Spotlight Series: Project Management Module

The Project Management (PM) module can be found within the EFACS E/8 software. This module acts as a ‘project umbrella’, containing all the information regarding the initial tendering process and can be used for the subsequent management of a successful project.

The module has the ability to track the management of projects of varying complexities. This application can be used to calculate accurate costings for each project, including costs, and revenue from internal production as well as external installation and services.

A ‘project manager’ and ‘project stakeholders’ can be assigned to a project within the module, enabling all relevant parties to access information regarding the project. This ensures that any interaction that each person has with the project is visible within the Project Management application.

This module contains all communications, project activities, notes and documents attached to the project, which is accessible to all relevant users. This is crucial in the tendering process stage, as all of these materials need to be available to architects, designers, contractors etc.

Manage Projects:

To accommodate this new functionality, the Manage Projects application has been added to EFACS. From this application the user can manage:

Stakeholders

Quotations

Activities and communications

Contracts

Relevant notes and documentation

The application allows the user to manage all project related quotations, including progressing the quotation to a sales order or a standard contract. When a quotation is progressed to a sales order, options are provided to ensure that all relevant sales items are linked to the most appropriate contracts. The process of creating and managing processes is more efficient when all of the information can be found in one centralised location. This is all completed within the Project Management application.

Efficiencies:

To increase the efficiency of this module, some processes have been switched to automated and information connected to the project can be viewed and edited from within the Project Management application.

An example of this is if a ‘contact’ is attached to a project related quotation, the contact will automatically become a stakeholder on the project. Any information to do with that contact can then be edited via the ‘open contact’ option. This improves efficiency as the user does not have to go searching for the right contact in a seperate application.

Communication regarding the project can be carried out from within the Project Management module. Emails to stakeholders can be sent from within the application, in turn all communications will be logged against the relevant project, to provide a full communication history for each project. By utilising the Workflow and Communications Tracking modules any emails received with the project number in the subject line can be automatically attached as a project communication.

The Project Management application records the entire lifecycle of a project, from initial tendering process to sales orders and contract. The Project Management app ensures full visibility of the project timeline.

Reports:

The following reports have been enhanced to include case-related costs and revenue items:

Report Contract Summary

Report Master Contract Summary

Report Contract Revenue Audit

Report Contract Costs Audit

A new Project Summary report provides a summary of the project, and via reporting drill-downs, users can view detailed cost and revenue for the underlying contracts.

Functionality Overview:

Projects are created against any prospect or customer.

Different roles are assigned to each person related to the project.

All Project Stakeholders are categorised accordingly eg: Project Sign-off, Architect etc.

Quotations can be created, edited and progressed from within the application.

All communications and documentations are recorded to provide a full overview of communication history.

All transactions against a project can be viewed and progressed within the application.

Benefits for your Business:

Provides accurate costs and revenue from each projects.

Through a single application, users can access all information relevant to a particular project.

Ensures complete visibility of the entire project, including all personnel involved.

Workflow utilisation ensures project progression.

To learn more about other elements of the EFACS software, check out some of our other Spotlight Series blogs here!

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Spotlight Series: Remote Workers & Mobile Data

Nowadays, businesses find it hard to be competitive in an ever changing business environment. Customer service has always been used as a point of differentiation for many businesses. It is vital that field service providers deliver outstanding customer service in order to be competitive. Remote workers can find it difficult to meet agreed upon service levels, as remote working can lead to inefficiencies and inaccurate data.

Eagle Field Service can alleviate these constraints through the Remote Worker module.

Through the Eagle Mobile software, service engineers have real-time access to cases, visit information, schedules and documents. Engineers can use this module to update cases as they are on the go. This is then fed to the back office, providing the company with a real-time overview of what is going on inside and outside of the company.

While out of the office, engineers can audit and update key customer information. While on a job, an engineer can use their handheld device to take photos, attach documentation to a case and record customer signatures.

While on-site, engineers can use their devices to capture vital information which is immediately send to the back office. Once this information is sent, this can trigger remedial actions, if that has been set up in advance. An example of this would be, an engineer completes a job and inputs this action into the handheld device. Once the back office receives this notification, an invoice is triggered and sent to the customer.

