What Is ERP (Enterprise Resource Planning) & Why Do You Need It

Enterprise Resource Planning is one of the most used terms when it comes to business and operation management. Whether it’s a small business or an MNC, ERP is the focal point for efficiency, profitability, growth, and survival throughout. In this post, we’ll discuss what ERP really is, why it is important and how it can benefit your business. 

What Is the Full Form of ERP?

ERP full form is Enterprise Resource Planning. ERP is based on integrated applications to automate different processes related to technology, services, and human resources.

It is composed of 3 major words:

• Enterprise: It’s an organization or company that comprises multiple business processes operating under one umbrella. Many a times, organizations have large systems, people, and procedures, and they need an ERP system to manage all aspects of the business.
• Resource: All the people, money, material, and time that a business has at its disposal are called resources. To manage these resources effectively and to track them, businesses need an ERP solution.
• Planning: To achieve its goals, a business needs to have a plan. Good planning can mean the difference between success and failure. Enterprise resource planning helps organizations plan and make data driven decisions.

ERP uses integrated applications, workflows, and data to manage the entire business operations and resources for optimum efficiency.

Understanding the Enterprise Resource Planning System 

An enterprise resource planning system is a comprehensive, integrated software solution that helps businesses automate and manage their operational and back-office functions. ERP solutions are typically composed of modules that address a specific business need or process, such as supply chain management, human resources, finance management, and manufacturing. 

ERP solutions provide a centralized database that allows real-time visibility and data sharing across all departments and business locations. This centralized database is the heart of the ERP solutions and is where all data is stored and accessed.  

Suggested Read: Checklist for Successful & Secure ERP Implementation: Challenges & Best Practices

Why Should a Business Implement An Enterprise Resource Planning System

There are many reasons why a business should implement an ERP system.

• Centralized Database: One of the biggest advantages of this system is that it provides a centralized database for all your data. The data can be accessed by authorized users from anywhere in the world. This helps reduce data silos and ensures that everyone is working with the same information. 
• Data Driven Decision Making: An ERP system provides businesses with the data they need to make better decisions. With all the information in one place, businesses can make decisions based on data instead of guessing. 
• Streamlining Workflows: Workflows in an organization can be complex and often involve multiple departments. An ERP system can help streamline workflows by automating tasks and providing a clear overview of the entire process. 
• Improved Customer Service: It helps businesses improve their customer service by giving them the information they need to resolve issues quickly. With an ERP system, businesses can provide their customers with the best possible service.
• Seamless Collaboration: The enterprise resource planning system can help employees, departments, branches, and stakeholders collaborate better by giving them the tools they need to share information and work together on projects. With an ERP system, businesses can eliminate the need for paper documents and make collaboration easier.
• Financial Data Integration: With an ERP system, businesses can connect their accounting, payroll, and other financial systems into a single, consolidated repository.
• Performance Efficiency: An ERP system can help businesses improve their performance by automating tasks and reducing the need for manual input. With an ERP system, businesses can improve their efficiency and get more work done in less time.
• Cost Reduction: Businesses can reduce their costs by automating tasks and reducing the need for manual input with an ERP system. Organizations can also improve their efficiency and get more work done in less time. In addition, This can help businesses save money by reducing the need for paper documents and eliminating the need for multiple software solutions.
• Automation and Accuracy: ERP systems automate many of the tasks associated with running a business, such as financial reporting, inventory management, and order processing. This automation can help businesses improve their accuracy and reduce the likelihood of errors.

Related Categories: Manufacturing ERP Software | Retail ERP Software | Construction ERP Software

What Business Functions Can Benefit from ERP

These systems impact every area of a business, but some departments see more benefits than others. Here are some of the business functions that benefit the most from ERP:

