Chapter 3 4 5.pptx enterprise system for information systems student

Enterprise system for information systems dept

1. Chapter 3 Organization and organizational process 1

2. Learning Objectives Upon successful completion of this chapter, you will be able to: Recognize how organizational process often spans different functional area. Describe the role of Enterprise system in carrying out processes in an organization;   2

3. 3.1 Organization An  organization   is a group of people who work together, like a neighborhood association, a charity, a union, or a corporation. Group or business, or act of forming or establishing something. It can also refer to a structure for classifying things or to a system of arrangement or order. 3

4. Change refers to  the actions in which a company or business alters a major component of its organization , such as its culture, the underlying technologies or infrastructure it uses to operate, or its internal processes. Whether onboarding new employees, Growing a department, or merging with another company, these changes can have a significant impact on the trajectory of your business. 4 Organizational change

5. 3.2 Strategic Alignment means that the project goals and objectives align directly with the larger  business goals and objectives of the organization. In other words, it means linking a company’s business environment and strategy with its resources and structure. Why did you create your business in the first place? What was your goal? what do you want to achieve? Will give you valuable insight to strategically align your business. 5

6. Cont. Benefits of Using Strategic Alignment 1. enhanced productivity and performance 2. improved communication and collaboration 3. more innovation and adaptability 4. higher project success rate 6

7. 3.3 User Commitment Commitment is dedication to a particular organization, cause, or belief, and a willingness to get involved. People who are committed to an organization or effort truly believe that it is important, and they show up, follow through, and stick with it. The more people who are committed to your organization, the greater the momentum you can generate to get the job done. 7

8. 3.4 Communication The root of the word “communication” in Latin is  communicare , which means to share, or to make common (Weekley, 1967).  Communication is defined as the process of understanding and sharing meaning (Pearson & Nelson, 2000). is the relationship that involves interaction between participants. To understand is to perceive, to interpret, and to relate our perception and interpretation to what we already know. 8

9. Cont. Eight Essential Components of Communication Source Message Channel Receiver Feedback Environment Context Interference 9

10. Cont. Two Models of Communication Transactional Model of Communication 10

11. Cont. Constructivist Model of Communication 11

12. 3.5 Training is teaching, or developing in oneself or others, any skills and knowledge or fitness that relate to specific useful competencies. Training has specific goals of improving one's capability, capacity, productivity and performance. 12

13. Cont. 4 Categories of Training Methods On-the-job oriented training methods: trainee learns by observing and handling the job, this method is also termed as ‘ observing , and copying ’ or ‘learning by doing’ or supervisor gives instructions to an employee how to perform his job. Simulation Methods: the trainees are required to enact defined roles on the basis of oral or written description of a particular situation. 13

14. cont. III. Knowledge-Based Method: In this method, the trainer provides knowledge to the trainee’s usually from prepared notes. Lecture Conferences/Seminars Programmed Instructions iv. Experiential Methods: is to help an individual understand one and others. This is done through attitudinal change. helps an individual understand the dynamics of human relationships in a work situation, including at times his managerial style. 14

15. Cont. There are three main types of training carried out in the workplace. induction on-the-job off-the-job 15

16. Cont . 1.Induction training  is offered to new employees when they join an organization and usually includes: health and safety information specific training on any duties/skills required to do the job company policies such as holiday entitlement and absence procedures introduction to colleagues 16 Advantages Disadvantages Employees will settle quickly into the job Takes time so reduces output Employees will be made aware of important health and safety issues before starting the job Employees will understand who the main personnel in the organisation are

17. Cont. 2. On-the-job training  is training that is undertaken in your place of work. Businesses can carry out several different types of on-the-job training: Coaching The experienced member of staff or ‘coach’ will support the employee through the learning process by passing on their knowledge and skills. Role play Role play involves acting out a scenario to see how an employee would perform under certain conditions. This will allow the employee to practice appropriate ways to deal with situations that may occur in the workplace. 17

