Main Enterprise Resource Planning Case Study
Client & Project Overview
The client is a large organization (enterprise scale) seeking to unify its operations under one robust ERP system. Their existing setup involved fragmented systems for finance, HR, supply chain, operations, and sales. Main ERP aims to replace multiple legacy or siloed software, integrate all core business processes, improve visibility, increase efficiency, and support growth.
Challenges / Needs
- Fragmented systems & data silos: Different departments using separate tools, leading to duplicated data, poor data consistency, manual reconciliation.
- Scalability & performance: System must handle high transaction volumes, many users, possibly across multiple locations or countries.
- Complex business processes: Complex workflows in procurement, manufacturing or supply chain, inventory, compliance, payroll etc. requiring custom configuration.
- Real-time visibility & reporting : Management need dashboard & reporting across finance, operations, inventory to make strategic decision based on current data.
- Security & compliance: Strict data protection, audit trails, role-based permissions, regulatory compliance.
- User adoption & change management: Users used to legacy systems; the new system must be user-friendly, with training and support.
Goals & Objectives
- Centralize all core functions: finance, HR, supply chain, inventory, procurement, sales, operations.
- Create real-time unified dashboards & reporting for KPIs across departments.
- Automate manual tasks (invoicing, procurement approvals, inventory reordering etc.)
- Improve data accuracy & reduce errors / duplication.
- Maintain high security, auditability, and compliance.
- Ensure the system is scalable, maintainable, with capacity for future modules or geographic expansion.
Our Role & Scope
- Detailed requirement gathering across departments (finance, operations, inventory, HR etc.)
- System architecture & backend / database design for scalability & performance
- UI/UX design focusing on usability for enterprise users
- Module development: Finance & Accounting, HR & Payroll, Inventory & Warehouse, Procurement, Sales & Order Management, Supply Chain Management
- Integration: third-party systems (legacy tools, possibly external APIs), payment gateways, logistics or shipping partners
- Data migration from existing systems to unified data model
- Testing & QA: functional tests, integration, performance under load, security audits
- Deployment & roll-out across multiple departments/offices; training & support
Solution & Key Features
- Modular ERP Framework: Multiple modules which can be enabled or extended — finance, HR, supply chain etc.
- Inventory & Supply Chain Management: Real-time stock tracking, reorder alerts, supplier management, warehouse workflows, demand forecasting (if applicable)
- Procurement Module: Purchase requisitions and approvals, vendor performance tracking, purchase order workflows.
- Sales & Order Management: Order processing, invoicing, customer management, returns/refunds.
- Finance & Accounting: General ledger, automated billing, expense tracking, tax/compliance features, budgeting.
- Human Resources & Payroll: Employee records, attendance, leave management, payroll processing.
- Reporting & Dashboards: Unified reporting across departments, executive dashboards, trend analysis, custom reports.
- Role-based Access Control & Security: Permissions & scopes per user role; audit trails; data encryption.
- Scalability & Performance Optimization: Caching, efficient queries; possibly cloud scaling; backup & disaster recovery.
Challenges & How We Overcame Them
- Legacy Data Migration: Data was inconsistent, duplicated or missing fields. Solution: Pre-migration cleaning & mapping; staging environment; validation checks.
- Custom Business Logic: Complex workflows across departments. Solution: Flexible configuration, custom modules, frequent feedback loops with stakeholders.
- Performance Load: Large transactional volume during peak operations / month-end. Solution: Performance testing, database optimization, horizontal scaling where needed.
- Change Resistance: Users comfortable with old systems reluctant to shift. Solution: Training sessions, early involvement of key users, pilot phases.
- Maintaining Security & Compliance: Several regulations to comply with. Solution: Role-based access, logging, encryption in transit/at rest, regular security reviews.
Design & UX Approach
- Enterprise-grade dashboard with quick insights on key metrics after login.
- Consistent UI across modules to reduce learning curve.
- Clear workflows for approvals, requests, alerts.
- Mobile / tablet friendly interface for management on the go (if applicable).
- Training materials / onboarding help integrated: tooltips, guided tours.
Results & Impact
- Increased operational efficiency: e.g. order processing time reduced by X%
- Reduction in manual errors: duplicates/manual reconciliations dropped by Y%
- Improved visibility: management can view KPIs & dashboards in real time, improving decision making.
- Cost savings: reduced staffing needed for manual tasks; reduced inventory holding costs due to better demand forecasting.
- Improved employee satisfaction: fewer complaints, easier workflows, clearer responsibilities.
- Scalability: System supports expansion (additional offices / locations) without major rework.
Key Learnings & Future Plans
- Always involve cross-department stakeholders early to capture all workflows & requirements.
- Data quality early matters: invest in cleaning and mapping before migration.
- Modular design helps: you can roll out core modules first, then add advanced features.
- Ongoing training & feedback is critical to adoption and continuous improvement.
- Some future features could include AI/ML forecasting, mobile apps, more integrations (CRM, e-commerce, etc.), multilingual support, deeper analytics.
Visuals / Assets Ideas
- Screenshots: the dashboard, inventory module, procurement workflow, finance reports.
- Flow diagram: how data flows between modules, from user action → backend → reporting.
- Before/after stats: e.g. current vs old system in key metrics.
- Architecture diagram: system components, cloud/on-premise, integrations.
- Client testimonial showing improvements in efficiency, decision-making etc.