A presentation onA presentation onBest Practices in ERPBest Practices in ERPBest Practices in ERPBest Practices in ERPSolutions/AVLSSolutions/AVLSSanjay Sahay, IGP,Police Computer Wing
Presentation Structure•What is a Best practice?•What is an ERP•ERP in Govt. Depts•Organisational Culture of ERP Org•ERPs- are they home grown•Do we have Best Practices?
•What the IT industry has to offer• Best Practices for Creation, Deployment,Consolidation and MaintenancePresentation StructureConsolidation and Maintenance•We are in the beginning of the journey, the seedswhich sow today, hopefully would deliver one day•AVLS•Conclusion
Personal Reflection• Is your organization using best practice method?• Are you using a variety of methods to improveyour systems?your systems?• Are you innovative?
Agenda• What is an ERP System?• Why implement an ERP system?• How should ERP systems be implemented?• How should ERP systems be implemented?
What is an ERP System – definitionERP - Enterprise Resource Planning“ERP software is a multi-module application softwarethat integrates activities across functionalthat integrates activities across functionaldepartments, from product planning, partspurchasing, inventory control, product distribution, toorder tracking. ERP software may include applicationmodules for the finance, accounting and humanresources aspects of a business. ”
Historical system architecturesHistorically, companies created “islands ofautomation”. A hodge-podge of various systemsthat operated or managed various divergentthat operated or managed various divergentbusiness processes. Sometimes these systemswere integrated with each other and sometimesthey weren’t. Sometimes they were looselyinterfaced and sometimes they were more tightlyinterfaced.
What is an ERP – Key CharacteristicsIntegrationSeamless integration of all the information flowingthrough a company – financial and accounting,human resource information, supply chaininformation, and customer information.
PackagesEnterprise systems are not developed in-house• Information System life cycle is differentWhat is an ERP – Key Characteristics• Information System life cycle is different1. Mapping organizational requirements to the processes andterminology employed by the vendor and2. Making informed choices about the parameter setting• Organizations that purchase enterprise systems enterinto long-term relationships with vendors.• Organizations no longer control their own destiny.
Best PracticesERP vendors talk to many different businesses within agiven industry as well as academics to determine theWhat is an ERP – Key Characteristicsgiven industry as well as academics to determine thebest and most efficient way of accounting for varioustransactions and managing different processes. Theresult is claimed to be “industry best practices”.
Some Assembly RequiredOnly the software is integrated, not the computingplatform on which it runs. Most companies have greatdifficulty integrating their enterprise software with aWhat is an ERP – Key Characteristicsdifficulty integrating their enterprise software with apackage of hardware, operating systems, databasemanagement systems software, and telecommunicationssuited to their specific needs.
EvolvingEnterprise Systems are changing rapidlyArchitecturally: Mainframe, Client/Server, Web-What is an ERP – Key CharacteristicsArchitecturally: Mainframe, Client/Server, Web-enabled, Object-oriented, ComponentizationFunctionally: front-office (i.e. sales management),supply chain (advanced planning andscheduling), data warehousing, specializedvertical industry solutions, etc.
Typical architectural componentsWebInternetMobileWirelesse-MailCall CenterICM/TelephonyInteractionChannelsMarketingIntelligenceSalesIntelligenceCustomerIntelligenceCall CenterIntelligenceAnalyticalApplicationsE-business PlatformTech StackCRMFoundationCommon Data and Object Models, Security, Interfaces,Common Data and Object Models, Security, Interfaces, GlobalisationGlobalisationE-BusinessFoundationMarketingMarketing SalesSales eCommerceBusinessApplicationsInteraction History Universal Work Q1-to-1 FulfillmentAssignment EngineEscalationsTCAInstalled BaseTasks NotesResourcesCalendarTerritoriesFinance HR
Why implement an ERP System?To support business goalsIntegrated, on-line, secure, self-serviceprocesses for businessEliminate costly mainframe/fragmentedEliminate costly mainframe/fragmentedtechnologiesImproved Integration of Systems and ProcessesLower CostsEmpower EmployeesEnable Partners, Customers and Suppliers
How should we implement ERPsystemsObtain the right mix of people, processes andtechnology!!
