Events

Transition:

During the prototype, the data transition was given utmost importance.  It was decided to electronically transfer the data wherever possible and for this ODBC tool was utilized.  Syspro’s built-in functionalities utilized to update customer, stock and suppliers history.

User Training:

The major concern was users training.  The training was conducted with the concept of ‘Train the Trainer’.  ‘System Owners’ team was formed who takes up the project ownership during the implementation and system ownership after the project handover.  Individual user appreciation is obtained and documented for record and reference. Small user notes and templates are designed in addition to the online help available in Syspro’s software solution.   A ‘Helpdesk’ system is planned for Phase-2 implementation.  Syspro’s built-in functionalities were utilized to customize the user ‘s screen.  This helps users to get trained better and faster.

Localization:

Localization was the major concerns that were resolved with the help of eZeesoft consultants.   Applying, calculating and updating the excise duties and taxes at the time of Sales Invoicing were resolved using the user-defined fields available in the system.  Necessary interfaces defined and linked with the stock codes to automatically calculate and apply the excise duties.  The GL interfaces in Syspro solutions are available at module / sub ledger level and this makes the accounting implications and posting easy.

Problems and Solutions:

There were several problems identified at the time of prototype.   They were documented resolved and eliminated and are as follows::

  • Users resistance to change.  This was resolved by ensuring that the key users own the system implemented and sustained the benchmark of 80% satisfaction in training.  Management also taken necessary measures to announce different rewards and certifications in long term planning.
  • Rapid business growth and change in management causes delay in implementation and lack of utilization.  This was handled with the concept of ‘Train the Trainer” in Phase-1 implementation plan and with the concept of ‘NSO’ National System Owners’ in Phase-2 implementation plan.  By this approach the controls and optimum utilization were in place during and after the implementation.
  • Job insecurity. ERP for obvious reasons reduces the daily routine works but if they are unnecessary, duplicated or followed without industry standard practices and this causes sense of job insecurity among both good and bad employees. Initially it was encountered and the management has taken necessary measures to eliminate it by ensuring that ERP is meant for increase in productivity and efficiency and not to downsize the manpower structure.  However, it was clarified that those who fail to contribute in achieving the objective may not survive on job.
  • Change in system functionalities, workflow and management reporting cause distress.  Migration from small accounting package to a powerful ERP solution causes increase in functionalities and change in management reporting.  The clear objectives of migration from accounting package to ERP were defined and documented at the early stage and awareness was created among every individual that these changes are going to play pivotal roles in increase in productivity, efficiency and ROI (Return on Investment).