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How to customize OpenERP for out of-the-box approaches-frederic. Frederic Gilson, OpenERP
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How to customize OpenERP for out of-the-box approaches-frederic. Frederic Gilson, OpenERP

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  • 1. Quickstart How to customize OpenERP for out-of-the-box approaches Fré d é r i c G IL S O N Funct iona l Co nsulta nt O p e n Day s – J u l y 5 t h 2 0 1 3
  • 2. 2 Quickstart It's all about mindset!
  • 3. 3 Quickstart What do I want to reach? ● Reduce the time spent behind the screen Gain of productivity: able to do other activities within the company ● Less clicks to find the info → Faster response time
  • 4. 4 Case 1: Water machines
  • 5. 5 Case 1: Water machines A company of +- 5 people, selling water machines for restaurants. They sell around 100 machines a year. Initial Customer demand:  Follow the prospection and gather all the information about customers;  Selling water machines and maintenance contracts being invoiced monthly;  Some machine are in stock, some are rent by customers, others are being tested by customers or under repair at the workplace;  Manage the stock of machines with full traceability on serial numbers and maintenance operations (with complex sheet to fill in) on each machine.
  • 6. 6 Case 1: CRM ● How to manage the prospection and the contacts management? ● OpenERP CRM: ● Leads created at the external call center (log calls) ● Custom Opportunities' stages: New → Test machined installed → Negotiation → Won or Lost ● Create offers from opportunities ● Agenda (meetings)
  • 7. 7 Case 1: Invoicing ● How to manage the selling/invoicing process? ● Contracts Management: ● Automated recurring invoicing once a month ● Renewal date ● Full invoicing history ● Could be used later to compare costs & revenues ● First step:invoice amounts manually added at the contracts creation (no services encoded so far)
  • 8. 8 Case 1: Traceability ● How to manage the machines moves & traceability? ● What about the Task Kanban view? ● Edit the stages (In stock, at customer, at workplace, etc) ● Each machine is a task ● Can be associated to a customer and to a contract ● The serial number is the task name ● Simple process: no value added in using Stock, Serial Numbers, Repair, etc
  • 9. 9 Case 1: Maintenance ● How to keep track of maintenance operations? ● Complex view customization? NO! ● Google Docs integration!
  • 10. 10 Case 1: Do Not Do Not: ● Do not offer custom developments → It's a max 5 users company, their “initial” budget is max 10k€. Furthermore, there won't be any value added in that case! ● Do not deploy a server on premise: 3k€ extra for hardware and maintenance, complexities for email gateway/servers, updates, migrations, etc. ● Do not propose complex modules: e.g. Stock Management with serial numbers, full traceability and Repair module → Too complex and no value added for 100 machines/year ● Do not try to answer all their need as it, but find an alternative solution for all their need (i.e. no automatic accounting synchronization as a first step). ● Do not try to automate everything, it's not a problem if some operations remains manual (e.g. produce the monthly invoice with information coming from the maintenance) → today all these operations are manual.
  • 11. 11 Case 1: Results ● Very happy customer: 10k€ project including OpenERP Enterprise, training and support ● Customer in production and regurlary buys extra services (1 or 2 days) for new demands
  • 12. 12 Case 2: Service Company The customer: Service company with 20 users Initial Customer demand:  Traditional service company: timesheets, contracts, sales, invoices, projects  Advanced reporting needs: sales commissions, forecasts of sales, budgets, etc.  Lots of interrests in extra modules: holidays management,  Accounting need to be covered
  • 13. 13 Case 2: Do Not  Do not propose custom developments for reporting purposes: risks of exploding the project budget for just 7 reports  Do no not answer all needs in one big phase: risks of having a blocking point in one application/department  Do not start analyzing customer need in all area (hr, management, sales, invoicing, ...)  Do not cover accounting unless you are sure the accountant is ready for this.
  • 14. 14 Case 2: What we did How did we answered customer need:  All reporting need are covered by Google Spreadsheet integration, no custom devs. (http://bit.ly/16NxQhs)  Initially, the customer did not want a Google integration (security issues) but we convinced him. → what do you prefer? 15k€ of custom devs vs 2k€ of Google Spreadsheet integration  Instead of a GAP analysis of all it's need (sales, hr, accounting, ...):  A good demonstration to convince him  An offer of 5 days to cover the base operations: sales, timesheet, invoicing, reporting  All extra features (holidays management, analytic accounting,...) not included in the offer to limit risk of complex need to handle  No accounting integration for now on, to limit risk of resistance to change from the accountant. Will be discussed later.
  • 15. 15 Case 2: Results ● Very happy customer, 8k€ project including training, support  Customer already asked 5k€ of extra features to deploy
  • 16. 16 Case 3: Expertise Company Let's watch a short video...
  • 17. 17 Case 3: Expertise Company ● The customer: ● 8 employees managing expert reports and about 20 external experts ● Initial customer demand: ● Manage the service process: ● Entering a new mission asked from an insurance company (lots of files attached) ● Find the right expert according to the demand ● Subcontract the job to the expert ● Follow-up ● Invoice the insurance ● With full traceability on all operations and automated emails
  • 18. 18 Case 3: Do Not ● Do not go for specific developments: The customer got a quote from an OpenERP partner for 40k€, mostly in specific developments (limited training & support) The customer budget was 15k€ ● Do not be afraid of high customizations in terms of views and automated actions ● Do not start doing custom workflows (too complex and will end up in custom developments)
  • 19. 19 Case 3: What we did How did we answered customer need: ● Process managed by the Issues Kanban view in Project with custom columns: Initial Demand, Find Expert, Case Filed, etc ● About 20 fields added in the Issues form view: ● Broker, insured, etc ● Number of visits, description of the case, etc ● High usage of “base action rules” to: ● Automate emails for each step of the process ● Automate transitions from one column to another ● Why issues? To invoice from timesheets in a second step ● Traceability / Documents: chatter feature of v7
  • 20. 20 Automated actions Trigger server actions: ● Assign responsibles / followers ● Send emails ● Change field values ● Etc.
  • 21. 21 Summary What do I want to reach? ● Reduce the time spent behind the screen Gain of productivity: able to do other activities within the company ● Less clicks to find the info → Faster response time
  • 22. 22 Case 3: Results ● Very happy customer, 15k€ project including training, support ● Customer already asked 10k€ of extra features to deploy (+help in import)
  • 23. 23 Summary ● First step: ● OpenOffice Report Designer ● View customization ● Google Docs integration ● YOUR CREATIVITY... → Try to stick to the most simple modules! ● Second step: ● More complicated modules ● Automated actions ● Google Spreadsheet synchronization ● Webkit for more elabored reports
  • 24. 24 And now... It's you to play! Thank you!