Enterprise Systems Module PDF, Academic Year 2022-2023

MODULE Enterprise Systems ISElectv1 ACADEMIC YEAR 2022-2023 Prepared by: ANGELIKA L. BRUTO Course Instructor  GUIDE ON HOW TO USE THE LEARNING MODULE A. For Faculty 1. The Course Instructor must review and check the list of the enrolled learners in the...

MODULE Enterprise Systems ISElectv1 ACADEMIC YEAR 2022-2023 Prepared by: ANGELIKA L. BRUTO Course Instructor  GUIDE ON HOW TO USE THE LEARNING MODULE A. For Faculty 1. The Course Instructor must review and check the list of the enrolled learners in the course together with the contact information, the learners have provided such as cell phone number and email address. 2. Before distributing the Learning Modules make sure it has been checked and reviewed by the College Program Chair, Department Chair and the College Dean and with the recommending approval from the CLAMDev (Center for Learning and Assessment Materials Development). 3. Once it has been checked and approved, the Course Instructor must provide each learner a softcopy of the Learning Modules through a provided LMS (Learning Management System); any social media platforms will also be considered. 4. It is the responsibility of the Course Instructor to ensure that all of the learners have downloaded a softcopy of the Learning Modules. 5. Encourage the class that it is way better if they will print a hardcopy of the Learning Modules; but consider this as an option if they lack of resources. 6. Orient the class on how to properly use the Learning Modules and explain the content especially the lesson proper, the activities and exercises, the grading rubrics and criteria, and the submission format. 7. The Course Instructor must be open to any concerns and inquiries of each learner regarding the lessons and activities in the Learning Modules inclusively. 8. Always provide each learner a constructive feedback and a key to correction for every quizzes, activities and exercises they have done. Motivate them! 9. Give each learner enough time to accomplish and submit the requirements or any activities; especially not all learners have sufficient resources. Be considerate. 10. Keep Safe! Stay Healthy! Enjoy Teaching! Fist Bumps! XDD 2|Page  GUIDE ON HOW TO USE THE LEARNING MODULE B. For Learners 1. Each learners enrolled in the course will be provided by their Course Instructor a softcopy of the Learning Modules through an LMS (preferably Google Classroom) or any social media platforms available such as Facebook Messenger. 2. It is recommended for each learner to print a hardcopy of the Learning Modules for ease and clear understanding of the lessons; but again consider it as an option. 3. Different set of Learning Modules will be sent to each learner: weekly or monthly; depending on their Course Instructors. 4. Each Learning Modules contains different topics and lessons; and at the end of each lesson the learner must accomplished different activities and exercises. 5. The activities varies to every topics covered on the Learning Modules, this activities consists of Academic and Life Activity. Academic Activities contains Quizzes and Individual or Group Activities. 6. For every group works and activities provided in the Learning Modules, make sure to work well with your teammates and collaborate with them to accomplish the work assigned smoothly. 7. When submitting an activity or exercises online, learners must follow the mode and format of submissions included in the Learning Modules. 8. Learners must ensure a good time management and prioritization regarding the tasks and activities given to them. This is a very helpful reminder since classes are all done online. 9. If learners have any questions and queries regarding the course, lessons or any activities, do not hesitate to contact and ask your Course Instructor. Always remember that we are here not only to teach you but also to help you, especially in this time of Pandemic. 10. Keep Safe! Stay Healthy! Enjoy Learning! Fist Bumps! XDD 3|Page  FOREWORD Enterprise Systems is a three (3) unit elective course prefer for the second year students of the Bachelor of Science in Information System from the College of Computer Studies and Technology in the Dalubhasaan ng Lunsod ng San Pablo. The course examines the cross – functional, integrated computer – based Information Systems, commonly referred to as Enterprise Resource Planning (ERP) Systems, designed to support an organizations information needs to run their operations more efficiently and effectively. Also, considers issues associated with the analysis, design, implementation, and configuration of such Enterprise Systems. It is a great challenge for each one of us as we battle against the Corona Virus Disease 2019 (Covid19) Pandemic, specifically in the Education sector here in the Philippines where we are still in the process of coping with what we called as the “New Normal”. Year 2020 may gave us a lot of challenges but optimistically it gave us some new opportunities to continue with our life even in the midst of this pandemic, it may be different and not the way we used to be, but soon we will gradually learn to embrace these changes. Likewise, on the Education as it set a new educational platform, such as the Online Learning or the Distant Learning, where it centers the use of the Internet Technology among the Students and the Teachers. Keep Safe.. God Bless.. 