ERP

Monojit Banerjee [email_address] Enterprise Resource Planning [ERP]

Definition of Enterprise Resource Planning (ERP)

ERP is defined as an integrated, multidimensional system for all functions, based on a business model for planning, control, and global (resource) optimization of the entire supply chain, using state-of-the art information system and IT, that supply value-added services to all internal and external parties . Definition:

Enterprise Resource Planning systems (ERPs) integrate (or attempt to integrate) all data and processes of an organization into a unified system. A typical ERP system will use multiple components of computer software and hardware to achieve the integration. A key ingredient of most ERP systems is the use of a unified database to store data for the various system modules . Definition:

Enterprise-wide resource planning information systems seek to standardize , streamline , and integrate diverse operations and information flows in a company by synergizing its resources through information technology . Definition:

Enterprise Resource Planning systems comprise an integrated suit of application software modules, which provide operational, managerial, and strategic information, for an enterprise to improve productivity, quality, and competitiveness . Definition:

ERP is a fully integrated business management system covering logistics (materials, production, sales and distribution, plant maintenance, quality management, project management, production planning, etc.), accounting (finance and controlling), and human resources, while incorporating industry-specific solutions and best business practices worldwide . Definition:

ERP allows information to enter at a single point in the process (e.g., at the materials receiving stage of a manufacturing process) and updates a single, shared database for all functions that directly or indirectly depend on this information . Whenever data are entered into the system, these are processed and stored immediately, and thus they provide real-time, online information for decision-making or analysis .

The term ERP originally implied systems designed to plan the use of enterprise-wide resources. Although the acronym ERP originated in the manufacturing environment, today's use of the term ERP systems has much broader scope. ERP systems typically attempt to cover all basic functions of an organization, regardless of the organization's business or charter. Business , non-profit organizations , non governmental organizations , governments , and other large entities utilize ERP systems.

Additionally, it may be noted that to be considered an ERP system, a software package generally would only need to provide functionality in a single package that would normally be covered by two or more systems . Technically, a software package that provides both payroll and accounting functions (such as QuickBooks ) would be considered an ERP software package .

However, the term is typically reserved for larger, more broadly based applications. The introduction of an ERP system to replace two or more independent applications eliminates the need for external interfaces previously required between systems , and provides additional benefits that range from standardization and lower maintenance (one system instead of two or more) to easier and/or greater reporting capabilities (as all data is typically kept in one database).

Examples of modules in an ERP which formerly would have been stand-alone applications include: Manufacturing , Supply Chain , Financials , CRM , Human Resources , and Warehouse Management .

Looking more closely at ERP systems, a key factor is the integration of data from all aspects of an organization. To accomplish this, an ERP system typically runs on a single database instance with multiple software modules providing the various business functions of an organization.

Some organizations - typically those with sufficient in-house IT skills to integrate multiple software products - choose to only implement portions of an ERP system and develop an external interface to other ERP or stand-alone systems for their other application needs .

For instance, the PeopleSoft HRMS and Financials systems may be perceived to be better than SAP's HRMS solution. And likewise, some may perceive SAP 's manufacturing and CRM systems as better than PeopleSoft's equivalents. In this case these organizations may justify the purchase of an ERP system, but choose to purchase the PeopleSoft HRMS and Financials modules from Oracle , and their remaining applications from SAP .

This is very common in the retail sector, where even a mid-sized retailer will have a discrete Point-of-Sale (POS) product and financials application , then a series of specialised applications to handle business requirements such as warehouse management , staff rostering , merchandising and logistics .

Best Practices Best Practice is a management idea which asserts that there is a technique, method, process, activity, incentive or reward that is more effective at delivering a particular outcome than any other technique, method, process, etc . The idea is that with proper processes, checks, and testing, a project can be rolled out and completed with fewer problems and unforeseen complications .

Best Practices Best Practices were also a benefit of implementing an ERP system . When implementing an ERP system, organizations essentially had to choose between customizing the software or modifying their business processes to the "Best Practice" functionality delivered in the vanilla version of the software .