18. Cont. Job rotation Members of staff can be rotated or moved through different jobs within the organization so they acquire a range of skills from each department or job role. Shadowing is when an employee observes another employee working to gain a better understanding of how they do their job. Demonstration is when an employee watches a task or a particular process being carried out and then attempts the task/process themselves. 18 Advantages Disadvantages Training is specific to the company’s needs Quality of training may not be as good Work is not interrupted by staff attending training courses out with the office May pick up bad habits from other workers May be cheaper as internal training does not need to be paid for Concentration may be poor due to work interruptions Employees will feel more at ease

19. cont.. 3.Off-the-job training is training that is undertaken outside the place of work. This training can take place at many locations such as colleges or training centres. Colleges are formal places of learning where employees can take a specific course. This may be through: day release evening classes distance learning Training centres is a location specifically designed for training. Staff are sent to training centres to learn new skills. 19 Advantages Disadvantages Higher quality training usually delivered by experts Cost of external training courses may be high Higher levels of concentration as less interruptions Productivity decreases due to time being spent away from the place of work Employees may learn skills that are not relevant to the business

20. 3.6 Job Redesign Restructuring the elements including tasks, duties and responsibilities of a specific job in order to make it more encouraging and inspiring for the employees or workers The process includes 20

21. Cont. 21

22. 3.7 Governance of processes and data Process governance is how a company consolidates and standardizes their management, tasks, and services to ensure that each project is executed properly and in accordance with what is expected by both managers and clients. 22

23. Cont. What is data governance and why does it matter? Data governance (DG) is the process of managing the availability, usability, integrity and security of the  data  in enterprise systems, based on internal data standards and policies that also control data usage. Effective data governance ensures that data is consistent and trustworthy and doesn't get misused. It's increasingly critical as organizations face new data privacy regulations and rely more and more on data analytics to help optimize operations and drive business decision-making. 23

24. At the end of this chapter You have to know? 1 Recognize how organizational process often spans different functional area? 2 Describe the role of Enterprise system in carrying out processes in an organization? 3 What is process and data governance, why it’s a big issues in ERP software development and why does it matter? 4 Clearly define communications technology's which organization uses to communicate with others? 24

25. Chapter 4 Enterprise System Post-implementation issues 25

26. 4.1 Post implementation issue post-implementation is very important in determining the success of the system in the long term. Support in post-implementation itself is divided into several parts and processes: Readiness check review in this process there is a detailed report and executive summary for senior management. ERP Training is provided to all workers on systems and data usage through real-world examples. 26

27. Cont. 3. Transfer of knowledge and skills this plan or phase is intended to ensure that all materials and knowledge from the training are delivered properly and can be implemented into the project quickly, effectively, and efficiently. 4. Go-Live Support , this support process is carried out when users need help using the system or there are errors and problems with the new system. IT staff will monitor its processes and infrastructure and ensure that the required response times and backups are appropriate. 27

28. Cont. 5. Data Validation , this process must be carried out periodically to ensure the system used is by the plan and the data entry process has been followed correctly. 6. Data Correction , the ability to identify bad data and correct it will be part of the stabilization process. An automatic bulk update process should be available and used to correct data. 28

29. Cont. 7. New features , This process needs to be planned and managed as updates are released. The best timing for implementing the upgrade needs to be discussed with the user.  8. Additions and improvements , errors and bugs are often found and reported to vendors for improvements or solutions. Vendors also have teams to reproduce errors and resolve issues. 29

30. Cont. 9. Evaluation and review , conducting an evaluation will ensure that the system settings are following user expectations and there are no obstacles to completing the work. provides a feedback mechanism to users and provides a way to catch problems early before they cause significant problems.  10. Maintenance plan , ERP system will require proper scheduled and implemented maintenance. Along with system maintenance, functionality will also be developed internally to ensure proper maintenance and update plans.  30

