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How to Select and Implement an ERP System

How to Select and Implement an ERP System
Michael Burns
WHAT IS ERP?

ERP is a term that is widely used yet probably not well understood. It stands for Enterprise Resource Planning and although it was initially targeted to manufacturing companies, today it encompasses any product that can be used across an enterprise. When implemented effectively, ERP enables companies to break down traditional organizational silos, replacing them with a tightly integrated horizontal structure in which strategy, organizational structure, process and technology are closely aligned. Applications can include financial, distribution, manufacturing, human resources, payroll, and project costing.

There is a lot of confusion between an accounting system and ERP. In the past, an accounting system was limited to just Continue reading How to Select and Implement an ERP System

SAP vs. Oracle

Here is an interesting comparison between the two leaders in the ERP space, SAP vs. Oracle. This is a hotly contested debate between the two giants in Enterprise Resource Planning Software. A company that is considering moving to an ERP will likely have one or both competing for their business.

They have distinctly different approaches to both the software business and to their software architecture. Once only for the Fortune 500, the mid-sized marketplace is looking more frequently at these software offerings. This is due to the consolidation of ERP software offerings, post 9/11, and due to the increased focus that SAP and Oracle have placed on this mid-market space.

SAP vs. Oracle
Alisher Muhammadiev

Both ERP rivals Oracle and SAP are different as their products

Enterprise Resource Planning system was designed and implemented in more than 20 different industries and all ERP companies together generate every year a $60 billion dollars profit on the global market. The biggest part of this pie is shared by two software giants Oracle and SAP. Although they compete on the same market and target their products for common industries, they have very distinguished strategies, corporate culture and distinctive offers.

Information Technology has become an important part of any current business. The Enterprise Resource Planning system is a software package that was specially designed to help companies to run their businesses better. It consists of many modules. Each of the modules is used at different departments within one corporation. All those modules are interconnected with each other in one coherent system. According to the common definition of ERP – it is a system that processes all transactions in an organization and facilitates the planning, production and customer responses. It represents the companys culture. Moreover it can be thought of as the companys backbone coded into the software. That is why the ERP is so important and at the same time very expensive. Depending on the size of the project some companies spends from $2 to $130 million dollars for ERP implementation. Building an ERP package requires a lot of time and resources. ERP vendors develop, supply, and implement the ERP system as package software for enterprises. Some companies are loyal to one vendor and use all modules from same vendor. Others decide to mix together compatible modules from different vendors. This approach is called a best of breed system. When the vendors product is built in-house all work including software development, implementation, customers support and training are done by the vendor alone with no help from the outside or from outsourcing.

The world second-largest software supplier Oracle was founded in 1977 in the United States and by 1999 the company was serving 5000 clients in over 140 countries. Oracle is well known for their database systems rather than enterprise resource planning system. It is rating as the second ERP package vendor after SAP on the ERP market. Oracle has a reputation as a company with strong software support, a large financial budget and stable position among the competitors. At the same time the corporate culture of Oracle is conservative on benefits from revenues. Which causes such problems as inflexibility and slow implementation of their ERP products. In other words, the company lacks partners and consultants for technical expertise.

Hence the main player on ERP market is the German company SAP (Systems, Application, and Products in Data processing) which was founded in 1972. It was the first time in software history that a company outside of the United States had gained such success. In 1999 SAP had more than twice as many customers as Oracle in 100 countries around the world. Unlike Oracle, SAP decided to work in close collaboration with many other companies. The companys success derives from the fact that SAP invests 20 percent of the profit on research and shares 80 percent of the total revenues with their alliance partners. Moreover, SAP has many consultants who provide help and training to their customers. And there are even third party developers who supply a large number of add-in programs that can work together with SAPs products. As a result, customers enjoy more flexible and fast implementation of their ERP systems. There is no doubt about why SAP became a leader.

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Because Oracle products are built in-house in contrast to SAPs solutions they are based on one database system. Oracle became popular as a manufacturer of developing products that can be easily integrated with other models from other vendors, enabling them to build a best of breed system. The ERP packages from Oracle are based on three main parts: Supply, Demand and Finance with several included modules. Oracle offers a strong enterprise system that is able to accommodate more than 1000 users whereas the ERP package from SAP can be scaled from 25 to 1000 users. Such scalability is possible because of the high granularity of the SAP modules. The downside of the SAPs ERP systems is that the SAP vendor forces its customers to change or adapt their corporate culture to match how SAP software works. However as SAP as Oracle, both provide incredible enterprise resource planning systems which help many companies to operate more efficiently and more effectively these days.

