Mimo’s ERP Implementation: Challenges and Solutions
Lack of Integration Between Systems: Disconnected systems: Shopify (e-commerce), BBVA (payments), Basecamp (events), Mygestion (invoicing), ICG POS (hotel store). Issues: Data isolation, manual data transfer, errors, duplications, and delays.
ERP Deployment Challenges and Delays: Initial intent: Integration and automation through SAGE ERP. Issues: Delays in POS integration with accounting; incomplete first phase by 2015; second phase (events integration) not started by 2017.
Inadequate Communication and Support from Technology Provider: Misalignment on requirements: POS-ERP integration need raised late (in 2016). Support issues: Delayed response during critical store openings (e.g., Seville store).
Lack of Foresight and Planning in ERP Functionality: Overlooked needs: Hotel guest charge capability, online store integration, foreign currency transactions. Consequences: Costly custom developments due to insufficient initial planning.
Key Actions for Successful ERP Implementation
Thorough Requirements Gathering and Definition: Action: Perform a detailed analysis of business processes and needs before starting any IS/IT project. Benefit: Avoids costly customizations and delays by capturing all critical functionalities upfront.
Effective Project Management with a Phased Approach: Action: Implement phased project management with a clear roadmap and milestones. Benefit: Improves timeline adherence and ensures structured progress monitoring.
Strong Communication and Collaboration with Technology Providers: Action: Establish regular meetings, clear documentation, and enforce an SLA (Service Level Agreement). Benefit: Ensures provider responsiveness and alignment with Mimo’s business needs.
Develop a Detailed Service Level Agreement (SLA): Include response times, critical period availability, and penalties for delays. Ensures accountability and reliable support from providers.
Conduct Regular Progress Reviews: Schedule regular review meetings to assess project alignment with goals. Helps identify and resolve issues early, reducing the risk of delays.
Select Technology Providers Based on Flexibility and Reputation: Prioritize providers with scalable solutions and proven adaptability. Supports Mimo’s needs for international operations and system scalability.
Basecamp vs. ERP Event Management Module
Criteria for Deciding Whether to Maintain Basecamp or Replace it
Integration with the ERP: Goal: Seamless data integration to eliminate manual entry. Decision factor: If Basecamp cannot integrate fully with ERP, replacement may be necessary to meet the ERP’s consolidation objective.
Flexibility and User Experience: Requirement: Mobile accessibility and intuitive user interface. Decision factor: If ERP lacks Basecamp’s flexibility, it could reduce staff efficiency and satisfaction.
Cost of Transitioning: Considerations: Costs include ERP implementation, staff training, downtime, and disruption risks. Decision factor: If transition costs outweigh benefits, it may be prudent to keep Basecamp temporarily.
Requisites for Improving Basecamp’s Functionality Alongside the ERP
API-Based Integration with ERP: Action: Develop API for automatic data transfer from Basecamp to ERP. Benefit: Reduces manual entry, minimizes errors, and improves data accuracy.
Enhanced Data Security and Access Control: Requirements: Secure login, data encryption, role-based access control, and regular backups. Purpose: Protect sensitive data and ensure only authorized access to event information.
Event Management Module: Planning and Invoicing
Information Objectives
End-to-End Event Management: Objective: Comprehensive event planning, resource tracking, and invoicing. Functionality: Consolidate event details, resource requirements, and scheduling.
Real-Time Integration with Accounting and Finance: Objective: Automated invoicing and financial linkage. Functionality: Real-time financial updates and streamlined invoicing.
Reporting and Analytics: Objective: Track event performance, attendance, revenues, and profit margins. Functionality: Generate customizable reports for data-driven decision-making.
Data Requirements
Event Details: Data points: Event name, date, location, description, participants. Purpose: Essential for planning and resource allocation.
Financial Transactions: Data points: Costs (materials, staff, venue), revenues (ticket sales, payments). Purpose: Integration with accounting for accurate financial reporting.
Inventory Usage: Data points: Inventory used (ingredients, materials). Purpose: Link to ERP’s inventory management to maintain stock accuracy.