Why do you need Enterprise Resource Planning: by the example of SteelKiwi ERP

What is an ERP?

Enterprise Resource Planning (ERP) is a system that, when implemented, ties together and automates a number of processes within a given enterprise.

When implemented properly, a good ERP can:

• reduce the time spent completing routine tasks;
• improve the overall workflow across departments;
• present a better overview of all company operations.

ERPs are usually comprised of smaller, customized modules. Each module is responsible for completing a particular task within the organization, such as managing finances, tax records, HR paperwork, client relationships, supply chains, and more.

Since these modules can be heavily customized and modified to meet a growing organization’s particular needs, ERPs are invaluable tools that can be tailored carefully to the specifications of any company.

Does your company need an ERP?

Just because an ERP can work for any company, that doesn’t necessarily mean that every company needs one. How can you tell if your company does?

#1: Company processes are run using several different pieces of software.

While a small enterprise might be able to work within 5 programs just fine, a growing one is bound to face a number of issues as more needs must be met. Making different software work together cohesively can be a challenge, especially if your company doesn’t have the technical skills required for proper integrations.

By having an ERP, you ensure that every company process occurs within a single space which, if managed properly, can greatly improve your company’s efficiency. You’re also able to save a lot of the costs related to IT management by making use of an ERP. Instead of having to pay for dozens of updates regularly, you’ll get a system that can be updated and customized within your company, all at once.

#2: Data management is getting increasingly difficult.

A common problem for both growing and established enterprises is the continuous creation of data. As a company grows, a larger client base and larger team mean that more data gets generated and this data needs to be managed in an effective way.
An ERP can help improve the overall flow of the internal documentation process and can automate most, if not all, of the associated data management processes.

#3: Interdepartmental collaboration needs improvement.

In a company that has more than two departments, facilitating smooth communication and the effective exchange of information are key to overall success. Being able to look up data from other departments easily can save time and help a company develop in the right direction.

Having an established workflow, complete with all necessary data, that’s accessible through an ERP means that employees are able to perform their duties much faster and with much less stress.

#4: Complex inventory management is required.

A company that sells goods, either to other companies or directly to consumers, needs to have its inventory in check. Enough goods must be in stock and, if a shipment is needed, it needs to happen on time in order to keep customers happy.

With an ERP, management becomes much easier since all departments, locations, and employees are able to track inventory numbers and input all necessary information in real time. A well-implemented ERP helps you keep a constant eye on whatever is going on in your warehouses, allowing you to make better business decisions.

Remember: ERPs aren’t the cure for all maladies.

Before implementing an ERP that unifies and automates all of your business processes, you must make sure that these processes are already organized well. An ERP makes sense only if your company’s workflow is already established, but it takes too much time, resources, and/or effort to manage it effectively.

Implementing an ERP into a company that isn’t ready for one will result in having an automated workflow that relies on a number of poorly designed processes, which is of no actual help to anyone.

Why SteelKiwi Inc. implemented an ERP

Within our own company, we realized that building an ERP made the most sense once we began to grow and expand into various areas of business. As a smaller team of 20, we were able to manage processes manually or by automating small bits and pieces. However, as we grew to over 70 team members operating in multiple departments and across multiple locations, our workflow got a lot more complicated. To resolve issues that we were regularly encountering as a larger company, we decided to design and build an ERP to help with the overall management of company processes, both internal and external.

As a company with many skilled project managers, designers, and developers, we wanted to create something that fit our needs using the passion and expertise of our team members. Our ERP has become a company pet project that is regularly updated and improved. We have the freedom and ability to try out as many new features as we want, implementing and continuously improving those that work and simply removing the ones that don’t.

This freedom, in combination with the skill and natural curiosity of our developers, has become both a challenge and an opportunity. By doing what we love and by naturally looking for ways to optimize our internal business processes, we’ve managed to design a system that helps us work faster and better.

So, what does SteelKiwi’s ERP do for us?

Our ERP features

The features of our ERP system help us do a number of things, tailored to our company’s needs. The ERP helps us:

1. Manage company data
   For most organizations, including our own, there is a lot of information that needs to be easily accessible to several departments. Through Puls, another pet-project integration of ours, we’re able to keep track of a number of metrics including the company’s financial growth, new projects, website statistics (visitors, leads, etc.), and other relevant information. The data is recorded in our ERP and is available to our CEOs, heads of departments, and other appropriate employees, helping them communicate and manage the team effectively.

2. Create an up-to-date employee database
Our ERP holds a record of all important employee information (contact info, salary, type of employment, etc.). Every relevant piece of information about a team member is held within one space and is easily accessible by both our Accounting and Human Resources departments. When a new employee begins working at SteelKiwi Inc., all the paperwork they need to sign can be found through the ERP right away. Needless to say, this feature saves a lot of time and removes a great deal of the effort associated with onboarding someone new. Every piece of information can be pulled out instantly from any SteelKiwi Inc. office, making employee administration so much easier.

3. Provide a digital, personalized filing cabinet
Each employee in our company has their own “Personal Cabinet”, powered by our ERP. Within their Cabinet, they can see and make changes to their personal details (contact information like home address, phone number, email address, tax number, etc.). They can also see all relevant work details (such as their job description and position details, trial period conditions, type of salary, salary amount, and so on). The Personal Cabinet allows employees to access their salary history and they can also see and keep track of paid tax records, find a list of their personal rewards and expenses, and manage any other information related to their position within SteelKiwi Inc.

4. Manage company finances
Both taxes and salaries are calculated automatically within our ERP. The system pulls and stores data about each employee’s work hours, accounts for any bonuses, calculates associated taxes and exemptions, and displays the final financial amounts. Necessary tax documents and bank invoices are also generated automatically so that our accountants only need to press the “Print” button to have everything ready, making finance management simpler and much faster.

5. Track employee holidays
Our ERP is equipped with a separate module in which employees can request vacation time and other holidays or days off. This module is fairly complex because of our flexible work structure (an employee can take a couple of days off and make them up later, without having their salary cut). When a vacation has been requested, one of our HR managers is notified through the ERP. They can then check with heads of departments to approve or deny the request and can send back the final reply to notify all relevant team members, again through the ERP.

6. Manage employee workloads
For more efficient management of employee workloads, we’ve integrated a company planner within our ERP as well. Information regarding current projects and employee vacations and days off is automatically loaded into a calendar. This data is instantly available to all of our HR Managers, Project Managers, and Team Leads, helping them plan projects based on the employee resources available at any given time.

7. Manage performance reviews
Within SteelKiwi Inc., we’ve got a system in place for employee performance reviews which occur biannually and affect staff positions and salary adjustments. By having this module added to our ERP, we’ve made sure that employees can always follow their progress and adjust their efforts to meet their professional goals within the company.

8. Keep track of birthdays
As a little bonus feature, we’ve included a list in our ERP that has every employee’s birthdate. The list is accessible to everyone within the company and helps our HR department make celebrating a team member’s special day easier.

By building and implementing an ERP at SteelKiwi, we’ve created a customized platform that securely holds all of our company’s most important information, while also performing many of our more time-consuming managerial and administrative tasks within seconds. Judging from the feedback and reviews from our team, the ERP has made a lot of things easier for employees and has greatly improved the overall management of all company processes.

In need of an ERP of your own?

If you’re interested in finding out more about what an ERP can do for you or you want to develop an ERP for your own business, please contact one of our sales department representatives for more information. Also, feel free to go check out our case study of Snaapy — a promotional app with ERP features for small and midsize businesses.