The "paper" era of companies is a thing of the past: competitive enterprises strive to automate business processes as much as possible and simplify their management. The computer technology market offers all kinds of software products for these purposes. One of the IT solutions designed to optimize the production process at a large enterprise is an ERP system. We understand what kind of product it is and who needs it.
What is an ERP system and what is it for business?
ERP - Enterprise Resource Planning. In other words, it is a strategy of combining and managing information about all aspects of the company's activities. Resources mean finances and other assets, customers with suppliers and personnel - in a word, what is subject to accounting, processing and analysis. And the practical implementation of the large-scale task of managing this data is achieved with the help of software - an ERP system.
Large companies perform a huge number of operations every day. There is no question of performing them manually, but even automation does not completely solve the problem if it affects only certain aspects of the production process. And if the company is divided geographically: branches are located in different cities or even countries? It is difficult to imagine how to organize operational data exchange between departments and the main office when there is no unified planning and management system.
ERP implementation helps to solve these problems. The system integrates business processes into one whole, as a result, it becomes easier and more efficient to manage the company. ERP solutions are vital for enterprises with an extensive structure and a large number of branches, especially geographically remote from each other. But a resource planning system is also useful for medium-sized businesses: a high degree of automation of processes has already become a prerequisite for survival in a competitive struggle.
Here are the main tasks that are solved by implementing an ERP system:
- Automation of document flow. Company documents - invoices, invoices, price lists, reports - are stored and processed electronically. Operations with them are carried out automatically. Due to this, document flow is accelerated and simplified, errors related to the human factor are minimized. Such an important property of corporate data as transparency is also provided. The information in the system is visible, that is, at any time the user can get the necessary information. This eliminates a lot of unnecessary actions and saves time.
- Integration of management processes. The ERP system allows you to combine databases on procurement, production, sales, distribution, financial reporting, personnel, customers, suppliers - in a word, on any aspects of the company's activities. When all the information is stored in one place, it is much easier to track and analyze it.
- Effective planning of business processes. Prompt access to data helps to make the necessary calculations quickly and accurately. With the help of the ERP program, it is not difficult to take into account current changes and make the necessary adjustments to sales, procurement, production plans, and create corporate reporting.
- Ensuring the confidentiality of corporate information. For any company, the problem of data protection is relevant. In the ERP management system, you can configure different access levels for employees. Particularly important information will be available only to authorized persons, for example, senior management, and will be closed to ordinary managers. Clients, investors, and partners may also have limited access to enterprise databases.
What should I do before implementing the system?
The transition to ERP is a complex and expensive process, and the cost of error is too high. In order for the use of the system to bring the expected result - to help increase the parameters of business efficiency, this task needs to be taken responsibly. The first thing the company's management should do is to understand whether it is really necessary to implement ERP. And if so, to what extent.
Now almost every enterprise uses at least one application to automate business processes. But it does not always work with the desired efficiency. What are the options for increasing returns? There are several of them: to optimize current software and methods of working with it; to abandon existing applications and implement a single resource planning system instead; to integrate existing programs with an ERP system. A detailed analysis is required for the right choice, but it is not easy to carry it out on your own: management experience alone is not enough. We need special knowledge that only specialists in the implementation of ERP systems have.
So, the first step towards the realization of the task is to order an IT audit in a consulting company. Experts will analyze the existing applications and give detailed answers to the following questions:
- does the software used by the enterprise provide a sufficient degree of data security;
- how complete is the information provided by the existing applications;
- does the level of their automation meet the standards adopted in the industry;
- do existing IT solutions cope with the task of increasing the productivity of business processes in the enterprise;
- is the implementation of ERP justified from an economic point of view.
After such a check, ERP consultants will provide a report with recommendations: what weaknesses are there in current IT solutions, what needs to be optimized and how best to do it. Often, according to the results of the audit, it turns out that a cost—effective way for a company is a full-scale implementation of an ERP system.
But making such a decision is only the first step. To get the maximum possible return, it is important to choose the right system and implement it accordingly. Knowing a few basic rules will help you avoid typical mistakes at these stages.
- It is necessary to set specific goals: not "improving business efficiency", but, for example, "optimizing financial statements", "improving sales planning". When the task is formulated vaguely - it is unclear what to strive for. Accordingly, the necessary result is not achieved.