Typically, the delivery of best practice applies more usefully to large organizations and especially where there is a compliance requirement such as IFRS, Sarbanes-Oxley or Basel II, or where the process is a commodity such as electronic funds transfer . This is because the procedure of capturing and reporting legislative or commodity content can be readily codified within the ERP software, and then replicated with confidence across multiple businesses who have the same business requirement .

Where such a compliance or commodity requirement does not underpin the business process, it can be argued that determining and applying a best practice actually erodes competitive advantage by homogenizing the business compared to everyone else in their industry sector .

Evidence for this can be seen within EDI, where the concept of best practice, even with decades of effort remains elusive. A large retailer, for example, wants EDI plus some minor tweak that they perceive puts them ahead of their competition. Mid-market companies adopting ERP often take the vanilla version and spend half as much as the license cost doing customisations that deliver their competitive edge . In this way they actively work against best practice because they perceive that the way they operate is best practice, irrespective of what anyone else is doing .

Advantages In the absence of an ERP system, a large manufacturer may find itself with many software applications that do not talk to each other and do not effectively interface . Tasks that need to interface with one another may involve: design engineering (how best to make the product) order tracking from acceptance through fulfillment the revenue cycle from invoice through cash receipt managing interdependencies of complex Bill of Materials tracking the 3-way match between Purchase orders (what was ordered), Inventory receipts (what arrived), and Costing (what the vendor invoiced ) the Accounting for all of these tasks, tracking the Revenue, Cost and Profit on a granular level

Change how a product is made, in the engineering details, and that is how it will now be made. Effective dates can be used to control when the switch over will occur from an old version to the next one, both the date that some ingredients go into effect, and date that some are discontinued. Part of the change can include labeling to identify version numbers . Advantages

Computer security is included within an ERP to protect against both outsider crime, such as industrial espionage , and insider crime, such as embezzlement . A data tampering scenario might involve a terrorist altering a Bill of Materials so as to put poison in food products , or other sabotage . ERP security helps to prevent abuse as well. Advantages

Disadvantages Many problems organizations have with ERP systems are due to inadequate investment in ongoing training for involved personnel, including those implementing and testing changes , as well as a lack of corporate policy protecting the integrity of the data in the ERP systems and how it is used .

Disadvantages Limitations of ERP include: Success depends on the skill and experience of the workforce, including training about how to make the system work correctly . Many companies cut costs by cutting training budgets . Privately owned small enterprises are often undercapitalized, meaning their ERP system is often operated by personnel with inadequate education in ERP in general, such as APICS . foundations , and in the particular ERP vendor package being used . Personnel turnover ; companies can employ new managers lacking education in the company's ERP system, proposing changes in business practices that are out of synchronization with the best utilization of the company's selected ERP . Customization of the ERP software is limited . Some customization may involve changing of the ERP software structure which is usually not allowed .

Disadvantages Re-engineering of business processes to fit the "industry standard" prescribed by the ERP system may lead to a loss of competitive advantage . ERP systems can be very expensive to install. ERP vendors can charge sums of money for annual license renewal that is unrelated to the size of the company using the ERP or its profitability . Technical support personnel often give replies to callers that are inappropriate for the caller's corporate structure. Computer security concerns arise, for example when telling a non-programmer how to change a database on the fly, at a company that requires an audit trail of changes so as to meet some regulatory standards . ERPs are often seen as too rigid and too difficult to adapt to the specific workflow and business process of some companies—this is cited as one of the main causes of their failure .

Disadvantages Systems can be difficult to use . The system can suffer from the " weakest link " problem—an inefficiency in one department or at one of the partners may affect other participants . Many of the integrated links need high accuracy in other applications to work effectively . A company can achieve minimum standards, then over time "dirty data" will reduce the reliability of some applications . Once a system is established, switching costs are very high for any one of the partners ( reducing flexibility and strategic control at the corporate level) .

Disadvantages The blurring of company boundaries can cause problems in accountability , lines of responsibility , and employee morale . Resistance in sharing sensitive internal information between departments can reduce the effectiveness of the software . There are frequent compatibility problems with the various legacy systems of the partners . The system may be over-engineered relative to the actual needs of the customer .

ERP

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ERP