mis06
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TRANSCRIPT
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Introduction to MIS
Chapter 6Transactions and Enterprise Resource Planning
Jerry Post
Technology Toolbox: Selecting an ERP SystemTechnology Toolbox: Designing an EISCases: Auto Industry
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Outline How do you process the data from transactions and integrate the
operations of the organization? How do you efficiently collect transaction data? What are the major elements and risks of a transaction? Why are transactions more difficult in an international
environment? How do you track and compare the financial information of a firm? What are the transaction elements in the human resources
management system? Can a company become more efficient and productive? How do businesses combine data from operations? How do you combine data across functional areas, including
production, purchasing, marketing, and accounting? How do you make production more efficient? How do you keep track of all customer interactions? Who are your
best customers? How can a manager handle all of the data in an ERP system? How does the CEO know that financial records are correct?
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Transactions and Integration
Central Computer
Sales ReportsPOSCashRegisters
Customers
EDI
Supplier
Bank
Process Control
AdditionalStores Strategy
Tactics
Operations
Warehouse InventoryManagement
CEO Information
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Data Capture
Collecting transaction data at the point of sale ensures accurate data, speeds transactions, and provides up-to-the-minute data to managers.
Sales
Process Control
Banking and Finance
Workers
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Radio Frequency Identification (RFID)
Scanner from: http://www.rfidinc.com
CB
E
antenna
Capacitor: collected energy
Transistors: data
RFID tagSimple security tag
RFID reader
Radio/microwaves
Data:Alter the waves
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QR Codes
http://qrcode.kaywa.com/
Two-dimensional code.Can hold thousands of characters or digits.Can be read by cell phone cameras.
Initially used for packages.Now, often used for marketing, even billboards, museum and art pieces, and bus schedules.
One of several Web sites to create free QR codes.
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Process Control
Various Production machines: lathe, press, dryer, . ..
Control Terminal
Production data: Quantity Quality Time Machine status Control settings
and commands
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Electronic Data Interchange
The price of paper◦$30 to $40 for each purchase order◦$24 to $28 for suppliers to handle
EDI◦$12 for orders◦0.32 for suppliers
Proprietary EDICommercial providers and
standards
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EDI: Proprietary
Supplier
Customer 1
Queries &Orders
Invoices &confirmation
OrderDatabase
& Accounts
Customer 2
Firms must support multiple data formats and sometimes different computers for each contact.
ProductionDatabase
& Accounts
Convert
Convert
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EDI Standards
UN EdifactUS ANSI X12Segments for each areaDetail data formats
Message
Segment
Composite Data Element
Data Element
Code Lists
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ANSI X12 Segments
104 - Air Shipment Information 110 - Air Freight Details and Invoice 125 - Multilevel Railcar Load Details 126 - Vehicle Application Advice 127 - Vehicle Buying Order 128 - Dealer Information 129 - Vehicle Carrier Rate Update 130 - Student Educational Record (Transcript) 131 - Student Educational Record (Transcript) Acknowledgment 135 - Student Loan Application 139 - Student Loan Guarantee Result 140 - Product Registration 141 - Product Service Claim Response 142 - Product Service Claim 143 - Product Service Notification 144 - Student Loan Transfer and Status Verification 146 - Request for Student Educational Record (Transcript) 147 - Response to Request for Student Ed. Record (Transcript) 148 - Report of Injury or Illness
Partial List of segmentsDetailed specifications for each segment
Data neededFormat
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EDI On The Internet
Advantages◦ Low cost.◦ Anyone can connect.◦ Worldwide reach.◦ Many tools and standards.
The Internet
Edifact Message
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Extensible Markup Language (XML)
<?xml version="1.0"?><!DOCTYPE OrderList SYSTEM "orderlist.dtd"><OrderList><Order><OrderID>1</OrderID><OrderDate>3/6/2004</OrderDate><ShippingCost>$33.54</ShippingCost><Comment>Need immediately.</Comment><Items><ItemID>30</ItemID><Description>Flea Collar-Dog-Medium</Description><Quantity>208</Quantity><Cost>$4.42</Cost><ItemID>27</ItemID><Description>Aquarium Filter & Pump</Description><Quantity>8</Quantity><Cost>$24.65</Cost></Items></Order></OrderList>
Example
Data is sent in a standard format that is easy for computers to parse and read.
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XML: eXtensible Markup Language
Used as a standard means to transfer data to machines with unknown capabilities.
Most hardware and software can read and understand the data.
