How Does ERP Help Management?

How Does ERP Help Management?

November 21, 2023 0 By Kei Taylor

Enterprise Resource Planning (ERP) systems are comprehensive software applications designed to effectively manage and integrate an organization’s core business processes. Seidor SAP Business One is an ERP system that provides a centralized database and real-time analytics capabilities. With it, decision-makers can gain valuable insights into key performance metrics, helping them make informed decisions and optimize operational efficiencies. Here are some of the primary benefits that ERP offers to management.

Improves Visibility and Control

One of the main benefits of an ERP system is it gives managers real-time visibility into the organization’s operations and performance. Rather than relying on periodic reports or fragmented data from different departments, managers can access integrated data covering all business functions – from finance and HR to manufacturing and inventory.

With an ERP, managers can drill down into data to analyze performance by product line, plant, department, individual employee and more. They can spot trends, compare metrics to goals, and proactively address issues before they become major problems. ERP provides the high-level visibility managers need to monitor operations and drive improvements.

Example

For instance, a sales manager can view sales performance by region, customer segment or product category at any time. If sales in a certain product line are lagging in one geography, they can dig deeper to understand the drivers and take corrective actions – rather than waiting till the end of quarter to find out they missed their targets.

Enables Data-Driven Decision Making

ERP systems aggregate data from across the organization into a single source of truth. This enables managers to make decisions based on real-time data versus intuition. With the analytics capabilities provided in ERP software, managers can slice and dice data to uncover trends, anomalies and insights that may not be intuitive or readily apparent otherwise.

Example

The supply chain manager in a manufacturing firm noticed a sudden spike in orders for a component used across many products. By analyzing order trends and inventory levels in the ERP system, she uncovered that the vendor was planning to increase prices significantly next month. This insight allowed her to order additional inventory at the current price to avoid higher costs next month.

Facilitates Collaboration

ERP systems connect departments across the organization and provide a unified platform to collaborate on information in real-time. This breaks down information silos between business units and enables seamless information sharing.

With an ERP, the sales team can view inventory levels when creating sales orders to promise accurate delivery dates to customers. The finance team can view shipment information from logistics when invoicing customers. The procurement team can better plan purchases based on production schedules from manufacturing.

By facilitating cross-functional collaboration, ERP systems allow managers to make decisions with inputs across departments rather than within silos.

Enhances Efficiency and Productivity

ERP systems automate and streamline business processes across the organization. This improves workforce productivity and operational efficiency.

For example, when sales order entry is automated in ERP, it saves the effort of re-entering the same order information across billing, fulfillment, accounting etc. Automation and workflows in ERP ensure standardization and consistency of business processes. This boosts productivity across the workforce.

ERP also provides management dashboards and performance scorecards so managers can track metrics like time/cost variance, inventory turns, quality defects etc. This gives visibility into process bottlenecks that can be improved. By enhancing process efficiency, ERP enables managers to scale operations with existing resources.

Improves Compliance and Controls

ERP systemscentralize business logic and enforce controls over end-to-end processes. This reduces the risk of errors and fraud. The system can be configured to require approvals, validate data inputs, and restrict unauthorized access to sensitive information.

For example, the ERP system can have controls to ensure all vendor invoices are properly matched to purchase orders before payment. It can send invoice matching exceptions for review by the accounting team. Such controls greatly improve compliance, especially in industries like financial services and healthcare which are highly regulated.

Enables Innovation and Growth

With process automation and standardization, ERP systems give managers the bandwidth to focus on innovation and growth initiatives rather than administrative tasks and firefighting issues. By providing a scalable digital backbone for the business, ERP allows organizations to smoothly adapt to inorganic growth like mergers, acquisitions and spinoffs.

The business intelligence capabilities in ERP empower managers to identify opportunities to launch new products and enter new markets. ERP data also provides insights to better understand customer needs and expectations. Overall, ERP systems enable managers to make informed decisions to drive innovation and growth.

Supports Agile and Adaptive Organizations

Modern ERP systems are cloud-based, mobile and have open APIs to integrate with new technologies. This makes the ERP platform highly agile. Organizations can quickly configure new workflows or adapt existing ones in response to changing business needs. The open architecture also allows easy integration with new digital innovations.

