Linking up the islands in the data stream
Information systems cannot operate in isolation. To get value from data collection or from being better able to communicate with customers, it is essential that new systems are integrated into a company’s overall MIS. Too many printers install technologies to make it easier for their customers to do business with them, only to leave them as islands in the data stream, discrete information collection sites that cannot translate real benefits to the bottom line.
Often the extra business generated by new systems, while generating potential extra income, will overwhelm the existing infrastructure with extra transactions. It is important to ensure that there is an integrated system to handle the extra transactions and reporting required, comments Judy Bell of the Q&P development team (pictured).
At a recent Deloitte breakfast seminar. I attended, the lack of integrated systems was seen as one of the factors that contributed to the demise of a major stationery supplier. The importance of integration is again reinforced in a white paper prepared by SoftResources, a USA based consulting firm which provides a software selection service.
Having separate or only partly integrated systems, be they manual or computerised, for estimating, production, ordering, stock management and accounts, means that extra money has to be expended to keep those systems up to date and in line with each other. Those who have tried it know it is virtually impossible to maintain.
For companies with more than 25 employees a fully integrated system across estimating, production, ordering, stock control and accounts would be seen as a MUST HAVE. From our experiences in installing the full range of modules, there is an expected cost saving in such installations of between half to one staff member whose time can be more productively used in growing the business.
For smaller companies, there is always a juggle between the benefits of integration and the initial expense, though as most systems are modular this can be done progressively. Typically once the Estimating and Production core modules are up and running, the benefits of having Debtors integrate is clearly seen.
It delivers the ability to set Credit limits which reference current account balances, along with being able to block quote time being spent for customers who should no longer to be dealt with, Terms of trading advice and the many benefits of having invoices generated immediately and dispatched with goods, are quickly realised.
The next step of integration is often ordering and creditors, where the importance of tracking orders not received cannot be overestimated. Goods are matched with the invoice number as they arrive. There is also the ability to compare estimated and actual outside work on a job basis. While the path may be different from printer to printer it is important to plan the integration.
Confidence in the ability of your integrated system to handle the extra workload of an expanded business allows for better and faster servicing of your customer needs. It means you actually benefit friom the increase in revenue and not be overwhelmed by the extra work.
Information systems cannot operate in isolation. To get value from data collection or from being better able to communicate with customers, it is essential that new systems are integrated into a company’s overall MIS. Too many printers install technologies to make it easier for their customers to do business with them, only to leave them as islands in the data stream, discrete information collection sites that cannot translate real benefits to the bottom line.