Making The Business Case For Enterprise Resource Planning 070913

Making the Business Case
for Enterprise Resource

Planning (ERP)
August 2012
Ziff Davis Research
All Rights Reserved 2012
White Paper
Making the Business

Case for Enterprise
Resource Planning (ERP)
A Ziff Davis White Paper
Steve Tuffill
Table of Contents
Executive Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
What benefits should be expected from a full ERP conversion?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Some Pre-Requisites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
The Creation of a Successful Business Case. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Tangibles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Attributes of an Ideal ERP System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Recent Changes in the Integration of ERP into Organizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Comparing ERP Systems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
SAP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Microsoft Dynamics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
IFS Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Apprise Distribution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
DEACOM Integrated Accounting and ERP Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Conclusion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
About the Expert. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Making the Business Case for Enterprise Resource Planning (ERP)
Page 2 of 15
Ziff Davis | White Paper | Making the Business Case for Enterprise Resource Planning (ERP)
Executive Summary
Enterprise resource planning (ERP) is the domain of information systems technology and
works across departmental and business unit boundaries. In simple terms it hooks up
information with interested parties and creates new information by logically combining data
to create new resources.Studies have shown that organizations in the growth stage of their
lifecycle typically need to formalize their information technology systems. In this Guide, weve
recruited some Customer Relationship Management (CRM) thought leaders to explain in
detail what you must consider when enabling and accelerating your growth through CRM
strategies and technology.
ERP is about the creation of new applications and new database resources that can be
shared with partners, depending on who you consider your partners to be. Its partners can be
internal partners, or partners in companies that you are working closely.Well provide a set of
guidelines that will assist in helping you make the sustainable transition from a small business
into a midsize business and hopefully lay the framework for sustained growth and maturity
after that.
To create a business case for ERP, it will take some convincing of senior management on
the benefits of going through a risky and expensive transition process which hooks up a
considerable amount of sensitive data. It seems almost unconscionable that anyone could be
convinced of the benefits. In fact its all about anticipating and enabling others to foresee the
benefits that are hidden in this new venture.
ERP has been a so-called weasel word or something meant to sound meaningful -- for
many a top executive, particularly the ones who have a hard time understanding what the
benefits might be. On the face of it, ERP is a massive resource-draining exercise. Whats
more, much of the restructuring which comes as a direct result of it involves changes to the
business processes that may have worked just fine for many years without failure. This can
be seen as a radical change and cannot be undertaken without some positive proof that the
undertaking will be truly beneficial.
The truly astonishing thing about ERP is that it lays you open to the outside. It takes a
breakthrough of insight to accept that sharing your company data with outsiders will actually
make improvements in your data transport that will definitely affect the bottom line in a
positive manner.
In this discussion on how to make an effective business case for ERP, we shall examine the
strategies that will help us reach a point where a case can be made that is convincing enough.
We will want to leverage the best and most efficient processes to maximize profitability. Read
on to learn about creating a foolproof business case for ERP.
ziffdavis.com
Page 3 of 15
What benefits should be expected from a full ERP conversion?

