can help you translate your requirements into NetSuite functionality effectively. 

Business process – It may sound simple, but it often proves to be the primary obstacle. Gaining insight into existing business processes and clearly defining future objectives is crucial.  Each organization has its unique characteristics, and NetSuite won’t automatically tailor your processes for you. Speak with stakeholders to identify touchpoints within each process, as NetSuite can often automate tasks effectively. 

Data Validation – Managing vast amounts of data from your current system, which may or may not require mapping into NetSuite. However, without a robust validation process, your data dataset may lack completeness. For instance, you might possess a catalog with over 10k SKUs, requiring thorough scrutiny to identify inventory items, legacy entries, and duplicates. While the validation phase is essential, it can be time-consuming. Consider hiring a specialist to ensure the right elements are built into your NetSuite environment. 

  1. When should I consider hiring a NetSuite Administrator? 

Timing- The timing of adding a NetSuite Administrator or professional to a team depends on various factors, including the organization’s needs and stage of implementation.  The consensus amongst our speakers is that earlier is generally better to avoid unwinding existing processes and technology.  If an administrator is not added early on, it’s still possible to add one mid or post-implementation, though it may involve some challenges like resetting expectations and reworking existing setups.  It is important to align the administrator’s skill set with the organization’s needs, such as considering whether short-term problem-solving or long-term maintenance is required. 

Depending factors – Consider factors like industry specific experience, business growth plans, and the type of NetSuite environment (e.g., highly customized or standard) when identifying the most relevant candidate.  Building trust, alignment, and realistic expectations between the organization and the administrator is crucial for a successful partnership.  Overall, there’s agreement that there’s no right or wrong time to add an administrator, but early consideration is beneficial. 

  1. What role does a NetSuite Administrator play in system Utilization? 

System growth – NetSuite Administrators play a vital role in managing systems’ growth and evolution as organizations expand and scale.  They ensure that the system can accommodate increasing transaction volumes, user counts, and geographical expansions.  Administrators help optimize the system to support the organization’s changing needs over time. 

Optimization planning – Administrators are responsible for developing optimization plans for the NetSuite system.  They evaluate the currents state, identify areas for improvement, and implement strategies to enhance efficiency and performance.  This may involve cleaning up outdated configurations, streamlining processes, and evaluating the need for additional functionalities or integrations. 

Continuous evaluation and improvement – Administrators regularly evaluate the NetSuite system to identify opportunities and key areas for improvement.  They assess the effectiveness of existing configurations, workflows, and integrations, and make recommendations for changes and improvements.  This ongoing evaluation ensures that the system remains aligned with the organization’s evolving needs and goals. 

Prioritization and decision making – Administrators play a crucial role in prioritizing system improvements by listening to the client’s needs.  They collaborate with different departments to understand their requirements and overall business objectives.  Administrators act as the bridge between different functional areas and implement cohesive decision-making and alignment. 

Integration and ecosystem management – Administrators oversee the integration of third-party solutions into the NetSuite ecosystem.  They evaluate the compatibility of external applications and aim to deliver seamless integration with the NetSuite platform.