Why MES success starts before the RFP

The hidden risks of skipping preparation

In modern manufacturing, MES can be much more than just enterprise software. Instead, it can be a technological foundation for interconnected operations, interlinking internal and external systems to keep production processes in sync. Yet, for MES solutions to transform shopfloor operations effectively, their implementation needs to be well-planned.

Manufacturing companies that rush into RFPs often face negative consequences and major setbacks. They typically experience some or all of the following challenges:

Strategic alignment comes first

Before discussing vendors, organizations must first define why they need MES at all, which requires asking some key questions:

Successful MES implementation demands meeting a few conditions first:

Build business requirements before vendor requirements

Only after the strategy is clear requirements can be written. These requirements are grouped into two main categories: The functional requirements that the employees responsible for the processes have and the non-functional requirements that are typically placed on the system by the IT department. Only if both categories are taken into account, the MES will both grant an improvement in processes and will fit into the enterprise IT architecture.

In short, before inviting vendors to pitch, your organization must first align internally on purpose, scope, and strategic value. As Gartner advises, “Only start evaluating specific vendors once the business case for the solution is established.” Without this, RFPs risk becoming wish lists filled with nice-to-have features but no connection to value.

Before RFP, understand if you and a system vendor fit together

Once your requirements catalog is finished, you can start to consider system vendors. We usually start this process by creating a system vendor longlist from our database. These vendors are then contacted to provide a self-disclosure of how their systems can map both functional and non-functional requirements. The resulting shortlist of vendors is then invited to pitch their system functions (no commercials at this point!) and host reference visits to heir clients. Only the top 2-3 system providers should the be asked to provide commercial offers.

The RFP is the last step, not the first

By the time an RFP is issued, your organization should already:

Defining objectives in advance must not be seen as a bureaucratic necessity. Doing this pays off for everyone from the shop floor to operations, driving long-term benefits across the enterprise. Simply put, this approach is your defense against over-scoping and misalignment.

Concluding, the RFP should be the final step of your MES project preparation, not its starting point. Manufacturers who invest the time to align strategy, define requirements, and assess readiness are the ones who see MES not just as a system, but as a true enabler of digital transformation.

Of course, aligning strategy is just one part of preparation. Many manufacturers still face gaps in data, processes, or organizational readiness. If you’re unsure whether your ecosystem is truly ready for MES, Pawel Mierzwa, VP Sales Operations and Co-Founder of Andea has published a helpful guide on the website of NEONEX that explores this in depth. Read the article “Is your manufacturing ecosystem ready for MES?” here.

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