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ERP Implementation & Integration

The Need to Integrate


Data Integrity When you start talking about data integrity and just how "clean" your enterprise data is, you'll usually hear about the goal of getting to "one version of the truth" with your ERP data. The Bigger the Company, the bigger the MESS As is usually the case, the bigger the company, the more systems it has with more employees that need to work with those systems, and the more complicated it becomes to keep data accurate and timely. Most of the time, companies don't want to know just how dirty their data is. Data Remedy When companies do start going through the layers of data in an attempt to remedy their ills, what they typically nd is a mashup of systems and anywhere from a dozen to hundreds of nancial and HR data sources.

How are we doing it


ERP (Enterprise Resource Planning)
An ERP system, integrates all business management functions, including planning, inventory/ materials management, engineering, order processing, manufacturing, purchasing, accounting and nance, human resources, and more across a company onto a single system that can serve all those different departments particular needs.

System Ownership
Each department typically has its own system optimised for the particular ways that the department does its work. ERP combines them all together into a single, integrated application that runs off a single database so that the various departments can more easily share information and communicate with each other.

Different Departments - Same Information One System


Finance, Hotel Management and the CRM all still get their own application, except now all applications are linked together so that someone in nance can look into the HM software to see if an Visitor has checked. People in these different departments all see the same information and can update it.

Flexibility
AN ERP system is exible enough that each company only needs run the modules it needs, for example in the case of restaurant you would only require the POS system (since purchasing and other departments are centralised at holding). If however, there is a need to install another module say for example Purchasing, than its simply a case of enabling it for the Business Unit.

What Will Change?


Business Processes Simplication of Workow and Reporting Reduction of Paper Trail Accountablility Duties & Responsibilities Reassignments Company Policy/ies Business Intelligence

Implementation Phases
Phase/Duration Analysis Interface Data Logic Reports Training Deployment
wk1 wk2 wk3 wk4 wk5 wk6 wk7 wk8 wk9 wk10 wk11 wk12

Implementation Detail

Phase 1 - Analysis
Goals Describe and validate the solution: screens and processes Deliver Solution Responsible Project Manager (PM) Solution Design For any requirement not covered by ERP system at 100%, a task is created in ERP by the PM. A task is a short description of the solution - not the need - with the full specications of screens changes and notes on features to be improved/added/ modied

Implementation Detail

Phase 2 - Interface
Goals Develop all screens and menus Generate demonstration data Responsible Review and Validate by PM Development of Interfaces (Screens) Fasa is in charge of this development. based on specications we will develop all the screens. This may involve creating new screens or adapt existing one in ERP System.

Implementation Detail

Phase 3 - Data
Goals Import data based on reviewed and validated screens. Done in parallel with the remaining implementation phases. Methods to Import Data Through web-service interface Building a module with .XML or .CSV les with the content Whichever technical solution chosen to import data, it is critical that the importation is done automatically using scripts, without any manual operations. As there will be several intermediary imports, the import process must be strictly dened. Responsible The Business Unit/Department is responsible for data import

Implementation Detail

Phase 4 - Logic
The logical layer corresponds to the implementation of all business rules and logic. Goals Develop logic, Test all use cases Test all buttons of the interface Responsible Fasa & PM for testing nal solution Deliverables A working version that integrates all the business logic and computed elds

Implementation Detail

Phase 5 - Reports
Reports - Based on the analysis, a list of reports are to be adapted or to develop. During this phase, new ERP reports will be designed, developed, delivered and approved by the client.
Note: (i) There are two types of reports in ERP. Any printable document such as sales order, a purchase order, an invoice, etc. and Statistical reports (postgres sql object) are a second type.

Goals Produce template of reports Responsible Fasa Requirements Business Unit/Dept to provide: Reports from customers, Reports or documents for internal use, Reports and documents to customers. Steps 1. Business Unit/Dept. to draw each report in Spreadsheet 2. Validate each template developed 3. Once a report is validated, start development

Implementation Detail

Phase 6 - Training
Goals Equip each Business Unit with the knowledge to Condently use the ERP System Date Entry with Validation Generate Reports Utilise Dashboard Responsible Fasa

Implementation Detail

Phase 7 - Deployment
The process of putting an ERP system into a production-ready state. Congure the system for better protection against failure, better security and more performance. Goals Test all cases Parametrization (security rules, groups, user, ...) Deliverables validated by the Business Unit Responsible Fasa and PM - The PM should be present during and after the delivery to assure all technical aspects are met and a provide functional support. Deployment Options To deploy ERP in a company, there are two options: 1. an SaaS (Software as a Service) or on Demand offer which includes the equipment, the hosting, the maintenance and the support on a system congured to client's needs in advance. 2. an internal installation, that is managed by the IT services of the integrator.

