Microsoft Dynamics NAV takes over the reins of your company

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1 Microsoft Dynamics NAV takes over the reins of your company

2 In the wake of your company s needs Competitiveness in the market is increasing, and the pace of business environment s growth requires searching for new solutions in order to maintain or improve the company s market position. Innovativeness is becoming more and more important, so does professionalism and actions quickness. In order to meet the market demands various systems are deployed, which aid company s functioning and its communication with closer and further background. Companies realize that managing all the areas must function without fault. This is why, in order to increase the operational possibilities, develop services and solutions, the majority of companies decide in the first place on implementing ERP-class systems. According to Gartner, one fifth of the business software spending in 2012 was to fall on implementation or modernization of ERP systems. ERP-class systems are IT solutions aiding company management through efficient flow of data, information and resources. Deploying ERP solutions can touch all or some of the company s business activities. The systems allow for gathering data and performing operations connected with, among others, analysis, modifying and reporting. Integration of processes and information helps in maintaining better communication between the company s employees, processes taking place and making accurate decisions, which have direct influence on gaining advantage over competitors. NAV ERP class systems (Enterprise Resource Planning) are integrated, modular IT systems. They consist of independent, but cooperating applications. The common element of all modules is the database. Get to know the optimal solution Business is a change and need for development. The ERP market also follows the changes, diverging from software straining the company s IT system, endless deployments and postdeployment fixes. It is essential to have a conscious approach to ERP systems, which means choosing a solution that makes the foreseen profits overtake the costs of deployment, and allowing the company for freely pursue its business objectives. Currently over 300 thousand clients uses the MS Dynamics NAV solutions, which are well-suited to the needs of domestic markets, in order to achieve success and overtake the competitors. Source: MS Dynamics Brochure,

3 Microsoft Dynamics NAV is a complex system, which simplifies quick association of data coming from many sources inside the company or located in various departments in the country or abroad. This easy to operate software for managing business cooperates with other systems and develops with the company in order to provide clients with long-term benefits. It can be easily customized to the individual needs, extended and integrated. NAV The Microsoft Dynamics NAV system easily integrates and cooperates with other products of Microsoft, such as MS Office or MS SharePoint platform. The solutions integration translates to optimizing cooperation and sharing information with other employees. The database platform is Microsoft SQL Server, which accommodates the data gathered in MS Dynamics NAV. Convenient access - always and everywhere Microsoft Dynamics NAV Web Client allows for using current data from every place, which has access to the Internet. Insight into gathered materials, modifying and processing them are provided by the logging interface, which is visually similar to Microsoft Dynamics NAV Windows Client and can be further customized according to the user s preferences. Microsoft Dynamics NAV Web Client doesn t replace Microsoft Dynamics NAV Windows Client, but complements its capabilities. Areas of application Microsoft Dynamics NAV offers integrated functions, which supports solutions for different company s needs. Production Planning production (material and time demand) Multilevel summaries of components and lists of materials needed for production (BOM Bill of Materials) Managing all warehouse positions Defining iteraries (list of prodution operations) and assigning working places Simulating and planning commisisions Placing orders and planning production accordingly Effective production management Cost budgeting Analysing the load/availability of work places 3

4 Managing finances Servicing many companies and tools aiding creation of consolidated reports Flexible mechanism of defining accounting periods and VAT periods Servicing analytical dimensions allowing for detailed description of economic events such as: cost category, area/region of sales Effective maintanance of booking and accounting entries Managing money flows Mechanisms aiding the control of receivables and obligations (daily balance, balance confirmation etc.) Vindication remainders and interest notes, defining various scripts (vatiants) of actions Asset management Servicing accounts and bank transactions Multicurrency and automatically booking the exchange rate differences Budgeting using accounts plan and analytical dimensions Financial reporting Managing the delivery chain Defining suppliers and the conditions of supplies provision Specifying the way of supplies provision (purchase/production/completion/moving) Planning deliveries and defining planning parameters (min/max quantity, minimal supply etc.) Servicing inquiries Servicing bulk orders Recording and monitoring of purchase orders Recording and monitoring of supply Purchase documents flow with a possibility to set limits for users, add attachments and delegate rights Warehouse and inventory management Warehouse Management System Managing human resources Records of resources and competences (skills) Defining resource groups Planning of availability Records of absence Monitoring and scheduling Full HR and payroll module (dedicated to the Polish market) 4