Both vendors offer great ERP packages but choosing the right package among both is not an easy job. For SAP, being a leader on the market it does not always mean that SAP can offer the right software that customers want to have; and Oracle can appear as a good alternative for this case. If the company is limited in resources and restrained in time the best solution would be to go for SAP products. However the company with distinguished values which creates a competitive advantage would prefer to choose the Oracle to build a unique system that will fit well to their businesses. The lesson is that before moving to ERP the senior manager needs to balance all constraints and needs for the companys future.

Alisher Muhammadiev Hanyang University, Seoul, South Korea tel: +82-10-2304-0074 email: so***@ih******.kr web site: http://puzzleservice.com

sap vs. oracle

ERP Software Vendors

This is a more general article, but it has some interesting history on a few ERP packages. Trivia time… Do you know what QAD stands for?

ERP Software Vendors
Jennifer Bailey

Enterprise resource planning systems are management information systems that integrate and automate business practices associated with the operations, production and distribution aspects of a company engaged in manufacturing products or services.

Some of the well-known vendors of ERP systems are SAP AG, Oracle Applications, Microsoft Dynamics, SSA Global Technologies, QAD and Exact Software.

Founded in 1972, SAP AG is the largest European software enterprise, headquartered in Walldorf, Germany. SAP is an acronym for Systems, Applications And Products in Data Processing. It is the largest ERP solution software provider in terms of revenue. SAP products focus on ERP systems. Its main product is SAP R/3. R stands for real-time data processing, and the number 3 relates to the three-tier application architecture of its database, application server and client. There are over 91,500 SAP installations at more than 28,000 companies. Over 12 million people in more than 120 countries use SAP products.

Oracle Corporation was founded in 1977. It is one of the major companies involved in the development of database management systems, tools for database development, and enterprise resource planning software. The Oracle e-Business Suite includes software that perform financial, manufacturing and Human Resource Management Systems related functions. User access to these facilities is provided through a browser interface over the Internet or corporate intranet.

QAD produces Enterprise Resource Planning software for six main industries — Automotive, Consumer Products, Electronics, Food and Beverage, Industrial Products and Life Sciences. QAD product, MFG/PRO is an ERP software containing multiple optional modules and add on products like AIM Warehousing and Trade Management.

Exact Software was founded in 1984. It is involved in developing software for logistics, Human Resource Management, Customer Relationship Management, e-business and Enterprise Resource Planning.

Every company needs a core transactional system that records the information from its most important business processes. Prior to choosing a vendor for an enterprise, it is important to plan the budget since it is extremely difficult to upgrade already installed ERP software.

ERP Software provides detailed information on ERP Software, ERP Software Solutions, ERP Software Companies, Manufacturing ERP Software and more. ERP Software is affiliated with HR Software Solutions.

The top 20 ERP implementation tips

Stumbling through various ERP websites, we came across this article that shows some of the key factors for doing an implementation correctly. You should probably read this one…

The top 20 ERP implementation tips
By Jan Stafford, Site Editor
22 Jun 2005 | SearchOpenSource.com

An enterprise resource planning ERP software project can be daunting for first-timers or veterans handling a migration. Get started on the right foot with the top 20 ERP implementation tips from Linux users, consultants and vendors.The top 20 ERP implementation tips

ERP Software

by Chris Shaul

ERP Software (Enterprise Resource Planning) often leads people to a lot of confusion. Which software is best and which ERP software will be the easiest to implement. The key to selecting ERP software systems is to understand your own requirements first. Document your specific requirements of what the ERP software should do for you. Do not only make a wish list, but include the things your current software does right. Many times people make the mistakes of selecting systems on what their system doesn’t do currently, but then come to find out, all the things that the old system did well, the new ERP software does not do. Be comprehensive.Next look at your business and determine the broader category of what you do. Are you a discrete manufacturer, a process manufacturer (using formulas or recipes), or are you a service based company? Is your company heavily retail with Point of Sale needs? ERP software is segmented by the various niches that a company can fall into. This makes it easier to narrow down the field of software to look at.Next look at the size in sales and see what Tier of ERP software you might fit into. Tier 1 is for larger multinationals or companies with many diverse business units. Tier 2 is for the companies with one to many branches doing similar things. Tier 3 looks at smaller single site companies that do not have very complex processes.

