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Outdated, clunky ERP? Start an ERP Evaluation with this simple plan

You already know (or think) that your current system no longer meets the needs of your organization. And you probably have heard about solutions that would seem to fix some obvious challenges your company has now with your present system. What do you do about it? How do you get started?

ERP Evaluations Can Go Poorly

Before you get started, you may be interested in hearing a brief story from my experience. When I held a Sales position, I contacted one small company about a potential ERP purchase. Everyone I spoke to explained that their current ERP system didn’t meet their needs. The CEO and CFO stated that their selection process would take 6-9 months. Also, the CEO told me that their company puts together a 900-page report whenever they change vendors and that he had done this twice in his tenure. This seemed like an unusual amount of due diligence (not to mention a long buying cycle) and I discovered the reason later.

One day, I spoke with the IT Director, who informed me that their current ERP solution was a bad fit from the start. He explained that it wasn’t really designed for their industry but that the executive team believed, with enough customization, it would be their ideal solution. It wasn’t and company personnel realized the mistake early on. No one wants to be the executive champion that makes a poor decision that is immediately recognized by company personnel for what it is. At least this company obtained a working ERP system. I later learned that approximately 50% of all ERP Projects don’t ‘Go Live’ on time (1) and many of those late implementations end in failure.

A Sound ERP Evaluation Plan Protects You

Fortunately, there are steps you can take to ensure that your ERP evaluation goes well. If you follow this formula, you will be able to start your ERP evaluation off on sound footing.

The steps listed below will help you:

  • Safely build consensus for change within your company (if you decide a change is warranted)
  • Identify your business requirements
  • Discover the opportunity cost of remaining with your current systems as opposed to replacing them with an ideal ERP solution that satisfies your business requirements

What this process will not do:

  • Advise you as to the best time to present your project to management and/or executive teammates or supervisors. You are the best person to make that decision.

Steps to ERP Evaluation Success

At first, this may seem a daunting task but, remember, no one knows your company better than you. In the main, you will investigate, document, and communicate. Essentially, you’ll repeat a proven process. As you investigate, you may find the case for change is more or less significant than you originally thought. That’s ok, either way, doing your investigation will provide the insight your company needs to move forward with a potential change or to remain with the status quo (without looking back).

Here’s a straightforward process you can use to start your ERP evaluation right.

  1. Research gaps in your present solution compared to an ideal ERP solution. Some questions to ask yourself are:
    1. Where does the present solution not complete an important process?
    2. What are all the examples of this of which you are aware?
  2. Apply hard cost estimates to the solution gaps you identified to begin to estimate the value an ideal system would bring your company. Document everything.
    1. Example: You know that your Accounting Manager reconciles spreadsheets from Manufacturing to determine your cost of goods sold. You are also aware that a good ERP handles this task in near real time. Your Accounting Manager earns $75,000 per year and it takes her 14 hours every month to calculate COGS. In a normal week, she works 40 hours.
    2. Your potential saving is $75,000/52 (weeks) x (14/40 hours) equaling $504.81 per month.
  3. At this point, you’ve identified all the business process gaps and costs of which you are aware. At the completion of this process, you will have an estimate of what a vendor’s solution is worth to your company. You can then compare estimated value versus vendor cost and determine your potential return on investment (ROI).

  4. Persuade others in departments you know are affected to help you.
    • Share your findings thus far. You’ll get more acceptance with transparency and honest communication.
    • Ask at least a few of these impacted individuals to help with your process.
    • With additional assistance, repeat the process in steps 1 and 2 above, ensuring you document your findings.
  5. Bring your findings to as many of the remaining company departments as possible.
    • Ask for input and assistance with your project.
    • With the extra help, repeat steps 1 and 2 above.
  6. Compile a total for the hard cost estimates from all department’s solution gaps.

The total from Step 5 above is the opportunity cost of not changing to a new ideal ERP solution that fits your unique company. You may want to break it down to explain that costs for a month’s delay or even a day’s delay. If you want to get a laugh when you present this, calculate the cost of delay in minutes too.

Summary of your Accomplishment

At this point, you have created a detailed business case for changing to a new system (or not), including business requirements and costs. You should have a comprehensive list of solution gaps and business requirements. Later in this process, you may whittle down your list but for now it’s best to consider everything. If you haven’t already done so, it’s probably the time to present this to any other executives to gain buy-in for changing ERP systems. If warranted, now you can start a formal evaluation of ERP vendors.