For some companies, it is vital that an engineer can manage their own stock levels. The Eagle Field Service mobile software enables engineers to do this, along with allowing them to place a purchase order request, receive goods directly to their location and to move stock to another engineer.

The Eagle Field Service mobile software allows engineers to simplify their working day.This software is flexible enough for any service operation, including:

Field Service Engineers

Planned Maintenance

Installation Commissioning Engineers

Asset Management

On and Off Line Work:

This module can work on or offline. It can be utilised on a smartphone or tablet touchscreen device. Once a case has been assigned to an engineer, the case appears as an active job for that engineer. The case is updated in real time as the engineer can now book activities against that case.

If the engineer is working in an area that does not have WiFi or data access, or if the device is offline, all information to do with an active case is held on the device until the engineer can access mobile coverage. Once the engineer can reconnect their device, the information is synchronised to the back office.

Product Data Capture:

Each product has standard information attached to it which can be viewed by the engineer. This allows the engineer to action or pre-plan a job prior to arriving at the customer site.

The Eagle mobile software also has customisable forms which allows for the capture of additional readings, relating to specific business or product requirements.

GPS Tracking:

The Eagle Remote Worker technology records the GPS coordinates of each device. This happens during specific actions, such as travelling, arrival at the job, work completed and close of the job.

Signature Capture:

The engineer can use the handheld device to capture customer signatures. This helps to provide proof of service or delivery. It cuts down on administration work as the signature is sent straight to the back office from the device, the engineer does not have to submit signed paperwork.

Benefits for your Business:

Eagle devices work both on and off line.

Optimises engineers routes.

Provides accurate engineer and service data.

Faster response times.

Eliminates paperwork and chance of data duplication.

Assists engineers in organising their work day.

Improved productivity.

Improves efficiency.

If you would like to read our blog post on the Planned Maintenance Module in Eagle Field Service, click here.

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SMEs and ERP

When Enterprise Resource Planning (ERP) software was first developed, only larger companies were able to access this new, innovative software. At the time, ERP was expensive and was seen as a capital investment. Nowadays, ERP is much more widely available for smaller businesses. Below you will find some of the reasons why many SMEs are now choosing to invest in and implement ERP software.

The Cloud: ERP software is constantly evolving. One of the biggest advances in ERP, was the shift from on-site hardware to the cloud. Many businesses still take advantage of on-site ERP systems. However, smaller businesses have been able to utilise the move to the cloud to benefit them. Cloud based ERP solutions are popular with SMEs because they are Software as a Service (SaaS) as opposed to an on-site asset. This has a knock on effect of the cost for SMEs. On-site ERP systems require a large upfront payment, while cloud based solutions are paid for as either a monthly or yearly subscription fee. Cloud solutions are also managed on the vendors own hardware, meaning that smaller businesses do not have to worry about storing bulky hardware.

Cost: As mentioned above, the cost of ERP is now much more feasible for SMEs, thanks to the subscription based cloud model, in place of one big payment for the hardware as well as the software. It is also possible to buy licences outright but spread the cost over time via leasing finance.
In the long run, ERP can help cut down on operating costs. Instead of paying a number of different licensing fees, as well as maintenance and support, the business only pays one vendor who deals with the system as a whole. This reduction in operational costs can help offset the cost of ERP implementation.

Flexibility: An ERP system is extremely flexible. Some SMEs are able to use the software as an ‘off the shelf’ product, or some SMEs may have customisations to their ERP software. This means that smaller businesses do not have to subscribe to a ‘one size fits all’ piece of software.
Also, ERP systems are flexible in terms of how the software can adapt as the business changes. This could be a change in workflow, management or even regulatory change. ERP systems can now scale to meet business needs as the business grows and changes. This benefits SMEs as the software can scale with the business, the business will not be restricted by the software.

Improved Productivity: ERP software is an integrated system, operating using centralised data. This gives users a much more thorough view of the business. An ERP system allows users to access accurate and real time data, such as production levels, scheduling orders and stock issuing, without having to go searching across the business. This can increase business productivity, meaning that in the long run SMEs can be more competitive.