For example. If you are work for a company with four manufacturing facilities, all making roughly the same sort of products, and your revenues are are under $250 million dollars, then you are a good candidate for a Tier 2 ERP software. The following is a sample list of some main ERP software vendors:

Tier 1 ERP Software

SAP
Oracle
JD Edwards

Tier 2 ERP Software

SSA ERP LN
Epicor Vantage
QAD
IFS
IBS
Microsoft Dynamics AX (or NV)

Tier 3 ERP Software

Made-2-Manage
Microsoft Dynamics GP
Intuitive Software
Global Shop
DBA Software
Epicor Vista

Once you have narrowed down your criteria to which tier you fit into and then you can start investigating the focus niches of each of these systems. From that you can then compare your specific requirements to the functionality of each of the targeted the ERP systems. The selection process should be deliberate and there are many pitfalls.

Once you have a few ERP vendors that you are working with, you can then narrow it down to the 2 or 3 based on requirements to have them show you the system in detail. This detailed system review should be done completely based on the requirements and should show the daily processing of your business processes. Don’t forget too that you are also looking at a vendor with whom you can work for the next few years. It is like a marriage and so you want to make sure that the partner you are selecting is one you can live with.

When you finally select the system, ensure that you do reference checks. The ERP software vendors will always give you favorable clients to contact. But remember that often what is unsaid is more important than what is said. If you visit the references, be sure to watch transactions being entered. Try to see how the people are using the system. Learn from their mistakes too! Find out what went right and wrong during their implementations. Often these lessons learned will help you in your implementation.

In summary, ERP Software is very complex and requires more time and diligence than people realize. When selecting, it can be overwhelming. As such, a third party may be able to assist you. Take a look at consultants who are unbiased and specialize in helping companies select systems. But if you choose to do it on your own, make sure that you have your baseline of requirements to lead you through. Focus on the business process and the business needs, not only on the look and feel of the software. If you keep coming back to the requirements, you will ultimately see which ERP Software works for you.

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Chris Shaul is a Senior IT Consultant and contributor to ERPandMore.com

ETO ERP: Making the Wrong Choice

ETO ERP: Making the Wrong Choice
Roger Meloy

Enterprise Resource Planning (ERP) systems offer great benefits to engineer-to-order (ETO) companies looking to increase productivity and decrease cost. According to TR Cutler, spokesperson for the ETO Institute, ‘These benefits come as a result of a successful implementation, but not every implementation is successful.’ Cutler asserts that, ‘One reason some implementations are not successful is the selection of the wrong system.’

The ETO Institute has just published a white paper, ‘Why Do Companies Choose the Wrong System?’ This document is written with engineer-to-order companies in mind. It highlights the problems facing ETO companies trying to find and evaluate a new ERP system. The while paper provides some time and simple steps companies can take to reduce the chances of making a critical mistake. (www.etoinstitute.org)

Cutler, who authors regular columns for Industrial Connection magazine (www.industrialconnection.net) and InMFG magazine (www.inmfg.com) is looking for case study profiles of ETO manufacturing companies and their ERP experiences. ‘The good, the bad, the ugly. I want to know what ETO manufacturers think about the ERP selection process, what companies have served them well and which have not. This will provide an interesting profile for the members of the ETO Institute.’

The ETO Institute specifically highlights some of the problems ETO manufacturers face when searching for an ERP system. Go to www.etoinsititute.org and learn more. Registration is free of charge and more than a thousand ETO manufacturers are expected to join in 2005.

Thomas R. Cutler ETO Institute 954-486-7562 www.etoinstitute.org e-mail protected from spam bots

ERP – Army Style

Stumbling around the web, we came across a great ERP reference site. This site is the US Army’s ERP/SOA Resource Center. Its own description is as follows:
As the Army embarks on transforming its warfighting capabilities, it is imperarive that the Business Capabilities / Enablers / Processes transform to support the warfighter. ERP systems provide an integrated suite of Information Techonology applications that support the end-to-end business operations of an entire organization. The ERP Resource Center is designed to provide Enterprise Process Owners, Program Executive Officers, Program Managers, and others involved in the Business Transformation of the Army with detailed information, supporting documents, and tools and techniques regarding the use of ERP systems.