4|Page  MODULES FOR INFORMATION MANAGEMENT Credits : 3 Units (3 Hours Lecture) Pre-Requisite : DM211 – Organization and Management Concepts Lesson Title: Lesson 1 – Introduction to Enterprise Systems for Management A. Enterprise Systems in Organization B. Enterprise Resource Planning Systems C. ERP Implementation D. People and Organization E. ERP Vendors Lesson Objective: At the end of the module, the learners will be able to: 1. Understand the Information Systems evolution and its historical role in the organization leading to Systems Integration and Enterprise Resource Planning (ERP). 2. Learn about ERP systems and evolution, components, and architecture; understand the benefits and drawbacks of implementing ERP systems and how they can help an organization improve its efficiency and worker productivity. 3. Gain an overview of the implementation process and understand the role of people, vendors, consultants, and the organization in making the ERP implementation process successful. 4. Comprehend the ethical, global, and security challenges while implementing an ERP system, and look at the ERP vendors and industry trends. Course Text Book: Motiwalla, L. & Thompson, J. Enterprise Systems for Management. Chapter 1: Introduction to Enterprise Systems for Management. References: Motiwalla, L. & Thompson, J. Enterprise Systems for Management. Second Edition. ISBN – 13: 978-0-13-214576-3. Pearson Education Inc. New Jersey, USA. Gregg, B. (2014). Systems Performance: Enterprise and the Cloud.ISBN-13: 978-0-13-339009-4. Pearson Education Inc. New Jersey, USA. Gronwald, K. (2017). Integrated Business Information System: A Holistic View of the Linked Business Process Chain ERP-SCM-CRM-BI-Big Data. ISBN: 978-3-662-53290-4. Springer Nature. Berlin, Germany. 5|Page Lectures and Annotations: Preview In the early days of ERP implementation most management did not understand the magnitude of issues an organization has to consider before, during, and after implementation. ERP systems are very different from conventional packaged software, such as Microsoft Office and others. There are no shortcuts when it comes to implementing an enterprise system. Enterprise Systems in Organization Business organizations have become very complex and their business needs can no longer be supported by one single Information System. Information Systems are a critical component of a successful organization today. Management is generally categorized into three levels: Strategic, Mid-Management and Operational. Information Systems provide a high level of computer automation to support business functions such as: Figure 1 - Management Pyramid with Information Requirements 6|Page  Information Silos and System Integration Over time, Information Systems create a hodgepodge of independent non integrated systems ultimately creating bottlenecks and interfering with productivity. Organizations need to be agile and flexible and will require their information systems to have integrated data, applications, and resources from across the organization. To compete effectively, organizations have to be customer focused. This requires cross- functional integration among the accounting, marketing and other departments of the organization. Enterprise Resource Planning (ERP) Systems What is an ERP System? Enterprise Resource Planning Systems are the first generation of enterprise systems meant to integrate data and support all the major functions of organizations. ERP systems integrate various functional aspects of the organization as well as systems within the organization of its partners and suppliers. The goal of an ERP system is to make the information flow dynamic and immediate, therefore, increasing its usefulness and value. Figure 2 – Components of ERP Systems 7|Page  Figure 3 – Integrated Systems – ERP Another goal of ERP is to integrate departments and functions across an organization into a single infrastructure that serves the needs of each department. ERP systems replace an assortment of systems that typically existed in organizations. (Accounting, HR, Materials Planning, Transaction Processing, etc.). ERP solves the critical problem of integrating information from different sources and makes it available in real-time. Evolution of ERP 8|Page Business Process and ERP A crucial role of ERP in business is to better position the organization to change its business processes. ERP software has hundreds of business processes built into the logic of the system which may or may not agree with current processes of an organization. When implementing an ERP system, organizations have two choices: o Change business processes to match the software functionality. o Modify the ERP software to match the business processes. ERP Systems Components Figure 4 – ERP Components 9|Page  Figure 5 – ERP Components Integration ERP Architecture The architecture of an ERP system influences the cost, maintenance, and the use of the system. A flexible architecture is best – it allows for scalability as needs change and grow. A