5 Managing relations with clients Managing data related to customers and sales Creating marketing campaigns Creating service resources Forecasting and tracking marketing trends Support for bulk order contracts (fixed) Recording and monitoring orders Placing orders and quick delivery schedules (purchase/production) Planning and recording supplies Invoicing Circulation of documents with the ability to control buyer s credit limits, append attachments and delegate rights Managing contracts and service agreements Managing projects Defining the structure of the project/task Budgeting cost and time Planning the availability of resources Recording and assigning tasks Keeping track of resource use Predicting the availability of resources Monitoring the implementation Invoicing Clearance of the project/task Implementation of ERP system, preparing company for changes Pre-deployment actions should concentrate on analysis of all key areas of the company. Critical approach to grading the company s business actions is essential, as it allows for recognizing its weaknesses, and in consequence improve the functionality and gaining measurable benefits. Good project preparation is mainly describing a suitable way of implementation and choosing good deployment partner. JCommerce s specialists possess adequate knowledge and qualifications to efficiently deploy the Microsoft Dynamics NAV solutions in various IT environments. They effectively bring together the SCRUM methodology with dedicated Microsoft Dynamics SureStep methodology in order to make the deployment process go smoothly and flexibly. Thanks to that the client can control the work progress and correspondence with agreed assumption on the ongoing basis. 5

6 Microsoft Dynamics SureStep The Microsoft Dynamics SureStep implementation process for ERP solutions consisting of six phases, beginning with Diagnostics, ending with Starting the system. Using SureStep guarantees minimizing the deployment time, lowering costs, minimizing risk and increasing the client s satisfaction. Particular phases of SureStep demand a close cooperation between all the teams responsible for subsequent steps of deployment. The first phase provides a possibility to present chosen solutions, which can be verified by the client. Agreed guidelines become the key elements of a schedule. Additionally, in the phase of Analysis and Deployment, trainings on the solution s functionality take place. Examining the company s environment, analysis of its activities, preparing a suggestion of changes and a schedule. Diagnostics Analysis of business processes taking place in the company and abnormalities, which will be reduced thanks to using MS Dynamics NAV, describing actions improving the work. Analysis Preparing solutions to implement in the system, which will become an integral component of the company s business environment. Designing Introducing the solution from the Designing phase to the system, functional tests on the side of deployment team and the client. Programming Deploying the system to the client s business environment, data migration, configuring and optimizing the new solution. Deployment Starting work in the new system with the aid of the deployment team. System s start 6

7 The SCRUM methodology The foundation of SCRUM is a division of work related to deployment into shorter iterations, lasting from one week to a month, after which consequent, more refined parts of the final solution are provided. Each period of the deployment process is called a Sprint, and it s appointed after a careful analysis of the user s requirements list (User Stories) and prioritizing them by the Product Owner (the client, at whose place the deployment is being performed). Division of work is done according to Spring Planning. Each Spring ends with a summarizing meeting, during which the results of the deployment team s work are presented. Moreover, a maximum 15-minutes Daily Scrum, which aims to summarize the last day s work, is an integral part of the methodology. 24 h User Stories Analysis 4 tyg. Sprint sum up Sprint Planning A part of final solution JCommerce s suggested deployment of Microsoft Dynamics NAV using the SCRUM and SureStep methodologies, which guarantee: Choice of an appropriate solution for previously analyzed requirements Completion of the project in accordance with the agreed timeframe Flexibility of introduced changes during the project Full insight into the project progress Good relations in the project team Reducing the time spent on various administrative tasks 7

8 Benefits of the deployment Deploying the Microsoft Dynamics NAV solutions facilitates company management and has a positive impact on functioning of its particular areas. The basic benefits include improving transparency and wider access to information, optimizing the management of contacts with clients, better management of stocks and lower IT costs. Moreover, MS Dynamics NAV allows for interface personalization, which in turn enables changing the system s components according to the user s needs, including changing the language and currencies, and the integrity between the application and other Microsoft s solutions has a positive impact on the ongoing tasks control. PROFIT The detailed characterization of the key benefits: Improving data transparency and better access to information Increased productivity resulting from the effective use of information, assess to current data, their smooth flow, and ease of analysis and faster business decisions Savings on the level of direct costs due to the transparency of all expenditures, and in consequence elimination or reduction of certain costs More efficient company management The ability to use data from any location with Internet access, by logging in via Microsoft Dynamics NAV Web Client Optimization of customers contacts management Quick response to customer s inquiries regarding the status of orders and deliveries Automation of the process of submitting and monitoring contracts Obtaining accurate sales analyses Improving the quality of customer service Better inventory management Greater transparency of storage and production More efficient use of materials for production Reduction of inventory levels More efficient definition of real, planned date of delivery to the customer Lower costs of IT service Saving time required to manually move data between Microsoft Office, CRM, and other applications Proper functioning of the company s entire IT infrastructure Minimizing administrative activities Short implementation time, appropriate package of training and implementation services 8

