Erp guide - presentation 2

http://system-erp.net/
ERP
ERP
Reduction
of inventory
Increasing
the level of
accounting
control
Improving
the quality
of customer
service
Reduction
of delivery
costs
Reduction
of work and
production
costs
Warehouse Management

What else you should know before implementing ERP?
Some of you already have software to manage finances, sale, magazine, or production. The earlier list
of needs and requirements to ERP system is not foreign to you. However, there are still many issues
about which you don’t know, but you didn’t found yet a solution.
Did you give some thought about similar challenges?
• How to connect CRM software with other software functioning in the company e.g. with
magazine, or finances?
• How to check the prior history of the given customer looking through his file, e.g. current orders,
previous invoices, as well as what is often also very important, i.e. promptness of payments?
• How to check the current inventory balances or future supplies in the moment of issuing the
order or invoice of the sale?
(Such information can be handed over immediately to the customer and to promise him e.g.
specific date of delivery).
• How to streamline posting invoices of sale? Is it possible to implement some mechanism of
automatic posting sale invoices without or with limited involvement of accountants?
• How to streamline posting invoices of purchase? Is it possible to automate this process, so that
the computer alone could enter purchase invoices into the system?

What else you should know before implementing ERP?
…for the manufacturing companies:
• Production planning – how to generate the proposal of production orders based on the current
demand (e.g. sale orders)?
• Resource planning – how many resource we need (machines, employees) and in what times for
the service (performances) of production orders?
• Availability planning – how easily and quickly to check, whether all required components will be
available (raw materials, semi-finished products) for starting (performances) of production?
• Purchasing planning – how quickly to order missing components, check how many it will cost,
and what will be the date of delivery?
• Flexibility planning – how to change the production plan, because of sudden order from the
customer?

The moment when the company should start the ERP implementation process
At every growing business comes the moment when ERP implementation is a necessity. Running a
business using mainly Excel tables becomes cumbersome and insufficient. Organization begins to
have problems processing and distributing data between individual units. Such a company needs a
complete system that will facilitate its handling of financial, accounting, HR and payroll and sales
processes.
A number of factors determine the need for ERP implementation. The ever-increasing number of
customers, the emergence of new products and services on offer, and increased employment – all of
these aspects reveal the imperfections of non-integrated management. In addition, the larger the
organization, the harder it is to keep order. Downloading and inputting information to many different
programs generates frequent errors. Data exchange is becoming a problem – one department’s staff
have problems transmitting information to employees in neighboring departments. System
administrators are beginning to be flooded with unmatched number of requests for different
software combinations. This phenomenon is particularly evident when the sales network is suddenly
developed through own or franchise stores. It is high time to think of effective and user-friendly
software that will solve most information management problems in your organization.

The moment when the company should start the ERP implementation process
For example, in a retail business, the target consumer is the consumer. In order for potential buyers
to become real buyers, we must deliver the products at the right time, in the right place, and create
the right incentives to buy. With the increase in chain stores, it is becoming increasingly difficult to
manage the category, store promotions or returns, as well as coordinate logistics between stores,
headquarters and the store. That is why it is necessary to implement solutions that support process
management. A good business management support system can significantly improve your
distribution and supply chain management efforts, help you master costs, and make the most of
limited resources with better results.
Introducing an ERP system can build a real competitive edge. However, to achieve this, you need to
be aware of many key changes in your business. Implementing technology without changing the way
you manage the whole process will only result in minor improvements in your organization’s
performance.

18 questions about choosing ERP system
Have you asked yourself why you want to invest in an ERP system?
In addition to costs, do you have the planned benefits of such an investment?
Do you know where to start the ERP implementation project, what are the business objectives of this
project?
Before you make a decision, consider the business objectives of the ERP / CRM / MRP project. So the
following questions should be treated as a homework.
They also want you to know that “price” is not the only choice criterion and that the project is made
up of more important elements such as the experience and working style (methodology) of the
implementation partner.
Partner knowledge in the project translates into ways to solve certain situations, and which ultimately
can translate into the benefits of an ERP investment.

1. Did you sign a risky contract that turned out to be unprofitable or even lossy?
2. Have you failed to meet delivery or production deadlines?
3. Are your resources (employees, machines) overloaded, or are they underrepresented at all, but
do you know how much?
4. Do you struggle with falling profitability and rising costs?
5. Do you see that handling large amounts of paper mail, invoices, documents takes more and
more time?
6. Do you still need to copy or copy documents (such as invoices) between different programs?
7. Do you still have physical approval of documents (stamp, signature)?
8. Is the flow of information too slow or limited and would you like to change it?
9. Do you search the document in manual (physical) way?

10. Are there delays in receiving and generating documents (eg purchase or sales invoices)?
11. Is there a sale with uncontrolled prices, resulting in a low margin or a sale below the purchase
price (at a loss)?
12. Do you see that the material stocks are too large, the store is full, but the sales are too small?
13. Can you see that the level of bad debt is too high, ie is the sale but no payment?
14. Production costs are too large and there is no control over them?
15. Would you like to streamline invoicing by automatically entering OCR to your system?
16. Is it easy (within seconds) to generate a production order proposal (schedule) based on current
demand (eg sales orders)?
17. Can you easily (within a few seconds) check the required resources (machines, employees) and
their deadlines for scheduled production orders?
18. Would you like to be able to easily check if all required components (raw materials, semi-finished
products) are available to start production, possibly from whom can they be ordered?