- The system must be adapted to the field of activity and customized to the needs of a particular company.
- It is important that the interests of employees of all departments are taken into account when implementing ERP. If only the management benefits from using the software, it will inevitably cause a protest among others and the result will be exactly the opposite.
- The program should have a simple interface that is accessible to all users.
- The implementation and configuration of ERP are the tasks of experienced specialists, and it is a mistake to entrust this to your own IT department.
Comparison of two systems: which model is suitable?
One of the advantages of ERP is its versatility. Thanks to the modular architecture and flexible configuration, the same system is suitable for enterprises regardless of the field of activity, whether it is production, trade or the provision of services. Therefore, there is no need to develop a personal software package for each company — it is enough to adapt ready-made solutions.
Another advantage arising from the modularity principle is the ability to select ERP modules from different systems. It is not necessary to limit yourself to the functionality of one software package.
What developments are popular on the Russian market today? In total, there are more than a dozen systems from foreign and domestic manufacturers, but two hold the leading positions - SAP and 1C. Each has its own distinctive features.
1C ERP
1C Company is a developer of business software. In 2013, she introduced a new product - the 1C: ERP Enterprise Management system. More than 100 specialists took part in the creation, and the quality of solutions was evaluated by the heads of the largest corporations.
In the new system, the developers tried to embody the idea of universality. As a result, they managed to expand the scope of the program, to create a solution suitable for enterprises of various fields.
Let's list the main directions in which 1C ERP capabilities are implemented.
Control of the production process. It is carried out at two levels — general and local. At the upper stage of control, a schedule for the execution of orders for the enterprise is drawn up. The lower level is production management by individual departments. The capabilities of ERP 1C allow you to track weaknesses in the production process, thereby reducing the risk of deadlines and other troubles.
- Financial planning. The software solution from 1C is equipped with convenient tools for conducting all types of reporting.
- Tracking targets. You can set and analyze parameters for achieving your goals. Such monitoring allows you to evaluate the effectiveness of business processes and make the right management decisions.
- Personnel management. 1C ERP provides a wide range of tools for personnel management: accounting of employees' working hours, payroll, scheduling, vacation schedules, documentation of receptions and dismissals.
- Customer relationship management. The ERP system from 1C contains a full-fledged CRM functionality: a database of contacts, transaction control, event planning, a mechanism for processing claims, and so on.
- Sales and procurement management. To put up a commercial offer, arrange the shipment of goods, arrange delivery, select suppliers, form an order — these and other operations are available in 1C ERP.
- Cost accounting. The functionality provides for the control of the costs of the enterprise — material and labor.
- Monitoring of equipment maintenance and repair. You can monitor the condition of the equipment and plan timely maintenance and repair activities.
On a note - The capabilities of the system are expanded due to special industry solutions. 1C ERP modules have been developed for the mining, metallurgical, energy, logging industry, agro-industrial complex, meat processing, poultry enterprises, construction, design organizations, real estate and other companies.
SAP ERP
The SAP system is the leader in this class of programs: it is chosen by the majority of large companies around the world, and in Russia it accounts for up to 40% of the market. The solution is distinguished by the maximum coverage of the company's activities.
The SAP structure consists of modules that can work separately and in a complex. Data exchange between them takes place in real time. All application components are connected to the basic module that ensures the functioning of the system.
Here are just some of the SAP modules:
- "Finance" - is intended for the formation of all types of accounting statements;
- "Controlling" - the main function is accounting and planning of income and expenses;
- "Fixed Assets Management" - includes a wide range of features: from monitoring equipment repairs to investment management;
- "Production planning" - allows you to calculate all stages of the production process;
- "Personnel Management" - contains a complete set of tools for HR management: from payroll to training;
- "Sales" - automates all stages of the product sales process.
As in 1C, SAP provides for the expansion of functionality due to industry modules. Special applications have been developed for the oil and gas, chemical, automotive, defense, engineering, pharmaceutical industry, aviation, telecommunications, trade, healthcare, banks, insurance companies.
Read more: How to invest in stocks and what you need to know
SAP is an international ERP system. The implementation process in companies necessarily involves a localization stage, that is, adaptation to the local market.