system’s architecture is a blueprint of the actual ERP system and helps the implementation team build the ERP system. If purchased, ERP architecture is often driven by the vendor but other IT architectures are driven by organizational strategy and business processes. Figure 6 – Example of ERP Architecture at Large University 10 | P a g e  Figure 7 – Logical Architecture of an ERP System Figure 8 – Tiered Architecture Example of an ERP System E – Business and ERP Figure 9 – E – Business and ERP 11 | P a g e System Benefits of an ERP System Integration of data and applications across functional areas (i.e., data can be entered once and used by all applications; thus improving accuracy and quality of the data). Improvements in maintenance and support as IT staff are centralized. Consistency of the user interface across various applications means less employee training, better productivity, and cross-functional job movements. Security of data and applications is enhanced due to better controls and centralization of hardware. System Limitations of an ERP System Complexity of installing, configuring, and maintaining the system increases, thus requiring specialized IT staff, hardware, and network facilities. Consolidation of IT hardware, software, and people resources can be cumbersome and difficult to attain. Data conversion and transformation from an old system to a new one can be a tedious and complex process. Retraining of IT staff and end users of the new system can produce resistance and reduce productivity. Business Benefits of an ERP System Increasing agility of the organization in terms of responding to changes in environment for growth and maintaining market share. Information sharing helps collaboration between units. Linking and exchanging information in real-time with supply-chain partners improves efficiency. Better customer service due to quicker information flow across departments. 12 | P a g e  Efficiency of business processes are enhanced due to the re-engineering of business processes. Business Limitations of an ERP System Retraining of all employees with the new system can be costly and time consuming. Change of business roles and department boundaries can create upheaval and resistance to the new system. ERP Implementation (Business Process Management) Business Process Management is the understanding, visibility, and control of business processes. BPM has a prescribed methodology that should be followed to help document business processes and understand their use throughout the business. Improved business processes may result in: o Improved customer satisfaction. o Reductions in cost. o Increased productivity by allocating resources to more value-added activities. ERP Implementation (Life Cycle) The key to a successful implementation is to use a proven methodology, take it one step at a time, and begin with the planning and understanding the ERP life cycle. ERP system implementations are very risky, and using a well-defined project plan with a proven methodology will assist in managing those risks. There must be a strong well-communicated need to make the change from the existing information systems/applications to an ERP system. 13 | P a g e  Figure 10 – ERP Life Cycle Figure 11 – ERP Implementation Methodology Figure 12 – Product Life Cycle Software and Vendor Selection It is best for an organization that does not have the experience in developing ERP systems to purchase one on the market. Before selecting a vendor, the organization must carefully evaluate its current and future needs in enterprise management systems. Review the organizations existing hardware, network, and software infrastructure, and the resources available for the implementation. Vendor Evaluation Business functions or modules supported by their software. Features and integration capabilities of the software. 14 | P a g e  Financial viability of the vendor as well as length of time they have been in business. Licensing and upgrade policies. Customer service and help desk support. Business functions or modules supported by their software. Features and integration capabilities of the software. Financial viability of the vendor as well as length of time they have been in business. Licensing and upgrade policies. Customer service and help desk support. Operations and Post – Implementation Going live (“Go - Live”) is one of the most critical points in a project’s success. It is vital to focus the efforts of all project teams to ensure that task and activities are completed before going live. o This allows project management to address any outstanding issues that may jeopardize the Go-live date. o This involves a readiness process that needs to include as many team members and appropriate users and managers as possible. Five Areas of Stabilization that are Important 1. Training for End – Users. 2. Reactive Support (i.e., Help Desk for Troubleshooting). 3. Auditing Support to make sure data quality is not compromised by new system. 4. Data fix to resolve data migration and errors revealed by audits. 