How Does An ERP System Work?
How Does An ERP System Work?
How Does An ERP System Work?
ERP stands for Enterprise Resource Planning and refers to software and
systems used to plan and manage all the core supply chain, manufacturing,
services, financial and other processes of an organization. Enterprise
Resource Planning software can be used to automate and simplify individual
activities across a business or organization, such as accounting and
procurement, project management, customer relationship management, risk
management, compliance and supply chain operations.
An integrated system
Common database
Real-time operation
Support for all applications/components
Common user interface across application/components
On-premise, cloud hosted, or SaaS deployment
ERP software has the ability to collect and compare metrics across
departments and provide a number of different reports based on roles or
specific user preferences. The data collected makes finding and reporting on
data faster and gives a complete view of business performance with complete
insights on how resources are being spent.
Today, these phrases are used less frequently as the important factor is not
company size but determining if the ERP system is effectively addressing
current and future business requirements, no matter the size of the
organization.It’s imperative that organizations consider and select ERP
systems that eliminate the need for costly customizations, adapt to the rapid
pace of business change, address future technologies and meet other
identified requirements.
1. Pre-evaluation screening :
This phase starts when company decides to go for ERP system. For this,
search for package starts. It is time-consuming process because every
package has to analyze first before reaching to any decision. As all
packages are not same and each has its own strengths and weakness.
This process should eliminate those packages that are not suitable for
company’s business processes.
2. Package Evaluation :
It is the most important phase in implementation. This phase depends on
success and failure of entire project with package selection. Most
important factor while selecting any package is that not every package
can be totally perfect for project but at-least it should be good fit for
project.
3. Project Planning Phase :
This phase plans and designs implementation process.
4. Gap Analysis :
It is the most crucial phase in this implementation. Here, gaps are
analyzed between company’s practices and that practices which are
supported by ERP package. It has been estimated that even best ERP
package only meets 80-85% of company’s functional requirements.
5. Re-engineering :
It is the fundamental rethinking and radical redesign of business
processes to achieve improvements.
6. Customization :
It is the main functional area of ERP Implementation. Arrived solution
must match with overall goals of company. Prototype should allow for
thorough testing and attempts to solve logistical problem.
7. Implementation Team Training :
Now after above processes, implementation team knows how to
implement system. This is phase where company trains its employees to
implement and later run system.
8. Testing :
This is the phase where team break system. Sometimes, system
overloads or multiple users trying to login at same time etc. Test cases
are designed specifically to find weak links in system. Different types of
testing are: Unit testing, integration testing, acceptance testing, security
testing, performance and stress testing.
9. Going Live :
Once technical and functional side is properly working and testing is
done. There comes next phase i.e, “Going Live”. Once system is ‘live’, old
system is removed & new system is used for doing business.
10. End-User Training :
This is the phase where user of system is given training on how to use
system. Employees and their skills are identified and training is given to
them in groups based on their current skills. Every employee is provided
with training of job which he is going to perform.
11. Post-Implementation :
It is the most important and critical factor. Post Implementation is based
on two words- Operation and Maintenance of system. Duration of this
phase depends on training efficiency. Necessary enhancements &
upgrades are made in this phase.
Supply chain management
Supply chain management is coordination of all supply activities of an
organization from its suppliers and partners to its customers efficiently and
effectively (Chaffey, 2015; Turban et al., 2012). Electronic supply chain
management (e-SCM) is collaborative use of technology to improve the
operations of supply chain activities as well as the management of supply
chains (Turban et al., 2012). The main factors that contributed to the
transition from SCM to e-SCM are as follows:
The need for additional reduction in the costs as well as improvements
in the processes through the expansion of the tools for modern
management in the organizations from the supplier channels to the
customer channels.
The introduction of computerization and digitalization of the internal
functions of the organizations with new techniques, tools, and
management methods.
The need for efficiency and agility of the organizations in order that
they can respond to the higher demands of the customers whose
growing demands and bargaining power continually increases.
The effort to optimize the organization by having lower inventory levels
both in manufacture and distribution by, in parallel, offering supreme
quality and service.
The deserting of vertical integration and functional oriented
organizations.
The tendency for outsourcing of some operational functions that are
not the core of the business to other organizations specialized in that
field.
The explosive expansion of global commerce and the opening of new
markets that only few years ago were closed.
The e-business technologies, particularly internet, have enabled
organizations of all sizes to have a network and be closely connected
with their partners and conquer and compete for market share which
was only possible before for the large corporations.
E CRM
Your customer interacts with your business many, many times during the life
of your relationship.
The end stage of a customer life cycle is loss/churn when inevitably in time a
company may lose a customer.
