Documenting Your Current Process is a Waste of Time and Money

Documenting your current processes can be a waste of time and money.

When we are preparing the project plan for conducting a selection project, one topic that is always discussed is whether the client needs to document the existing processes before starting the selection engagement. We believe that the answer to this question is “NO”. Let me explain why:

Our research indicates that clients who engage us to assist them with a software selection have know for at least two, and more likely three years, that they need to replace their software. The decision to replace software requires a significant amount of time and money.

During this period of dissatisfaction, various workarounds are added to address the weaknesses of the system. This includes external applications that are bolted on or developed in-house, applications that are purchased and not integrated, workarounds developed using Excel spreadsheets and more. In other systems we see comment field crammed with actionable information since this is the only place that users have for storing this important information. Unfortunately, if users have not read these instructions or follow the instructions errors will occur in handling orders. To prevent this from occurring more ad-hoc systems or procedures are implemented.

Investing significant time and money in documenting and flowcharting doesn’t result in a better set of requirements. At the Brown Smith Wallace Consulting Group, we have developed process outlines that reflect the standard process flows that the most new ERP packages will follow. We use these outlines to conduct interviews with groups of users to aid us in developing the requirements for a new ERP package. Typically users like to tell us what their software doesn’t do and how hard it is for them to get the right job done on time. These process indexes help us to keep the focus on the process and not the flaws of the current system.

Having a flowchart of the existing system only helps us to understand how dysfunctional the existing system is. It doesn’t help create the vision of the future state of the business. This doesn’t occur until they see demonstrations of new systems and the capabilities that are available to them. Only then can they start to understand the value of the new processes incorporated into the new software.

So if you know your current system needs to be replaced, start by documenting the requirements to achieve the future vision and do not document the past that you want to replace.

Managing ERP Implementations Differently

CIO Magazine recently published an interesting article about why legacy ERP systems need to be managed differently. Though this article uses examples from very large ($1B+) companies running SAP the author made several observations that are true for the typical wholesale distributor:

1. ERP packages that have been heavily customized can't be upgraded.
2. Maintenance investments are wasted as you can't benefit from new enhancements
3. New technologies (cloud computing, mobile apps, social media) are changing how ERP is delivered
4. Analytics and utilization of data is the new "killer app"
5. Implement new ERP software and don't customize it this time change your process instead.

If you are using older ERP software that can be upgraded because of the customizations read this article.

CIO Magazine: ERP_How_and_Why_You_Need_to_Manage_It_Differently?

Congratulations to the Fall 2009 Virtual Tech Fair Show Prize Winner

The Brown Smith Wallace Consulting Group would like to congratulate our show prize winner for attending the Virtual Tech Fair on October 14 and 15, 2009. Suzanne M Lomas from The R.M. Wright Company Inc. received a Nikon CoolPix S630 Camera, Camera Bag, and 2 year warranty.

Suzanne first heard about the Virtual Tech Fair event from an email sent by the Consulting Group and decided to register after a partner suggested it. Their company had recently implemented a system and was curious about other software that is available to the industry. Suzanne said, “I like the idea of Virtual Tech Fairs and the setup. I was able to easily familiarize myself with the format. I think chatting and networking with others will become a common venue for these types of events.”

Suzanne found the industry experts and topics at the Virtual Tech Fair to be interesting. Educational presentations available to attendees included “Using Best Practices to Accelerate Business Performance” presented by Barry Lawrence (Texas A & M University), “Top Technology Trends Transforming Distribution and Manufacturing” presented by Corbin Ball (Corbin Ball Associates), “Value of Strategic Pricing for Distributors” presented by Dan Kaminstein (Activant), “Software Selection Studies” presented by Steve Epner and Jeff Gusdorf (Brown Smith Wallace Consulting Group), “Information Technology in Today’s Distribution Environment” presented by Rodney Winger (Epicor), “Enterprise Explorer Overview” presented by IFS, “Leading the Changing Distribution Industry” presented by Gary Rippen (Infor), “Sustainability for Business Sake” presented by Larry Negrich and Jennifer Pollard (Microsoft Dynamics), and “How to Reduce Material Levels and Manage Production Schedules More Effectively” presented by Pete Zimmerman (VAI).