For example, integrating IoT sensors with ERP allows managers to track product quality from suppliers in real-time rather than days or weeks later. Such agility to leverage new technologies distinguishes leading organizations from laggards. ERP systems provide the agile digital foundation managers need as business conditions evolve.

Promotes Informed and Agile Decision Making

By providing integrated data across the enterprise, embedded analytics, and add-on BI tools, ERP empowers managers to make informed decisions with current information. What-if scenario analysis allows modeling different versions of reality during planning. Easy reconfiguration of workflows in ERP systems enables quick adaptation to changing business needs.

Together these ERP capabilities support agile and data-driven decision making across strategic, tactical and operational levels. Managers can course correct quickly rather than being constrained to rigid annual operating plans. The compressed planning cycles and rapid adaptation promoted by ERP systems give organizations a key competitive edge.

Drives Business Model Innovation

Leading companies are innovating their business models, often enabled by new technologies. For example, product companies are launching service lines, manufacturers are selling direct to consumers, and offline retailers are starting online channels.

ERP systems support launching new business models by providing the backbone to seamlessly connect processes, data, and customer touchpoints across traditional and new parts of the business. The integrated platform allows organizations to deliver omni-channel customer experiences blending brick-and-mortar, online, mobile, social and emerging touchpoints.

Beyond enabling new business models, the analytics from ERP also help identify the most promising new opportunities to pursue. ERP accelerates innovation cycles by allowing organizations to pilot new ideas faster than competitors.

Key Benefits of ERP for Different Management Roles

While ERP benefits the entire organization, different management roles derive specific advantages based on their focus areas.

How ERP Helps Operations Managers

For plant managers, warehouse managers and other operations roles, ERP provides:

  • Real-time visibility into production schedules, inventory levels, shipments and any bottlenecks or delays. This allows proactively managing operations.
  • Insights from production data to optimize manufacturing performance – improving productivity, quality and asset utilization.
  • Coordination across departments to align production with demand and materials availability.
  • Standardized processes and automation to improve efficiency by reducing errors and delays.

How ERP Helps Finance Managers

Key ERP benefits for CFOs, Controllers and other finance roles include:

  • Automated financial posting from sales, purchasing and inventory movements to reduce errors and close books faster.
  • Integrated data for accurate financial planning and analysis versus spreadmarts.
  • Tools to ensure regulatory compliance with revenue recognition, tax reporting etc.
  • Analytics for cash flow optimization, cost reduction and financial insights.

How ERP Helps HR Managers

For CHROs, HRBPs and other HR roles, ERP enables:

  • A single employee system rather than separate systems for payroll, benefits, training etc.
  • Workflow automation for onboarding, promotions, offboarding, and other HR processes.
  • Analytics on turnover trends, diversity metrics, performance management and other insights.
  • Enforcing compliance with labor regulations around pay, leave etc.

How ERP Helps Sales Managers

Key ERP benefits for Sales VPs, Sales Ops and other sales roles are:

  • Customer database with 360-degree view of all interactions and transactions.
  • Visibility into sales performance by rep, product, channel, deal size and other cuts.
  • Automated sales process, catalog management and quoting to increase productivity.
  • Insights on customer lifetime value, churn analytics and share-of-wallet to fine-tune sales strategy.

How ERP Helps Marketing Managers

For CMOs, Marketing Ops and other marketing roles, ERP delivers:

  • Unified customer data from across channels to build targeted campaigns, offers etc. in marketing automation systems.
  • Analytics on campaign effectiveness, customer responses and lifetime value.
  • Integrated financial data for marketing budgeting, cost tracking and ROI measurement.
  • Coordination with sales on lead hand-offs, account-based marketing etc.

How ERP Helps Supply Chain Managers

Key ERP benefits for heads of Supply Chain, Logistics, Procurement:

  • Integrated view of inventory, suppliers, production and customers for coordinated planning.
  • Analytics-driven demand forecasting, inventory optimization and supply/production scheduling.
  • Automation and tracking for procurement, logistics and warehouse management processes.
  • Supplier and vendor data for rationalizing networks and managing risks.