ERP Modules
Accounting Customer Relations Management Point of Sale Project Management Warehouse Management Human Resources Purchasing Manufacturing Marketing Invoicing Payroll Hotel Management System

Module Overview

Accounting & Finance


Ability to record your operations in a few clicks and manage all your nancial activities in one place
Smart User Interface As an accountant, you need to be able to record a set of operations in just a few minutes. Invoice Control Get clear visibility of invoices awaiting from your supplier, control and validate them. Easy Payment Management Reconcile invoices easily with payments through bank interfaces and check handling and printing. Automate Follow-Ups Set-up and automate follow-ups to get a periodical nancial overview and get paid quickly. Integrated Analytic accounting Analytic accounting operations integrated with timesheets, projects, invoices, warehouse, etc. Easy reconciliation Reconcile invoices and payments manualy or use an automated wizard. Multi-Currency Unlimited currencies supported with daily automatic updates of currency rates. Multi-company Consolidate trial balance and statistics in real time. Dashboard & KPIs Customizable real time statistics with drill-up, drill-down, lter, drill-across data.

Module Overview

Customer Relations Management


CRM allows you to track your best leads and opportunities. You can customize your sales cycle, control statistics and forecasts and setup marketing campaign automation to improve your sales performance.
Trace Leads & Opportunities Manage sales team, sales funnel and track the best leads and opportunities up to the sales order Plan Meetings & Phonecall Follow-up opportunities efciently: Shared calendar of meetings, logs of calls, sales task etc. Outlook & Thunderbird Plugins Synchronize your emails with the ERP's CRM. Create new leads from outlook, zoom the customer or the document etc. Follow Quotes & Sales Order Convert opportunities to quotations in one click, convert the quote to a sale order and follow-up a sales(invoicing, deliveries, etc..) Realtime Statistics Accurate forecasts with the ERP CRM business intelligence engine to analyze your sales activities. Run Marketing Campaigns Automate your lead processing using marketing campaigns that automate emails or paper mails. Acquire Leads ERP System provides an email gateway, website integration forms and plugins to create leads automatically through web-services. Mobile ERP's calendar can synchronize with iPhone, Ms Outlook or Android.

Module Overview

Point of Sale (POS)


Allows you to manage your outlet sales very easily. It's fully web based so that you don't have to install or deploy any software and all the sales shops can be easily consolidated. It works in connected and disconnected mode so that you can continue to sell if you lose your internet connection.
100% Web Based Easy deployment and consolidation of several outlets and can utilise iPad/iPod for order taking Fast and Reliable It works even if web connection is down and it synchronizes when the connection goes up. Easy to use ERP 's POS is fast and user friendly, you will not need to train new cashiers. Multiple sales Several sales can be register in parallel by putting them on hold and add products or pay later. Easily nd products Support for bar code scanners, nd products by name or browse products by categories. Powerful Back-end Opening and closing of cash registers, multiple-users, multiple payment methods, powerful statistics, etc.

Module Overview

Project Management
Keep track and manage projects using tasks for short term project execution or plan phases for long term planning.
Collaboration Write tasks collaboratively using a shared pad, discuss with integrated chat, share tasks with customers. Reports and analysis Smart user interface with graphical statistics, Gantt charts, calendars, etc.. Schedule automatically Plan tasks and phases according to your human resources availability. Manage issues Follow bugs and support requests, line-up the issues on projects while tracking your quality of service performance. Sync with Emails Send/receive emails related to your project. Communicate with your team, customers and suppliers.

Module Overview

Warehouse Management
Allows management complex needs very easily: tracking stocks of suppliers/customers, full traceability, accounting links, etc. Multiwarehouse management based on hierarchical locational structure. Manage internal locations, external locations, customers, suppliers or manufacturing inventories.
Advanced Logistic Routes Supports push and pull rules to dene your complex routes in your warehouses. Trace stock movement Track all past or future inventory transactions. Lists facilitate transactions from one location to another. Control Receptions Just click on a location and attain a thorough inventory analysis, for a specied period with the inventory control Never run out of stock With minimum stock rules you have automatic orders with the right quantity to get the maximum specied level. See your inventory's worth With the inventory valuation you can see the monetary value of your stock quantity, for each location.