5. New features and functionalities to support the evolving needs of the organization. Project Management Figure 13 – Project Management Triangle 15 | P a g e People and Organization Project Management For an ERP system to be implemented successfully, project management must provide strong leadership, a clear and understood implementation plan, and close monitoring of the budget. Consultants It is often the case for organizations without much ERP implementation experience to use implementation partners such as consultants. Change Management This helps prepare for changes to how business is done. In implementing new systems, communicating, preparing, and setting expectations is as important as providing training and support. Business Process Re – Engineering Business processes will need to be changed, adjusted, or adapted to the new system to use the functionality of an ERP system fully. Global, Ethical and Security Management Outsourcing overseas, ethical issues and problems with system security have also attracted a lot of attention in ERP implementation. ERP Vendors 1. SAP SAP is the recognized global leader among ERP vendors with over 12 million users. Its solutions are for all types of industries and for every major market. www.sap.com 2. Oracle / Peoplesoft As the second largest ERP vendor, Oracle provides solutions divided by industry category and promises long-term support for customers of PeopleSoft- (acquired in 2004). www.oracle.com 16 | P a g e  3. Infor The world’s third largest provider of enterprise software. It delivers integrated enterprise solutions in supply chain, customer relationship and suppliers management. 4. Microsoft Dynamics Formerly Microsoft Business Solutions or Great Plains, Microsoft Dynamics is a comprehensive business- management solution built on the Microsoft platform. Microsoft Dynamics integrates finances, e-commerce, supply chain, manufacturing, project accounting, field service, customer relationships, and human resources. 5. Lawson Industry – tailored software solutions that include enterprise performance management, distribution, financials, human resources, procurement, and retail operations. www.Lawson.com 6. SSA Global Acquired Baan in 2004. They claim to offer solutions that accomplish specific goals in shorter time frames and are more efficient with time. 7. Epicor This company provides enterprise software solutions for midmarket companies around the world. Claims to have solutions to a variety of needs, whether a customer is looking for a complete end-to-end enterprise software solution or a specific application. Software Extensions and Trends As e – Business firms started growing bigger with advanced needs in HR, accounting, and warehousing, non-ERP vendors were unable to support their requirements. ERP vendors were starting to expand their functionality to the Internet and e- Business. Intense competition and fluctuating sales have forced the ERP vendors to expand functionality to add value. 17 | P a g e  The saturation of the demand in big business and the lucrative nature of the small and midsized business markets have led vendors like SAP and Oracle to enter the small business market. SOA implementation will continue to grow as a factor in ERP purchase decisions because vendors are using creative marketing around product strategies versus buying what is currently available. Another shift is toward recurring and variable revenue models - Maintenance charges driving industry growth. The other major revenue shift is toward software as a service or hosted subscription- based applications. Social networking and open-source software solutions are also poised for significant growth. Implications for Management ERP systems implementation is a complex organizational activity. o Important to evaluate and learn from the successes and failures. o Managing risk is all about keeping project focus and clear communications throughout the organization. ERP systems implementation requires strong project management oversight. ERP systems provide improved and added functionality for an organization. ERP systems are set to proliferate globally. XDXDXDXDXDXDXDXDXDXDXDXDXDXDXDXDXDXDXDXDX Assessment: Class Standing Recitation 10% 18 | P a g e  Quizzes 20% Individual Activity 30% Group Activity 20% Life Activity 20% Total: 100% Criteria for Exercises and Life Activity Presentation / Explanation 10 Points Creativity / Techniques 10 Points Punctuality 5 Points Total: 25 Points Activity Format and Submission: 1. Word Processing Format Paper Size : Long (8.5 x 13); Letter (8.5 x 11) Font Style : Arial Font Size : 12 Alignment : Justify Margin : Normal Line Spacing : 1.5 2. Handwritten Format Use Long or Short Size of Bond Paper Use Black Ink Write in Print not in Cursive Use Margin, Alignment, and Spacing Manually 3. Submission of Assignment and Activities Attach via Google Classroom References: Motiwalla, L. & Thompson, J. Enterprise Systems for Management. Second Edition. ISBN – 13: 978-0-13-214576-3. Pearson Education Inc. New Jersey, USA. Gregg, B. (2014). Systems Performance: Enterprise and the Cloud.ISBN-13: 978-0-13-339009-4. Pearson Education Inc. New Jersey, USA. Gronwald, K. (2017). Integrated Business Information System: A Holistic View of the Linked Business Process Chain ERP-SCM-CRM-BI-Big Data. ISBN: 978-3-662-53290-4. Springer Nature. Berlin, Germany. 19 | P a g e