Best Practices in ERP ARI, Mysore, Nov 2009

1. A presentation onA presentation on
Best Practices in ERPBest Practices in ERPBest Practices in ERPBest Practices in ERP
Solutions/AVLSSolutions/AVLS
Sanjay Sahay, IGP,
Police Computer Wing

2. Presentation Structure
•What is a Best practice?
•What is an ERP
•ERP in Govt. Depts
•Organisational Culture of ERP Org
•ERPs- are they home grown
•Do we have Best Practices?

3. •What the IT industry has to offer
• Best Practices for Creation, Deployment,
Consolidation and Maintenance
Presentation Structure
Consolidation and Maintenance
•We are in the beginning of the journey, the seeds
which sow today, hopefully would deliver one day
•AVLS
•Conclusion

4. Personal Reflection
• Is your organization using best practice method?
• Are you using a variety of methods to improve
your systems?your systems?
• Are you innovative?

5. ERP Implementation
Fundamentals

6. Agenda
• What is an ERP System?
• Why implement an ERP system?
• How should ERP systems be implemented?• How should ERP systems be implemented?

7. What is an ERP System – definition
ERP - Enterprise Resource Planning
“ERP software is a multi-module application software
that integrates activities across functionalthat integrates activities across functional
departments, from product planning, parts
purchasing, inventory control, product distribution, to
order tracking. ERP software may include application
modules for the finance, accounting and human
resources aspects of a business. ”

8. Historical system architectures
Historically, companies created “islands of
automation”. A hodge-podge of various systems
that operated or managed various divergentthat operated or managed various divergent
business processes. Sometimes these systems
were integrated with each other and sometimes
they weren’t. Sometimes they were loosely
interfaced and sometimes they were more tightly
interfaced.

9. What is an ERP – Key Characteristics
Integration
Seamless integration of all the information flowing
through a company – financial and accounting,
human resource information, supply chain
information, and customer information.

10. Packages
Enterprise systems are not developed in-house
• Information System life cycle is different
What is an ERP – Key Characteristics
• Information System life cycle is different
1. Mapping organizational requirements to the processes and
terminology employed by the vendor and
2. Making informed choices about the parameter setting
• Organizations that purchase enterprise systems enter
into long-term relationships with vendors.
• Organizations no longer control their own destiny.

11. Best Practices
ERP vendors talk to many different businesses within a
given industry as well as academics to determine the
What is an ERP – Key Characteristics
given industry as well as academics to determine the
best and most efficient way of accounting for various
transactions and managing different processes. The
result is claimed to be “industry best practices”.

12. Some Assembly Required
Only the software is integrated, not the computing
platform on which it runs. Most companies have great
difficulty integrating their enterprise software with a
What is an ERP – Key Characteristics
difficulty integrating their enterprise software with a
package of hardware, operating systems, database
management systems software, and telecommunications
suited to their specific needs.

13. Evolving
Enterprise Systems are changing rapidly
Architecturally: Mainframe, Client/Server, Web-
What is an ERP – Key Characteristics
Architecturally: Mainframe, Client/Server, Web-
enabled, Object-oriented, Componentization
Functionally: front-office (i.e. sales management),
supply chain (advanced planning and
scheduling), data warehousing, specialized
vertical industry solutions, etc.

14. Typical architectural components
Web
Internet
Mobile
Wireless
e-Mail
Call Center
ICM/Telephony
Interaction
Channels
Marketing
Intelligence
Sales
Intelligence
Customer
Intelligence
Call Center
Intelligence
Analytical
Applications
E-business PlatformTech Stack
CRM
Foundation
Common Data and Object Models, Security, Interfaces,Common Data and Object Models, Security, Interfaces, GlobalisationGlobalisation
E-Business
Foundation
MarketingMarketing SalesSales eCommerceBusiness
Applications
Interaction History Universal Work Q
1-to-1 Fulfillment
Assignment Engine
EscalationsTCA
Installed Base
Tasks Notes
Resources
Calendar
Territories
Finance HR

15. Why implement an ERP System?
To support business goals
Integrated, on-line, secure, self-service
processes for business
Eliminate costly mainframe/fragmentedEliminate costly mainframe/fragmented
technologies
Improved Integration of Systems and Processes
Lower Costs
Empower Employees
Enable Partners, Customers and Suppliers

16. How should we implement ERP
systems
Obtain the right mix of people, processes and
technology!!

17. How should we implement ERP Systems?
People
Project Structure
Should be aligned to processes
Process
Implementation Process (outlined in detail)Implementation Process (outlined in detail)
Adapt your processes to those of the ERP.
Technology
Hardware
Software
Integrated Systems

18. Process
Definition and Analysis
Hold discussions with various functional personnel
to establish the actual number of systems
operating at client site, what they are used for, whyoperating at client site, what they are used for, why
and how often
Produce the Project Scoping Document outlining
current situation, proposed solution and budgeted
time
Challenge : REQUISITE EXPERTISE - No two
clients are the same

19. Process
2. Design
• Prepare various functional reports - specifies
current scenario and wish list
• Prepare Design document which specifies how
the system is going to workthe system is going to work
• Prepare test scripts to be followed on system
testing
• Map out the interface paths to various modules
Challenge : INFORMATION SHARING -
Availability of staff