The tags describe the content. Usually a separate schema file
is used to describe the tags and the document structure.
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Extensible Business Reporting Language: XBRL
http://media.ifrs.org/ixbrl_example1_2011-03-25.xhtml
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XBRL Sample tag: Revenue
<ix:nonFraction contextRef="y2012“format="ixt:numcommadot"
name="ifrs:Revenue" unitRef="EUR" decimals="0" scale="0" id="XWAND00000326">6,863,545
</ix:nonFraction>
Data
Attributes
The Securities and Exchange Commission is requiring XBRL filings as of June 2011. The goal is to standardize reporting data and make it accessible to automated systems.
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Transaction Risks
payment
products or services
Vendor
Customer
Government
1. Receive payment.
2. Legitimate payment.
3. Customer not repudiate sale.
4. Government not invalidate sale.
1. Receive product.
2. Charged only as agreed.
3. Seller not repudiate sale.
4. Legal transaction.
1. Transaction record.
2. Tax records.
3. Identify fraud.
4. Track money for other cases (drugs).
Credit card company accepts risks for a fee.
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Security and Trust
Security◦ Each transmission is
encrypted. Prevent interception. Keys generated by
certificate authority (e.g., Verisign).
◦ Security on individual servers is the responsibility of vendor. There have been some
thefts of data (e.g., credit-card numbers.)
Vendor is motivated to secure the server.
Commercial software exists to provide secure sites.
Trust◦ Is the vendor
legitimate? Consider: Internet
gambling. What if offshore vendor
refuses to pay off a bet? As long as Internet
gambling is illegal (in the U.S.) consumer has no recourse.
Otherwise, use credit cards and rely on banks.
Secure certificates.
◦ Is the customer legitimate? Rely on credit card data. Some vendors will ship
only to billing address. Certificate authority.
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International Transaction Issues
http://worldwind.arc.nasa.gov
Shipping
Currencies
Languages
Customs and tariffs
Jurisdiction for disputes
Different laws and systems
Verify seller and purchaser
Payment methods
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Accounting
Financial data and reportsWhat do things really cost?The accounting cycleInventoryChecks and balances
◦Double-entry◦Separation of duties◦Audit trails
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Suppliers
Customers
Management
Shareholders
Banksand
Creditors
Departments& Employees
Sales &Accounts
Receivable
ProduceManagementAccounting
Reports
ProduceShareholder
Reports
Sales & Receivables
Inventory ChangesPurchases &Payables
Loans & Notes
Expenses Equity
ShareholderReports
ManagementReports
ProductInventory
Orders &Accounts Payable
InventoryManagement,& Fixed Asset& Cost Acct.
Payroll &EmployeeBenefits
CashManagement,Investments,
ForeignExchange
Supply &In-processInventory
Governments
TaxFiling &
Planning
Strategic& TacticalPlanning
Inventory Changes
Payables
Capital Acct
Sales Tax
Tax Filings
Tax data
ReceivablesInventory &Assets
Payroll
Planning Reports
PlanningData
Accounting
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Accounting Software
General Ledger◦ Sample chart of accounts
◦ Automatic posting
◦ Automatic entry of vendors
◦ Fiscal years
◦ Keep past data books open
◦ Post to prior years
◦ Allocate department expenses
Accounts Receivable◦ Automatic early discounts
◦ Interest on late payments
◦ Multiple shipping addresses
◦ Sales tax
◦ Automatic reminder notices
◦ Automatic monthly fees
◦ Keep monthly details
Accounts payable◦ Check reconciliation
◦ Automatic recurring entries
◦ Monitor payment discounts
◦ Select bills from screen
◦ Pay by item, not just total bill
General Features◦ Printer support
◦ Use of preprinted forms
◦ Custom reports
◦ Custom queries
◦ Security controls
◦ Technical support costs
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The Role of Accounting
Transaction Data◦ Journal entries—double entry: money and
categories◦ General ledger—summary data by categories◦ Information is defined by the chart of accounts
Purchases, Sales, Loans, and InvestmentsInventory ControlProcess and Controls
◦ Double-Entry Systems◦ Separation of Duties◦ Audit Trails◦ Exception reports
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Human Resources ManagementManagement
Managers
Employees
Customers
Government
ProcessPayrollBenefitsVacation
CompileMerit
Evaluations& SalaryChanges
JobApplicants
ProduceManagement
EmployeeReports
ScreenJobs &
Applications
ProduceGovernment
Reports
Employee Data Files
EmployeeData
Evaluations
Salary
Merit &Salary
Sales Data &Commission
EmployeeData
Merit
Applicant Data
EmployeeSummaries
Job &ApplicantData
EEO Data
GovernmentReports
Management Reports
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ProductionInformation
System
Production Management
Bill of MaterialsCrank UL6500Pedals LK3500Stem UL6600Saddle Selle…
Purchase Orders
Customer Order
Shipping
Receiving
Production and Assembly
Quality
Quality
Quality
Suppliers
Customers
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Production Management Issuesfactories
Customers or stores
Multiple factories produce many items that need to be distributed to multiple stores.
