Enterprise Resource Planning -ERP

Kevin Cowell
Natthawut Lertpitayakun
Isabelle Mertha
Xiaoguang You
1
 What is ERP?

The practice of consolidating an enterprise’s planning,

manufacturing, sales and marketing efforts into one
management system.1
Combines all databases across departments into a
single database that can be accessed by all
employees.2
ERP automates the tasks involved in performing a
business process.1

Sources:
1. http://www.cio.com/summaries/enterprise/erp/index.html, viewed September 19, 2002
2. CIO Enterprise Magazine, May 15, 1999.
2
 Evolution of ERP

3
Source: http://www.intelligententerprise.com/020903/514feat2_1.shtml, viewed September 19, 2002.
 How Do ERP Systems Work?
Managers and
Stakeholders
Financial
Reporting Applications
Human
Sales and
Resource Applications
Delivery
Management
Applications
Applications
Sales Force Central
Manufacturing Back-office
Customers And Customer Database
Service Reps Applications Administrators Suppliers
And Workers

Service Human
Applications Resource Inventory
Management And Supply
Applications Applications

Employees

4
Source: Davenport, Thomas, “Putting the Enterprise into the Enterprise System”, Harvard Business Review, July-Aug. 1998.
 ERP Components
Finance: modules for bookeeping Manufacturing and Logistics: A
and making sure the bills are paid group of applications for planning
on time. Examples: production, taking orders and
– General ledger delivering products to the
– Accounts receivable customer. Examples:
– Accounts payable
– Production planning
HR: software for handling – Materials management
personnel-related tasks for
corporate managers and individual – Order entry and processing
employees. Examples: – Warehouse management
– HR administration
– Payroll
– Self-service HR

Source: http://www.computerworld.com/printthis/1998/0,4814,43432,00.html, viewed September 19, 2002. 5

 An ERP Example: Before ERP

Orders
Parts
Sends report Customer
Demographic
Sales Dept. Files Customers

Checks for Parts

Calls back “Not in stock”
Accounting “We ordered the parts”
Files

Accounting
Sends report
Invoices
Sends report
accounting
Ships parts
Vendor
Warehouse
Order is placed
“We Need parts #XX”
with Vendor
Inventory
Purchasing Files
Files “We ordered the parts”
Purchasing 6
 An ERP Example: After ERP
Orders
Parts Inventory Data
If no parts,
order is placed
Customers Sales Dept. through DB Accounting

Financial Data exchange;

Books invoice against PO

Order is submitted
to Purchasing. Database
Purchasing record Books inventory
order in DB against PO

Order is placed
with Vendor

Warehouse
Vendor Purchasing

Ships parts
7
And invoices accounting
 Who are the main ERP vendors?

Baan
JD Edwards
Oracle
PeopleSoft
SAP

8
ERP Vendors and Industries They Serve

ls
ds

a
g

eut ic
Goo

turi n
r

ufa c l/
ume
ve
De fe e /

s tria
c
nse
spac

moti

mac
a ge

tron
Cons

as
I n du

Oi l/ G
Pack
Aut o
Ae ro

Phar
Ele c

Man
Baan
Baan
J.D. Series& Co.
Edwards
One World, One World
Software
Oracle Corp.
Applications
PeopleSoft, Inc.
PeopleSoft 7.5
SAP
R/3
% Planned Penetration 10-15 5-10 35+ 40+ 35 30 20
Source: Benchmarking Partners Inc.

9
 Revenue and Profits of Major ERP Vendors

ERP Vendors Revenue

12
10.86
11
10.1
10
Billions of Dollars

9
8
7 6.5
5.6 2001
6
5 2000
4
3 2.07
2 1.74 1.02
1 0.394 0.894
0.32
0
SAP PeopleSoft Oracle Law son J.D. Edw ards

10
 Revenue and Profits of Major ERP Vendors

ERP Vendors R&D Expenditure

1000
900 859
796
800
Millions of Dollars

700
600
2001
500
400 2000
321
299
300
200
52.6 117
100 44.8 12
0
SAP PeopleSoft Law son J.D. Edw ards

11
 ERP Market
Total Revenues, 2000

Other SAP
36% 32%

Geac Computer
3%

Oracle
J.D. Edwards 15%
5% Peoplesoft Source: AMR Research, 2001
9%

Source: AMR Research, 2001.

