Evaluation and optimization of ERP system usage

Aligning Processes and Software

Trovarit AG Services

Trovarit AG Tools

Consulting - from process analysis to ERP selection and

implementation to operation

IT-Matchmaker light - the Top20 software solutions

for your company

4company-internal process analysis

4potential analysis via requirement specification / tendering
4software vendor assessment according to structured script
4project coaching up to implementation phase
4accompanyment during implementation

4market analysis based on structured checklists

4juxtapposition of your individual requirement profile with the software
solutions' profiles
4parallel analysis of more than 10.000 reference projects
4individual Top20 Report with detailed information on your favourites
Free analysis at: www.it-matchmaker.com

Contract-Check

4specialist contract check

4checklist with more than 80 criteria
4evaluation of commercial conditions
4short expertise

IT-Matchmaker professional - detailed tendering with your

favourites

4requirement specification templates with structured profiles

4requirement definition via more than 2.500 criteria
4addition of company-specific requirements
4directed tendering with 10 to 15 favourites
4incl. start-up workshop

Trovarit AG
Trovarit AG sees itself as market analyst and independent advisor for all
questions concerning the selection and implementation of software
solutions.

With the selection and bidding platform IT-Matchmaker Trovarit has

developed a tool which enables users to evaluate business software
solutions easily, safely and efficiently. In addition to that the platform
provides exclusive market data which form the basis for market surveys
with different thematic focuses. Professional consulting services, that can
be tailored to a company's particular needs top up Trovarit's portfolio.

ERP-Audit - Evaluate and optimize ERP system usage

4personalised online-poll (user/role-specific)
4reference questionnaire adjustable/enhanceable individually
4any number of question types can be combined
4documentation of employees' improvement suggestions
4comprehensive analyses
4clear result presentation for the deduction of optimising measures
4incl. set-up and analysis workshop

Evaluation and Optimization of ERP System Usage

Evaluate and optimize ERP system usage

ERP solutions are typically used over many years with the purpose of
supporting the business processes with software technology. Whenever
processes change within the company or other operational changes evolve,
new requirements and hence weak points or rather potential for optimization
emerge.

Fields of Actions for ERP System Usage

Optimization
Company

Costs
Selection and
implementation project

The question where more efficient processes are necessary and could be
managed with the existing software is not always obvious. Therefore, to some
extent, easy to achieve potentials of improvement remain unused.

Administration
and operation

Adjustments
and Interfaces
System technology
& handling

ERP-Audit
Against this background, Trovarit has developed the online tool ERP Audit
which allows companies to efficiently capture and objectively evaluate the
quality of their ERP system application within the framework of a structured
application analysis. On this basis and under consideration of the employees'
suggestions for improvement it is possible to develop optimization measures,
which sustainably increase the quality of ERP usage.

Trovarit AG
Joachim Hermanns
Vertrieb
Pontdriesch 10/12
D-52062 Aachen
Tel: +49 (0)241 40009-23
Mail: joachim.hermanns@trovarit.com
www.trovarit.com | www.erp-audit.de

External
Support

Memos, reports &

+ master data

Process/functional
support

In system usage analysis almost all aspects of ERP system usage are
captured and evaluated: from system technology and usability to interfaces
to costs. Thus, a comprehensive picture is created which includes all weak
points and potentials.

Evaluation and Optimization of ERP System Usage

What Are Your Goals?

With the help of the ERP Audit the quality of the ERP utilization within your
company is identified. The collected data do not only allow a validation of your
software solution with respect to the actual utilization and assistance, but also
provide information about the starting points for improvements within the
organization of your company, expose training deficiencies and generate a
solid basis for the future ERP strategy.

Typical goals of an ERP-Audit

4 Preparation/assessment of release changes
4 Structured analysis and evaluation of the provided ERP support
4 Exposure of undesirable developments/trends or misdirected
investments
4 Transparency concerning the installed ERP support
4 Increase of value of the implemented solution
4 Identification of areas of improvement
4 Deduction of organizational and IT technical measures for
improvement
4 Setup of a continuous improvement process
4 Basis for a sustainable ERP strategy
4 Improvement of internal and external customer satisfaction
4 Improvement of data quality
4 Improvement of user qualification and motivation

Which Questions Do You Want To Ask?

System support in
the core processes

Are the most important processes (e.g. order management)

supported consistently and efficiently?

Degree of utilization of
the software solution

When do employees resort to manual input,

Excel reports, etc.?

Unused functions

Which potentials of the software are not yet maxed out?

Missing functions

Where does the ERP software show functional gaps?

Where does it miss required functions?

Data structures and

data quality

Do the data structures represent the processes within

the company? Is there any data redundancy?
Are there any inconsistencies?

