Several important nuances of management in implementing ERP

    If you do not want the ERP system to create more problems than it solved, it is advisable to observe several important rules in the management of the enterprise.

    We will talk about enterprises with at least thirty people. In smaller businesses, these rules do not work. There, as a rule, everyone does everything.

    Of course, I believe that you correctly chose the ERP system, and did not point your finger at the sky (I wrote about how to do this here , here , here and here ). Of course, you are not trying to automate the chaos, but you have intelligible business processes or you are using those that are embedded in the ERP system. These things are not even discussed here.

    Everyone is responsible for their data and enters them

    There should not be a situation where in reality one employee generates some information, and another enters this data into the system. It just should not be.

    Once I watched a company in which managers were too lazy to enter their customers' accounts into the system. This was done for them by their assistants. And it turned into madness. The manager, at best by email, and at worst on the fly, informed the assistant that such a client needs to write an invoice for such a product. But the problem is that the manager believes that this client and this product are called in a certain way, and in the system it is listed somewhat differently. As a result, the assistant, after several hours of proceedings, writes the same invoice. But the wrong customer and the wrong product. Just because the database has several similar names for both customers and products, but the manager did not specify. The client calls the manager, the manager calls the assistant, he corrects, but again an inaccuracy. It takes 5 calls and half a day of work of several people to issue an account. I asked the head of the company, why doesn't he stop this vicious practice. To which he received the answer: “Managers are very busy people and they have no time to write invoices themselves.” I think that any reasonable person will understand that this is nonsense. The manager will issue an invoice in 5 minutes and everything will be right there. And the client will not be nervous, and no one will lose time.

    Only one person should come and write off goods from the warehouse. Storekeeper. Do it yourself. If someone else arrives (writes off) to the warehouse, I guarantee you that, sooner or later, you will get a problem when the remnants of the goods that the program shows and the real remnants simply will not converge. 100% guaranteed. If you feel sorry for the money for the storekeeper, you should not introduce ERP.

    The cashier and no one else should accept, write off money from the cash register. That is, one who sits and accepts this money in real life. Otherwise, get a problem, as with the storekeeper.

    It’s best not to bring money into the bank with your hands at all, but to import a bank statement from a client-bank. One unnecessarily entered extra toe and your leftovers will “float”. If you do not have a client bank, then I have no words.

    Clear separation of chains

    The procurement manager should never bill customers. This should be done by sales managers. Moreover, the procurement manager should not even communicate with customers. The client must have one person in your company who deals with his problems. This is a sales manager. The seller, in other words. If your sales managers connect customers with buyers to let them know when the goods arrive, then either your ERP is not really ERP (because you can’t see it), or you must solve the problem in the management and force sellers to look at this information yourself .

    Everyone should be responsible for their site. The sales manager must work with customers and enter relevant information into the system. The procurement manager must work with suppliers and enter relevant information.

    The storekeeper must come / write off the goods from the warehouse, the cashier accept / give money, the accountant import the bank, etc.

    It should not be such that someone comes up to someone and asks him to enter some information in the ERP. It should never be! Each person enters information. Otherwise, you get a problem when someone skidded, but not so. And then it begins: “I asked you to bring this, but you brought something wrong. I told you wrong, etc. "

    Inquiry Office

    No one should work as a help desk. ERP-system is the tool that should save the company from this. Each employee should know where and what information he can see. Any employee is annoyed when everyone calls him and asks the same thing. When will the goods arrive? Have you paid us the bill? Agreed on a contract? Etc. Everyone should receive all such information on their own. If you don’t know how to get it, you can call and ask where to see it. If your ERP system does not allow you to get rid of the "help desk", you made a mistake and chose the wrong ERP system.

    When your employees work for each other as a help desk, the whole company suffers from this. Labor productivity is reduced, which means that the company is losing money.

    The law is one for all

    There should be no situations where everyone should work according to certain principles, but there are employees for whom exceptions are made. For example, if in order to get money you need to fill out an application, then everyone should do it. Even the CEO. The storekeeper should not give the goods to the executive director without an electronic application, because "well, he is also an executive."

    All these problems must be solved by the head of the enterprise. Employees who do not want to work according to the rules must either be reasoned or dismissed.

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