How do you schedule efficient production?
How do you ensure the right products go to the right locations?
Ask Gitano Jeans in the 1980s
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Distribution Center
Factories
Customer or stores
Split the mass production shipments into smaller units and distribute to stores immediately—without holding inventory.
Need to match orders exactly, and carefully schedule arrival time of shipments.
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Integrated Report ExampleProduction
Plant Quantity Quality Costs Prior MonthBoise 260,721 9.6 $41,222,697 219,961 Decatur 171,371 8.75 $31,094,809 188,862 Yaounde 314,856 9.4 $29,119,967 406,859
746,948 9.25 $101,437,473 815,682 Wtd. Avg. 135.80
SalesRegion Quantity Avg.Price Sales Prior Sales Wtd. Cost NetUS East 225,091 $289.17 $65,965,373 $53,533,640 30,567,941 $35,397,432US West 204,725 $273.20 $56,217,470 $42,018,759 27,802,185 $28,415,285Canada 65,763 $192.00 $12,561,225 $12,327,456 8,930,786 $3,630,439South America 67,495 $133.50 $9,013,737 $11,281,515 9,165,996 ($152,259)Other 47,313 $169.00 $7,991,533 $8,120,900 6,425,228 $1,566,305
610,387 $211.37 $151,749,338 $127,282,270 82,892,136 $68,857,202Sales
$0
$10,000,000
$20,000,000
$30,000,000
$40,000,000
$50,000,000
$60,000,000
$70,000,000
US East US West Canada South America Other
$0
$5,000,000
$10,000,000
$15,000,000
$20,000,000
$25,000,000
$30,000,000
$35,000,000
$40,000,000
Sales
Prior Sales
Net
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Changes
salesdata
3 reports(printed) weekly reports
1970sSalesTerminals
SalesTerminals
Centralcomputer:
create reports
Manager:Integrate, graph
analyze Secretary:type & revise
Management
salesdata
3 reports(printed) weekly reports
1980sSalesTerminals
SalesTerminals
Centralcomputer:
create reports
Manager:Integrate, graph
analyze
Management
personal computer
salesdata
1990sSalesTerminals
SalesTerminals
DBMS:On-line data
Personal ComputerWeekly reports &ad hoc queries(applications)
Managementquery
data
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Integration in 2000s
salesdata
SalesTerminals
SalesTerminals
DBMS
Executive InformationSystem
Personal ComputerOr PDA
Or Browser
Management
query
data
Suppliers
Banks
Production/Service
Enterprise Resource Planning
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ERP Integration
Database
Headquarters(England)
Database
Subsidiary(Spain)
Financial dataGeneral ledgerPayroll…
ManufacturingProduct detailsInventory…
Use inventory item.Deduct quantity.Update inventory value.
Check for reorder point.Order new item through EDI.Update Accounts payable.
Project cost report.Daily production report.
Weekly financial status.Cash flow.Budget versus actual cost.
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ERP Primary Functions
Accounting◦ All transaction data and all financial statements in
any currencyFinance
◦ Portfolio management and financial projectionsHuman Resources Management
◦ Employee tracking from application to releaseProduction Management
◦ Product design and manufacturing lifecycleLogistics/Supply Chain Management
◦ Purchasing, quality control, trackingCustomer Relationship Management
◦ Contacts, orders, shipments
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Enterprise Resource Planning
Integrated systems Examples
◦ SAP◦ PeopleSoft◦ Oracle Financials
Basic features included◦ Accounting◦ Purchasing◦ HRM◦ Investment
management
International environment◦ Multiple currencies◦ Multiple languages◦ Procedures and practices◦ Follows local (national)
rules◦ Follows consolidation rules◦ Example
U.S. firm with European subsidiaries.
