ABHIJIT KUMAR SAHA, FCA CHAPTER 1

PRINCIPAL & CEO, K. ABHIJIT & Co.

Introduction to
Enterprise
Systems for
Management

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 Learning Objectives
• Understand the information systems evolution and
its historical role in the organization leading to
systems integration and Enterprise Resource
Planning (ERP).
• Learn about ERP systems and evolution,
components, and architecture; understand the
benefits and drawbacks of implementing ERP
systems and how they can help an organization
improve its efficiency and worker productivity.
• Gain an overview of the implementation process
(e.g., the ERP life cycle, business process
reengineering project management, and change
management). Understand the role of people,
vendors, consultants, and the organization in
making the ERP implementation process
successful.
• Comprehend the ethical, global, and security
challenges while implementing an ERP system, and
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look at the ERP vendors and industry trends.
 Preview

• In the early days of ERP implementation most

management did not understand the magnitude of
issues an organization has to consider before, during,
and after implementation.

• ERP systems are very different from conventional

packaged software, such as Microsoft Office and others.

• There are no shortcuts when it comes to implementing

an enterprise system.

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 Enterprise Systems in Organizations
• Business organizations have become very complex and
their business needs can no longer be supported by one
single information system.

• Information Systems are a critical component of a

successful organization today.

• Management is generally categorized into three levels:

Strategic, Mid-Management and Operational.

• Information Systems provide a high level of computer

automation to support business functions such as:
•Accounting •Finance
•Human Resource Management •Customer Service
•Marketing •Operations

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Figure 1-1 Management Pyramid with Information
Requirements

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 Information Silos and Systems Integration
• Over time, Information Systems create a hodgepodge of
independent nonintegrated systems ultimately creating
bottlenecks and interfering with productivity.

• Organizations need to be agile and flexible and will

require their information systems to have integrated
data, applications, and resources from across the
organization.

• To compete effectively, organizations have to be

customer focused.
– This requires cross-functional integration among the accounting,
marketing and other departments of the organization.

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 Enterprise Resource Planning (ERP) Systems

WHAT IS AN ERP SYSTEM?

• Enterprise Resource Planning Systems are the first
generation of enterprise systems meant to integrate
data and support all the major functions of
organizations.

• ERP systems integrate various functional aspects of the

organization as well as systems within the organization
of its partners and suppliers.

• The goal of an ERP system is to make the information

flow dynamic and immediate, therefore, increasing its
usefulness and value.

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Figure 1-2 Integrated Systems - ERP

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Enterprise Resource Planning (ERP) Systems (Cont’d)

• Another goal of ERP is to integrate departments and

functions across an organization into a single
infrastructure that serves the needs of each department.

• ERP systems replace an assortment of systems that

typically existed in organizations. (Accounting, HR,
Materials Planning, Transaction Processing, etc.).

• ERP solves the critical problem of integrating

information from different sources and makes it
available in real-time.

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 Evolution of ERP

Timeline System Platform

1960s Inventory Management Mainframe legacy systems using third
& Control generation software-(Cobol, Fortran)

1970s Materials Requirements Mainframe legacy systems using third

Planning (MRP) generation software-(Cobol, Fortran)

1980s Materials Requirements Mainframe legacy systems using fourth

Planning (MRP-II) generation database software and
manufacturing applications.
1990s Enterprise Resource Mainframe client-server systems using fourth
Planning generation database software and package
software.
2000s Extended ERP or ERP- Client-server systems using Web platform,
II open source with integration to fifth generation
applications like SCM, CRM, SFA.

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 Business Processes and ERP

• A crucial role of ERP in business is to better position the

organization to change its business processes.

• ERP software have hundreds of business processes

built into the logic of the system which may or may not
agree with current processes of an organization.

• When implementing an ERP system, organizations have

two choices:
– Change business processes to match the software functionality.
– Modify the ERP software to match the business processes.

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 ERP Systems Components
• An ERP system consists of:
Hardware Servers and peripherals

Software Process Operating systems and database

Information Organizational data from internal and

external sources

Process Business processes, procedures, and

policies

People End users and IT staff

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Figure 1-3 ERP Components

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Figure 1-4 ERP Components Integration

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 ERP Architecture

• The architecture of an ERP system influences the cost,

maintenance, and the use of the system.

• A flexible architecture is best – it allows for scalability as

needs change and grow.

• A system’s architecture is a blueprint of the actual ERP

system and helps the implementation team build the
ERP system.