Not only did attendees like Suzanne enjoy learning more about industry topics but they were able to interact with leading software companies. Companies who participated included Activant, Epicor, Infor, IFS, Microsoft Dynamics, and VAI.

Even if attendees did not have the time to attend the event the two days it was broadcast live, they still have the opportunity to view the booths and presentations through the archive. Suzanne felt like an event like this helps in the research of different software packages. If you would like to learn more then visit www.virtualtechfair.com.

About The Author
Sara Nelson is a senior consultant and marketing coordinator in the Brown Smith Wallace Consulting Group. She is responsible for developing content for the software distributor website, generating leads and traffic, writing articles for industry publications, and creating marketing materials. She has experience in web development, customer relations, coordinating marketing campaigns, and designing print materials. She is a graduate of Southern Illinois University at Edwardsville with a Bachelor of Science degree in Business Administration with an emphasis in Marketing.

About The Brown Smith Wallace Consulting Group
The Brown Smith Wallace Consulting Group has been serving the distribution community for more than 20 years through the publication of the Distribution Software Guide, speaking at industry programs, giving free telephone advice to distributors, and providing fee-based consulting services to companies who need help selecting the best software packages for their business. For more information visit www.software4distibutors.com.

SAVE THE DATE: Virtual Tech Fair October 14 and 15, 2009

The Brown Smith Wallace Consulting Group will present their fourth virtual trade show on October 14 and 15, 2009. The show will be staffed from 8am to 6pm central time. For more information on the show or to register visit www.virtualtechfair.com.

The Virtual Tech Fair® takes the most successful elements of a live trade show and translates them into the virtual world of the Internet - - all at no cost to the attendee from the comfort of their own office or home.

Participants will be able to explore best practice advice from industry consultants, application experts and vendors. The Show features a floor dedicated to the leading software solutions. Attendees can stop by and see the Brown Smith Wallace Consulting Group booth for thirty minutes of free consulting.

The Virtual Tech Fair education sessions are designed to provide information on a variety of topics and will include keynote presentations with live Q & A sessions starting each day at 12:00pm central by Barry Lawrence and Corbin Ball.

• Dr. Barry Lawrence leads the Supply Chain Lab at Texas A & M University and is the leader in supply chain research in the U.S. His program titled “Using Best Practices to Accelerate Business Performance: Optimizing the Results of Your Sales Effort to Maximize Profits” will help attendees get more out of their sales force, improve profitability on a customer by customer basis, and use pricing as a competitive weapon.

• Corbin Ball will present on “The Top Technology Trends Transforming Distribution and Manufacturing.” His program helps attendees to understand the important technology trends and learn steps to prepare for these changes to be able to work more efficiently and effectively. Corbin Ball is an international speaker, consultant, and writer. His articles have appeared in hundreds of national and international publications.

For samples of education sessions visit www.virtualtechfair.com/education-center/default.html.

About The Brown Smith Wallace Consulting Group
The Brown Smith Wallace Consulting Group has been serving the distribution community for more than 20 years through the publication of the Distribution Software Guide, speaking at industry programs, giving free telephone advice to distributors and providing fee-based consulting services to companies who need help selecting the best software packages for their business. For more information visit www.software4distibutors.com.

Everest Software Announces Acquisition by Versata

Everest® Software, the award-winning provider of a fully integrated business operating system for small and medium-sized businesses (SMBs), today announces their acquisition by Versata Enterprises, a leading provider of enterprise software solutions.

Founded in 1994, Everest Software developed the first all-in-one small business management solution for small and mid-sized businesses. Designed specifically for retail, wholesale and distribution companies, Everest automates all operations of a growing business including Accounting, Inventory Management, eCommerce, Services, Sales Force Automation, CRM and Point of Sale. Everest Software is the winner of numerous awards, including the SIIA Codie Award for “Best Business Software Product.”