Data is entered once European reports are
generated for subsidiaries following local rules
Results are converted and consolidated to U.S. firm following international and U.S. rules
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SAP
Based in Germany, now worldwide
Support for international transactions and multinational firms
Runs on multiple database and hardware platforms
Can handle large and small companies
Expensive, but price is relative.
Financials Logistics Human resource
management
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SAP Financials
Financial Accounting◦ General ledger◦ Accounts receivable/payable◦ Special ledgers◦ Fixed assets◦ Legal consolidation
Investment Management◦ Investment
planning/budgeting/control◦ Depreciation
forecast/simulation/calculate Controls
◦ Overhead cost◦ Activity based costing◦ Product cost◦ Profitability analysis
Treasury◦ Cash management◦ Treasury management◦ Market risk
management◦ Funds management
Enterprise Control◦ Executive information
system◦ Business planning and
budgeting◦ Profit center accounting◦ Consolidation
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SAP Logistics
Purchasing Materials management Manufacturing Warehousing Quality management Plant maintenance Service management Sales Distribution
Product data management◦ Master data
management◦ Design and change
process◦ Product structure◦ Development projects
Sales and distribution◦ Sales activities◦ Sales order
management◦ Shipping and
transportation◦ Billing◦ Sales information
system
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SAP Logistics
Production planning and control◦ Production planning◦ Material requirements
planning◦ Production control and
capacity planning◦ Costing◦ Order information
system◦ Shop floor information
system
Project system◦ Work breakdown
structures◦ Network planning
techniques, milestones◦ Cost, revenue, financial,
schedule, and resource management
◦ Earned value calculation◦ Project information
system
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SAP Logistics
Materials management◦ Purchasing◦ Inventory management◦ Warehouse management◦ Invoice verification◦ Inventory controlling◦ Purchasing information
system Quality management
◦ Quality planning◦ Quality inspections◦ Quality control◦ Quality notifications and
certificates◦ Quality management
information system
Plant maintenance◦ Structuring technical
systems◦ Maintenance resource
planning◦ Maintenance planning◦ System for technical
and cost accounting data
◦ Maintenance information system
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SAP Logistics
Service management◦ Customer installed base
administration◦ Service contract
management◦ Call management◦ Billing◦ Service information
system
Integration◦ When the clerk enters a
sale, bills are generated automatically (mail, fax, or EDI).
◦ Sales and revenue are instantly updated in financial and control modules.
◦ The sales information system and EIS provide various up-to-date views and reports.
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SAP HRM
Personnel management◦ HR master data◦ Personnel administration◦ Information systems◦ Recruitment◦ Travel management◦ Benefits administration◦ Salary administration
Organizational management◦ Organization structure◦ Staffing schedules◦ Job descriptions◦ Planning scenarios◦ Personnel cost planning
Payroll accounting◦ Gross/net accounting◦ History function◦ Dialog capability◦ Multi-currency capability◦ International solutions
Time management◦ Shift planning◦ Work schedules◦ Time recording◦ Absence determination◦ Error handling
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SAP HRM
Personnel development◦ Career and succession
planning◦ Profile comparisons◦ Qualifications
assessments◦ Additional training
determination◦ Training and event
management
Other features◦ SAP Business workflow◦ Internet scenarios◦ Employee self-service
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SAP Integration
Financial general ledger holds all base totals.
Sub-ledgers are defined for important accounts◦ Accounts payable◦ Manufacturing◦ User-defined◦ etc.
All transactions automatically flow through◦ Including currency
conversions◦ Special rules can be
defined
Simple example◦ Manufacturing uses an
item from inventory◦ The quantity on hand is
updated◦ The inventory value is
automatically changed On any sub-ledgers On the general ledger
◦ Reports are generated in any currency
◦ New orders and payments can be generated through EFT.
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Supply Chain Management
Vendors Customers
Design &Engineering
Marketing
Distribution
Manufacturing
Purchasing
Administration & Management
HRM Accounting Finance MIS
Just-in-Time
Quality control & Custom orders
QuickResponse
Designs and Quality
MassCustomization
Demand-pull
Design feasibility& production costs
product planning
partnerships& jointdevelopment
partnerships& jointdevelopment
planning& monitoring
planning& monitoring
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Purchasing/Logistics
Identify product features
Request for ProposalEvaluate suppliersNegotiate contractIdentify exact items and costs
Correct errors
Receive productsMatch receipts against orderReturn itemsPay supplier
Provide product details
Negotiate contracts
Verify orders and timesCorrect errorsSchedule deliveryMonitor shipments
Handle returnsMonitor payments
Buyer
Suppliers
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Supply Chain: Purchasing
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The Role of XMLBuyer
Supplier
ERP: Oracle ERP: SAP
Messages and data
<xml><order>…</order></xml>
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Customer Relationship ManagementMultiple Contact Points
◦The goal is to provide a single, integrated view of all customer activity, available to all employees who interact with the customer.