How ERP Helps IT Managers

For CIOs, IT Ops and other IT roles, ERP enables:

  • Consolidating disparate applications across lines-of-business onto a single platform.
  • Enforcing security, access controls and compliance uniformly across the enterprise.
  • Automating IT workflows like user onboarding/offboarding, access provisioning etc.
  • Providing self-service access to data and reports to users across the business.

Key Considerations For Successfully Leveraging ERP

While ERP systems provide powerful tools to improve management effectiveness, realizing the full benefits depends on several factors:

Secure Executive Buy-In

ERP projects require major executive commitment on budget, resources and timelines. Business leads for affected areas should be part of the steering committee to ensure user adoption.

Invest in Change Management

The organization should invest upfront in change management. Training programs and communication campaigns before system rollout are critical to drive adoption.

Maintain Data Discipline

Clean master data and consistent business processes are must-haves for maximizing ERP value. Data governance and stewardship programs help sustain data quality over the long term.

Align Processes to Best Practices

Rather than customizing ERP to existing processes, organizations should align processes to industry best practices encoded in the software. This allows smoother upgrades.

Adopt Agile and Iterative Approach

Big bang implementations are prone to fail. Adopting an iterative rollout by line-of-business allows absorbing lessons and building momentum.

Foster a Culture of Continuous Improvement

One-off implementation is not enough. Companies need a culture of continuously optimizing and enhancing how ERP is used to extract maximum value.

ERP Implementation Challenges and How to Address Them

Implementing ERP is a complex, expensive multi-year endeavor. Many ERP projects fail to achieve their goals due to organizational and technical challenges. Here are key challenges and mitigation strategies:

Challenge: Lack of clear business objectives

Without clear objectives tied to business priorities, ERP projects can become aimless technology efforts.

Mitigation: Leaders should articulate specific business outcomes – revenue growth, cost reduction etc. – and map ERP capabilities to achieving them.

Challenge: Not getting user buy-in

ERP changes how employees work. Lack of user buy-in and training leads to resistance or underutilization of the new system.

Mitigation: Involve user representatives in the project and train heavily before rollout.Highlight how ERP makes jobs easier to drive adoption.

Challenge: Trying to customize vs. standardize

Heavily customizing ERP dilutes its value. But standardized processes often conflict with legacy ways of working.

Mitigation: Swallow the bitter pill early and re-engineer processes for standardization. Customize only where absolutely necessary.

Challenge: Integrating legacy systems

Interfacing ERP with legacy systems is complex. Lack of integration prevents realizing the single source of truth benefit.

Mitigation: Invest in connectors and data migration tools. Phase out legacy systems over time by transitioning functionality to ERP.

Challenge: Data errors and reconciliation

Garbage in, garbage out. Data errors and inconsistencies in master data leads to erroneous outputs.

Mitigation: Invest in data governance, data quality and master data management programs for reliable data.

Challenge: Resistance to change

Some employees perceive ERP as making their jobs redundant or reducing their status. This leads to sabotage or passive resistance.

Mitigation: Identify change agents at all levels. Involve resistant teams more closely in the rollout plans so they understand the business benefits.

Getting the Most from Your ERP Investment

After the initial implementation, organizations can further leverage their ERP investment by:

  • Continuously optimizing processes and adding new capabilities. Treat ERP as an evolving platform, not a one-time project.
  • Investing in integrations and API infrastructure to make ERP the connectivity hub for new data sources and applications.
  • Developing a library of reports, dashboards and analytics apps on the unified ERP data for self-service access.
  • Creating centers of excellence to drive ERP best practices across business units.
  • Proactively enhancing master data quality by fixing root causes of errors.
  • Building an internal ERP technical competency team through training and knowledge transfer, rather than relying solely on external consultants.
  • Measuring realization of business benefits identified at project onset and adjusting rollout plans if needed.
  • Evangelizing ERP value to users through newsletters, training and town halls. Secure executive commitment to funding ongoing enhancements.