Additional tips for choosing an ERP
Do not reproduce the most common mistakes…
One of the most common mistakes people make when selecting and implementing an ERP system
(CRM / MRP) is to compare only the end price of this type of investment. The management team
frequently sends inquiries to industry-known IT companies and selects a business partner offering the
lowest possible price.
To find out that this solution is unfavorable, you should compare the choice of ERP system for example
to buy a car for a company. In that case, are we also comparing only the final price? Of course not!
Almost everyone comes here in details. We want the car to be durable, economical, aesthetic and
comfortable. Therefore, we pay attention to engine capacity, horsepower (hp) capacity, type of gearbox
(automatic, manual), inspection frequency, financing and many other aspects.
The same principle applies when choosing an ERP system for your business. Here also the suitability of
choice and benefits associated with the implementation of modern enterprise management software is
influenced by a number of factors that the system should meet.
Get professional knowledge about ERP / CRM / MRP
Often mistakes in choosing or implementing an ERP system are due to the “I do not know” principle. By
eliminating the earlier comparison, not everyone who buys a car is an automotive expert. However,
before buying we go into details, gain knowledge, meet other friends and choose cars based on quality
to price. We are not limited to comparing the final prices available on the market for vehicles.

Additional tips for choosing an ERP
Investing in an ERP system that will help you manage almost all key areas of your business needs to
gain expertise and insight into the details. It is worth answering a few questions:
• What are the different ERP systems available on the market?
• what are the available functionalities and which are useful to me (will they benefit me)?
• What are the differences between companies implementing such software and on what basis they
base their work?
• What is the ERP implementation project really about?
You do not have to be an expert, but it’s worth getting basic knowledge
Such knowledge will come in the future. It will allow you to consciously choose and properly implement
software that really suits your business needs. Decision makers who simplify the choice of the ERP
system to compare end prices risk that the implementation process for the company will not be
successful at all, and hidden costs can become a serious burden on the company’s budget.
Dropping this responsibility to consulting companies is not the solution either. Mostly, the consulting
firm is not responsible for choosing and implementing an ERP system, so this is short-sighted. The
ultimate responsibility and loss will fall on managers (decision makers)!
Knowledge of the core requirements that Enterprise Resource Planning (ERP) software should support
can verify information from the implementation company. The outsourcer is well-versed in the specifics
of ERP systems, but he does not know the nature of his (your) business as much as his managerial staff.

How to achieve the success of ERP implementation?
ERP system works (or CRM / MRP) … – what does it mean?
If you think you have achieved an effective ERP implementation, you should check these questions:
• So is the system properly prepared?
• Does the system have no errors?
• Are users properly trained?
• Have users received job instructions?
• Are all required data such as files or accounts included in the system?
Very important arguments that everyone probably knows:
1) Cheap + good = unfortunately slow (not fast)
2) Cheap + fast = unfortunately bad (not good)
3) Good + fast = unfortunately expensive (not cheap)

We have successfully implemented the ERP system – what does it mean?
1. Commissioning system according to customer requirements
2. Start the system at a set time
3. Run the system in a fixed budget
4. Efficient use of the system in the daily work of the company / users
5. The customer must have confidence in the Partner that he or she can do it – using a proven
implementation methodology
6. The client and the partner must have complete control over the course of the project
7. The client and partner need to know what they are going to do now, what they are doing, what
they will do next
8. The client and partner must have clearly defined responsibilities
9. Customer and Partner must have the tools to create deployment documentation – necessary for
further development of the system
10. Customer and Partner must have control over the risk of failure – including through meetings of
steering committees (board representatives), problem logs, project documentation, etc.
11. Customer and Partner must be able to schedule tasks for the members of the deployment team
12. The client and partner must have the tools and procedures to correctly import data from the
previous system
13. Methodology also takes care of the morale of end users – they will use the system in their daily
work
14. That before the end-users see the system, it must be tested and must have positioning
instructions

How to implement ERP system?
As it was said at the beginning, it is worth to divide the entire project into stages / phases. At every
stage there should be elements for training and data import. It is also important to remember that
some tasks do not accomplish at the end, only to divide them into several parts and spread over
time.
Also keep in mind that users have to perform their daily duties at the same time, so spreading certain
tasks over time will help them to do them without negatively affecting their daily work.
Following the guidelines “How to achieve the success of ERP implementation“, the goal is not only to
carry out the project in the planned budget, scope and schedule, but above all to remember the
good attitude of end users. No end user no system, no project will be successful!
1) Identify the most important needs and requirements of your business and users
2) Select the team responsible for the implementation project
3) Establish budget and project schedule
4) Develop the concept of ERP system with your partner

Through the concept, the customer gets a description of how the system will work, how the
modifications will work, what the settings will be. From the very beginning, the client is not surprised
by the functionality of the system and the processes, but it has full control over it.
5) Verify the infrastructure and choose the direction (cloud or on-prem).
6) Identify deployment steps and tasks for users (both client side and deployment partner).
7) Prepare data for import – remember to clean the data (duplicates, inactive files).
With the data import plan, what data should be imported, where to prepare it, when who is
responsible for the data, whether the data needs to be reviewed and cleared, whether the data
needs to be verified between eg. accounting and warehouse programs, commercial …
8) Train the implementation team with the basic processes and functionality of the selected ERP
system
9) Prepare and verify the ERP system settings
10) Prepare and verify changes and modifications to the ERP system
11) Prepare ERP test scenarios

Test scenarios have three goals – verification of the system before startup, additional user education,
and can serve as endpoints for end users – ie. how to perform the process.
12) Test the standard and modified processes in the system
13) Import data into the system
14) At the time (stage, phase) in which the system is already installed, set, modified, has imported
data, is tested, invite end users to training
15) This means that at this point, training is required for all users of the ERP system
16) Prepare work instructions
17) After the training, you can also take exams with knowledge and skills on the new system
18) The last element is the final import of data and startup of the system.
19) An additional optional feature is support for the deployment partner in the first days after startup
– so users feel more secure and have quick access to professional help.

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Erp guide - presentation 2

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Erp guide - presentation 2