20. Process
3. Build
• Configure system as per set up document
specifications i.e. transfer conceptual model into
reality
• Test system to verify accuracy (preliminary tests)• Test system to verify accuracy (preliminary tests)
Challenge : TECHNICAL ENVIRONMENT -
System functionality

21. Process
4. Transition
• Train users on their specific areas
• Assist in test data compilation and system testing
by users
• Finalise the Live system and capture opening• Finalise the Live system and capture opening
balances
Challenge : USER RESISTANCE -
Understanding and acceptance
Data preparation

22. Process
5. Production
• Official hand holding
• Effectiveness assessment
• Business and Technical Direction recommendations

23. Best Practices

24. What is Best Practice?
A best practice is a technique or methodology
that, through experience and research, has
proven to reliably lead to a desired resultproven to reliably lead to a desired result
A commitment to using the best practices in any
field is a commitment to using all the knowledge
and technology at one's disposal to ensure
success.

25. Role of Best Practices

27. Best Practice and Benchmarking
Best Practice is a term often used in the literature
in ways that treat it as identical to benchmarking.
Others connect benchmarking with quantitative
indicators and leaves best practice in the realm ofindicators and leaves best practice in the realm of
more qualitative, extended descriptions of
successful firms and their processes.
Benchmarking is one aspect of ‘best practice’.

28. Best Practice Defined
A holistic, comprehensive, integrated and cooperative
approach to the continuous improvement of all aspects of
an organisation’s operations.
It includes leadership, planning, people, customers,It includes leadership, planning, people, customers,
suppliers, the production and supply of products and
services, and the use of benchmarking as a learning tool.
These practices, when effectively linked together, can
be expected, to lead to sustainable world class outcomes
in productivity, quality, customer service, flexibility,
timeliness, innovation, cost and competitiveness.

29. Benchmarking
Benchmarking is the process of comparing one's
business processes and performance metrics to
industry bests and/or best practices from otherindustry bests and/or best practices from other
industries. Dimensions typically measured are
quality, time, and cost. Improvements from
learning mean doing things better, faster, and
cheaper.

30. Benchmarking
Benchmarking involves management identifying
the best firms in their industry, or any other industry
where similar processes exist, and comparing thewhere similar processes exist, and comparing the
results and processes of those studied (the
"targets") to one's own results and processes to
learn how well the targets perform and, more
importantly, how they do it.

31. Best Practice Requires
Communication: Frequent and detailed exchange
enhanced by communication
Continuous improvement: Ongoing goal formation,
preparation of action plans and evaluationpreparation of action plans and evaluation
Culture consciousness: Constant formal and informal
study aimed at a desirable organisational culture
In summary Best Practice is a comprehensive, integrated
and co-operative approach to the continuous
improvement of all areas of the business/service

32. Why Adopt Best Practice?
Proven quality approach to service delivery
Increased productivity
Increased customer satisfaction
Minimised riskMinimised risk
Reduced costs
Improved communication between IT and the
business and your organisation

33. Choosing Best Practice
How many of us can decide on the Best
Practices for the organisation? And that to ERP
Some ParametersSome Parameters
Does the practice actually mitigate risk or satisfy
a security requirement?
Can practice be implemented as planned?
Does the benefit from a practice outweigh its
cost?

34. Technology
• Technology is an enabler, not the driver (it is there
to assist the organisation to achieve business
goals)
• It is a means to an end, not the end• It is a means to an end, not the end

35. Conclusion
• ERP systems provide a mechanism for
implementing systems where a high degree of
integration between applications is required
• The Business Case or Value Proposition for• The Business Case or Value Proposition for
implementation must be outlined
• To successfully implement - a proper mix of
people, processes and technology should be
maintained

36. Automatic Vehicle
Location System

37. Vehicle Location System
• What is AVLS / APRS?
- Automatic Vehicle Location System
- Automatic Position Reporting System- Automatic Position Reporting System

38. Vehicle Location System
• Vehicles Equipped with GPS Receiver
• Mobile Sends GPS Location Data over RF Path• Mobile Sends GPS Location Data over RF Path
• Fixed End Receives Location Data and Displays
on Computer

39. How does GPS work?
Satellite Satellite
Satellite
Satellite
Satellite
Satellite
Satellite

40. GPS Receivers
• Handheld
– Garmin
– Magellan
• Dedicated• Dedicated
– Oncore
• Receiver / Antenna Combos
– Tripmate (Delorme)
– Pharos
– Tripnav

42. Goals and Objectives
• Evaluate the effectiveness of the AVLS system
• Demonstrate capability of AVLS technology to:
- Improve dispatch process
- Optimize Police Patrol timing
- Collect engineering data- Collect engineering data

43. Quantity Over Quality
• Better to get a bad position than no position?
• Settings are dynamic—adjust them according to
conditions
• Use an external antenna whenever possible• Use an external antenna whenever possible
• Different grades of antenna: multi-path rejection,
receptivity
• Antenna is the GPS position, not the unit
• Multiple antennae will interfere with each other—
maintain at least a foot of spacing

44. Conclusion
• Field work with GPS units is a dynamic
undertaking…
• Not just a walk in the woods with the GPS
• Never trust your life to a GPS unit• Never trust your life to a GPS unit
• Look up– pay attention to conditions that affect
your GPS reception and your safety (cliff edges,
snags, traffic!)
• Look down– don’t ignore your unit, it may be
telling you something important
• Never trust your life to a GPS unit!

45. THANK YOU
for your TIME and PATIENCE