What is Conference Room Pilot (CRP)?
A conference room pilot is a structured walkthrough where key users test the configured ERP against real business scenarios before full testing.
Definition
A conference room pilot (CRP) is a hands-on validation session in which the project team demonstrates and key users exercise a configured ERP system using realistic business scenarios and sample data. It is typically conducted in iterations during the design and build phases to confirm that the configuration supports actual processes and to surface gaps early. CRPs help validate process designs, identify requirements that were missed, build user familiarity, and reduce surprises during formal UAT. Each CRP iteration usually increases in fidelity, moving from core happy-path scenarios to fuller end-to-end and exception handling. The technique is central to many ERP methodologies because it grounds design decisions in working software rather than documents.
How Conference Room Pilot Works in ERP
In an ERP project, a first CRP often demonstrates baseline configuration to confirm direction, while later iterations test detailed, integrated, cross-functional scenarios with migrated sample data. Key users record gaps and change requests, which feed configuration adjustments and the fit-gap analysis. By the time formal UAT begins, the processes have already been rehearsed in CRPs, lowering the risk of late-stage surprises.
ERP Vendors with Strong Conference Room Pilot
Oracle NetSuite
The original cloud ERP — built for fast-growing companies
SAP S/4HANA Private Cloud
Fully customisable managed-cloud ERP for complex enterprises
Microsoft Dynamics 365
Modular ERP + CRM tightly integrated with Microsoft 365
Epicor Kinetic
ERP built for manufacturers — from job shop to enterprise
Frequently Asked Questions
How is a conference room pilot different from UAT?
A CRP is an iterative, exploratory session during design and build to validate and refine configuration with key users, while UAT is the formal, scripted sign-off stage near the end that authorizes go-live. CRPs reduce the gaps that would otherwise surface during UAT.
How many conference room pilots does an ERP project need?
Many projects run two or three CRP iterations of increasing detail, starting with core happy-path scenarios and progressing to full end-to-end and exception cases. The exact number depends on process complexity and how much the configuration changes between rounds.