Conclusion

In this blog, you’ve learned how to follow a step-by-step process to gain momentum to begin a formal ERP evaluation. After you complete this process, many others in your company may support a decision to start an ERP evaluation also.

Did you find this blog useful? If so, you can read my next blog to learn how to follow best practice guidelines for evaluating technology vendors for optimal solution and commercial fit.

References: (1) 144 Key ERP Statistics 2021: Analysis of Trends, Data and Market Share written by Jenny Chang

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For further information, please contact us here. You can also reach out to us at [email protected] or call us at +1 650 488 4412 (Global), +63 967 429 9575 (Philippines), +91 22 4616 3839 (India), +254 720 940 174 (Africa), and +61 452 183 613 (Australia).

About the Author
Hugh Klesch-Sawyer
Hugh Klesch-Sawyer

Hugh Klesch-Sawyer, Digital Marketing Specialist

Hugh graduated with a Bachelor of Science degree from Old Dominion University. Discovering through a desire to help his church, that digital marketing skills were in short supply, he began to immerse himself in this knowledge.

In 2021, he completed a 6-month Digital Marketing certification course through the Digital Marketing Institute and was certified in that specialty after 4 months in the program.

In January of 2022, Hugh accepted a position as Digital Marketing Specialist with Softype. Since then, Hugh has completed 2 additional marketing certifications in search engine optimization and content marketing through HubSpot Academy.

About Author

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Mr. Shreyansh Patil (Shrey)

Group CEO

Shrey holds a Master’s degree in Business Administration from the Australian Graduate School of Management, University of New South Wales, specializing in consulting.

With extensive experience in Enterprise Cloud Solutions (ERP) and Management Consulting spanning four continents, Shrey is equipped with the ability to bridge gaps between technology and business outcomes that will enhance customer experience. Having held leadership roles in consulting, advisory, and technology organizations across various geographies, Shrey brings a wealth of knowledge and a proven track record in general management, leadership, and business development. With excellent people management skills and a strong consulting background, Shrey is extremely passionate about adding value through technology and process re-engineering.

Shrey’s unwavering dedication to cultivate a high-performing, customer-centric culture at Softype will empower our team to reach new heights and become the best version of ourselves.

Ms. Juliana Luz

Co-Chairman and Co-Founder

Juliana (Nana) holds a Bachelor’s degree in International Relations from Stanford University.

The first development of cloud computing found Nana working in this area with her own start-up. Understanding the benefit of consolidating data and systems into a single version of the truth, she then partnered with NetLedger (now Oracle NetSuite) to offer a fully functional Enterprise Resource Planning (ERP) system built exclusively on the cloud.

Nana’s expertise includes envisioning change and delivering value to growth-oriented businesses. Utilizing ERP technology and her advanced skills in process optimization, she streamlines processes, eliminates redundancies and manual processes, and facilitates digital transformations for Softype clients.

A ‘hands-on expert, Nana has, since founding Softype, participated in dozens of projects across 26 countries in the Americas, Europe, Africa, and all over Asia. Nana serves on the board of La Proteccion de la Infancia (Gota de Leche) and United Success Global.

Mr. Hugh Klesch-Sawyer

Digital Marketing Specialist

Hugh holds a Bachelor of Science degree in Marketing Management from Old Dominion University.

As the son of a grocery store owner’s parents, Hugh started his marketing education early, beginning at around 10 years old. After beginning his Softype career in Sales, he discovered that additional marketing knowledge would be beneficial. He began to immerse himself in marketing education and in 2021, Hugh started a 6-month Digital Marketing certification course through the Digital Marketing Institute and American Marketing Association. After 4 months in the program, Hugh earned his Digital Marketing Specialist and Professional Certified Marketer certifications. In January 2022, he accepted a position  change from Sales/Business Development to Digital Marketing Specialist.

Hugh’s mantra is: “If you think you can or you think you can’t, either way, you’re right.”

Mr. Terence Michael C. Rena

Group AMO Lead

Terence holds a Bachelor of Science degree from the Polytechnic University of the Philippines with a major in Tourism Management.