Better Decision Making: With an ERP system, all data for the business is in one centralised location, cutting down on data duplication and possible mistakes. An ERP system can use this centralised, real time data to put together a variety of different reports, providing an overall view of the business and how the business is performing. These reports can help to give the business better decision making capabilities as the reports and the data are correct using up to date data.

To read more about cloud based solutions for your business, click here to download our free White Paper!

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Spotlight Series: Shop Floor Data Collection

Within the EFACS E/8 software, there is the Shop Floor Data Collection (SFDC) module. This easy to use module allows the user to capture data while on the shop floor, with the data being transmitted in real time to the EFACS database.

The SFDC module is fully integrated with the rest of the EFACS software and is accessed on touchscreen devices through an Android app.

Technology:

The SFDC module is accessible through an Android App and is connected to the EFACS software. The data is captured on the touchscreen device via barcodes. These barcodes can be scanned with the touchscreen device or barcode data capture terminals on the shop floor.

All data is transferred to the back office over a secure WiFi connection.

Benefits for your Business:

The SFDC module collects data on the shop floor and sends the information to the back office in real time. There is no batch processing time with the SFDC module, ensure up to date information is accessible throughout the business.

The real time data that is captured on the shop floor is sent to the back office machines, producing more accurate reports, and aiding in improved forecasting and scheduling.

The user no longer has to rely on paperwork or being located near a laptop or PC to input data. Instead, users have access to either a hand held or wall mounted touchscreen device, on which they can manage and record Work in Progress (WIP).

Staff in workshops, dispatch bays and warehouses can use the SFDC module instead of relying on paperwork, meaning there is less room for error and data duplication.

Changes in stock, materials or labour can be easily recorded and processed via the SFDC device.

Reduction in administration duties leads to improved flexibility and productivity.

The logging and processing of real time data between shop floor and back office can potentially lead to faster loading time and reduced waiting times for the customer, leading to improved customer service.

Applications:

What is available within the SFDC module in the EFACS software:

Delivery picking.

Stock taking.

WIP booking.

Time and attendance (clock in and clock out).

Stock movements, receipts, issue and enquiry.

Stock quality assurance.

Works order receipt.

Receive purchase orders.

Advice notes.

To read more from the Profitsflow Spotlight Series, click here.

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Spotlight Series: Planned Maintenance Module in Eagle Field Service Software

In this blog post, we will delve into the Planned Maintenance module that is available in the Eagle Field Service software.

This module allows the business to record what equipment their customers have on site that will need maintenance. This module can also record changes to the equipment and allow new contracts to be produced when changes occur, producing a new pricing contract annually.

The Planned Maintenance (PM) module gives the user an overview of all planned maintenance for the contract period, including the scheduling of appointments. This allows invoices to be produced as maintenance is completed or as the job arises.

Below we will discuss some of the features in the Planned Maintenance module.

Maintenance Contract Management:

This section of the module keeps record of what equipment customers have on site. The module keeps track of these assets and issues a maintenance plan. Each plan is created per contract and each contract can contain more than one item. Plans can range from minor repairs to annual servicing.

The Planned Maintenance module allows the user to produce a contract and allocate time and resources to that particular project. Because these contract are produced so quickly, dates for maintenance can be agreed well in advance.

Engineering Scheduling Board:

Each contract is accessible through the Engineering Scheduling Board. Information relating to contract history and upcoming jobs are available on the Board. When a contract goes up on the Board, it includes all the jobs and resources that are scheduled for that contract.

Within the Scheduling Board, the user can enter a planned maintenance visit, a job that will be completed within an allotted amount of time, or a reactive visit, which is based on targeted response time.

The Board features a Rule Engine component. The Rule Engine recommends relevant engineers and utilises the real-time route planner to curtail long travel times. To find the most relevant engineer, the Rule Engine considers the job requirements, travel distance and the area of expertise of the surrounding engineers.

Job and Visit Management:

The Planned Maintenance module groups jobs into visits, in order to reduce operating costs.

For scheduled maintenance jobs, an engineer can choose from a list of suitable outcomes to describe the work conducted while on the job, such as “pass or fail” or “repaired or replaced”. This means that engineers do not have to write up their own version of the results of the job. This leads to greater productivity on site and less administration for the back office, as the report goes directly to the back office.

When a job has been completed, time logged and resources used are logged in real-time. Using this real-time information, an invoice can be generated and sent to the customer upon completion.

