1Sage ERP 1000 v4 Project Overview Russell Slaymaker – Sage ERP 1000 Product ManagerRichard Aird – Sage ERP Business Analyst
2AgendaWhat is v4?Project OverviewExplain some new functionality
3Why?? What Version 4 is not It is not Sage 1000 v2.4 It is not a ‘tightly coupled’ integrationWhy??
4This is Sage 1000 v2.3 Advantages Dis-advantages All contained within one applicationFunctionality from both systems available side by sideDis-advantagesEvery user requires both a CRM and ERP licence.Unable to perform separate upgrades of either systemAll patches from CRM and ERP require extensive regression testing due to heavy customisation.Limited to Sage CRM, with no prospect of extensibilityNot aligned with Sage’s worldwide approach to CRM integration
5What is Version 4 Advantages of this approach Sage 1000 v4 is a loosely coupled integration of two standalone products using a Sage endorsed integration protocolAdvantages of this approachLimited CRM customisation which allows quicker provision of service packsAs it uses a standard integration method all future CRM releases will be compatible with Sage 1000 v4, therefore easy upgrade of either systemMore flexible licensing, customers can buy only a CRM or ERP licence depending on the users job role. Or both if necessary.Potential to integrate with other CRM systemsIt is aligned with the integration strategy of other Sage products (e.g. Sage 200, X3)
6What is included in phase 1 Integration with Sage CRMUse of Synchronisation for Customers; Suppliers and Commodities only.Bespoke Functionality to handle converting Quotes to OrdersClear documentation of operation including any limitationsEmphasis on enablement and supportability.Only minor enhancements to ERP functionality
7What is excluded from this phase? Integration with SLXAny requirement not considered a MUSTExplain exclusions due to quick release this year.Decisions based on BP road shows conducted by Russell and RichardExplain what we mean by MUST – i.e. cannot release without it as integral to our objective.
8What are the Dates Development phase: April - June R&D Testing: April - JulySupport UAT: AugustBP Beta: SeptemberRelease: OctoberDevelopment already well under way.Testing has also already started, ensuring the synchronisation development for the previous v4 is bug free, tests for new functionality has also been startedSupport will be involved from August, hopefully some workshops, currently planning enablementBP will have a version to test by SeptemberRelease scheduled in October, ***this will be a soft release limited to selected sites, which replaces an early adopter or hand held site.Strong focus on Sage 1000 post release*** clarify
9Process so farEach stage we have collaborated with our product manager and others within the business (pre sales, CRM, SLX etc etc) to ensure we have agreement.Mention how much we learned from the BP visits and how it recalibrated out views of what is important and what isn’t. It gave us some context as to how our customers work and gave us a clear differential between small companies and bigger companies and how they work.Every user doesn’t do everything
10The High Level Design has been split into two areas Functional RequirementsCustomer\Supplier creation and managementLead, opportunity and quotation managementSales order creation and order fulfilmentNon Functional RequirementsLicencing of Sage 1000Supported platformsDeployment
11Functional Requirements Customer/Supplier Creation and Management The system should ensure this information only needs to be entered onceThe system should enable customer creation with all the information required to create an order at the first point of entryDesign PrinciplesCustomer records can be created\amended in either CRM or ERPCustomer records will be synchronised between the two systemsThe method will be SData synchronisation, adhering to the GCRM contractBenefitsUses established technologySome development work already carried out
12Functional Requirements Customer Creation and Management Talk around this
13Functional Requirements - Customer Creation and Management SData Entities SynchronisedNot all attributes of the trading account is synched both ways, financial information is from ERP to CRM only
14Linking an account in CRM Link button standard CRM functionality, can continue without linking, leaving as a prospect or unlinked account.Cannot use pricing service or convert a quote.Mention the viable customer options also.
15Linking an account in CRM Once linked this is denoted by the chain symbol on the account, it is not possible to delink.