Terence’s experience includes sales and marketing roles, particularly creating marketing strategies, promotions, and retention programs in the travel and tourism industry. Since joining Softype in 2021, Terence has been a prime driver of marketing insights and a facilitator of key marketing initiatives in the Asia Pacific region. Event management is his specialty, including both online and in-person events that attract potential Softype clients to engage with the brand. Additionally, Terence is the face of Softype to our clients in Asia and Africa, ensuring they receive optimal service.

Personally, Terence enjoys basketball, cycling, guitar playing, mecha (robot) modeling, and video games. His daily mantra is as follows: “I can do all things through Christ who strengthens me.”

Mr. Ebenezer (Ebe) Mutungwa

African Sales

Ebe holds a Bachelor of Science degree in Information Technology from Jomo Kenyatta University of Agriculture and Technology (JKUAT) in Nairobi, Kenya.

Ebenezer (Ebe) Mutungwa earned his Bachelor’s Degree in Information Technology from Jomo Kenyatta University of Agriculture and Technology (JKUAT). Ebe combines outstanding communication skills with expert knowledge of NetSuite ERP (5 years in pre-sales for NetSuite Africa). Although, as Softype’s Sales officer for the African continent, Ebe works with organizations in various industries, he has a soft spot for nonprofit organizations. A previous
NGO manager, Ebe understands their challenges and demonstrates how they can leverage the Oracle NetSuite ERP and NetSuite’s Social Impact program to support their mission.

When not working, Ebe enjoys traveling, jogging, playing the guitar, and spending time with family and friends. His words to live by are “Through it all; all is well.”

Mr. Jack V. Lazo

North American Sales

Jack attended the University of the Philippines, majoring in Hospitality Management.

Jack’s experience includes 4 years in the broadcasting industry and more than 33 years in enterprise information technology solutions sales. In the broadcast industry, Jack learned to match his style to anyone’s; he uses this skill today to communicate in a manner his clients appreciate. Jack combines empathetic listening skills with IT solutions knowledge to understand the finer points of what his customers require, need, and want.

Jack prizes spending time with his family. When he has time, he enjoys listening to music and watching soccer and mixed martial arts.

Mr. Chris Beecroft CPA

Vice President of Sales

Chris holds a Bachelor’s Degree in Accounting from Florida Atlantic University, an MBA from Florida State University, and is pursuing a DBA degree from AMA University.

Chris has more than 16 years of software sales experience, including 13 years in ERP sales with Oracle and SAP. Combining his ERP and accounting knowledge (CPA), Chris finds the right solution for our clients. He dives headfirst into the details of his team’s engagements, ensuring that Softype’s solutions are always the best fit. Others describe Chris as action-oriented, hands-on, and accountable.

Personally, Chris enjoys tennis, squash, badminton, biking, and reading. He also enjoys leading others to change their lives by providing personal guidance. His words to live by are “Who Dares Wins.”

Mr. Upendra Rabde

Business Architect

Upendra holds a Master of Business Administration degree from Indus Business Academy in Bengaluru, India. His credentials include the academic specialties of Information Technology and Marketing.

Upendra’s experience includes business consulting and business process re-engineering. He brings more than 17 years of technical solution development experience to Softype. He counts experience in Enterprise Resource Planning (ERP), Customer Relationship Management (CRM), and Supply Chain Management (SCM) integration projects in the manufacturing, telecom, healthcare, retail, banking, and insurance industries. He is proficient in procurement solutions and complex regulatory and compliance areas. Upendra also counts additional product management experience in the health care industry.

Joining Softype in 2021, Upendra brings a capability for hyper learning and an outstanding attitude, two traits in the Softype DNA, and is always a pleasure to work with.

On a personal note, he enjoys HAM radio operations and watching cricket matches. Upendra’s philosophy of life is summarized in his daily mantra: Past is history, future is mystery but today is a gift; that’s why it’s called present.

Ms. Pooja Manudhane

Product Manager

Pooja holds a degree in Engineering from the University of Mumbai. She has also completed an MBA focusing on accounting and business processes.

Pooja’s association with Softype began in 2012. She joined Softype as a Junior Functional Consultant. From the beginning, she was engaged in working with clients, specializing in training clients to undergo digital transformations successfully. Pooja developed a knack for visualizing ERP solutions to inefficient processes and communicating her vision to clients.

Pooja automated manual processes using the NetSuite ERP solution, thereby improving worker productivity. As her experience grew, Pooja received promotions to Senior Functional Consultant and Product Manager. She mentors junior colleagues in technical and business processes and, in so doing, helps evolve and propagate the Softype company culture.