Functionality Overview:

Different types of contracts.

Can schedule planned maintenance or reactive maintenance.

History of contract is easily accessible through Scheduling Board.

Invoices are automatically billed to the customer.

Facilitates real time data for engineers and job outcomes.

Benefits For Your Business:

Produces annual contracts, complete with scheduled maintenance.

Dates for maintenance are agreed at an early stage.

Encompassing view of each contract, encouraging better customer support.

Resource planning and scheduling can aid in calculating how profitable each contract is for your business.

Real-time information logging means less administration errors.

Accurate data produced, using these modules, means the business can make better strategic decisions.

To read more on scheduling efficiency, click here to download our white paper.

For more benefits on Eagle software within the field service industry, click here.

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ERP Head to Head Event October 16th & 17th 2018

Profitsflow are delighted to announce that we will once again be taking part in the Lumenia ERP Head to Head event. For this event, we will be demonstrating the EFACS E/8 ERP software.

Profitsflow was established in 2009. Since then, we have built a reputation as an expect ERP provider to Ireland’s manufacturing and field service sectors. We provide a full sales, implementation, development and ongoing technical support service to all of our customers throughout the island of Ireland and beyond. As an end-to-end solution provider, our clients benefit from the fact that we are a local resource with a wealth of experience implementing our products in their industry.

Authored by UK based Exel Computer Systems, EFACS E/8 is a modern, fully integrated, flexible ERP software solution encompassing a broad range of business functions aimed at driving improved efficiency, visibility and organisational performance.

The ERP Head to Head event will be taking place over two days, 16th and 17th of October, in The Crowne Plaza, Dublin Airport. Over the course of these two days, 12 vendors will showcase their ERP software.

Vendors will be giving an in depth 60 minute demonstrations on Finance, Production, Procurement, HR, Projects and Sales. This year, Profitsflow will be taking part in the Production and Sales Quotation demonstrations.

There will be vendor-independent presentations from Lumenia Consulting and there will be plenty of networking opportunities.

If you are planning to select, upgrade or replace your ERP system, then this is the event for you. It is an ideal opportunity to efficiently review 12 leading ERP products and vendors. Each vendor is working from the same predefined demo sheet, ensuring easy comparisons for the attendees.

You can pre-register your interest in this event now.

Early bird tickets are available before August 31st.

We hope to see you at the Crowne Plaza, Dublin Airport on 16th and 17th October!

Spotlight Series: Interactive Planning and Scheduling Dashboard

The Capacity Planning module in the EFACS E/8 software aids the manufacturing sector by alleviating the pressure of controlling and planning many manufacturing jobs, which are composed of a number of operations using limited resources.

When a Capacity Plan is produced, it can be viewed and interacted with in the Interactive Planning and Scheduling Dashboard. This dashboard holds a large amount of data from the Capacity Planner, but displays the information for the user as a comprehensible dashboard.

Key Features of the Module:

The panels available within the Interactive Planning and Scheduling Dashboard include:

Work Centre

Scheduler

Queries

Capacity Planner Log

The Interactive Planning and Scheduling Dashboard is extremely flexible and is designed to have a similar look and feel as other common office applications. The dashboard is designed so that the user only sees what is applicable to them and can be viewed across dual monitors.

Work schedules, which are divided into ‘work centres’ or machines, can be viewed through this dashboard. This dashboard can indicate whether a machine is being underutilised on a day to day basis.The user can also use this dashboard to monitor, adjust and optimise utilisation of the machines.

Users can run the Capacity Planner and Capacity Planner Set Up from within the Interactive Planning and Scheduling Dashboard.This dashboard allows many activities to be carried out within the one module, leading to greater productivity.

Scheduler:

The Scheduler panel displays all workcentre capabilities and utilistaion, which can be filtered by a date or range of dates. Information such as shift patterns, extended hours and machine blocking can be viewed as part of a works order operations schedule. These are represented as ‘cells’ or bands within the panel. Each band depicts a separate job. The bands are proportioned to the shift capacity consumed.

If needed, a user can add ad-hoc hours to a workcentre without the need to formally set up a new shift pattern. Users also have the ability to move a job to a different workcentre or increase the length of an operation that was already planned. Operations can also be locked or unlocked to indicate if the job can be moved or not.