31. 4.2 Order processing What Is Order Processing? A critical element of  order fulfillment , order processing is the workflow that ensures customer orders are properly prepared and delivered to the right place. Depending on the scale of a business’s operations, order processing can happen in a distribution center or warehouse where pickers, sorters and packers work in sync toward order fulfillment, or it can be done by a single person or small group. 31

32. 5 Steps in Order Processing Workflow 1. Order placement 2. Picking inventory 3. Sorting 4. Packing 5. Shipping 32

33. cont. 33

34. 4.4 Production Logistics What is Production Logistics? Production logistics is part of both logistics and production. As a business term, it describes the planning, management and control of the internal  storage , handling and transport processes of purchased parts, auxiliary materials, raw materials, spare parts, operating materials and other products that are required for  production  within a company. 34

35. Cont. Production Logistics:  Materials Management, Distribution in Factories, Product Management, Shipping . Production logistics is the flow of goods that includes the management of procured parts and materials, distribution inside a factory, product management, packaging, and shipping to warehouse. 35

36. 4.6. Accounting Accounting is  the process of recording financial transactions pertaining to a business . The accounting process includes summarizing , analyzing , and reporting these transactions to oversight agencies, regulators, and tax collection entities. It is the process of recording all the financial transactions of a business systematically. 36

37. enterprise accounting software Enterprise accounting software is programming that allows an organization to keep track of financial transactions and the data those transactions generate.  Enterprise accounting software is generally comprised of a number of specialized modules, such as  accounts payable ,  accounts receivable , reconciliation,  general ledger , billing and  payroll . 37

38. 4.7 Planning and controlling Planning and controlling are inter-related to each other.  Planning sets the goals for the organization and controlling ensures their accomplishment . Planning decides the control process and controlling provides sound basis for planning. In reality planning and controlling are both dependent on each other. Planning decides the control process and controlling provides sound basis for planning. 38

39. What Does Business Planning and Control System (BPCS) Mean? In enterprise IT, Business Planning and Control System software (BPCS) is a type of enterprise resource planning (ERP) software. Business Planning and Control System resources help with certain kinds of supply-chain issues, as well as other types of business processes and business planning. BPCS is also a specific proprietary type of ERP product developed by System Software Associates (SSA), now a subsidiary of Info Global Solutions. 39

40. The relationship between planning and control can be explained as follows: 1. Planning Originates Controlling: In planning the objectives or targets are set in order to achieve these targets control process is needed. So planning precedes control. 2. Controlling Sustains Planning: Controlling directs the course of planning . Controlling spots the areas where planning is required. 3. Controlling Provides Information for Planning: In controlling the actual performance is compared to the standards set and records the deviations, if any. The information collected for exercising control is used for planning also. 40

41. Cont. 4. Planning and Controlling are Interrelated: Planning is the first function of management. The other functions like organizing, staffing, directing etc. are organized for implementing plans. Planning is the first function and control is the last one. Both are dependent upon each other. 5. Planning and Control are Forward Looking: Planning and control are concerned with the future activities of the business. Their combined efforts are to reach maximum output with minimum of cost. Both systematic planning and organized controls are essential to achieve the organizational goals. 41

42. Chapter 5 Human resource functions with ERP 42

43. Human resource functions Enterprise resource planning (ERP) software  provides many advantages stemming from the way it enables integration and automation of critical business processes. ERP improves the management of functions of sales, inventory, finance, and human resources (HR), among other business functions. human capital management (HCM) solutions provide extensive HR functionality that the HR module in an ERP system does not. 43

44. HR Functionality in ERP Software Most ERP systems include core HR functions, such as payroll, benefits, personnel management, employee self-service, employee performance metrics, health and safety, workforce management, and training. 44 Cont .

45. The Benefits of Managing HR To help the organization reach its goals. To provide organization with well trained employees. To communicate human resource policies to all the employee. Grow the human assets continuously by providing training and development program. To develop and preserve a quality of work life. 45

46. Thanks 46