One of the big problems about the justification of ERP is that it is not always seen as being
beneficial from all levels. The people who are in the front line of the business and who make
daily decisions about data will always appreciate the benefits because they will be able to
see them first hand. Some senior executives will be able to see the benefits and some may
not. So the best way to approach this is to make sure that all the people who would normally
understand the benefits of an ERP conversion will be aware of what they are.
The intentional integration of every function in the company means that everything
from human resources, sales, distribution, accounting, supply chain management, and
manufacturing are tightly amalgamated.
Connectivity improvements
Once the information system portals have been opened to the outside world, the data
transport infrastructure will be greatly improved and become capable of investigating
trading relationships with prospective partners, thereby reducing the cost normally
incurred by doing so.
Greater transactional recoverability
When the modifications have been made for integrating the applications and
enhancing the interfaces that will occur in the database, there will be far greater ability
to recover the data at the transaction level. This will have the effect of improving data
integrity and data security in the long run.
Better functionality
By integrating data and increasing database portability you will get better information
which is accessible by a far larger user base. Consequently, the information will be
retrieved much more rapidly and with a far higher degree of accuracy.
Greater facility with the user interface
In actuality, the user interface is somewhat of a two-way street. Users will have
wish lists which will help you determine the best line of approach to create the best
processes. Enhancement of interfaces will occur only because the quality of input is
far improved, once they have been overhauled.
People working better and in harmony
Ultimately, at the end of a tour de force, making radical changes, and going through
quite a lot of stress, your people will end up being better people. Moreover, because
of the nature of ERP, you will end up with a far better team than was in place before
the conversion.
Page 4 of 15
Some Pre-Requisites
It is very important to be completely familiar with all of the current business processes before
implementing a new ERP system. This means getting to grips with each process and having a
strong familiarity as to how the ERP system is going to improve each one. This is normally the
domain of the business analyst consultant and for business reasons this is probably the most
cost-effective approach, since any mistakes early on could be very costly later, certainly when
everybodys scratching their heads and trying to figure out why it all went so badly wrong
Certainly, it would be advisable to cost in some business analysts in order to be 100% sure
of how the new system will integrate. The most important part of this is to evaluate the new
system in actual financial terms, creating a snapshot both before and after the new system
has been implemented.As we begin to look to the future, lets quickly look back at the typical
journey organizations like yours have taken.
Also, although this may seem like common sense to most, any new system has its quirks.
And for many reasons which are beyond the scope of this document, the new system will
probably have one or more major software updates. In order to avoid an update becoming a
major downgrade, it is important to engage technical support from the vendor company at an
early stage, to avoid system clashes and other untoward occurrences as a result of installing
software.
In a nutshell, the best kinds of prerequisites are the kind where everything is set out clearly
and everybody is on board. This way there are no unknowns, or if they are, they can quickly
become knowns. And another thing that is absolutely crucial to implementing ERP without it
costing the company dearly is to make sure that the entire business is involved, and that there
are no areas which are not covered by the new system. If there are areas which are outside of
the scope of the new ERP system, they could easily interfere with the whole business process,
because of their exclusivity which will hinder the flow of data and hence information.
The Creation of a Successful Business Case

When a successful business case is created, essentially what is happening is that the people
who have the authority to write the checks and pay for the consultants are being shown
why they should invest in a new system and the reasons for the new system producing the
realization of greater profits and ultimately a return on investment (ROI) at a point that is
predetermined by the people who are suggesting the new system.
Page 5 of 15
The math is simple: after a specific time period, the company will definitely make more money
than what has been invested into the new system that is now being proposed. This is ROI. If
nothing else, it is a watertight way of looking at why a business system is worthwhile to invest
in. And, if things do not turn out the way they were promised, then fingers will begin to be
pointed at the consultants who promised them.
There are very few exceptions. The exceptions do not really apply to an elective business
decision where a company is choosing to have a new ERP system installed. The sort of
exception that is being referred to here is the type where some new legislation has been
introduced by the Fed and this has forced a software upgrade for all kinds of new business
processes which have to be in place. For example, when the Fed introduced multifactor
authentication, this meant an enormous sea change in business processes being carried out
in financial institutions and all of their associated vendors. Looking retrospectively at this
change of business process in this industry sector, it has made an enormous improvement
to the security of individuals financial transactions using the public Internet, saving money in
many different areas because of the heightened security and reduction of risk. So, this set of
exceptional circumstances ended up being ultimately beneficial to one and all.
Although, the introduction of a new ERP system is purposely to improve and recommended
by consultants who are convinced that this will happen, it is the company personnel who are
pushing for an upgrade who need to make the business case to the CFO or other people who
write the checks that pay for these things. So, again it is down to a communication exercise
between the converted and those who have a natural skepticism because they realize how
much can go wrong and how much it will inevitably cost if it doesnt produce the goods.
The most important thing is to make sure that the people who are doing the investigation of
the new ERP system have as much information at their fingertips as can possibly be. They
should have as many alternative systems as are economically possible to choose between.
They should hire on some well-respected and talented people who know this field well and
can make recommendations based upon personal experience. Between everybody involved,
they should all sit down at least weekly and discuss the pros and cons of all the systems that
have been passed in front of them, making judicial decisions as to how to move forward.
None of this should be arduous. The part that will be arduous will be the implementation
phase. Upfront, the process should be even-paced and forward moving, making progress on a
daily basis to evaluate the best possible system to put in place.
The creation of a successful business case for a new ERP system will involve working up a
set of case justifications. These are tangible and intangible justifications, and each has their
Page 6 of 15
merits. The tangible results are self-evident and produce results that can be measured in
quantified arithmetic. For example, if a process will reduce the amount of the salary or wage
bill for a month, by a specific number then this saving of outlay can be factored into the results
calculation.
The intangible results are more difficult to quantify, but probably more important in some
respects than the tangible ones, because you may not be able to place a direct value on each
one, but it may make a remarkable difference to your bottom line via the improvement of service
or efficiency in your organization. How these intangibles get put into a business case is one of
the ways in which it will be explained to the check writers that the new system is either going to
save money or increase the profit margin.
Tangibles

