Purpose: Order automation systems, including vendor managed inventory (VMI) and collaborative planning, forecasting, and replenishment (CPFR), are essential for supply chain management in the digital transformation era. However, adoption among Korean SMEs remains critically low while 18.6% have smart factories, few operate automated ordering modules. Existing research focuses on large enterprises and theoretical benefits, neglecting the “how” of adoption in resource-constrained SMEs. This study aims to: (1) analyze the current adoption status and characteristics; (2) identify the stage-by-stage adoption process; (3) evaluate performance and barriers; and (4) propose effective activation strategies for Korean SMEs. Research design, data, and methodology: This study employs qualitative in-depth interviews, justified by the scarcity of SMEs with implemented systems (precluding quantitative analysis), absence of SME-specific theoretical frameworks requiring exploratory research, and the need to understand complex organizational contexts that surveys cannot capture. Given that 70% of digital transformations fail due to organizational resistance, and theme saturation is achievable with 6–12 interviews, this approach prioritizes transferability over statistical generalizability. Seven key informants from six organizations were interviewed during November–December 2024: Five SME managers(machinery, parts, food service, food distribution) and one IT solution provider. Semi-structured interviews (60–90 minutes) explored motivations, implementation processes, challenges, and outcomes. Analysis followed iterative, inductive processes, with repeated transcript review, cross-case comparison, and triangulation with secondary sources to derive a four-stage adoption model directly from empirical data. Results: - Adoption Process: A distinct four-stage process emerged: (1) Recognition of Manual Work Inconvenience experiencing pain from repetitive tasks and errors; (2) external Trigger prompted by training, consulting, or benchmarking; (3) limited adoption involving feasibility analysis, pilot implementation, and change management, where most SMEs currently remain; (4) internal expansion and supplier connection-achieved by few companies. None reached advanced stages with AI or RPA. - Performance Outcomes: Successful implementations yielded: 20–40% reductions in processing time and enhanced operational efficiency; near-zero order errors and risk reduction; optimized inventory and reduced costs; strengthened organizational credibility with major clients; and process standardization with reduced employee stress. - Barriers: Four major obstacles emerged: (1) Organizational culture resistance including job security concerns and learning burdens; (2) system integration challenges with existing ERP systems and technical limitations; (3) cost burdens and personnel shortages, especially with foreign workers; (4) information deficiency and ROI uncertainty deterring adoption. Conclusion: This research demonstrates that SME order automation adoption requires integrating organizational, technical, and institutional factors beyond mere technology implementation. Theoretically, it extends supply chain integration maturity models to SME contexts, applies transaction cost theory to B2B automation, and shows that VMI/CPFR require relational governance beyond technical connectivity. Practical implications emphasize staged roadmaps from EDI to CPFR, supplier development programs transforming relationships into strategic partnerships, and change management with gradual implementation and feedback loops. Activation strategies must address barriers through organizational culture improvement, cloud-based system integration, multilingual UI/UX innovation, policy support via subsidies and tax incentives, and staged AI/IoT introduction. Policy recommendations include financial incentives, standardized infrastructure, multilingual training programs, governance reforms mandating large-firm cost-sharing, and security certification systems.
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