16Functional Requirements - Customer Creation and Management Development PriorityDEVELOPMENT CONSIDEREDMUSTSHOULDCOULDProvide two way synchronisation between ERP & CRMXProvide form popping in CRM to open accounts in ERP
17Functionality prototyped but not part of this release phase We could add additional functionality to the Link Accoun button……
18Functionality prototyped but not part of this release phase
19Functional Requirements - Customer Creation and Management
20Functional Requirements Lead, Opportunity and Quotation Management The system provide information that enables the creation of valuable marketing listsThe system should be able to record opportunities including probability of sale and estimated valueThe system can create quotes that; calculate accurate prices; apply the appropriate discounts; have an expiry date and have an option to add a contact.The system should allow quotes to be linked back to opportunities, leads and marketing campaigns.The system should lend itself to quick entry of quotesThe system should provide a sales pipeline that includes details of unexpired quotes and opportunities
21Functional Requirements Lead, Opportunity and Quotation Management Design PrinciplesAll lead, opportunity and quotation functionality is CRM onlyCRM quotes will therefore be held in CRM only and not visible to ERP usersAn improved pricing service is required for CRM quotesQuotes should be able to deal with bundles*The system should be able to convert a quote to an order keeping the integrity of the order details in placeBenefitsERP will not be ‘cluttered’ with quotationsQuotes can be created without the need for an ERP customer recordAs the quotation data is CRM side they can be included in the CRM sales pipelineQuotes can be included in CRM forecastingCRM quote entry mechanism is currently more streamlined than that in Sage 1000There is a limitation here.
22Functional Requirements Lead, Opportunity and Quotation Management
23Functional Requirements – Leads, Opportunities & Quotes SData Entities SynchronisedExplain prices – they are passed across but not used – technicality to do with CRM data model.
26Functional Requirements – Quote Pricing Two pricing options on a CRM quote lineManually price the lineUse ERP pricing
27Functional Requirements – Quotes Conversion Couple of things to note, we can add free text line here and comment lines.At this point we can save and leave as a quote or we can choose to convert to an ERP order.Also note we can capture the customers PO number here if required.
28Functional Requirements - Leads, Opportunities & Quotes Once converted the CRM quote is locked and the ERP order number is passed back.Important to note that the PO number and quote number have been passed to ERP and there is a new table to hold these details.That is the end of the process for the CRM user, it’s now an order in ERP. This is one of the important things that we learnt from our BP visits, this is how most medium size companies work with a clear dividing line between the duties of the sales force and that of the back office staff.Utilise actionable list in ERP to make this a powerful solution.
29Functional Requirements - Leads, Opportunities & Quotes Development PriorityDEVELOPMENT CONSIDEREDMUSTSHOULDCOULDConvert a quote to a ERP sales orderXRewrite pricing service to improve performance and quotes to be priced for non ERP customersProvision of stock position within the context of CRM quotationProvide form popping in ERP when a quote is convertedExplain provision of stock position
30Functionality prototyped but not part of this release phase
31Functionality prototyped but not part of this release phase
32Functional Requirements Sales Order Creation and Fulfilment The system should be able to check stock availability and allocate stock to an order during creationThe system should provide the user with various options when dealing with out of stock items, e.g. back order, split order.The system should provide a full credit check of the customer and warn the user \ hold the order if the customer is on credit stop or will exceed their credit limit.
33Functional Requirements Sales Order Creation and Fulfilment Design PrinciplesAll order creation and fulfilment, invoicing and payment functionality is ERP onlySales orders will be available to view in CRMBenefitsReduces the size of the payload when running a synchronisation (especially the initial synch)Uses rich ERP order entry functionalityAllows the same users to seamlessly create and despatch a sales orderNo re-engineering of ERP functionality in CRM
34Functional Requirements Sales Order Creation and Fulfilment
35Functional Requirements – Sales Order Creation and Fulfilment SData Entities Synchronised
36Functional Requirements - Sales Order Creation and Fulfilment Development PriorityDEVELOPMENT CONSIDEREDMUSTSHOULDCOULDIt must be possible to view orders within CRMXProvide form popping within the CRM customer context to open ERP customer transaction enquiryProvide form popping within the CRM customer context to open ERP sales order entry
37Functional Requirements - Customer Creation and Management Note there is also an option to create an order for this new customer, something we’ll come onto later.
38Non Functional High Level Design Non Functional RequirementsLicencing of Sage 1000Supported platformsDeployment
39Sage 1000 Licencing Considerations CRM users can create customers, quotations and sales orders without the need for an ERP licenceAny user that has a requirement to fulfil sales orders (e.g. print pick lists, despatch goods etc.) will need an ERP licence.
40Supported Platforms Overall principle Sage 1000 will be supported on all Microsoft platforms still under general or extended support at the time of release. However we need to understand the priorities for this release.REQUIREMENTMUSTSHOULDCOULDSage 1000 v4 supported with IE9XSage 1000 v4 supported with Windows 8 (x86, x64)Sage 1000 v4 supported with SQL Server 2012Other exclusionsWindows server 2003????Microsoft Server 2003 is not compatible with the integration technology and therefore it is only supported for v4 as a standalone.
41Deployment Approach to upgrades from v2.3 Upgrades from Sage 1000 v2.3 will require a fresh installation of both products. It will not be possible to retain existing customisations.Data conversion tools may be available, a detailed guide to conversion will be available.Further details to follow