Now lets look at some of the direct results of adding tangible benefits to an organization.
They are several areas where tangible results can be gained by applying ERP. They are:
manufacturing, sales, purchasing, finance, technical, head counting, management of inventory,
cost of carrying inventory, counting inventory and re-fulfillment costs.
Manufacturing

A company that moves to an ERP system that integrates planning will reap the rewards from
the best utilization of machines and coordination with people who run them. The manufacturing
department will have a great knowledge of how the production process works, but will often be
badgered by the sales department whose only understanding of manufacturing is that it should
get out the most products in the least possible time to the most amount of customers. When
these two departments talk to each other via ERP, the conflict will be all but gone, because ERP
is in place to make the most efficient use of processes.
Sales
In the sales department, internal sales will be boosted by the sharing of accurate inventory
information. Ultimately, inquiries that involve stock in pricing can be automated and higher focus
given to the placing of orders. This will likely reduce the amount of personnel required for this
department. At the same time it could increase sales revenue radically because sales-making
information is at everybodys fingertips at the click of the mouse.
Page 7 of 15
Purchasing
Supply and demand can both be facilitated with ERP. So in the same way that sales will be
improved by an ERP system so can EDI (electronic data interchange) facilitate purchase
orders and other wholesale transactions. An ERP workflow system will create the authority for
approving or declining purchases on direct purchase requisitions therefore removing the need
for intervention.
Finance
In the finance department, ERP can begin to manage both accounts receivable and accounts
payable consequently reducing debtor days. Reducing debtor days means a decrease in the
requirement for cash to pay for this by reducing working capital. Also, the ERP finance function
is a must to get the business case even considered in a serious way.
Technology
With the technical process, ERP is likely to be replacing a system that relies on paper or legacy
systems. Technology has to move forward and replacing paper-based systems will reduce
costs both in terms of personnel moving the paper and the speed of process. There is a strong
possibility that your current system is end-of-life and replacement with ERP would match
costs equally by streamlining the processes and removing the need for maintenance of legacy
equipment.
Computer equipment typically becomes less expensive to purchase new, and more expensive
to maintain after each 2 to 5 year period. That is to say that the cost of repair and maintenance
increases proportionately on older machinery and parts become progressively obsolete. While
the older systems deteriorate and become more expensive to maintain, newer equipment runs
far cheaper per megabyte of memory which brings down the cost of storage at the same time.
Along with storage, processing speed increases exponentially.
Head Counting
Surprisingly enough, the headcount is not likely to dramatically reduce with the introduction of
an ERP system. Headcount savings using integrated systems however can occur occasionally.
This sort of saving will likely happen when two departments, traditionally run separately, come
together by the sharing of data that has been facilitated by ERP. Certainly anything that
involves rekeying data because of lack of combined processes will reduce the headcount. And
the only other thing to consider is that retraining ultimately will end up being costly.
Page 8 of 15
Management of Inventory
With the advent of RFID, QR and barcodes, much of the archaic inventory checklist systems
become out-of-date, while they are replaced with modern wireless hand scanner machines and
RFID equipment that tags inventory automatically. Meantime even barcodes are superseded
with RFID and QR. All of this new technology increases accuracy, speed and real-time
inventory location.
Cost of Carrying Inventory

Safety stock percentages of even 8% to 10% would be reduced by 50% and inventory
carrying costs could amount to well over a third of the value of the inventory. These costs
include insurance, loss, damage, taxes and obsolescence, not counting other factors involved in
maintaining the inventory. If the inventory is worth $30 million, then, at an 8% safety stock level,
there is nearly $2 million dollars that could be better spent elsewhere.
Counting Inventory
Of course, stock-taking takes on a completely new light with automated processes. Even
complex systems that require end-of-day truck-offloading and passing of stock back into
warehouse inventory, become a snap with automated QR or RFID tagging. Not only is this a
considerable savings in time, but when a daily turnaround requires accurate calculation which
might not be able to be met using manual systems, ERP can get the job done easily, providing
staff with extra time to spend on more profitable pursuits, such as checking the next EDI
transaction round or making sales calls to customers.
Re-fulfillment Costs
Re-fulfillment or the replacement of wrong goods or wrong quantities, can be extremely
expensive. Two bad picks a day may be one thing, but add to this a pair of bad deliveries, and
there could be as many as 70 or 80 errors a month which translates into tens of thousands
of dollars annually. Doing the math, several things must be added together to compute the
total time to reverse a bad delivery. In the warehouse alone, there is additional time required
for picking replacement items, packing them and shipping them. Then there is the cost
of collecting the deliveries that were wrong and replacing them, which unless the logistics
department is very skilled, could mean an extra trip on a route thats not working on the day
when they have to be replaced. In the accounts department, this is a headache, locating the
Page 9 of 15
bad order and rewriting it, reconciling it in the weekly accounts figures, as well as creating a
new replacement order to send to the customer. And, if there is an adjustment of cost, there
is even more work. An ERP system will not only reduce the amount of errors but also should
there be errors, these will be covered by the system, automating the whole RMA process. So,
even if management is not sold on the other aspects of ERP, just streamlining the RMA process
alone would be a good reason to go with ERP.
Attributes of an Ideal ERP System