Pooja understands that NetSuite ERP is the cloud ERP provider of choice because of the ease with which it can be adapted to different industries, its intuitive User Interface (UI), and the speed with which Softype can successfully implement it (a few months).

Pooja delights in working with customers in different countries. Her patient approach to managing change and guiding subordinates has won her praise from clients and co-workers
alike.

Ms. Prachi Shende

VP for Vertical Solutions

Prachi has a Bachelor’s degree in Electronics from the University of Mumbai and a Master’s degree in Computer Science from the University of Texas.

Prachi began her working career in the US (California). Over the years, she has moved from a purely technical role to a techno-functional role. As a techno-functional consultant, she can work with business, functional, and technical teams. Her specialty is implementing and customizing systems aligned with industry best practices. During her tenure of service, Softype promoted her five times in five years, culminating with her current position. Versatile and dynamic, Prachi cherishes a fast-paced work environment that allows her professional skills to grow. Her work is in the K-12 and tertiary education domains. She oversees the Softype education ERP (edERP) product development and management. The edERP product continues to evolve and expand due to new requirements in an ever-changing education sector. This gives her a chance to grow by constantly reinventing herself.

Prachi’s passion is to help educational institutions grow by migrating their enterprise-wide resources to cloud based systems. She believes that “Given new situations, the market for edERP, i.e., education on the cloud service, is here to grow. It’s about how we best serve it.”

Ms. Manisha Hule

Senior Vice President for Delivery

Manisha holds a Bachelor’s degree in Physics from the University of Mumbai.

Manisha is the delivery manager for Softype’s ERP services. Experienced in project planning and execution, she provides leadership for all Softype’s solution consulting and implementation activities. Manisha began her career at Softype, working in all of its various departments, culminating in her selection as a member of the Executive team. Manisha has experience in all aspects of project organization and delivery. An excellent team manager, Manisha ensures that customer projects get the optimum resources required, facilitating minimal risk implementations that meet delivery schedules. Manisha’s expertise and guidance are significant factors in ensuring, that, unlike many ERP vendors, Softype implementations are delivered successfully and on time.

Mr. Moses Rajan

Global Finance Officer

Moses holds a Bachelor’s Degree in Commerce from the University of Mumbai, specializing in Accounting and Economics.

Moses has more than 15 years of experience in ERP implementations and rollouts in a wide variety of industries across multiple geographies. He has engaged with clients across the Americas, Europe, the Middle East, and Asia. Building on this experience, Moses helps Softype’s customers manage the financial complexities of multi-books, multi-currencies, multi-exchange rates, landed costs, and the myriads of tax regimes such as sales tax, VAT, GST, and others that impact businesses. Working with Softype’s customers, Moses brings his experience to bear on their challenges of dealing with budgets, cash flows, currency revaluations, and financial controls.

Shreyansh Patil (Shrey)

Group – CEO

Shrey holds a Master’s degree in Business Administration from the Australian Graduate School of Management, University of New South Wales, specializing in consulting.

With extensive experience in Enterprise Cloud Solutions (ERP) and Management Consulting spanning four continents, Shrey is equipped with the ability to bridge gaps between technology and business outcomes that will enhance customer experience.

Having held leadership roles in consulting, advisory, and technology organizations across various geographies, Shrey brings a wealth of knowledge and a proven track record in general management, leadership, and business development.

With excellent people management skills and a strong consulting background, Shrey is extremely passionate about adding value through technology and process re-engineering.

Shrey’s unwavering dedication to cultivate a high-performing, customer-centric culture at Softype will empower our team to reach new heights and become the best version of ourselves.

Dr. Arvind Khilnani

Chairman and Co-Founder

Dr. Arvind holds a Bachelor’s degree in Electrical Engineering (MIT, Cambridge, Massachusetts), a Master’s degree in Management (MIT Sloan School) and a Ph.D. in Engineering Economic Systems (Stanford University).

A dedicated teacher and mentor, Arvind believes in Leadership through inspiration. Trained as a mathematical modeling and optimization analyst, Arvind focused his early career on developing tools to enable company growth. He worked with Fortune 500 companies to adapt their use of technology for growing new, evolving markets. Presently his efforts seek to expand these tools to small and medium enterprises.

Since co-founding Softype, he has channeled his energies to help international organizations grow by leveraging the benefits of technology, including process optimization and automation.