System selection and implementation

This project was a complete overhaul of the systems to support a rapidly expanding installer of gas powered electricity generators. The supply chain involves the engine manufacturer in Austria, the spares, repairs and service support for a large team of field engineers and the sourcing and selling of spares direct to the customer base. The processes were dependent on individual’s job knowledge and limited software tools that could not support a growing business across multiple sites.

The challenge

This project not only covered the management of an ERP solution but the full systems requirements to support the supply chain including email and networking tools. In particular 3Peaks were responsible for:

• Management of the project team.
• Preparation of a statement of business requirements.
• Issuing a tender proposal after creating a short list of system suppliers.
• Project management of the installation of all hardware and the network.
• Control of third party suppliers.
• Implementation of new ERP software.

A review of the business requirements showed that a multi site stock control system and purchasing system was required to control both warehouse and spares stock held in the fleet of repair vans.

The solution

The software chosen was Infor with Sage modules to support the finance requirements. Significant bespoke work was written to support value add services such as a quoting system where spares were selected and ordered individually for a customer. The implementation required significant analysis, cleansing and validation of data from a number of sources. This involved working closely with the local teams to ensure accurate data was loaded into the new system.

A windows network with Microsoft exchange software was selected to provide a multi-site network and email system. This led to the purchase and installation of servers, PCs and laptops to support 120 people and resulted in an increase in email users from 16 to 120.

A help desk was set up and an IT Manager recruited to manage the future systems support.

In addition, users were trained in the use of the ERP system, email, Microsoft office applications and financial modules.

The benefits

The accelerated implementation delivered against all major objectives:

• Short transition period to move to new ways of working and systems.
• Lower stock levels from improved planning and control of orders.
• Increased accuracy of management information for financial controls.
• Project implementation was within budget and complete in 4 months.
• Robust and flexible to handle new functionality for project management and advanced planning.