Enterprise Resource Planning

Enterprise Resource Planning (ERP) systems are aimed at managing resources, information and processes within a company. It encompasses a variety of components that allow organizations to keep better track of what is going on, better plan, better control, and take better decisions. ERP is a broad concept of tools and ultimately its implementation is very company-specific.

IBIS Services provides this company-specific focus and can assist in implementing the right software at the right place. Being so broad, we will provide some examples of what kind of systems can be implemented. However, the strength of ERP is in company-wide, tailor-made implementations. We therefore cordially invite you to contact us and learn more about what we can do for your company.

Case 1: Local TV Channel

A local TV Channel is growing and faces difficulties managing logistics related to their production department. There are limited cameras and film equipment, and it has happened before that shows were not recorded and broadcasted because all cameras were in use for other, more future recordings. In addition, due to the difficulty in planning all shows, the workload of the video editors is highly fluctuating. At times, they have nothing pending for hours, and then several shows request editing at the same time, swamping the team and causing delays.

In this case, a combination of availability-, agenda-, and task-software can help put things in order. By integrating these different components, it will be possible to create a step-by-step plan for each show, which includes requesting cameras, assigning people to the show, and planning the editing part of the show. The system can identify possible conflicting schedules and automatically alert the users. Furthermore, by entering every show into this system, a manager overseeing operations can keep track on who works on what show, at what time, and for how long. It will also be possible to see what cameras and video equipment are most often used (and therefore calculate their per-hour cost). Taking this to a next level, the actual video clips can be saved digitally. As there is already a record for each show, the clips will be automatically linked to the show, and an archive can be built with great ease. This can be linked to the website, allowing visitors to browse shows by type, date, length, etc.

Case 2: The Cheese Factory

A mid-size cheese factory offers several types of cheese to retailers. The company produces, packages, and ships the cheese directly to the retailers. However, their ordering system is not working efficiently. Orders come in through e-mail and by phone, and there are two people working full time on processing the orders and requesting the inventory department to ship these orders. However, the inventory system is not accessible to the these employees, and it has happened several times that orders could not be fulfilled due to the low inventory levels. This was, however, not told the the client until the shipment was supposed to go out, when it became clear that there were several large orders for the same type of cheese.

For starters, the inventory status has to become available for any interested party. The first step can be to update this system and run it from a central server. This can be accessed by the ordering department, and whenever an order comes in, the request can be logged into the system. This way, the units are flagged for shipping and immediately removed from the available inventory. If more units are requested than available, the system will report a warning and the ordering representative can contact the client right away to provide alternatives. Once this runs well, the next phase can include a system that provides the clients with a direct ordering format. Through the internet, they can see real-time inventory levels and place an order. The order will be processed automatically, and instead of manually processing ordering information, the two employees previously in charge of this can focus on more other tasks and leave the ordering process to the system.

Case 3: The Multinational NGO

Executing regional development programs, a multinational NGO has branches operating throughout Latin America. Many programs are executed simultaneously, and often managed by several branches at the same time, each managing a different component of the project. However, it is not always easy to know what the other branches are doing. Sometimes work is done twice, and sometimes tasks are not done at all. Meeting with partner organizations are often unnecessary, as another branches already discussed the same issues with these same local organizations. It also results difficult for the regional manager to keep a complete overview of the status of each project. All in all, information should be better shared, people should be better informed, and an all-incluve project overview should be readily available.

In order to counter these difficulties, a centralized project management system can greatly benefit the NGO. By either installing this on the company-wide private network or on a secured internet website, the same information will be available to all members. Integrating a task manager and a virtual agenda, appointments can be tracked and related to specific contacts, and the status of each project component can be closely followed.

Some other samples of ERP systems can be found in the other sections. In order to learn more about how we can help in your specific situation, be sure to contact us.