The company then needs to establish a win-back process. The company then
needs to decide which lost customers are of most value and try to win back
their business.
A CRM system integrates all four phases of the customer life cycle into three
major processes. These processes are solicitation, lead-tracking, and
relationship management. The diagram above depicts the four phases and the
three major processes. It shows the flow of phases and what each phase
means.
Data mining usually involves the use of predictive modeling, forecasting, and
descriptive modeling techniques as its key elements. CRM in the age of data
analytics enables an organization to engage in many useful activities. You can
manage customer retention, choose the right segments, set optimal pricing
policies, and rank suppliers to your needs.
Sales Forecasting
Examining time-based patterns helps businesses make re-stocking decisions.
Furthermore, it helps you in supply chain management, financial management
and gives complete control over internal operations.
Database Marketing
Retailers can design profiles of customers based on demographics, tastes,
preferences, and buying behavior. It will also aid the marketing team in
designing the right marketing campaigns and promotional offers. This will
result in enhanced productivity, optimal allocation of resources, and desirable
ROI.
Product Customization
Manufacturers can customize products according to the exact needs of
customers. To do this, they must be able to predict which features should be
bundled to meet customer demand.
Fraud Detection
By analyzing past transactions that turned out to be fraudulent, you can take
precautions to stop that from happening again. Banks and other financial
institutions will benefit from this feature immensely, by reducing the number
of bad debts.
Warranties
Manufacturers need to predict the number of customers who will make
warranty claims and the average cost of those claims. This will ensure the
best management of company funds.
Clustering
Identify similar data sets and understand both the similarities and the
differences within the data. Data sets that have similar traits can be used for
conversion rate increases. For example, if the buying behavior of one group
of customers is similar to that of another group, they can both be targeted
with similar services or products.
Classification
This technique is used for gathering information about data so that the data
sets can be placed into proper categories. One example is the classification
of email as either regular, acceptable email or as spam.
Regression
Regression analysis is one of the advanced data mining techniques in CRM.
The objective is to find the dependency between different data items and map
out which variables are affected by other variables. This technique is used to
determine customer satisfaction levels and their impact on customer loyalty.
Let’s take a closer look at how you can create your own automated workflow using a
CRM.
While the end goal is to boost your sales, there are smaller milestones you should
set to reach it. For instance, you can measure:
Tasks that aren’t up to par can be removed from the workflow altogether. It’s also a
good idea to speak with your staff—the ones implementing the workflows – to see
what they think of the processes and results.
Use the information you collect to determine what should stay and what should go.
Now, it’s important to note that there are certain processes that may be effective, but
are impractical and expensive to automate.
Let’s say, for example, you have a campaign where your sales team is cold-
emailing a large number of leads. You don’t want to throw out this process since it
can potentially land you paying clients.
However, you don’t want to keep wasting man hours on the low results it generates.
So it would be best to automate this process so that your team can spend time on
tasks with higher production rates.
On the other hand, you wouldn’t want to automate a process in the later stages,
especially if you have invested a lot into these prospects. But this doesn’t mean you
still can’t use your CRM workflows.
This way, everyone can achieve great results. But you need to give everyone the
tools they need to succeed.
When you create your workflow, it should address all the aspects of sales and
marketing. This way, both departments are able to work together seamlessly to
generate higher conversions (and happier customers).
One way to make this happen is to talk to team members who frequently over-
exceed your expectations. Interview them to see what helps them to be successful.
Then try to cut out the processes that are a waste of time before creating your
workflow.
Now, it’s time to run your tests and monitor them. Keep a close eye on your
workflows and whether or not they’re helping your sales department reach their
goals.
Testing and auditing will become commonplace until you’ve come up with the perfect
setup. But even then, you’ll have to evolve. This means more changes and
implementation to keep your sales teams up-to-date.
7. Internet of Things
It appears the Internet of Things (IoT) is coming of age. As costs fall, research
shows the number of businesses using IoT devices grew from 13% in 2014 to 25%
in 2019. The IDC forecasts 13.6% annual growth through to 2022. IoT allows
organizations to monitor inventory, automate stock reordering and keep track
of deliveries, all in real time. Sensors can predict wear and tear on equipment,
allowing timely ordering of spare parts. IoT increases supply chain
transparency.
With greater access to Big Data, more organizations are turning to AI and
machine learning to simplify tasks and automate procedures. Gartner reports
that in the four years to 2019, there was a 270% increase in the number of
organizations using artificial intelligence. Predictive analytics and machine
learning algorithms are being used to improve planning and decision support
systems, identify purchasing patterns, automate tedious warehousing
processes and manage inventory. Many organizations are using AI to replace
humans performing repetitive supply tasks and to perform complex supply
chain calculations.