Any operations that are sub-contracted outside of the company are highlighted within the panel, to ensure the user knows that these operations are being completed outside of the company. Any materials requirements planning (MRP) or master production schedules (MPS) are also highlighted by different colours. This ensures that these functions are easily identified within the Scheduler panel.

Queries Panel:

Within the Queries panel, a user can select an operation and it will be allocated to a workcentre. This information is then added to the Scheduler panel, ensuring all information is accurate across the organisation. Right clicking on the works order will generate a number of different options related to that works order. This includes all associated operations and a record of all details related to that works order.

Any changes made to the works order are available to view by any authorised user, this function helps to improve productivity as it enables different users to use the applications in different ways.

Splitting Orders:

The user also has the ability to split works orders. This enables part of the works order to be completed earlier or postponed. When an order is split, bookings, issued materials and the status of the operation will all be updated to reflect that the order has been split.

‘What If’ Scenarios:

The user has the option of making scheduling changes and moving jobs around within this panel. If the user then runs the Capacity Planner, it produces an outcome for each of the what if scenarios. Users can create as many scenarios as they like, with the option to name or number each scenario. The user can then select which ‘what if’ scenario is best suited to the company and translate it into a live plan.

Benefits for your Business:

Workflow management

Helps to meet delivery requirements

Capitalises on shop floor utilisation

Setup and changeover times are reduced

Helps to improve forecasting accuracy

Highlights delays and problem jobs

Provides better on-time deliveries and customer satisfaction

To view a webinar about the Manufacturing Module in EFACS, click here to register for the next scheduled webinar.

To read more about the benefits of EFACS Software in the manufacturing industry, click here.

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Spotlight Series: Customer Relationship Management Module

Customer Relationship Management (CRM) encompasees a large number of businesses processes. The CRM module allows the user to interact with potential and established customers in a number of ways, such as marketing, sales, customer profile, customer support and customer service.

CRM Console and Sales Opportunities:

The CRM console contains a complete view of all established and potential customer data. The CRM console is also connected to Microsoft Outlook, providing easy and efficient integration with individual calendars, as well as communications tracking with customers and prospects. The CRM module is integrated with other aspects of the EFACS software, ensuring that all data is accurate and allows for tracking through the sales process.

Sales opportunities are also allocated to specific users, which triggers an email to the user to highlight the sales opportunity. A customer can be allocated to a specific user at any point in the sales process. This ensures that all sales opportunities are assigned to a user and can easily be managed within the CRM module.

Some of the key features that are directly linked to the CRM module include:

Sales opportunities.

Quotation creation and raising.

Sales orders.

Delivery data that is relevant to a sales order.

Returns Materials Authorisation.

Returns management and processing.

Finance, such as invoices, credit notes and any payment related to a customer.

By having all of these modules linked with the CRM module, it ensures that all information linked to a customer is kept in a centralised location.

Call Centre:

The call centre module is aimed at companies that have a support service in place for their products, which can be directed at customers or suppliers.This module assigns a unique case number for each case, enabling the case to be easily tracked from the time the issue is raised to resolution. Cases can be classified based on priority or service level. If necessary, cases can be escalated to ensure that the query is being dealt with by all appropriate staff and all relevant staff are receiving updates on the queries process.

These follow up activities can be sent to employees within the the company using EFACS, or it can be sent to pre-approved third parties or remote individuals.

All information related to each case can be found through secure web pages which are directly related to EFACS.

Information could include:

Automated unique case number assigned to each case.

A full history of correspondence. This can include any type of media file, photograph, emails, call logs etc., that is attached to the case.

Integrated with other aspects of the software, such as Workflow and Business Process Automation. Communication activities, such as emails, tasks or alerts, can be programmed to respond to triggers from these integrated processes.

Users can classify the cases based on priority or service level.

Sales Prospecting:

Sales Prospecting is a module that securely stores a complete history of a prospective customer. The main purpose of the Sales Prospecting module is to enhance the communication materials that potential customers and established customers receive.