12
 ERP Investments

Percent of IT Application Budget

33.5% 2000 2001

31.0%
22.5%
20.5% 19.0% 19.0%
14.0% 14.0% 15.5%
11.0%

ERP SCM CRM E-commerce Other

Roughly 65% of companies surveyed already have ERP in place. Of those, many are still actively
spending to upgrade existing systems and to take advantage of new web-oriented features.

Source:
AMR Research Survey of 686 companies with annual revenues ranging from <$50M to >$1B, October 2001.
13
 ERP Investments
Have ERP today?
No
33% n=666

Yes
67%

Yes No Don't know

Will install next year?

Don't know
10% Yes
Source: AMR Research Survey of 686 28%
companies with annual revenues ranging from
<$50M to >$1B, October 2001
No
62%
n=232
Yes No Don't know

14
 Why ERP?

3 Major Reasons:
To integrate financial data.
To standardize manufacturing processes.
To standardize HR information.

Source: http://www.cio.com/summaries/enterprise/erp/index.html, viewed September 19, 2002. 15

 ERP Project and Time
Real transformational ERP efforts will usually run between 1
to 3 years, on average.
Short implementations (3 to 6 months):
– small companies,
– implementation limited to a small area of the company, or
– the company only used the financial pieces of the ERP system.
The important thing is not to focus on how long it will take
but to understand why you need ERP and how you will use
it to improve your business.

Source: http://www.cio.com/summaries/enterprise/erp/index.html, viewed September 19, 2002. 16

 Total Cost of Ownership of ERP

Total cost of ownership (TCO) is a model developed by Gartner Group

to analyze the direct and indirect costs of owning and using hardware
and software. TCO essentially helps a company determine whether it
wins or loses from specific technology implementations.

Metagroup study among 63 companies surveyed showed that:

– the average TCO was $15 million (the highest was $300 million and
lowest was $400k),
– the average TCO per user was $53,320.

Source: http://www.cio.com/summaries/enterprise/erp/index.html, viewed September 19, 2002. 17

 Total Cost of Ownership of ERP

It also found that:

– it took 8 months after the system was in to see any benefits,
– but that the median annual savings from the system was $1.6
million per year.

Source: http://www.cio.com/summaries/enterprise/erp/index.html, viewed September 19, 2002. 18

 Hidden Costs of ERP
Training
Integration and testing
Data conversion
Data analysis
Consultants
Replacing best and brightest staff after implementation
Implementation teams can never stop
Waiting for ROI
Post-ERP depression

Source: http://www.cio.com/summaries/enterprise/erp/index.html, viewed September 19, 2002. 19

 Benefits of ERP Systems
Improving integration, flexibility
Fewer errors
Improved speed and efficiency
More complete access to information
Lower total costs in the complete supply chain
Shorten throughput times
Sustained involvement and commitment of the top
management
20
 Benefits of ERP Systems (cont’d)

Reduce stock to a minimum

Enlarge product assortment
Improve product quality
Provide more reliable delivery dates and higher
service to the customer
Efficiently coordinate global demand, supply and
production
21
 Risks with ERP Implementation

Expensive (can costs 100 thousands to millions

of dollars)
Time-consuming (can take months to years)
Great risk for the organization
Transfer of Knowledge
Acceptance with the company

22
Case Study

Nestlé USA

23
 Nestlé Background
Found in 1866, Switzerland.
World's largest food company, # 50 in Fortune magazine’s
Globe 500
Nestlé USA was incorporated in 1990; Home Office in Glendale,
CA.
33 manufacturing facilities, 6 distribution centers and 17sales
offices around the country, 17,300 employees nationwide.
$ 11.1 billion in Sales (2001)
“…America's most admired Food Company for the fourth
consecutive year” - Fortune Magazine, February 2001

Source: http://www.nestle.com/all_about/at_a_glance/index.html , viewed October 14, 2002, and

24
http://www.ir.nestle.com/4_publications/pdf/financial_report/final_2001/consolidated_accounts_2001.pdf, viewed October 14, 2002.
 Nestlé's products and brands

Milk products, dietetic

foods, infant foods,
chocolate and
confections,
refrigerated and frozen
items, ice cream, and
pet foods