• Sales and Marketing: ERP solutions can help sales and marketing departments by giving them the tools they need to track customer data, manage leads, and create campaigns. It also integrates and streamlines all major sales functions like order management, billing, payment collection, feedback, accounting, distribution, inventory, and so on. This reduces human error, manual intervention, and costs associated with the sales and marketing process.
• Accounting and Finance: The enterprise planning system also benefits accounting and finance departments by automating tasks and providing real-time visibility into the organization’s financial data. It also helps consolidate financial statements, forecast revenue, create budget, and track compliances. 
• Human Resources: ERP software applications are extremely important for human resources departments in several ways. They can automate many of the tasks associated with managing employee data, such as tracking roles and responsibilities, compensation and benefits, and hiring and performance review processes. In addition, the ERP solutions also streamlines the recruitment process by giving you the tools you need to post job openings, track applicants, and screen candidates.
• Operations: The integrated business system automates and integrates tasks such as production planning, inventory management, quality control, shipping, and logistics. It also provides businesses with real-time visibility into their operations so that they can identify bottlenecks and inefficiencies.
• Customer Service: With an ERP solution, businesses can automate their customer service processes, such as order management, returns, and customer support. Besides, your customer care reps can track the entire communication history, integrate all communication channels, and respond to customer queries in real-time.
• Supply Chain: Businesses can manage their supply chain effectively using ERP and gain visibility into every stage of the business. It enables them to track their inventory level, plan production, create distribution plan, track work in progress, and more.
• Production: ERP solutions can automate and streamline production processes, such as material requirements planning, capacity planning, order tracking, & quality control. This can help businesses improve their product quality and delivery time while reducing production costs.
• Inventory Management: Automates inventory management tasks, such as stock replenishment, reordering, and forecasting. It also helps businesses reduce their inventory levels and improve the inventory turnover.
• Procurement management: Procurement processes can be improved through automation, integration, and better visibility. Organizations can make smarter purchasing decisions by tracking and managing the entire procurement process, including planning, tracking, managing vendors, and analyzing spending.

Implementing the Enterprise Resource Planning System

There are a few things to keep in mind when implementing Enterprise Resource Planning Systems:

• Choose the right vendor: It is important to do your research and choose a vendor that is reputable and has a good track record. Read reviews and check the history of the software provider for better insight.
• Set realistic goals and objectives: Before starting the implementation process, it is important to set realistic goals and objectives. This will help you map out the implementation process and ensure that it is successful.
• Train your employees: ERP systems can be complex and require a lot of training. It is important to train your employees in the ways to use the system so that they can be more efficient.
• Manage the change: ERP systems can disrupt existing workflows and business processes. It is important to carefully manage the change and ensure a smooth transition.

Suggested Read: What is ERP Finance Module: Features, Benefits & Example?

Benefits of ERP System 

Here are some of the major benefits of using an ERP solution:

• Improved efficiency and productivity: ERP solutions can help businesses automate and streamline their core processes and improve the overall efficiency and productivity of the organization.
• Real-time visibility: ERP systems provide businesses with real-time visibility into their operations and data so they can identify bottlenecks and inefficiencies.
• Reduced costs: Businesses reduce their costs by automating tasks and reducing manpower. Enterprise Resource Planning ERP also track down inefficiencies and help in making data-driven decisions.
• Improved decision making: It allows managers and TCWG (Those Charged with Governance) to make better decisions by providing them with timely and accurate information.
• Streamlined and efficient processes: Enterprise Resource Planning ERP can help businesses automate and streamline their processes, such as material requirements planning, capacity planning, order tracking, and quality control.
• Increased Customer Satisfaction: ERP solutions can help businesses automate their customer service processes, such as order management, returns, and customer support. With an Enterprise Resource Planning ERP, businesses can provide their customers with the best possible experience.
• Increased Security: Businesses need to ensure that their data is safe and secure. ERP systems help businesses keep their data safe and secure by providing them with a detailed audit trial, tamperproof centralized database and user-based access.

Limitations of ERP System

There are some drawbacks of using an this system as well that should not be ignored. These are as follows:

• High cost of implementation and maintenance: ERP systems can be quite expensive to implement and maintain. The hardware and software costs are often high, and businesses need to invest in training their employees to use the system efficiently.
• Complex modules: ERP systems can be quite complex and require a lot of training and expertise to use. This can lead to frustration among employees and a high learning curve.
• Training and change management: Employees often need extensive training to use ERP systems. And businesses need to carefully manage the change to ensure a smooth transition, else it increases inefficiency.
• Faulty integration and workflows: Faulty integration of ERP can disrupt existing workflows and business processes creating a lot of errors and inefficiencies.

In conclusion

ERP systems offer a lot of benefits that can help businesses improve their operations. When implemented correctly, These systems can help businesses automate their processes, improve efficiency, and make better decisions.

However, there are some drawbacks of using ERP systems as well that should not be ignored. Overall, if you are considering implementing an Enterprise Resource Planning ERP, it is important to do your research and ensure that you are making the best decision for your business.

Suggested Read: 12 Best ERP for eCommerce Industry | The Role & Benefits of ERP in Supply Chain Management