This site is filled with useful information.Â It is not helpful if you are a small company looking for an ERP system other than to guide you in an overview of what ERP is and does.Â There is a glossary online there too, but it is government focused.Â If however you are implementing a Tier 1 package, then this gives a lot of good information.

7 Ways to Fail in an ERP Selection

by Chris Shaul

The best way to fail at an Enterprise Resource Planning (ERP) implementation is to choose the wrong software up front. Choosing software without following some basic guidelines is a sure-fire method for disaster. Probably the worst thing that someone has done (that we know of), was to buy their ERP software at a tradeshow, thinking it would be the cheap and easy way to solve their problems. They ended up spending more than they expected in finding ways to force the software into their business all because of a failed ERP selection.

Below are some ways that will set you on the path to fail at your choice. In other words, they are ways that you can insure that you will choose the wrong system for your company.

ERP Selection Failures

1. Choose ERP software without understanding your requirements. First, you should ensure that you are getting the best fit for your company by documenting your requirements. The requirements should cover the strategic, reporting, functional, and technical aspects of what your company requires to run the business. Choosing software without these documented and without using them as a benchmark to compare the software against is a strategy for problems. Do not run an ERP Selection without well defined requirements.

2. Select ERP software without paying attention to business processes. There are certain ways that you run your business. Not all of them are rocket science, but there are certain things that make your company unique and successful. Choosing software without understanding how things flow in your company will create big problems in the implementation when the software processes information contrary to how you run your business.

3. Choose ERP software because your Friend/Neighbor/Relative is using it successfully at their firm. Another nightmare scenario that has actually occurred is that decision makers have purchased software because their ____ (fill in the blank) has used it and it worked great at that company. That company is not your company. On the surface they may seem similar, but just because one company is running well on the ERP system does not mean that yours will. You may have a special process for getting your goods out the door. The software may not support that method. Perhaps there is some information that you must have because of financial, regulatory, or supply chain requirements. The other company may not have that issue. Perhaps you need to track lot numbers and the _____ ‘s company does not. There are too many business issues that can create havoc in an information system, if the system is not carefully matched to the requirements (see #1).

4. Not having the ERP vendor prove that it will support your business processes. ERP vendors have one goal. Sell you software. Do they care if it fits, can successfully operate your business, or even if it will be a huge burden on your staff? Not really. In fact, if you buy software that requires a lot of care and feeding because it is not a good fit, then the vendor is the one who supports it and makes a handsome flow of income off your company. You can find a software that best fits your business with a free ERP Selection consultation from SoftwareAdvice.com. Get the vendor to demonstrate that it meets your requirements and can transact information in a method that is aligned with your business processes.

5. Choosing ERP software because it looks cool. You may laugh at this one, but the user interface is a sexy selling point of many systems. Is a plain old green-screen as nice to work in as a really colorful Windows screen? Probably not, but does the Windows-based system really address your issues? Your goal should be aligning a perspective system with your business needs. If it comes with a cool interface great, if not, can you live with it?

6. Let the ERP vendor tell you what you need to be doing. Related to number 4 above, having the ERP vendor guide you in your selection is a roadmap to hell. You need to guide them. Tell them what you want and expect. Too many times has a single vendor gained the trust and confidence of a decision maker and guided them to a particular system, without any concern for how close a match is it to the business requirements and processes.

7. Take the ERP vendor’s first offer without negotiating. You can generally negotiate with a vendor several times and get a more than fair price. But the key is to follow good negotiation tactics. Don’t forget that most everything is negotiable. The software, the services, the maintenance, the timing, etc. In the ERP industry, the best time to do an ERP selection is at the quarter or year end according to the vendor’s financial calendar.

The key thing to understand is that there is a path that can lead you to success and many routes to failure. Know thyself first. Understand your business and document it. It is not enough to think you know it. Talk to all levels of users and managers. Ensure that everyone’s needs are defined and a priority is placed upon those needs. If you are not sure of how to run an ERP Selection, then get outside help from a consultant who is non-biased towards systems and can guide you. Be careful of assistance from a company that has an SAP practice, or an Oracle practice, etc. They have internal motivation to help you choose their flavor of software.

Most importantly, understand that you need to drive the process. It is your selection and you need to live with the results. As any good project manager will tell you, start with the end in mind. What do you want the system to do for your company now and in seven years from now? Understand this and go forward in your ERP selection.

Chris Shaul is a Senior IT Consultant who is a regular contributor to ERPandMore.com

ERP Selection Help

ERP Selection