Enterprise Resource Planning software, or ERP for short, can be extremely beneficial for a university. When combined with appropriate university systems such as eLearning and digital signage, ERP provides the University an integrated system to manage its various activities. However, integrating ERP into a university setting can be complicated and time-consuming. Before implementing ERP in a university setting, a department head must first analyze his or her organization’s current processes and determine how ERP will best help the department.
A department head should first determine what departments within the university will gain access to the new ERP software. The most logical departments to investigate are those that will directly benefit from the ERP such as finance, human resources, accounting, and marketing. Other departments that might want to see how ERP would benefit the entire university may include operations, information technology, and maintenance. There may be some cost savings to these other departments by utilizing ERP, and it is a good idea to conduct an audit of the entire organization and identify areas where ERP would create a direct impact. This audit will also provide insight into which departments within the university have the most work to do and how ERP would make their jobs easier.
Once the departmental responsibilities and needs have been defined, the next step is to build a proposal for implementing ERP. Since the system will integrate many functions such as accounting, purchasing, inventory, payroll, research and development, communication, and technical support, the system will require an extensive amount of training and testing before it is implemented. Any changes or modifications that the department wants to make to the ERP software should be negotiated between the IT and department managers.
Any changes to the ERP software should be supported by the department manager. In addition, during the ERP implementation process, management will probably want to change the business processes to reflect the ERP methodology. To accomplish this, management must initiate training and testing activities to train all employees and close out the project at the end of the period of implementation.
During the ERP software implementation, all university IT staff and departments must become familiar with the ERP system. Training can take place through conferences, online courses and in-person training. The majority of software companies have distribution channels throughout the university. Employees can gain hands-on experience by installing the software or learning from the employee trainer. The more the software is used, the more knowledge the employees gain and the easier it becomes for them to install, configure and use the ERP. It is also possible for IT staff to directly train university IT staff on ERP software.
University ERP software vendors allow users to integrate the university system into their systems. For users, this means that they no longer have to implement additional internal ERP modules or custom software solutions. This integration will allow users to seamlessly run the university software across their enterprise, their desktop and their laptops. Users gain access to a single interface for access to the university data and to perform enterprise functions such as purchasing, inventory control, payroll and research.
University ERP for University Automation has the potential to save costs and improve efficiency. Many universities are using enterprise resource planning applications to track and monitor all the functions of their health care facilities. In addition, many hospitals are replacing manual systems with ERP software systems that integrate all the critical records into one system. A major benefit of ERP for university systems is that the systems are more cost-effective when compared to traditional methods of recording data and employing complex workflow processes such as record keeping and inventory control.
Integration has the potential to make a big difference in the way that the university runs. By incorporating ERP software systems into the university, more departments and offices can streamline their workflow processes and more of the functions that they perform will become automatically managed. This reduces the risk of human error and makes it easier to ensure the systems run smoothly. However, users should be aware that an ERP system is not suitable for every university.