Staffing for SAP Ariba Implementations: What Procurement Teams Need to Know

April 28, 2025

Implementing SAP Ariba is a major step for procurement teams looking to streamline sourcing, contract management, supplier collaboration, and spend visibility. However, a successful implementation hinges on having the right team in place. Many organizations underestimate the level of expertise and coordination required, leading to insufficient planning, project delays, increased costs, and suboptimal system adoption.

Below, we outline key roles needed when staffing for SAP Ariba implementations and best practices to ensure a smooth deployment.

Key Roles for an SAP Ariba Implementation

An effective SAP Ariba implementation team should include a mix of strategic leadership, functional experts, technical professionals, and change management specialists. Here are a few of these key roles:

A Project Sponsor to secure buy-in from stakeholders and ensure alignment with business objectives.

A Project Manager to oversee the implementation timeline, budget, communication between teams and stakeholders, and team coordination.

Functional Consultant(s) to configure SAP Ariba modules according to business requirements and provide guidance on best practices for sourcing, contracts, supplier management, and procurement processes.

Technical Consultant(s) to make sure SAP Ariba integrates smoothly with existing ERP systems.

Procurement Process Owner(s) to align Ariba with current and future procurement processes and validate configurations and user workflows.

A Supplier Enablement Lead to manage supplier onboarding and training on the new system, working closely with suppliers to address adoption challenges as well.

A Change Management & Training Specialist to develop training materials and facilitate user adoption.

A Data Analyst to maintain data integrity during migration and set up spend analytics and reporting dashboards.

A Testing & Quality Assurance (QA) Team to validate configurations and test workflows before go-live, identifying and resolving system bugs.

Best Practices for Success

Start with an Assessment

The size and complexity of your SAP Ariba implementation will determine the depth of expertise required. A simple deployment focusing on a few modules (e.g., sourcing and contracts) may need a smaller team, whereas a full-suite implementation (e.g., including supplier risk and spend analytics) demands a more extensive, cross-functional team.

Before launching the project, assess internal capabilities and identify where external support is needed. Some organizations may only need functional consultants, while others require full-scale implementation support.

Ensure Strong Communication Across Teams

Since SAP Ariba touches multiple business functions—including procurement, finance, IT, and supplier management—it’s crucial to staff for effective cross-team collaboration. Assigning business champions and IT leads ensures that requirements are met without technical roadblocks. Weekly alignment meetings and clear reporting structures also help keep everyone on the same page.

Engage Internal and External SAP Experts

While some organizations may have in-house SAP specialists, most will require external consultants or staffing firms specializing in SAP implementations. Not all SAP consultants have deep expertise in Ariba, so work with professionals certified in SAP Ariba to ensure smooth implementation and compliance with best practices. External experts are typically ideal for this.

Furthermore, many organizations opt for a blended approach—hiring full-time team members for long-term procurement transformation while leveraging contractors or consultants for the initial implementation phase.

Prioritize User Adoption and Training

A successful SAP Ariba implementation is not just about technology but also about people. Invest in training and change management early to ensure users understand how to navigate the system and leverage its full potential.

Plan for Post-Go-Live Support

Go-live is just the beginning. Ensure you have a support plan in place, including a help desk and troubleshooting resources for continued success.