Sales Prospecting module can target companies by segmentation, based on factors such as company size, contact details, industry type and more. This segmentation allows for more targeted marketing communications. If a potential customer is converted into an established customer, all past communications are retained on the system in order to provide a full view of the acquisition process.

Potential customers can be targeted in a number of ways through EFACS:

Marketing Campaigns.

Correspondence through written communications.

Logging all enquiries.

Quotation creation for potential customers.

A log of all past and current attendances at meetings or events.

Any follow up activities for the customer.

There are several different pieces of information that are attached to a potential customer or company. This can include:

Company categorisation and profiling, such SIC codes, turnover, number of employees, etc.

Contact management, how the customer prefers to be contacted and all past communications with the customer.

Unlimited amount of contacts and address for a potential customer.

Forecasting.

Documentation of all past communications with the customer.

Marketing Campaigns:

This module tracks and monitors the performance and cost of all marketing initiatives. Each marketing campaign is allocated a unique reference. Campaigns can be linked together, meaning costs and results of multiple campaigns can be analysed together.

Customers, both established and potential, can be associated with a specific marketing campaign, which triggers marketing materials to be sent to the customer.

Through this module, response rates can be analysed and costs per contact and profitability can be calculated. Looking at all of these elements together can give the user an indication of how effective the campaign is.

Broadcasting:

The broadcasting module allows the user to send out a large, direct email campaign. This module also takes advantage of segmentation and targeting.

A targeted list of customers can be created. When an email campaign is being sent out, the body of the email can be populated with contact personalisation. Any broadcast that is sent out is recorded as part of the customers full communication history, ensuring that all correspondents with each customer is logged on their file.

Benefits for your Business:

An integrated and flexible customer relationship management module.

Record of preferred or most successful form of communication for each customer.

Records customer satisfaction levels for each customer.

Helps to identify and maximise the most profitable customer.

Produces an accurate account of the most profitable and effective marketing campaigns.

To view a webinar about the CRM Module in EFACS, click here to register for the next scheduled webinar.

Take a look at some of our other Spotlight Series blog posts here.

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Spotlight Series: Quality Module within EFACS E/8

Within the EFACS E/8 software, the Quality module connects several aspects of the business, such as the supplier details, works orders, stock, customers and workflows. The Quality Module ensure that any quality concern that is logged is recorded and supervised from the time the concern is flagged until resolution.

Logging and Assessing:

There are several ways in which a quality concern can be flagged by the system. A quality concern can be triggered by a customer return, a works order, a purchase order receipt or can be issued from an action issued by an internal business process.

If the data links to an existing supplier or customer record, appropriate data fields will be automatically filled with data, providing accurate and linked data which aids in reducing inputting time.

Logging fields are provided for inputting data regarding key quality concerns. This includes the source of the concern, where the problem occured, categorisation of the concern, severity level of the concern and the outcome of the problem.

Within this application, full batches or part of batches can be removed from the stock. If it is only part of the batch that is rejected, only the stock marked as faulty will be removed from the batch. From this screen, all stock batches that were affected can be identified, quarantined to stop further use, rejected by the company and if necessary, returned to its supplier.

Corrective Actions:

A quality concern can be assigned to a specific user or “owner” for different stages. A list of recipients is also attached to each stage.

Within the corrective actions a full record of quality concerns, corrective actions and all communications are linked to the quality concerns.

Workflow and Communications:

This module allows the user to introduce process checks and approval stages for all general and corrective actions.

The workflow module also sends automated emails to suppliers and customers for information and tasking objectives. Communication threads can easily be found by authorised users.

Analysis and Vendor Performance:

This module introduces demerit values in order to produce accurate performance analysis of suppliers. Demerit values are placed against supplier delivery performance and pricing.

This module also features a reporting tool which allows resolved quality concerns to be reported for output, giving a thorough view of the supplies.

Functionality Overview:

Creating quality concerns.

Logs a life cycle of quality concern, from initial concern to resolution.

Features a complete communications log.

Easily identified affected batches.

Vendor performance module.

Benefits for your Business:

Demerit values in Analysis and Vendor Performance module ensure that suppliers are supplying good quality products.

Full traceability.

Improved response times leading to better customer service.

Eliminates the misallocation of stock through Logging and Assessing application.

