What is Enterprise Resource Planning (ERP)?
ERP is an industry term for a set of integrated business processes supported by integrated multi-module application software that enables an organization to manage their business. The organization determines by their business requirements which modules are needed to operate their specific business. A module is a business function for example, Accounts Payable, Accounts Receivables or Benefits. The modules are each built on best business practices for that specific business function and are configurable for the specific business needs of the organization. Typically, an ERP system uses a relational database system to store, process and monitor information.
What is SAP?
SAP is an ERP system. It stands for Systems Applications and Products in Data Processing. SAP configures data to meet specific business and customer requirements. SAP configuration involves answering three basic questions:
- What should be done? What work steps or transactions are needed?
- Who should do something within the scope of their job role using SAP?
- What information is needed to implement the system?
Why are we undertaking this project?
There are three reasons for implementing SAP in FCS. They are:
- Currently FCS has a number of inefficient and redundant data management processes.
- Replacement of business systems software with SAP is required to break the cycle of inefficiency.
- By reducing paperwork, eliminating duplicate manual processes, and implementing a more reliable and scalable solution, FCS will have constructed a foundation able to meet the future educational needs of an aggressively growing county.
How will Fulton County Schools benefit by implementing SAP?
There will be three primary benefits to FCS as a result of implementing SAP. They are:
- Significantly improved efficiency of FCS’ operations and management in the areas of finance, personnel administration, payroll, pension administration, purchasing and inventory control.
- Improved quality and access to information available at all levels in the organization.
- Improved reliability and stability of the systems supporting key areas of FCS’ operations.
How will this implementation benefit me?
SAP will benefit FCS employees in four ways:
- A “Best Business Practices” information system that provide:
- Automation of manual processes.
- Increased productivity.
- Elimination of redundant work.
- Data integrity – data is entered once and used by all.
- One system to learn and support.
- Ability to report on and analyze the organization as a whole instead of one department at a time.
What kind of training will employees receive and when will it happen?
Employees will receive:
- Training and coaching to help them navigate in the SAP system.
- Training to understand work transactions, process flows and steps.
- Role specific training to understand how to enter data, access data and access reports.
Is training required for access to the SAP system?
Yes. Because the SAP system handles a great deal of data real time, all employees who want access to the system will need to be trained. Security profiles will be used to provide end users with access to different parts of the system based on their job roles and responsibilities.
How and when will the training process and schedules be communicated?
You and your supervisor will receive a notification of training beginning in the third Quarter 2007. Because successful completion of the training is required for system access, every effort should be made to attend your scheduled session(s). If you cannot clear your schedule to attend the designated training, a limited number of make-up sessions will be provided.
Will there be SAP functional support available after the initial training is completed?
Within each business area, there will be "Power Users" identified who through training and system experience will be SAP subject matter experts. They will provide coaching and on-the-job support to you in developing your SAP knowledge and skills. In addition, there will be on-line access to training materials and “just-in-time” transaction help.
How will the implementation affect day-to-day business operations?
Everyone will have access to the same data at the same time, so we will be able to make more knowledgeable decisions. We will all need to ensure that we enter complete, timely and accurate data since fellow employees will depend upon the quality of our work just as we will need to depend upon their correct input to the system.
Will jobs be eliminated as a result of the SAP implementation?
It is not the intent of the SAP implementation to eliminate jobs. The greater efficiencies that SAP provides will position FCS for greater future growth and effectiveness. It is possible that some functions will need more jobs and other functions less jobs in the future, and if that occurs, we will provide opportunities for people to be retrained and reassigned.
What kinds of jobs/work are most likely to be changed? Why?
The most obvious change will be the SAP Graphical User Interface (“GUI”) and how transactions will be run in the system. Other changes may be a result of how outputs from the system will alter work. For example, there may be less need to gather data for reports because SAP will do this for us, but there may be more need to analyze the data from the business or technical reports, which will require different skills.
How will SAP affect reporting relationships and accountability?
We will still be accountable for the same results. SAP will improve our ability to measure and manage FCS performance. In addition, we will be working much more closely with fellow employees in different functions to achieve those performance results.
Will SAP drive our future work process development?
SAP is being implemented to support FCS’ commitment to quality education. As we gain experience with SAP we will continue to adjust some of our work processes to take advantage of the efficiencies SAP provides us, using industry best practices as an example and guide.
Can SAP adapt to changing needs of end users? How does it adapt to changes?
The SAP system could continue to be adjusted to meet the changing needs of the business. Also, additional modules can easily be added to help systematize our business.