At the direction of Edwin Miller, President & CEO of Everest Software, Everest placed a high emphasis on a customer centric focus and customer outreach, resulting in an expense reduction of fifteen percent and a top line revenue growth of twenty percent to profitability.

“In the past two and half years Everest has achieved remarkable results in both growth and profit, even in a recessionary market. This was accomplished by differentiating models, through sales and marketing and by adoption of agile development methodologies and a keen focus on the customers. Customers enjoyed the release of a market leading eCommerce platform and the first ever Everest World user conferences with hundreds of customers participating. Everest World will continue as planned this fall,” said Edwin Miller, President & CEO of Everest Software.

Under the acquisition, Everest will operate as a stand-alone entity with a dedicated customer service and product team. With a strong focus on customer success, the integration will begin with the implementation of Versata’s Customer Success program, focused on creating and maintaining successful customer relationships by aligning product development with customer priorities.

“Versata’s Customer Success program demonstrates a relentless focus on the customer. It will provide dramatic expansion to the Customer Outreach programs that Everest began in 2007. This is an exciting opportunity for our customers and employees,” said Paul Gallagher Vice President of Marketing.

Everest investors have been instrumental in the success of Everest Software. John Burton, Managing General Partner, Updata Venture Partners; Tim Guleri, General Partner, Sierra Ventures; Andy Jones, General Partner, Boulder Ventures and Donald Peck, Managing Director, South Asia, Actis Capital LLP are all respectfully recognized for their firm commitment to Everest Software and for their astounding vision for the SMB Market. Burton’s unwavering commitment and thoughtfulness coupled with his keen business insight has allowed the company to grow and prosper, even in the current economic climate. Guleri’s focus on the technology behind Everest led to the next generation platform behind a market leading eCommerce platform. Jones’ financial model drove Everest to become a profitable business. Peck’s early support for the company vision was key to enabling Everest’s start.

Bijal Mehta and Sanjay Shah are respectfully recognized for their contribution as founders of Everest Software (formerly known as iCode), and for their vision, passion, and hard work in building the company and its products, as well as their assistance facilitating this monumental merger.

Ali Jani is respectfully recognized for his contribution as the founder of Everest Software (formerly known as iCode), and for his vision, passion, and hard work in building the company and its products, as well as his assistance facilitating this monumental merger. Jani’s dedication to the customer and to the product has been unwavering in his thirteen year tenure with Everest. Without Ali’s vision for the product and insight into the SMB market, Everest Software would not be the market leader that it is today.

Everest Software would like to formally recognize several employees that have been key to the growth and success of the company. Mike Berry, Shubhradip (Sean) Chatterjee, Anita Vettickal, Dhiren Chhapgar, Diana Hess, Steven (Phillip) Kennedy, Nayan Mansinha, Rashmo Mehra, Anand Panchamia, Murali Rajendran, Kim Seiger, Jay Vanikar and Ryan Brown are all to be commended on their commitment to the company and product.

About Everest Software
Everest® Software enables companies to manage every function of their business more effectively. This single solution, fully-integrated business management software application addresses the challenges of growing small to medium businesses (SMBs), primarily in retail and wholesale. Customers can dramatically increase their efficiency and profitability with a solution that provides a remarkably rapid return on investment. Everest Software was a finalist for a 2006 American Business Award in the category “Best New Computer Software Product” and is the proud winner of numerous awards including the SIIA Codie Award for ”Best Business Software Product.” For more information, please visit http://www.everestsoftwareinc.com/, e-mail us at info@everestsoftwareinc.com or call us at 1.800.382.0725.

For More Information Contact:
Lindsay Barrett
(703) 234-6697
LBarrett@everestsoftwareinc.com

Activant Solutions Introduces Prophet 21 version 12.0

Enhanced User Interface Drawing Rave Reviews

Activant Solutions Inc. announces the availability of Activant® Prophet 21® software version 12.0.