To view a webinar about the Quality Module in EFACS E/8, click here to register for the next scheduled webinar, or contact us here to request a one to one web demonstration.

Take a look at some of our other blog posts here.

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Common Misconceptions Surrounding ERP Systems

There are some common misconceptions surrounding ERP systems which can mislead customers away from pursuing an ERP system. This post will take a look at some of the most common misconceptions that Profitsflow have encountered from customers and how we answer these misconception.

ERP is Only for Larger Companies:

A lot of people think that ERP is only made for larger companies and when ERP first became available, this was generally the case. Only big name companies could afford to implement these new and expensive systems.

However, the landscape of ERP has changed dramatically with it becoming much more accessible, and (most importantly) affordable, for smaller businesses. Nowadays, ERP systems are flexible enough that the system can be scaled to the size and requirements of any business.

ERP is “Too Complex”, to Use and to Implement:

People can view ERPs system as too complex, from choosing a solution to the implementation process. This procedure can seem very daunting, but if you can engage with the product and get the right level of support, then implementing an ERP system can change your business.

Frequently, companies decide to implement ERP when they realise their company will no longer function on a combination of different systems. Generally, companies need to operate on an integrated system in order to function efficiently and competitively.

ERP systems are seen as difficult to comprehend. But, anything can be difficult to use, until you know how. A good ERP supplier will never expect users to know how to use an ERP system from the beginning. An ERP system, for many, is a whole new way of doing things. At Profitsflow, we tell our customers to give themselves the time to get used to the software. Take advantage of the customer support and training that is provided as part of your software package.

“One Size Fits All”:

Some companies are able to use an “off the shelf” solution, but the majority of the time, some form of customisation is needed. Think about your business and how it functions, there are certain functions that may be similar to other businesses, but there will be certain functions that are unique to your business.

If customisation is needed, allow the time and money for the customisation in order for your company to receive the ERP system that will streamline and elevate your business functions.

ERP Only Benefits Management:

With an ERP system, each user can only access the software components that are relevant for them, with only a select few having access to all modules. Each user may not have access to the whole system, but that does not mean that an ERP system will only benefit management.

An ERP system provides information from all departments of the business, with each user contributing data to the bigger picture, the company as a whole. An ERP system consolidates all departments of the business, providing better insights and transparency, which benefits the company as a whole by streamlining workflows, improving efficiency and providing better decision making capabilities.

ERP Has to be Cloud Based:

ERP does not HAVE to be cloud based. However, a lot of ERP systems now offer a cloud based solution. The shift to cloud based solutions has enabled smaller businesses to access ERP systems, as they do not need to pay the upfront cost of hardware, instead it is a monthly or annual fee.

Cloud based solutions have gained a lot more popularity in recent years, but that is not to say that a company cannot go down the traditional route and install hardware on premises. It is even possible to do a mixture of both, both on premises and in the cloud.

If you have any questions about Profitsflow, our products or ERP, please direct them here.

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How to Plan for Your ERP Success

This post is about helping you to plan for a successful ERP implementation. It could have been called “How to Avoid an ERP Implementation Failure”, but by following these steps, you will be set on the path for a successful implementation.

Set a Realistic Time Frame: The time has come, you need to implement an ERP system for your business. However, an ERP system is not a product that would be considered an ‘impulse buy’. When it comes to choosing a system, you need to consider the system itself, the vendor, the implementation, which all takes time. And for some businesses, it can take a very long time. Taking into account all of these different stages, you can set a more realistic time frame for your ERP selection and implementation.

Set a Realistic Budget: Some companies can use an ERP system “off the shelf”, others need the system to be customised to their specific needs. However, with extra customisation comes extra cost. Keep in mind that these extras may cost more, but they may be integral for your business. Try to find out how much customisation costs from each vendor, this will give you time to plan and budget accordingly, making sure that you get the ERP system that is best fit for you and your business.

Be Patient: This links back to setting a realistic time frame. If you need customisation for the system you have selected, it will need time to be created. A lot of the time it is not a ‘copy and paste’ situation, these customisations need to be made from scratch. Customisation takes time, you don’t want to rush through what may be one of the most essential parts of your system.