• If purchased, ERP architecture is often driven by the

vendor but other IT architectures are driven by
organizational strategy and business processes.
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Figure 1-5 Example of Architecture of ERP at Large
University

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Figure 1-6 Logical Architecture of an ERP System

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Figure 1-7 Tiered Architecture Example of ERP
System

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 E-Business and ERP
E-Business ERP
Focuses on linking a business with its Focuses on integrating the internal
external partners and stakeholders functional silos of the organization
into an enterprise application
Disruptive technology—Totally Adaptive technology—Merged the
transformed the way a business early data processing and integration
operates in terms of buying and efforts within an organization
selling, customer service, and
relationships with suppliers
Early focus of e-Business was on Focus of ERP systems was mainly on
communication (e-mail), collaboration data sharing, systems integration,
(calendaring, scheduling, group business process change, and
support), marketing and promotion improving decision making
(Web sites), and E-commerce (Front through the access of data from a
office functions) single source (Back office functions)

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Figure 1-8 e-Business and ERP

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 System Benefits of an ERP System
• Integration of data and applications across functional
areas (i.e., data can be entered once and used by all
applications; thus improving accuracy and quality of
the data).

• Improvements in maintenance and support as IT staff

is centralized.

• Consistency of the user interface across various

applications means less employee training, better
productivity, and cross-functional job movements.

• Security of data and applications is enhanced due to

better controls and centralization of hardware.
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 System Limitations of an ERP System

• Complexity of installing, configuring, and maintaining the

system increases, thus requiring specialized IT staff,
hardware, and network facilities.

• Consolidation of IT hardware, software, and people

resources can be cumbersome and difficult to attain.

• Data conversion and transformation from an old system

to a new one can be a tedious and complex process.

• Retraining of IT staff and end users of the new system

can produce resistance and reduce productivity.
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 Business Benefits of an ERP System
• Increasing agility of the organization in terms of
responding to changes in environment for growth and
maintaining market share.

• Information sharing helps collaboration between units.

• Linking and exchanging information in real-time with

supply-chain partners improves efficiency.

• Better customer service due to quicker information flow

across departments.

• Efficiency of business processes are enhanced due to

the re-engineering of business processes.
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 Business Limitations of an ERP System

• Retraining of all employees with the new system can be

costly and time consuming.

• Change of business roles and department boundaries

can create upheaval and resistance to the new system.

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ERP Implementation (Business Process Management)

• Business process management is the understanding,

visibility, and control of business processes.

• BPM has a prescribed methodology that should be

followed to help document business processes and
understand their use throughout the business.

• Improved business processes may result in:

– Improved customer satisfaction.
– Reductions in cost.
– Increased productivity by allocating resources to more value-
added activities.
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 ERP Implementation (ERP Life Cycle)

• The key to a successful implementation is to use a

proven methodology, take it one step at a time, and
begin with the planning and understanding the ERP life
cycle.

• ERP system implementations are very risky, and using a

well-defined project plan with a proven methodology will
assist in managing those risks.

• There must be a strong well-communicated need to

make the change from the existing information
systems/applications to an ERP system.

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Figure 1-9 ERP Life Cycle

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Figure 1-10 ERP Implementation Methodology

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Figure 1-11 Product Life Cycle

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 Software and Vendor Selection

• It is best for an organization that does not have the

experience in developing ERP systems to purchase one
on the market.

• Before selecting a vendor, the organization must

carefully evaluate its current and future needs in
enterprise management systems.

• Review the organization’s existing hardware, network,

and software infrastructure, and the resources available
for the implementation.

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 Vendor Evaluation

• Business functions or modules supported by their

software.

• Features and integration capabilities of the software.

• Financial viability of the vendor as well as length of time

they have been in business.

• Licensing and upgrade policies.

• Customer service and help desk support.

 Vendor Evaluation (Cont’d)

• Total cost of ownership.

• IT infrastructure requirements.

• Third-party software integration.

• Legacy systems support and integration.

• Consulting and training services.

• Future goals and plans for the short and long term.

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 Operations and Post-Implementation

• Going live (“Go-live”) is one of the most critical points in

a project’s success.
• It is vital to focus the efforts of all project teams to
ensure that task and activities are completed before
going live.
– This allows project management to address any outstanding
issues that may jeopardize the Go-live date.
– This involves a readiness process that needs to include as
many team members and appropriate users and managers as
possible.

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 Five Areas of Stabilization are Important:

• Training for end-users.

• Reactive support (i.e., help desk for troubleshooting).
• Auditing support to make sure data quality is not
compromised by new system.
• Data fix to resolve data migration and errors revealed by
audits.
• New features and functionalities to support the evolving
needs of the organization.