Source: Weller, Joe, “Introduction to Nestle in the USA”, 25

http://www.ir.nestle.com/home-frameset.asp?largeur=1024, viewed October 14,2002.
 Competitive Market
USA Food Market in 2001

Source: Weller, Joe, “Introduction to Nestle in the USA”, 26

http://www.ir.nestle.com/home-frameset.asp?largeur=1024, viewed October 20,2002.
 Organizational Chart
 

Joe Weller
Chairman & CEO

Jeri Dunn Other Board

CIO members

Tom James Jose Iglesias Dick Ramage

Dir. of Process change Dir. of IS VP of supply chain

27
Ben Worthen, “ Nestlé's ERP Odyssey”, May 15, 2002 Issue of CIO Magazine
 Business Challenges
After the brands were unified and reorganized into Nestle USA
in 1991,. Divisions still had geographically dispersed.
– For example, Nestle USA’s brands were paying 29 different prices
for vanilla - to the same vendor.¹
– Nine different general ledgers and 28 points of customers entry.
Years of autonomous operation provided an almost “insurmountable
hurdle”.
“… Nestle was the world’s NO. 1 food and beverage company– but one
of the least efficient ”²
Source:
28
1. Ben Worthen, “ Nestlé's ERP Odyssey”, May 15, 2002 Issue of CIO Magazine;
2. “Nestle: An Elephant Dances”, http://www.businessweek.com/2000/00_50/b3711064.htm, viewed October 20, 2002.
 Project Scope – “BEST”
Five SAP Modules – purchasing, financials,
sales and distribution, accounts payable and accounts
receivable and Manugistics’ supply chain module
From October 1997 to 1st Quarter of 2000.
$210 million budget
50 top business executives and 10 senior IT professionals

29
Source: Worthen, Ben, “ Nestlé's ERP Odyssey”, May 15, 2002 Issue of CIO Magazine.
 Project Objectives -
“One Nestle, under SAP”
Transforming the separate brands into
one highly integrated company.
Internal aligned and united, establishing a
common business process architecture
Standardizing master data

30
Source: Worthen, Ben, “ Nestlé's ERP Odyssey”, May 15, 2002 Issue of CIO Magazine.
 Process of SAP Implementation

The new business process confused

most of employees, then resistance grew into
rebellion in 2000.

Reconstructed in June 2000 and completed in

2001.

Source: Worthen, Ben, “ Nestlé's ERP Odyssey”, May 15, 2002 Issue of CIO Magazine.
31
 Conclusion of Nestlé Case
Changes and success
Common database and business processes lead to
more trustworthy demand forecast.
– A comprehensive account planning tool.
– Nestle can now forecast down to the redistribution center level.
– Nestle has improved forecast accuracy by 2%
Higher factories utilization
– fewer factories = big gains in factories Utilization
– Reduce inventory level
Source: Brownson, Jim, and Mitchell-Keller, Lori, Nestle USA,
Case study: supply chain: Nestle Integrated CRM and SCM Optimize Enterprise Effectiveness, http:www. 32
dci.com/Brochure/crmny/sessions.asp?trackid=1190, viewed on November 06, 2002.
 Conclusion of Nestlé Case
Saved $$$
- With ERP in practice , $ 371 million has been saved until 2001.
The favorable evolution of COGS continues
$USD m in
700

600
3 5
500 7 8
400
1 6

300

200

10 0

0
19 9 7 19 9 8 19 9 9 200 2001 2002 2003 20 0 4

Annual Incremental Saving Cummulative Annual Savings

33
Source: Weller, Joe, “Introduction to Nestle in the USA”,
http://www.ir.nestle.com/home-frameset.asp?largeur=1024, viewed October 20,2002.
 Conclusion of Nestlé Case
Lessons learned by Nestlé
Don’t start a project with a deadline in mind.
Update your budget projection at regular intervals.
ERP isn’t only about the software.
“No major software implementation is really about the
software.” Former Nestlé CIO Jeri Dunn says, “You are
challenging their principles, their beliefs and the way have done
things for many many years”
Keep the communication lines open.
Remember the integration points.
34
Source: Worthen, Ben, “ Nestlé's ERP Odyssey”, May 15, 2002 Issue of CIO Magazine.
 Nestlé in the Future

The Global Business Excellence Program

Supported by SAP, contracted in June 2000 and
by IBM in July 2002.
– To be completed by the end of 2005
– To save cost around CHF 3 billion, with benefits
realized from 2003.

