Computerising a bigger or more complex business
Whilst it’s possible to run a bigger business on spreadsheets, it’s highly advisable not to do so. The benefits that a small business can gain in efficiency & knowledge of the financial position of every sale is amplified in a bigger business, such that it’s very easy to make a loss on a project when the business is of the belief that it’s making a profit. The implementation at Profab Services is one typical such example – click here for the case study. This particular business implemented the Xero system for financial management and the TidyWork package to manage the work processes in the business, all of which provided immediate benefits.
Principality Consulting can help to implement these systems, and ensure that the package which is selected to manage the business is compatible with the finance system.
As businesses get bigger or more complex, a different approach may be needed. A fully integrated system may be a better solution which is also known as an ERP system (Enterprise Resource Management system). This means that every process within the system is linked, so that it’s asy to ensure that if a material is used within the process then it will be reliably reordered – automatically if the business so desires.
How does an integrated system system work ?
Your business may not be a manufacturing company, but the automation that a system brings to more complex processes, or as the volume of transactions increases as a business grows mean that an integrated system may be just the ticket for you.
How do we implement an integrated system ?
The integrated systems are more complex to install and then continue to use compared to a standard finance system, as they touch all aspects of the business. It’s important to ensure that one process doesn’t break another. That’s why it’s necessary to involve a partner to implement these systems, rather than doing it yourself. A simple finance system can be implemented by the business itself (although it’s not recommended) – this simply isn’t the case with an integrated system.
Principality Consulting have a methodology that we follow to specify, select and then implement the system. More information on the process is available here.
A detailed, critical analysis of the company is carried out. The output will be a number of documents :
- A visual business process map of the business, where the wasteful processes have been optimised out of the process
- A User Requirement Specification, which is a document that describes the requirement in business terms – what the business needs to happen rather than how it should happen
- A spreadsheet of the features needed, including a weighting of the various feature’s importance
The documents created in the specification stage are used to ensure that any of the systems which are evaluated are all compared with each other in a fair manner. The feature list is used to provide a points based selection matrix, guiding the selection team to the system which best fits business.
The system then needs to be implemented once it’s been chosen. The task will typically take between 6 & 12 months, depending on the complexity of the sytsem. The business itself needs to invest a considerable amount of time in the process, so that the ownership of the system is taken by the business’ implementation team. Principality Consulting will often project manage the system on behalf of the business. The project manager will ensure that all of the data that the business needs to collate is done so to the correct standard, and at the right time. They will ensure that the right tests are carried outm, and ensure that the business is ready for the new system – as well as the system being ready for business.
Your next steps
Contact Principality Consulting on 01745 606 161 or firstname.lastname@example.org – we can help you to understand the benefits to your business, and even maybe find some funding to ensure that the system is implemented properly.