Case Studies Illustrating ERP Benefits

Here are a few examples of the business benefits realized by companies implementing ERP systems:

Beauty Products Company Estee Lauder

Business Issue: Disparate sales, order processing and manufacturing systems across brands like M.A.C and Clinique. Distribution issues like out-of-stocks.

ERP Benefits: Integrated processes across brands. Real-time visibility into inventories and sales. Analytics to optimize production and distribution. Increased sales from lower stock-outs.

Industrial Conglomerate Honeywell

Business Issue: Multiple legacy systems and fragmentation after mergers & acquisitions

ERP Benefits: Consolidated systems globally onto single ERP platform. Common processes across businesses. $250 million cost reduction through synergies. Better management of M&A integration.

Healthcare Insurer United Healthcare

Business Issue: Customer and claims data fragmented across systems. Inefficient claims processing impacting customer satisfaction.

ERP Benefits: Faster claims cycle through workflow automation. Better analytics for detection of provider fraud. Single customer view improved service and satisfaction.

Oil & Gas Firm Saudi Aramco

Business Issue: Lack of visibility into project cost overruns and inefficiencies. Manual financial reporting.

ERP Benefits: Real-time data on project timelines and costs to improve control. 75% faster financial close time. Better compliance with SOX regulations.

ERP Industry Best Practices and Selection Criteria

Each industry has unique requirements from ERP systems based on specialized processes or regulations. Here are some things to look for in ERP systems by key industries:

Manufacturing

  • Advanced production planning and scheduling optimization
  • Quality management capabilities
  • Support for repetitive, process and discrete manufacturing
  • Inventory and warehouse management capabilities
  • Industrial IoT connectivity for machines

Distribution & Retail

  • Omni-channel sales and order processing across channels
  • Sophisticated pricing, promotions and discounting
  • Vendor managed inventory (VMI) and drop shipping integration
  • 3PL logistics integration and tracking

Services Firms

  • Project management, resourcing and time tracking
  • Revenue recognition and work-in-progress (WIP) accounting
  • Professional services automation integration
  • Flexible billing rules by project type and client

Public Sector

  • Funds and grant management
  • Citizen self-service portals
  • Contract and spend visibility
  • Compliance with public sector regulations and reporting

Financial Services

  • Financial product configuration like loans, insurance, credit cards
  • Risk management and predictive analytics
  • Trade order management and financial transactions processing
  • Regulatory compliance for reporting

FAQs

Q: What are the main components/modules of ERP software?

ERP systems typically include capabilities for financial management, HR, procurement, supply chain, manufacturing, inventory, sales, CRM, BI and more. The core modules are financials, supply chain, HR, manufacturing and inventory management.

Q: Does every business need an ERP system?

Not necessarily, but ERP can benefit most businesses above a certain size and complexity. Good criteria are – having multiple business processes, needing cross-functional coordination, and struggling with data silos or legacy IT systems.

Q: Is ERP just for large enterprises?

In the past ERP was only affordable for large companies, but with cloud ERP models it is now viable for small and mid-sized organizations too. Cloud ERP can be adopted in modular fashion, scaling as the business grows.

Q: What are the benefits of cloud vs. on-premise ERP?

Cloud ERP provides faster implementation, easier upgrades, lower startup costs, and accessibility from anywhere. On-premise has higher customization flexibility and can be preferred for highly regulated industries or specialized needs.

Q: How long does it take to implement ERP software?

ERP implementation including process analysis, configuration, testing, training and rollout can take 12-18 months for large enterprises. For smaller businesses implementing cloud ERP, timeline can range from 3-9 months depending on scope.

Conclusion

ERP systems provide managers with integrated organization-wide data, analytics and insights to make better decisions. Automation, standardization and streamlined cross-functional processes enabled by ERP improve workforce productivity and operational efficiency. The unified platform and visibility across the enterprise allow managers to proactively identify and fix problems before they impact customers or partners.

While realizing ERP benefits requires executive commitment and change management, leading organizations find the investment well worth it. ERP implementation equips them with agile digital capabilities and competitive advantage for the long-term. The growing functional footprint of modern ERP coupled with new technologies like cloud and AI will further boost these business benefits going forward. Companies looking to transform business performance and productivity should evaluate if the time is right for them to seriously consider ERP.