Information flows
and reports

Can users retrieve the required information

at any time and in the correct form?

Assessment of the
system by the users

How satisfied are the users with the application? Is the

solution really integrated into the processes or is it passed
by in places?

Results
Of course, also the desired results of an ERP Audit vary depending on the
defined initial goals. But it always revolves around the identification of
optimization potentials and the deduction of appropriate actions to max the
full potential.
Some measures for improvement like, for example, user training can be
initiated rapidly and show almost immediate effect. Others can impact the
whole organization and must be implemented strategically and rather show
effect in the medium or long term.

The details of the questionnaire answered by your employees are most of all
determined by the goals you want to achieve. Basically, the central questions
always concern whether the provided functions support your business
processes adequately, whether the software is used consistently, and
whether your employees are satisfied with the provided support.

Evaluation and Optimization of ERP System Usage

The contents and the extent of the
questionnaire can be configured
individually. Equally, different types of
questions can be chosen.

ERP-Audit - The Plattform

Setting-up ERP-Audit - Orchestration of the Contents
Important for the ERP-Audit is the structured approach and the transparent
documentation of all results.

For many areas of application and

production types reference models
are available. These can be taken as a
basis for the completion of the
questionnaire.

This can be ensured by developing a questionnaire which considers all

relevant aspects and which is adjusted to the individual structures and
processes of the company.

Consolidation
Asset Accounting

Enterprise Content
Management
Quality
Management

individually
4Any number of question
types can be chosen and
combined with each other

Marketing, Sales

Single Project Management

Project-Controlling

Project Management
Production

Questionnaire,
erp-audit.de
user
concept

Portfolio Management
small modification
middle modification

Development &
Construction

great modification

Realisation

Expert knowledge
Employee qualification

Advanced knowledge
Basic knowledge

partner product

No knowledge

Material Managementt

Data quality

Degree of usage

Template
Question types

Rating

Yes/No/Text

Functional range

NUMBER

Month_year

Setting-up ERP-Audit
Orchestration of
contents and user

Satisfaction
Yes/No

be adjusted/extended

HRM / Payroll Accounting

ERP-Audit
Standardfragen zur
Einsatzanalyse

Warehousing &
Logistics

Cost Accounting
Certification of Finance Accounting
in the following countries

Multisite-Support

4Reference questionnaire can

4User administration with

With the setup of the platform, roles
rights and roles
and rights can be assigned to each
user individually. With the help of this
user rights management it is possible to control which parts of the
questionnaire are provided for editing and which reports are displayed.

Finance Accounting

Finance &
Cost Accounting

Our Platform provides

Country

concept

Evaluation and Optimization of ERP System Usage

Usage/Potentials Analysis
The actual Usage and Potentials Analysis results from the individual ratings

Usage/Potentials Analysis Evaluation via online platform

of the employees via the online platform. Each employee receives a link to
his individual questionnaire. He now can answer the questions assigned

Usage analysis

to him and efficiently provide his evaluation of the ERP system usage.
Questionnaire,
erp-audit.de
user
concept

Our platform provides:

4personalised online
questionnaire (user/role
specific)
4access via individual direct
links
4easy user prompting
4entry of suggestions for
improvements at any time

The employees can document suggestions for improvement for each

single question by using a simple form. These suggestions are collected
and classified and can be efficiently evaluated later on.

Evaluation and Optimization of ERP System Usage

Potentials Evaluation - Deduction of Optimizing Measures
Finally, the collected data can be evaluated individually with regard to the
pre-defined goals.

Our platform provides

4comprehensive analysis
possibilities
4clear graphic
presentations
4Comparability of the
single results
4Excel-export of the raw
data

Optimization of ERP Usage

Different types of diagrams representing the results of the poll facilitate the
analysis and point to areas which show many deficiencies resp. are often
rated negatively.

"Big Steps"

Usage analysis

"Quick wins"
high

Questionnaire,
user
concept

8a

When deducing and performing optimisation measures, you can concentrate

on these areas to find a fast remedy.

2
8b

erp-audit.de

Typically, the Quick Wins are tackled with preference. They are potentials
which are maxed easily and quickly and, at the same time, promise big
effects. The approach to the big steps must be decided individually in each
company, e.g. based on the availability of internal capacities.

7
9
6

low

high

"Last but not Least"

Expense

low

"Fix the Basics"

Deduction of
optimisation
measures

Trovarit AG
Joachim Hermanns
Vertrieb
Pontdriesch 10/12
D-52062 Aachen
Tel: +49 (0)241 40009-23
Mail: joachim.hermanns@trovarit.com
www.trovarit.com | www.erp-audit.de