Supply and demand can both be facilitated with ERP. So in the same way that sales will be
An enterprise resource planning (ERP) system is an attempt to create an integrated product
that manages the majority of operations in a company. What is different about ERP systems,
is that they integrate across functions to create a single, unified system rather than a group of
separate, insular applications. (Alshawi, 2004, p. 454) What makes an ERP system different
from the frameworks of a generalized nature, is the integration of accounting functionality with
the system as a whole.
The evaluation criteria for an ideal ERP system are support, flexibility, functional fit, maturity, and
continuity. Some challenges to acquiring the optimum system are the ability to supply according
to specific requirements, the transfer of knowledge from customer to vendor, certain customized
maintenance, continuous quality, and future proof of investment.
When the first contact is made with the ERP vendor, it is imperative that service-level
agreements are drawn up (SLA), and that an understanding is arrived at in terms of the support
level that is needed for your particular organization. Both sides, the vendor and your company,
must work with flexibility to arrive at an amicable arrangement.
It is worth doing some background checks on any company that intends to sell you an ERP
system. You need to ensure that the company has considerable maturity in this arena and
can maintain continuity along with functional fit. Quite a bit of time must be spent on learning
what the vendors abilities are to supply to your company according to your own very specific
requirements.
All of this comes down to the transfer of knowledge from you, the customer, to the ERP vendor,
and this will need to be arranged over a series of meetings. Sometimes there are certain
customized maintenance arrangements which need to be put in place right up front before
Page 10 of 15
anything is installed. What you need to see in the new vendor is a continuous quality and the
future proof of your investment in them.
Some Definitions of an ideal ERP system, set out in realistic terminology:
1. It must provide a system that supports the business process to achieve
higher efficiency and effectiveness both in the application of single
activities and the business process as a whole. This means that whatever new
system has been installed, it must be better than what was there before. Also, it must
increase the business process efficiency and make methods more effective across the
whole business territory.
2. It must provide a system that supports the business process to achieve
higher efficiency and effectiveness both in the application of single
activities and the business process as a whole. This means that in an operation
of any size, the speed and effectiveness of the implementation of new technologies will
support the achievement of competitive advantage thereby benefiting the bottom line.
3. It must be acceptable by all users. This means that it is no use installing a new
system that incites objection and opposition because this will be counterproductive
enough to bring the whole system down and, in the worst-case scenario, consequently
stop the business from operating.
Recent Changes in the Integration of ERP into Organizations

Theoretical and empirical arguments lean towards attributing direct effects to ERP,
believing it to possess intrinsic organizational virtues. Because of the difficulty
of making an ad hoc inventory of organizations employing ERP software, earlier
statistical studies have largely ignored the integration of ERP into the organization.