35
Source: http://www.idealliance.org/news/2002/mem0307.asp, viewed on November 1, 2002.
Case Study

36
 What is Agilent Technologies?

Agilent Technologies is the world's leading

designer, developer, and manufacturer of
electronic and optical test, measurement and
monitoring systems.
Separated from Hewlett Packard and became a
public company in 1999
World HQ in Palo Alto, CA

Source: http://we.home.agilent.com,viewed, viewed November 3, 2002. 37

 Around the World

Agilent has facilities in more than 40 countries

and develops products at manufacturing sites in
the U.S., China, Germany, Japan, Malaysia,
Singapore, Australia and the U.K.
Approximately 37,000 employees throughout the
world

Source: http://www.agilent.com/about/index.html, viewed November 3, 2002. 38

 Products and Services

Agilent operates in three business groups:

Test and Measurement
– Test instruments and systems, automated test equipment.
Semiconductor Products
– Semiconductor solutions for wired and wireless
communications, information processing.
Chemical Analysis
– Life sciences and analytical instrument systems.

Source: http://www.agilent.com/about/newsroom/features/2002june04_oneit.pdf, viewed November 3, 2002. 39

 Agilent revenue for 2001

Test and Measurement: $5.4 billion

Semiconductor Products: $1.9 billion
Chemical Analysis: $1.1 billion
Total revenue: $8.4 billion

Source: http://investor.agilent.com, viewed November 3, 2002. 40

 Agilent’s Customers

Served customers in more than120

countries around the world1
Electronic component manufacturers
Pharmaceutical companies
Chemical companies
Communication companies2
Source:
1. http://www.agilent.com/about/index.html, viewed November 3, 2002; 41
2. http://www.agilent.com/about/newsroom/features/2002june04_oneit.pdf, viewed November 3, 2002.
Source: http://www.agilent.com/about/newsroom/execs/org/index.html, viewed November 3, 2002.
42
 Project Scope

Oracle’s li E-Business Suite software

Started September 2000 till 2004
Budget
roughly 100 Oracle consultants to install the
program

Source: Songini, Marc L., “ERP effort sinks Agilent revenue” Computerworld, Framingham, August 26, 2002. 43
 ERP Project Objective

“One IT” organization

Supply chain capability; for example,
- Suppliers
- Customers
Migrating 2,200 legacy applications that it
inherited from HP to Oracle

44
Source: Gaither, Chris, “Watching Oracle For Signs Of Strength” Boston Globe, Boston, Mass., September 16, 2002.
 One IT Project (Before)

IT spend was 8-10% of sales

• 80% for business operations
• 20% maint. & upgrading legacy systems
Further autonomy over the IT portfolio would
have led to 50% cost increase

Source: http://www.agilent.com/about/newsroom/features/2002june04_oneit.pdf, viewed November 3, 2002. 45

 One IT Project

Marty Chuck, CIO, developed a Vision for One

IT organization in August 2000
Moved more than 2,500 IT professionals in the
different site, regional and divisional IT
organizations

Source:
http://www.agilent.com/about/newsroom/features/2002june04_oneit.pdf; 46
http://www.agilent.com/about/newsroom/features/2002june08_chuck.html, viewed November 3, 2002.
 One IT Project Objective

To consolidate a large number of independent

operating groups into a single worldwide IT
function
To share information quickly and efficiently
To drive the operational costs down by more
than 20%
To combine all IT budgets
Source: http://www.agilent.com/about/newsroom/features/2002june04_oneit.pdf, viewed November 3, 2002. 47
 Changes in Supply Chain Process: Supplier

Migrating from all existing ERP systems to a

single Oracle-based infrastructure system
The use of bar code for materials received from
suppliers
The use of Evaluated Receipt Settlement (ERS)

Source: http://www.agilent.com/supplier/default.html, viewed November 3, 2002.

48
 The process of migrating ERP
systems to Oracle

Source: http://www.agilent.com/supplier/generalinformation.shtml, viewed October 31, 2002.