9 Case Study system deployment The factor standing behind the decision to deploy a new ERP system in Medim was its dynamic growth in the last few years and in consequence increasing the demands from ERP system. The existing solution was not able to fulfill the requirements coming into existence in the light of big changes taking place in the organization itself, and its background. Solution Microsoft Dynamics NAV has defeated many competitors thanks to its very wide and complex functionality available in the standard version, and full flexibility in the scope of adjusting the system to the client s individual needs. Another essential issue, save for the choice of the system, was to choose a suitable partner the company, which could efficiently and professionally go through the whole deployment process. Deployment of the MS Dynamics NAV system was conducted according to the agreed schedule, which assumed that all the planned works would have finished in six months. The deployment plans started with a detailed processes analysis in February 2012, while start of the production system took place in June, and the whole project has closed by the beginning of August (after finishing a 2-month starting assist period). The developed conception of system deployment assumes its start in all areas of the company s activities and contained: Purchases, Warehouse, Sales, Bookkeeping, Resource Management, and Administration. The Medim Sp. z o.o. company was founded in 1990 as one of the first Polish private businesses providing the health service with medical equipment. In Poland it is the sole representative of several world-leading manufacturers of medical products. Medim s offer include consultancy and specialistic support for clients, application, user, and operating trainings, delivery of equipment, devices, medical systems, installation and montage of devices, and technical service. Medim is an active member of Business Centre Club and All-Poland Medical Products Chamber of Commerce POLMED. All the processes defined in the analysis step were successfully mapped in the new system, and its end functionality was rated as fully consistent with agreed assumptions. For the needs of deploying MS Dynamics NAV in Medim, numerous modifications and additional interfaces were prepared, whose aim was to adapt the system s standard functionality to the requirements raised during analysis.. Ewa Marasek, Chief Accountant Deputy, Medim Sp. z o.o. Functionality of the deployed system is accordant to your expectations, and the whole deployment process has been conducted very efficiently. The deployment of a new system allowed us to have a wider perspective on the company s actions results and see problems, which couldn t be identified earlier. The standard of managing the company s finances rose significantly, and so did the standard of managing the warehouses, in particular medical products identified by serial numbers and lot numbers with expiration dates. We highly value the knowledge and experience of JCommerce s consultants and their knowledge of business processes in practically all areas of our company s activity. 9

10 Business benefits Automating actions Processes of importing data to the file system in.xls/.xml format (supplies, components, purchase and sales pricings, orders) Update of purchase prices in PLN based on current exchange rate and price in the currency suggested by supplier Export of demo sets components intended for renting Automation of the process of creating files of supplies, purchasers, suppliers, information about serial numbers and batch of computer sets Improving control Keeping track of serial numbers, batch numbers and expiration dates in the trade of medical items (purchase, sales, service) Servicing serial numbers, batch numbers, and expiration dates for sets components Detailed bill of results using analytical dimensions (among others: department, contract, employee, cost carrier) Monitoring of the process of allowing medical products to be traded Mechanism of control of the purchase for clients blocked by a vindication department Detailed record of the wares turnover Thanks to deploying MS Dynamics NAV, Medim gained measurable benefits in the areas of operations and control, improvements in the report system has been made and changes, which helped in effectively manage processes in the company have been introduced. Ease and convenience of reporting Account sheets fully defined by the user Set of ready to use reports generating needed statements Printouts of documents fully compatible with the client s requirements Improvement of process Records of warehouse documents, multi-year contracts for the product supply and control of their implementation Records of equipment rentals (own and entrusted) Installment sales service Service of sales of the wares for change and promotional actions using special prices Automatic creation of purchase orders from suppliers with panned delivery booking Procedure of dividing the sales and own costs into several salesmen Bank interface 10

11 JCommerce - Microsoft Gold Certified Partner We are an IT company, which has been specializing since 2005 in, among others, designing and deploying ERP-class systems at clients representing various backgrounds, starting with small and medium-sized businesses, ending with multinational corporations. We effectively bright together technical competences and business knowledge. Our specialists accompany and advise the clients on each step of the ERP system deployment process. Additionally, being a Microsoft partner, we offer the full spectrum of solutions cooperating with ERP systems, such as Business Intelligence systems, CRM, mobile and desktop applications. We possess the title of Microsoft Gold Certified Partner, which is a confirmation of our knowledge and competences in the following areas: Business Intelligence Data Management Solutions Custom Development Solutions ISV/Software Solutions Mobility Solutions Microsoft Dynamic NAV and Microsoft Dynamic AX JCommerce SA Tadeusza Koœciuszki 227 Street, Katowice, Poland tel.: fax: Offices Warszawa, Kraków, Rzeszów Contact our IT Outsourcing Manager: Pawe³ Mikler mobile:

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