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What is workflow in the context of ERP systems? Simply, it is the capability of an ERP system to link together several transactions or queries and guide a user through the steps necessary for a task. For example when a new order is received, a user needs to enter the customer ID, the product wanted, and the requested date for delivery. It might be necessary to look up the customer in a table and identify both the sold-to and ship-to addresses. One might need to check the credit capacity for the customer and look up the availability of the desired item. A user can toggle between several input and query screens. But ERP workflow will take the user through the steps in an organized fashion and make it difficult to skip any step when the user might be interrupted. However, quality control is not the only area which ERP workflow can improve…..
Another common set of tasks which can be improved through ERP workflow are those involved in thecompletion of a production job. Does the time charged to all operations fall within an agreed-upon range? Were all the materials needed charged to the correct operation? Is there a sales order or parent assembly job waiting for the item completed in this job? What is the best location in inventory to store the item? Do standard labor or material costs need to be updated for future production? Are there any corrections to costs required before completing the job? ERP workflow can help a user through all these and any other necessary steps and help ensure jobs are completed in a controlled manner.
Closing the books in accounting is a process that will require several days to complete. The invoices need to be completed and posted to accounts receivable. The last supplier payment checks will be written and posted. All the bills from suppliers must be captured. Cash receipts are counted. Depreciation is calculated. Accruals are calculated. After all are tied together, there must be some analysis for correctness. Only then will the accounting people declare the period is ended and the reports published. These steps can be managed by ERP workflow, and it doesn’t have to be a complicated process. Something as simple as an integrated calendar will provide the first step on the road to increased accounting efficiency.
Workflows can be a short series of regular tasks or a lengthy annual process. Whatever form they take, they can greatly benefit a business that wants improved controls.
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To reap safety benefits out of ERP we can revisit the project from implementation phase and reverse engineer safety alerts reports and procedure to find out touch points with the ERP.
A quick example: we need to apply the5S and one of QHSE environmental parameter let’s take for instance lighting and temperature.
-5S requires to sort tools maintain keep tidy, here a quality check site can be mapped in the WIP locations with a check list to pass the5S thresholds, for tool maintenance and location tracking RFID can play great role spotting wrong location and maintenance life record.
- For QHSE for instance proper lighting and temperature are quite important for healthy and safe environment ERP can analyze electricity consumption vs. working space providing indication and improving opportunities.
- Inventory with expiry/hazard substance can be strictly monitored using FEFO and RFID as well.
A safe working culture is more than a safety plan. It involves a proactive approach to preventative measures across the entire organization. ERP safety processes offer a myriad of features that can be leveraged to provide a safe working culture for organizations and employees.
Safety isn’t as simple as asking employees to be careful. Without an adequate training framework, an organization could place an unskilled employee at risk of a work-related injury. This can be managed by utilizing a training module within your ERP, which links directly with personnel details contained in human resources modules, and may pull data in from LMS (Learning Management System) reports. Information such as course attendance, qualifications and accreditations can be used to manage and monitor organizational training requirements, avoiding risks associated with expired certifications and skill shortages.
One of the biggest benefits of an ERP is the ability to utilize organizational data in real-time. They are comprised of modules which integrate to share data across the system. Reports can be used to pinpoint at-risk demographics, recurring injuries and common injury locations, which can be compared against industry benchmarks.
Organizational hierarchies are often complicated, and an ERP workflow system can be used to open communication channels and refine business processes. Approval and notification lines can be used to ensure critical information reaches the right people when they need it.
ERP can enforce security by restricting access; both physically and digitally, to individuals without required credentials. ERP integrated swipe cards and similar identification systems can be used to restrict physical access to dangerous areas. When swiped, information can be validated against security clearance and required qualifications. Movements throughout the organization can be tracked and used to determine incident hotspots or personnel most frequently at risk. This can be especially useful for organizations with a high number of contracted personnel.
ERP automated functionality can be used to effectively manage staff and resources, allocate the right people to the right jobs, schedule optimal staffing levels and provide a safe working environment.
o Contractual obligations can be integrated into the system, the parameters providing a framework for successful project management.
o Leave balances can be monitored and managed to achieve optimal staffing levels, especially during periods such as holidays.
o Scheduling tools, such as shift calendars and preventative maintenance, can be used to allocate resources and equipment, significantly reducing the risk of malfunctions and injury to employees.
o Automatically generated notifications can be used to contact required individuals for timely responsiveness in the event of an incident.
o Barcode scanners can significantly reduce the time required to perform stock takes, simultaneously increasing accuracy and reducing fatigue levels.
ERP safety modules provide a central repository for safety-related information and to assist with legislative compliance, empowering organizations to take a proactive approach to workplace safety. Organizations also gain an advantage in prediction and prevention of safety-related incidents. In the event of an incident, management tools within ERP safety modules can be used to oversee the incident and ensure proper procedure is followed. Dashboards can also be configured to effectively monitor safety standards, identify work-incident patterns and provide insights to target areas for improvement.
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