Source: international Business Research, Vol. 5, No. 2, February 2012

The question is frequently asked as to whether the incoming ERP system will restructure
the organization, or whether the organization will determine the possibility of integrating it.
Realistically the matter is mutual, and depends entirely on how advanced the processes are
that have been developed by the organization prior to integrating ERP.
Comparing ERP Systems
Page 11 of 15
Many ERP systems exist, some very expensive, others that have various specialized attributes
for certain key systems, such as Microsoft Dynamics which are split into different sub-groups.
The SAP system exists everywhere and a good deal of thought should be put into whether
a small company would really benefit from taking on SAP, even though it is feature-rich, and
compared with many other ERP systems, there is little that it does not have. For example
where other systems might require a third-party plug-in to integrate warehouse management
and point-of-sale, SAP covers both of these eventualities. Then there is DEACOM Integrated
Accounting and ERP Software that is highly comprehensive but typically does not cover
payroll, HR or the automation of professional services. It must be born in mind that some of
these ERP systems are merely integrated accounting systems that do nothing much else than
improve the accounting. For an ERP system to be truly beneficial, it needs to go across the
whole organization, integrating business processes, accounting and even human resources.
Each ERP system can be purchased and will usually cost from a couple of hundred dollars to
several thousand dollars per user. Then there is likely to be a setup or fixed fee and an annual
maintenance fee which is budgeted per user. So, taking the decision to purchase an ERP
system is no light matter. Half the battle is proving that the several thousands of dollars which
it is likely to cost, will be recouped within a certain timeframe under the auspices of ROI. ROI
will need to be proved before anybody signs their name to the purchase of a new system.
In fact, in order to guarantee ROI, it would be advisable to hire a specialist in ERP consultancy
to make a professional comparison of all systems applicable to the company that is seeking
the installation.
Here are some comparisons of different ERP providers and the featured applications that they
provide, along with approximate costs to take them on :
Vendor Name
Feature Discussion
Approximate Cost
SAP
A German company with

affiliates all over the world.
Completely comprehensive, with nothing left
out. A total all-inclusive
package that will fit any
organization provided they
can afford it.
Total license basis:

(upon application.)
Page 12 of 15
Microsoft
Dynamics
Everything is covered
except for construction
and point-of-sale.
Total license cost:

c$700,000
IFS
Applications
except for warehouse
management, point-ofsale and payroll

c$1,125,000
Apprise
Distribution
except for fixed assets,
manufacturing process,
manufacturing make to
stock, manufacturing
make to order, service
management, professional
services automation,
project costing, time
billing, North American
payroll, HR, contact
management, CRM,
business performance
management, construction
and point-of-sale.
Total license cost:

c$187,500
DEACOM
Integrated
Accounting and
ERP Software
except for service
management, professional
services, automation North
American payroll, HR and
nonprofit organizations.

(upon application.)
Page 13 of 15
Conclusion
ERP requires serious consideration in order to provide a business case for a system that
will improve on the current business processes and transform a company. This paper has
described many aspects of ERP, its benefits and its installation process, and pointed towards
further information resources to consult.
We have touched on the methodology of how to make an effective business case for ERP, and
have examined the strategies that can help us reach a point where a case will be made that is
convincing enough. We have described how to leverage the best and most efficient processes
to maximize profitability. Here are the components for creating a foolproof business case for
ERP.
Page 14 of 15
About the Expert

Steve Tuffill, is a freelance technical and creative writer based in
Valencia, CA. Steve has worked in business computing for some
25 years, and has been writing since 1998 covering many technical
and business-related topics. Re has written for Toolbox since 2006.
You can reach Steve at stevetuf@gmail.com
Alshawi, S. (2004). Integrating diverse ERP systems: A case study. Journal of Enterprise Information
Management, 17(6), 454-462. Retrieved from http://www.emeraldinsight.com/journals.htm/journals.
htm?articleid=852288&show=html&WT.mc_id=alsoread taken from: Abstract, Integrating ERP Into The
Organization: Organizational Changes And Side Effects (International Business Research: Vol. 5, No. 2;
February 2012) taken from: Burns, M. (2008). Enterprise software survey 2008. Retrieved from http://
www.camagazine.com/archives/print-edition/2008/sept/columns/camagazine4469.aspx
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Making the Business Case

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All Rights Reserved 2012

Making the Business

Making the Business Case for Enterprise Resource Planning (ERP)

What benefits should be expected from a full ERP conversion?

Making the Business Case for Enterprise Resource Planning (ERP)

The Creation of a Successful Business Case

Making the Business Case for Enterprise Resource Planning (ERP)

Making the Business Case for Enterprise Resource Planning (ERP)

Making the Business Case for Enterprise Resource Planning (ERP)

Making the Business Case for Enterprise Resource Planning (ERP)

Cost of Carrying Inventory

Making the Business Case for Enterprise Resource Planning (ERP)

Attributes of an Ideal ERP System

Making the Business Case for Enterprise Resource Planning (ERP)

Recent Changes in the Integration of ERP into Organizations

Comparing ERP Systems

Making the Business Case for Enterprise Resource Planning (ERP)

A German company with

Total license basis:

Making the Business Case for Enterprise Resource Planning (ERP)

Total license cost:

Total license basis:

Total license cost:

Total license basis:

Making the Business Case for Enterprise Resource Planning (ERP)

Making the Business Case for Enterprise Resource Planning (ERP)

About the Expert

Making the Business Case for Enterprise Resource Planning (ERP)

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