"Before we began writing code for Prophet 21 version 12.0, we did an in-depth analysis of industry trends, including having extensive conversations with our customers, to determine what features to include," said Kevin Roach, executive vice president of Activant. "Our goal with this release of the Prophet 21 software is to help distributors increase efficiencies in their business, helping them through this recession so they will be positioned to take advantage of the opportunities expected to arise during the economic recovery."

Currently more than 1,500 distributors have invested in Prophet 21 software, making it a leading enterprise software solution for the distribution industry. Prophet 21 version 12.0 builds upon existing functionality and is designed to further assist distributors increase sales, improve customer service and reduce operating expenses. Among the many features in Prophet 21 version 12.0 is an enhanced user interface.

"There are a lot of great features in Prophet 21 version 12 that allow us to streamline our processes," said Michael Dean, IT Manger for Power & Pumps Inc. in Jacksonville, FL. "The search bar and my menu options improve our workflow and make it easier to move through the system."

Jennifer Buschmann, president of EA Buschmann Inc. in Lewiston, ME, agrees: "The updated user interface has a lot of potential for the user to customize screens to fit the individual user’s specific needs," she said. "The extended description view and field chooser features are two features we are extremely excited to have."

Many Valuable Features

In addition to the enhanced user interface, new customer relationship management (CRM) tools provide ready access to information, allowing users to streamline their day-to-day processes while improving customer service.

Attributes of the Prophet 21 software's production order and secondary processing functions have been combined into a labor tracking, job costing process that provides true light manufacturing capabilities. Distributors may assign technicians, track labor costs, and issue necessary material through a series of processes that manage the entire production process, whether the manufacturing stages are completed by the distributor or a third party.

The Wireless Warehouse Management Solution (WWMS) Workbench capability is designed as a tool for the warehouse manager/supervisor to dynamically manage the flow of transactions within their warehouse operation. The workbench is a dynamic list of transactions ready to pick that can be sorted, grouped and moved about in an ad hoc manner. Transactions at the top of the list can be quickly pushed to an available employee. Other warehouse tasks are also displayed and sorted by a user-defined hierarchy and can be pushed to the employee in the warehouse in accordance with that hierarchy. Also, the workbench feature has the capability of dynamically creating group pick tickets, providing a command and control tool for dynamic management of the warehouse picking workload, and providing the capability to push higher priority tasks to available “picking” employees while organizing and balancing usual pick loads. This feature increases the visibility of pickers' tasks, their progress, and their overall performance.

Further enhancing the international capabilities of the Prophet 21 software, Activant has added multi-lingual functionality which allows users to dynamically translate terms used throughout the application. This feature helps increase user productivity by enabling them to use the system in their native language.

To find out more about the Prophet 21 software, visit distribution.activant.com, e-mail distribution@activant.com, or call 1-800-776-7438, press 1.

About Activant Solutions Inc.

Activant Solutions Inc. ("Activant") is a leading technology provider of business management solutions serving retail and wholesale distribution businesses in three primary vertical markets: hardlines and lumber; wholesale distribution; and the automotive parts aftermarket. Founded in 1972, Activant provides customers with tailored proprietary software, professional services, content, supply chain connectivity, and analytics. More than 30,000 customer locations use an Activant solution to manage their day-to-day operations. Activant has operations throughout the United States and Canada, Ireland, and the United Kingdom.

For more information, please visit distribution.activant.com.

Translating Strategy into Action

This webinar presented by Jeff Greenberg, CEO at Ergility Smart Process Solutions, on July 29, 2009 at 2:00pm EST, will discuss both how a strategy guides operations and how an incomplete strategy misguides operations. It will also cover developing an operational strategy, setting strategic priorities, and embedding strategy into EVERY operation and task.

To learn more about this free webinar, go to http://www.software4distributors.com/sage/julywebinar/template_ergility.html.