Make a List: Make a list of ‘the essential’ functions that your ERP system must be capable of performing. When implementing an ERP system, there are many things that companies would like it to do. But functionality is one of the most integral parts of an ERP system. Keep the list as short as you can, only listing the fundamental functions that your ERP system will need, specifically for your business. Try and drill down to what is most necessary for your business, what makes your business processes different, use these kinds of questions to help compose your ‘must have’ list.

Invest in People: One of the biggest reasons ERP systems fail is because the company tries to save money by cutting costs on training, or the users do not buy into the ERP system. Invest in educating the people who will be using the system, if the staff are confident using the system from the beginning, they will be more engaged and confident going forward. Assemble a team, with core staff from each department, that will be interacting with the software, and get them involved with the implementation from day one. If possible, select an ERP Champion for your company, a member of staff who is actively engaged with the software and the implementation, who can get other employees on board with this new technology.

At Profitsflow, we have established ourselves as the leading ERP software provider for the Irish manufacturing and field service markets. Profitsflow provides a full sales, implementation, development and continued technical support service to all of our customers.

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Tips for Choosing an ERP Supplier

Choosing an ERP system can be a lengthy and arduous process. Not only do you have to think of which system is best suited to your needs, but you also need to consider which ERP vendor is capable of helping your company through the ERP implementation and continuously into the future. Investing in an ERP solution means creating a long term partnership with the provider.

When choosing an ERP system, a business should be meticulous in their research and selection process. Choosing a provider demands the same rigorous process. Read our step by step guide on choosing the right vendor for you.

Make a List: When you have made the decision to implement an ERP system, make a list of potential vendors, around 6 or 7, that you feel would best serve your business. Once you have this list, research or reach out to these vendors for more information. Most vendors will happily supply you with brochures, short videos and other resources.

Narrow it Down: Once you have gathered and assessed all this information, narrow down your list to the 3 or 4 vendors that you think would be best placed to help your business. Think about what your business needs from this ERP system and use this as a guide to pick the right vendor for you.

Ask Questions: Don’t be afraid to ask each vendor questions. Inquire if they specialise in your field or if they have had other customers similar to you. Ask more questions about the software that they provide, such as if the software can be used ‘out of the box’ or are there certain elements that you will need to have customised.

Ask for References: Especially if they already have an existing customer in a similar industry. Most vendors should be able to provide good references, case studies or testimonials from existing or previous clients.

Attend a Demonstration: When you have narrowed down your list of potential vendors, ask for a demonstration of the software, in person or over the internet. Try and have a select few staff, either those who will be involved in the implementation process or those who will be using the software once implemented, to sit in on the demo. Take notes, noting the pros and cons of each software solution. Compare these notes with each person present and see what is the best fit for your business.

Support: Always ask what kind of support is offered as part of the software package. Support should not just be included for training and implementation. Support should begin from the first interaction with a vendor and continue on after the initial implementation, in the form of training, customer service and troubleshooting. Determine what standard of service your business will need and use this as a benchmark, in order to help you when choosing a vendor.

At Profitsflow, we have over ten years of experience in the implementation of ERP software in a wide range of areas, such as engineering, manufacturing, food and beverage, chemical and field service. We have case studies and white papers readily available on our websites, which you can find here. Follow us on social media to hear about our upcoming webinars and information mornings.

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Spotlight Series: Planned Maintenance Module in Eagle Field Service Software

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ERP Head to Head Event October 16th & 17th 2018

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Spotlight Series: Interactive Planning and Scheduling Dashboard

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Spotlight Series: Customer Relationship Management Module

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Common Misconceptions Surrounding ERP Systems

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How to Plan for Your ERP Success

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Tips for Choosing an ERP Supplier

Blog Categories:

Spotlight Series: Project Management Module

Spotlight Series: Remote Workers & Mobile Data

SMEs and ERP

Spotlight Series: Shop Floor Data Collection

Spotlight Series: Planned Maintenance Module in Eagle Field Service Software

ERP Head to Head Event October 16th & 17th 2018

Spotlight Series: Interactive Planning and Scheduling Dashboard

Spotlight Series: Customer Relationship Management Module

Spotlight Series: Quality Module within EFACS E/8

Common Misconceptions Surrounding ERP Systems

How to Plan for Your ERP Success

Tips for Choosing an ERP Supplier

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