Module Overview

Human Resource Management


Manage the most important asset in the company: "People". With this module for personnel information management, leave, time tracking, attendance expenses, payroll, periodic evaluations and recruitment.
Track time and attendances Record timesheets, check time spent on tasks, control your employees and project costs. Manage Employees Enter all essential data on employees and oversee all important information in company address book. Follow recruitment Keep track of the recruitment process to facilitate evaluation. Search and browse trough your CV base. Centralize Expenses Get rid of the paper work and follow expenses directly into ERP System. Easy validation, reimbursement and re-invoicing. Reporting Comprehensive overview of employees' timesheet and leaves in one single dashboard. Manage leave requests Employees enter their requests (paid holidays, sick leave, etc), for managers to approve and validate. Plan periodic evaluations Set-up evaluation plans for your employees and watch their evolution. Dene steps with interviews and keep track of the progress.

Module Overview

Purchasing
Create and track your purchase orders, manage your suppliers' info, control your products reception process and check suppliers' invoices.
Automated Propositions Receive automated proposition of purchases according to stock levels, sales, etc. Follow Suppliers Follow all moves and transactions related to a given supplier with the history tab. Control Receptions With the inventory control manage back orders, reception control by orders lines and quality control. Create your products Customize the information you want to input about products. Personalized analysis Analyse the performance of suppliers using the exible reporting: delivery delays, discount on prices, etc.

Module Overview

Manufacturing
Plan and control your supply chain through different applications in the Manufacturing module. Personalize your master data, congure planning, manage your manufacturing and work orders.
Efcient Scheduling Schedulers automatically organise manufacturing orders, launch purchase orders & reserve products in stock. Manage materials and HR Dene and plan efciently the working time and capacity of your resources. Bar Code Support Use bar code to record time and operations on different work orders. Master Data multi-level Bill of Materials, push & pull logistic rules, advanced routings. Flexibility in All Operations Manually edit all operations at any level of the progress. Stock Alerts Stock alerts are generated in real time to avoid shortages at any given time. Stock Analytics Track the evolution of the stock value, according to the level of manufacturing activities as they progress in the transformation process.

Module Overview

Marketing
Marketing module can help you automate email and email sending, qualify leads and encourage customers to contact the right department.
Automate leads Automate response to emails and use a web page to insert chosen criteria that will automate which emails will be sent. Dene the campaign Select the actions to be taken, the mails to be sent and the time delay between each activity. Smart Segment Denition Be successful in your campaigns by adopting a concrete methodology of execution and by choosing the right market segment. Integrated with CRM The Marketing Campaign module is closely synchronized with the CRM module all afliated objects (leads, partners, opportunities). Diagram View Drag & drop in diagram view to easily design your campaign activities. Test Mode Take control of the campaign manually, to test the response or to see what your emails look like as a nished product. Customizable Email Templates Create and adapt emails and save them easily with one click; use them as templates in any other campaign that you want! Campaign follow-up This crucial tool helps you follow the progression of the campaign: sent e-mails, e-mails to send, actions taken

Module Overview

Invoicing
You don't have to be an accountant to generate and pay your invoices. Create and supervise all your supplier and customer's invoices & credit notes in simple steps.
Invoices made easy Enter the right information (quantity, price, customer name, etc) and click print. Your invoice is done! Customers Follow up Email or print directly from ERP system's follow-ups on your invoices for your customers. Payment Tracking Keep track of invoices to pay, record your customer and supplier payment and reconcile them automatically. Invoice Analysis Get a quick overlook on key performance indicators and use the reporting tools to analyse performance.

Module Overview

Hotel Management System


Module for Hotel/Resort/Property management. It can Manage, Congure Property, Hotel Conguration, Check In, Check out, Manage Folio, Payments and Restaurants
Different reports are also provided, mainly for hotel statistics. Housekeeping Management Reservation Management & Reporting Restaurant Management & Reporting Frontdesk Board Calendar view of Daily, Weekly & Monthly Check-In and Check-Out

Module Overview

Payroll Management
Powerful payroll engine with easily customizable rules for specic needs and support temporal data (like changes in the contract), Retroactive, tip income, reimbursement, meal vouchers, etc.
Fully Integrated with HR module as well as HR Holiday module Generates accounting entries automatically Compute batch of payslip at once Multiple contracts for a single employee supported Multiple countries Very easy to adapt to different countries: support custom eld on contracts/employees, rules are fully customizable, etc. Salary Structures (hierarcy) Employee, Worker, Employee / Commission Salary Rule & Categories (hierarchy) Rule Category: Gross, Allowances, Deduction, Net Rule: Conveyance allowance, meal voucher, car tax To compute payslip in a batch with several employees Contribution Registers Social Security, Accor Meal Vouchers, ...

What will it Cost?


There are two approaches to integrating ERP The package approach, an integration mode that is low cost with few developments to be done. This is the less costly option. A custom approach is used when the activities of the business unit are not entirely covered by the ERP system. This mode is more costly due to the customisation required to bring the ERP system inline with the Business Units process.