49
 Evaluated Receipt Settlement (ERS)

An automated invoice and payment system

How does ERS work?

50
Source: http://www.agilent.com/supplier/downloads/ERS_supplier_guide.pdf, viewed November 3, 2002.
 Changes in Supply Chain Process: Customers

Real-time information about inventory and order

status
Easier to understand invoicing and pricing
Improved visibility on product delivery lead time

Source: http://www.tmintl.agilent.com/model/index.shtml, viewed November 3, 2002. 51

 Troubles with Project Everest
Because of the consolidation of its 2,200 software
systems to under 20, confusion meant lost order
and revenue.
An $88 million reduction in third-quarter orders
Of that, $38 million was lost and $50 million will
be pulled through the fourth quarter.
$105 million in lost revenue and $70 million in
operating profit
Source: Shah, Jennifer B., “Agilent’s ERP Rollout Expensive Glitches” EBN; Manhasset, August 26, 2002.
52
 Troubles with Project Everest

CFO Adrian Dillon said the problem was twofold:

Software bug
“As we began to hit sort of a 50 percent ramp of normal
capacity, we began to get conflicts in priorities of
systems instructions. When we had those conflicts that
inevitably shut the system down.”

Source:
FD (Fair Disclosure) Wire, August 19, 2002 Monday, Transcript 081902ag.735, Q3 2002 Agilent Technologies
Earnings Conference Call - Final; http://www.pressi.com/int/release/51627.html, viewed November 3, 2002, and
Shah, Jennifer B., “Agilent’s ERP Rollout Expensive Glitches” EBN, Manhasset, August 26, 2002. 53
 Troubles with Project Everest

Mistakes converting backlog.

“The other problem we had was converting backlog
from legacy to new systems, especially for our highly
configured products in our test and measurement
operation.”
Extra $35 million to cover costs of ERP and
CRM rollout.
Source:
Shah, Jennifer B., “Agilent’s ERP Rollout Expensive Glitches” EBN; Manhasset, Aug 26, 2002, and
http://www.pressi.com/int/release/51627.html, viewed November 3, 2002. 54
 Lessons Learned by Agilent

ERP implementations are a lot more than

software packages.
People, processes, policies and culture are all
factors that should be taken into consideration
when implementing a major enterprise system.
ERP disasters are often caused by a user
company itself.

Source: Songini, Marc L., “ERP effort sinks Agilent revenue” Computerworld, Framingham, August 26, 2002. 55
 Lessons Learned by Agilent

Study ERP well before implementation

“The disruptions after going live were more extensive
than we expected” –CEO Ned Barnholt

Source: Songini, Marc L., “ERP effort sinks Agilent revenue” Computerworld, Framingham, August 26, 2002. 56
Best Practices and what ERP
holds for the Future

57
 ERP Implementation

Biggest IT project that most companies ever handle,

Changes the entire company, and
Has repercussions in all departments and divisions
of the organization.
It is essential that all the key players understand the
scope of the project.
This is an IT-Related Project.

Source: http://www.integratedsolutionsmag.com/articles/2000_03/000309.htm, viewed November 5, 2002. 58

 Best Practices of ERP Implementation

A Business Strategy aligned with Business Processes

Top-Down Project Support and commitment
Change Management
Extensive Education and Training
Data Clean up and Data Integrity
Implementation is viewed as an ongoing process

59
 Best Practices of ERP Implementation

A Business Strategy aligned with Business

Processes
– Business strategy that will give you a competitive advantage
– Analyze and map your current business processes
– Develop your objectives
– Evaluate your business strategy and ERP plan before you
commit to software acquisition and installation.

Source: http://www.rmdonovan.com/pdf/perfor8.pdf, viewed November 5, 2002. 60

 Best Practices of ERP Implementation

Top-Down Project Support and commitment

– CEO1
• support implementation costs
• champion the project, and
• demand full integration and cooperation.
– Most knowledgeable and valuable staff2

Sources:
1. M. Michael Umble, “Avoiding ERP Implementation Failure”, Industrial Management, Jan/Feb 2002;
2. http://www.integratedsolutinsmag.com/articles/2000_03/000309.htm, viewed November 5, 2002. 61
 Best Practices of ERP Implementation