How should we implement ERP Systems?PeopleProject StructureShould be aligned to processesProcessImplementation Process (outlined in detail)Implementation Process (outlined in detail)Adapt your processes to those of the ERP.TechnologyHardwareSoftwareIntegrated Systems
ProcessDefinition and AnalysisHold discussions with various functional personnelto establish the actual number of systemsoperating at client site, what they are used for, whyoperating at client site, what they are used for, whyand how oftenProduce the Project Scoping Document outliningcurrent situation, proposed solution and budgetedtimeChallenge : REQUISITE EXPERTISE - No twoclients are the same
Process2. Design• Prepare various functional reports - specifiescurrent scenario and wish list• Prepare Design document which specifies howthe system is going to workthe system is going to work• Prepare test scripts to be followed on systemtesting• Map out the interface paths to various modulesChallenge : INFORMATION SHARING -Availability of staff
Process3. Build• Configure system as per set up documentspecifications i.e. transfer conceptual model intoreality• Test system to verify accuracy (preliminary tests)• Test system to verify accuracy (preliminary tests)Challenge : TECHNICAL ENVIRONMENT -System functionality
Process4. Transition• Train users on their specific areas• Assist in test data compilation and system testingby users• Finalise the Live system and capture opening• Finalise the Live system and capture openingbalancesChallenge : USER RESISTANCE -Understanding and acceptanceData preparation
Process5. Production• Official hand holding• Effectiveness assessment• Business and Technical Direction recommendations
What is Best Practice?A best practice is a technique or methodologythat, through experience and research, hasproven to reliably lead to a desired resultproven to reliably lead to a desired resultA commitment to using the best practices in anyfield is a commitment to using all the knowledgeand technology at ones disposal to ensuresuccess.
Best Practice and BenchmarkingBest Practice is a term often used in the literaturein ways that treat it as identical to benchmarking.Others connect benchmarking with quantitativeindicators and leaves best practice in the realm ofindicators and leaves best practice in the realm ofmore qualitative, extended descriptions ofsuccessful firms and their processes.Benchmarking is one aspect of ‘best practice’.
Best Practice DefinedA holistic, comprehensive, integrated and cooperativeapproach to the continuous improvement of all aspects ofan organisation’s operations.It includes leadership, planning, people, customers,It includes leadership, planning, people, customers,suppliers, the production and supply of products andservices, and the use of benchmarking as a learning tool.These practices, when effectively linked together, canbe expected, to lead to sustainable world class outcomesin productivity, quality, customer service, flexibility,timeliness, innovation, cost and competitiveness.
BenchmarkingBenchmarking is the process of comparing onesbusiness processes and performance metrics toindustry bests and/or best practices from otherindustry bests and/or best practices from otherindustries. Dimensions typically measured arequality, time, and cost. Improvements fromlearning mean doing things better, faster, andcheaper.
BenchmarkingBenchmarking involves management identifyingthe best firms in their industry, or any other industrywhere similar processes exist, and comparing thewhere similar processes exist, and comparing theresults and processes of those studied (the"targets") to ones own results and processes tolearn how well the targets perform and, moreimportantly, how they do it.
Best Practice RequiresCommunication: Frequent and detailed exchangeenhanced by communicationContinuous improvement: Ongoing goal formation,preparation of action plans and evaluationpreparation of action plans and evaluationCulture consciousness: Constant formal and informalstudy aimed at a desirable organisational cultureIn summary Best Practice is a comprehensive, integratedand co-operative approach to the continuousimprovement of all areas of the business/service
Why Adopt Best Practice?Proven quality approach to service deliveryIncreased productivityIncreased customer satisfactionMinimised riskMinimised riskReduced costsImproved communication between IT and thebusiness and your organisation
Choosing Best PracticeHow many of us can decide on the BestPractices for the organisation? And that to ERPSome ParametersSome ParametersDoes the practice actually mitigate risk or satisfya security requirement?Can practice be implemented as planned?Does the benefit from a practice outweigh itscost?
Technology• Technology is an enabler, not the driver (it is thereto assist the organisation to achieve businessgoals)• It is a means to an end, not the end• It is a means to an end, not the end
Conclusion• ERP systems provide a mechanism forimplementing systems where a high degree ofintegration between applications is required• The Business Case or Value Proposition for• The Business Case or Value Proposition forimplementation must be outlined• To successfully implement - a proper mix ofpeople, processes and technology should bemaintained
Vehicle Location System• What is AVLS / APRS?- Automatic Vehicle Location System- Automatic Position Reporting System- Automatic Position Reporting System
Vehicle Location System• Vehicles Equipped with GPS Receiver• Mobile Sends GPS Location Data over RF Path• Mobile Sends GPS Location Data over RF Path• Fixed End Receives Location Data and Displayson Computer
How does GPS work?Satellite SatelliteSatelliteSatelliteSatelliteSatelliteSatellite
Goals and Objectives• Evaluate the effectiveness of the AVLS system• Demonstrate capability of AVLS technology to:- Improve dispatch process- Optimize Police Patrol timing- Collect engineering data- Collect engineering data
Quantity Over Quality• Better to get a bad position than no position?• Settings are dynamic—adjust them according toconditions• Use an external antenna whenever possible• Use an external antenna whenever possible• Different grades of antenna: multi-path rejection,receptivity• Antenna is the GPS position, not the unit• Multiple antennae will interfere with each other—maintain at least a foot of spacing
Conclusion• Field work with GPS units is a dynamicundertaking…• Not just a walk in the woods with the GPS• Never trust your life to a GPS unit• Never trust your life to a GPS unit• Look up– pay attention to conditions that affectyour GPS reception and your safety (cliff edges,snags, traffic!)• Look down– don’t ignore your unit, it may betelling you something important• Never trust your life to a GPS unit!