Feedback, Individual Needs, and Cross Selling◦Having better information enables
workers to provide better service, meet the individual needs of each customer.
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CRM: Sales Management
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PeopleSoft CRM: Customer Perspective
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ERP: Summarizing Data
An ERP database can be gigantic.It would take time to evaluate
every single transaction.Managers, particularly
executives, need to begin with a summary of some basic conditions.◦The summary is usually graphical.◦Managers can then drill down and
look at the detail.
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Digital Dashboard Example
http://www.corda.com/examples/go/ddash/front.cfm
ChartsGaugesIconsTickersExceptions
Drill-down links
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Digital Dashboard Exampleshttp://www.dundas.com/dashboard/start/samples/?Campaign=GoogleDashboardExamples&gclid=CKme4q6du6cCFQE2gwodCAz8Bg
Active, Silverlight examples from Dundas
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Executive IS: Drill-Down
ProductionDistribution
Sales
Central Management
Executives
DataData
SalesProduction CostsDistribution Costs
Fixed Costs
Production CostsSouthNorth
Overseas
0500
100015002000250030003500400045005000
1993 1994 1995 1996
South
North
Overseas
Production: NorthItem# 1995 1994
1234 542.1 442.32938 631.3 153.57319 753.1 623.8
Data for EIS
Data
Data
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Audits and Sarbanes-Oxley
FinancialStatements
Bank
CashInventorySales
Customer
Inventory
Some financial numbers are tied to the outside world.
Validate these to anchor the statements.
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Cloud Computing and ERP
Several companies provide online services◦ NetSuite.com◦ Lawson, Oracle, and SAP provide some hosting options◦ Many others
Few companies use accounting systems in the cloud.◦ Security, privacy, and reliability concerns◦ Customization is needed in both cases and it can be
expensive◦ Variable costs can be expensive over time◦ Browser-based approach is relatively new and mobile
networking has been expensive and slow CRM is popular online
◦ Largely Salesforce.com◦ But if it is not integrated with the ERP it is largely contact
management.
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Technology Toolbox: Selecting an ERP System
Planning Stage Goals and Outputs
Initiation Estimate costs, establish objectives, select team
Initial Planning Initial vendor list and basic features (hardware platform, fees, internationalization, vendor size and stability, industry-specific support and so on.)
Requirements Gathering
Identify business requirements. Detailed list of specifications, unit goals, and critical features. Evaluation criteria.
Demos and Selection
Product demonstrations, ratings, and site visits.
Implementation Customize applications, convert data, restructure company operations, define new processes and train employees.
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Quick Quiz: Selecting an ERP System
1. Assume you work for a mid-size construction firm that does about 30 percent of its work internationally. Find at least three ERP vendors and outline the features they provide.
2. Assume you work for a large retail clothing firm with stores in most U.S. states. Identify the specific accounting and financial features you would want in an ERP system.
3. Assume you work for a regional manufacturer that makes parts for cars. Explain how you would select and evaluate an ERP system. Find an example of a system that would work.
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Technology Toolbox: Designing an EIS
http://www.visualmining.com
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Quick Quiz: Designing an EIS
1. Assume you have been hired to help a regional law firm. What key elements might go on the main EIS screen?
2. Assume you have bee hired to help an airplane manufacturer, design the main EIS screen.
3. To help design an EIS for a retail video store chain, briefly describe the screens and steps needed to identify stores that are performing below par and find possible causes of the problems.
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Cases: Autos
1994
1995
1996
1997
1998
1999
2000
2001
2002
2003
2004
2005
2006
2007
2008
2009
2010
0
50
100
150
200
250
300
350
Annual Revenue
General MotorsFordDaimlerChryslerToyota
Billion $
1994
1995
1996
1997
1998
1999
2000
2001
2002
2003
2004
2005
2006
2007
2008
2009
2010
-0.30
-0.25
-0.20
-0.15
-0.10
-0.05
0.00
0.05
0.10
0.15
0.20
Net Income / Revenue
General MotorsFordDaimlerChryslerToyotaR
ati
o