Change Management
– Changes in business procedures, responsibilities,
work load.1
– As a result, ERP implementations are times of high stress,
long hours, and uncertainty.1
– Mid-level managers must2
• facilitate continual feedback from employees,
• provide honest answers to their questions, and
• help resolve their problems.
Sources:
1. Yakovlev, I.V., “An ERP Implementation and Business Process Reengineering at a Small University”,
Educause Quarterly, Number 2, 2002; 62
2. Umble, M. Michael, “Avoiding ERP Implementation Failure”, Industrial Management, Jan/Feb 2002.
 Best Practices of ERP Implementation

Extensive Education and Training

– General education about the ERP system for everyone.
– Massive amount of end users training before and during
implementation.
– Follow-up training after the implementation.
– 10 to 15% of total ERP implementation budget for training will
give an organization an 80% chance of a successful
implementation.

Source: Umble, M. Michael, “Avoiding ERP Implementation Failure”, Industrial Management, Jan/Feb 2002. 63
 Best Practices of ERP Implementation

Data Clean up and Data Integrity

– Clean-up data before cut-over.1
– “Near enough is no longer good enough.”2
– To command trust, the data in the system must be
sufficiently available and accurate.3
– Eliminate the old systems, including all informal
systems.3

Sources:
1. http://www.bpic.co.uk/checklst.htm, viewed November 5, 2002;
2. http://www.projectperfect.com.au/info_erp_imp.htm, viewed November 5, 2002; 64
3. M. Michael Umble, “Avoiding ERP Implementation Failure”, Industrial Management, Jan/Feb 2002.
 Best Practices of ERP Implementation

Implementation is viewed as an ongoing process

– Ongoing need for training and software support after
implementation.
– Ongoing need to keep in contact with all system
users and monitor the use of the new system.
– Ongoing process of learning and adaptation that
continually evolves over time.

Source: Umble, M. Michael, “Avoiding ERP Implementation Failure”, Industrial Management, Jan/Feb 2002. 65
 ERP Implementation Phases
4 Major Phases:
Concept/initiation
Development
Implementation
Closeout/Operation and maintenance

Source: “ERP Implementation and Project Management, Production and Inventory Management
Journal, Alexandria, Third Quarter 2001, FC Weston Jr.
66
 Conclusion

The benefits of a properly selected and implemented

ERP system can be significant.
– An average, 25 to 30% reduction on inventory costs; 25%
reduction on raw material costs.
– Lead-time for customers, production time, and production
costs can be reduced.
BUT cost of implementing can be quite high and risks
are great.

67
The Future of ERP

68
 ERP II
Integrates the front and back office to enable an “information visibility”
strategy that pushes the right information to the right people at the right
time through the right communications channels.
A competitive strategy that integrates a centralized, core ERP system
with highly specialized solutions.
In 2001, $4 billion (or 20%) of the $20 billion of total vendor revenue
was spent on extensions to the ERP system. In 2006, AMR predicts
this percentage will increase to 50%.

Source:
1. http://www.intelligententerprise.com/020903/514feat2_1.shtml, viewed September 19, 2002;
2. http://www2.cio.com/metrics/2002/metric381.html, viewed September 19, 2002. 69
 ERP II Architecture

Source: http://www.intelligententerprise.com/020903/514feat2_1.shtml, viewed September 19, 2002.

70
 ERP II: A Revolutionary Change

Source: http://www.intelligententerprise.com/020903/514feat2_1.shtml, viewed September 19, 2002.

71
 ERP II: A Revolutionary Change
Technology
– Technology goals aligned with internal
business processes and those of diverse partners,
customers, suppliers, and distributors.
Business Process
– Implementation cannot be made without a change of business processes.
People
– ERP II implementation success depends on the business community’s
cultural acceptance of the system.

Source: http://www.intelligententerprise.com/020903/514feat2_1.shtml, viewed September 19, 2002.

72
 Conclusion

To achieve competitive advantage in the global

economy, organizations are extending their ERP system
beyond the firm.
Future growth of the industry lies in adding extensions.
Integration, scalability and flexibility issues.

Source:
http://www.intelligententerprise.com/020903/514feat2_1.shtml, viewed September 19, 2002, and 73
Bartholomew, D., “Benefiting from the Boom”, Industry Week, Cleveland, July 2002.
End

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