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Figure 1-12 Project Management

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 People and Organization

Project Management
For an ERP system to be implemented successfully,
project management must provide strong leadership, a
clear and understood implementation plan, and close
monitoring of the budget.

Consultants

It is often the case for organizations without much ERP

implementation experience to use implementation
partners such as consultants.

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 People and Organization (Cont’d)
Change Management
This helps prepare for changes to how business is
done. In implementing new systems, communicating,
preparing, and setting expectations is as important as
providing training and support.
Business Process Re-engineering
Business processes will need to be changed,
adjusted, or adapted to the new system to use the
functionality of an ERP system fully.
Global, Ethical and Security Management
Outsourcing overseas, ethical issues, and problems
with system security have also attracted a lot of
attention in ERP implementation.
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ERP Market Tiers

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 ERP Vendors
SAP
SAP is the recognized global leader among ERP vendors
with over 12 million users. Its solutions are for all types of
industries and for every major market. www.sap.com

Oracle/Peoplesoft
As the second largest ERP vendor, Oracle provides
solutions divided by industry category and promises long-
term support for customers of PeopleSoft- (acquired in
2004). www.oracle.com

Infor
The world’s third largest provider of enterprise software. It
delivers integrated enterprise solutions in supply chain,
customer relationship and suppliers management.
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 ERP Vendors (Cont’d)
Microsoft Dynamics
Formerly Microsoft Business Solutions or Great Plains,
Microsoft Dynamics is a comprehensive business-
management solution built on the Microsoft platform.
Microsoft Dynamics integrates finances, e-commerce,
supply chain, manufacturing, project accounting, field
service, customer relationships, and human resources.

Lawson
Industry-tailored software solutions that include
enterprise performance management, distribution,
financials, human resources, procurement, and retail
operations. www.Lawson.com

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 ERP Vendors (Cont’d)

SSA Global
Acquired Baan in 2004.They claim to offer solutions that
accomplish specific goals in shorter time frames and are
more efficient with time.

Epicor
This company provides enterprise software solutions for
midmarket companies around the world. Claims to have
solutions to a variety of needs, whether a customer is
looking for a complete end-to-end enterprise software
solution or a specific application.

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 Software Extensions and Trends
• As e-Business firms started growing bigger with advanced
needs in HR, accounting, and warehousing, non-ERP
vendors were unable to support their requirements.
• ERP vendors were starting to expand their functionality to
the Internet and e-Business.
• Intense competition and fluctuating sales have forced the
ERP vendors to expand functionality to add value.
• The saturation of the demand in big business and the
lucrative nature of the small and midsized business
markets have led vendors like SAP and Oracle to enter
the small business market.

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 Software Extensions and Trends

• SOA implementation will continue to grow as a factor in

ERP purchase decisions because vendors are using
creative marketing around product strategies versus
buying what is currently available.
• Another shift is toward recurring and variable revenue
models - Maintenance charges driving industry growth.
• The other major revenue shift is toward software as a
service or hosted subscription-based applications.
• Social networking and open-source software solutions
are also poised for significant growth.

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 Implications for Management

• ERP systems implementation is a complex

organizational activity.
– Important to evaluate and learn from the successes and failures.

– Managing risk is all about keeping project focus and clear

communications throughout the organization.

• ERP systems implementation requires strong project

management oversight.
• ERP systems provide improved and added functionality
for an organization.
• ERP systems are set to proliferate globally.

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 Summary

• Whereas the risks for implementing an ERP are greater,

the payoff is very high for organizations.

• The integration of data helps an organization to better

meet the demands of a fast and dynamic business
world.

• The use of ERP systems provides for integrated data

and business processes, thereby creating opportunities
for organizations to expand and change as their
business changes.

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 Summary (Cont’d)

• ERP components consist of hardware, software,

information, process, and people to perform the
fundamental phases of an information system: input,
process, and output.

• ERP system architecture is a blueprint of the actual ERP

system. There are two types of architecture: physical
and logical.

• The selection of a system must be based on the needs

of the organization and how well a vendor meets those
needs now or in the future.

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 Summary (Cont’d)

• To be successful in implementing an ERP system, an

organization and its management must clearly
understand the implementation process.
– The key to this is the application of an ERP life cycle and
methodology throughout an implementation.

• People and organizations are an important part of the

implementation process. Without in-house experts,
either the software vendor or a third party should be
hired and used to assist or lead the project.
• Whereas ERP implementations are costly in time and
resources, the greater costs are in process change,
system maintenance, and remaining current.

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