Introduction about the case study:

JyotiVIC Pty Ltd, which is running its business successfully for two decades has intended to integrate its workflow through integrated software and the company wants to implement ERP to automate its business process. Through this ERP project, the company wants to obtain all the required reports so that communication to each of the departments is effective and it is easier for them to ensure that issues in the business are managed effectively and efficiently. As of now, the company does not have any integrated software and due to this the relevant Accounting department, Admin department, Operations department execute specific business process through the proprietary software and therefore there is no effective information sharing with the higher authorities with the company but maintaining these proprietary software requires significant investment which is affecting the business process of the company. Therefore, the company has decided to implement ERP software to automate these process and along with that enhance the business process as well.

Integration of the ERP project:

In order to ensure that the ERP project is integrated successfully, it is important to define, how the ERP project will be executed. In this context, analysis of Project Integration explicitly includes the followings:

• ERP system background information and integration justification: The ERP software provides an integrated approach for managing organizational process including relationship with the consumers. The most important aspects of implementing ERP software is that all of the business processes are automated and therefore, it enhance the business process [1]. Therefore, implementation of ERP is considered as one of the significant business strategies for organizations irrespective of the size and type of the companies.

In order to identify whether implementation of ERP for JyotiVIC Pty Ltd is justified or not it is important to analyse the following issues that are affecting the business process of the company:

• Lack of integration between various departments of the company which include Accounting department, Admin department, Operations department
• Communication with the higher authority of the company is not effective as well, therefore it is not easy for the company to monitor and control these department. Along with this, obtaining business related reports is also a significant issue due to lack of automation for the company
• Lack of transparency between the internal stakeholders of the company

Integration of the ERP software will provide context for the company to automate these business process and it will be easier for them to ensure enhanced control on the departments of the company which will ensure that execution of the business processes are effective and efficient [2]. Along with this, although ERP requires a significant investment, it provides context for reducing the maintenance cost required for those proprietary software that different departments of the company for executing business process. Therefore, integration of the ERP software is an effective business strategy for the company and it is justified as well.

• SWOT for proposed system:

SWOT analysis is an important aspect for analysing the ERP project in details [3]:

Strength:

• Automation of business process
• Enhanced integration between internal stakeholders
• Enhanced transparency in organizational process
• Enhanced consumer services

Weakness:

• Employees are reluctant to change
• Employees lack required skills for executing the system
• Over-expenditure and over-schedule
• Dependency on external consultants

Opportunities:

• Consumer satisfaction
• Enhanced control on workflow data
• New strategies for improvement
• Consulting division
• Software providers market

Threats:

• Security
• Maintenance cost
• Slow development
• Lack of trained consultant for ERP
• Lack of trained employees for ERP
  • Project charter – PM objectives, success measures, roles, approach

PM objectives:

• Automate business flow
  • Integrate different departments workflow
  • Select appropriate vendors for ERP software
  • Prepare require statement
  • Other objectives

Success measures:

• The project should integrate various departments of the company and there should not be any significant integration issue regarding software integration
  • The ERP software should not be too complex so that employees are capable of executing it
  • The project should be completed within the approved time and budget allocated for the project

Name	Roles in the project
Peter Jones	Managing director
Thomas Mickey	General manager
Steven Grady	ERP manager
Greg Easy	Testing team leader
John Wendy	Reporting team leader
John Lewis	Data migration team leader
Sheila Jess	Technical team leader
Mike George	ERP consultant

Identification of the key stakeholders that will be benefited from the project:

The stakeholders who are identified for this ERP project are the followings

• Project director
• Project manager
• Project sponsor
• System developer
• Software tester
• Employees of the company

Description of the scope statement for this project:

• Preliminary scope statement: The project will integrate three departments of company which include Accounting department, Admin department, and Operations department. The ERP software along with providing coordination between these companies, will automate information sharing between these departments and higher authorities of the company.
  • Project team organisation and structure:

Analysis of the project risks:

In this context, it discusses the risks associated with the project and along with this this also analyses the possible preventive actions that are considered for mitigation of the identified risks. It specifically analyses the techniques or approaches that are considered to identify the risks associated with the project [4].

NAME	ERP implementation for the JyotiVIC Pty Ltd
REF/ID
RISK	RISK SEVERITY	RISK LIKELIHOOD	RISK LEVEL
Erp1	business process is not proper	High	Possible	High
Erp2	Proper support is not obtained from senior management	Medium	POSSIBLE	High
Erp3	Training is not sufficient	High	PROBABLE	HIGH
Erp4	System developers lacking proper skill that is required for the project	High	Possible	EXTREME
Erp5	Employees lack commitment for the project	High	PROBABLE	HIGH
Erp6	Lack of proper System integration	Medium	Possible	Medium
Erp7	lack of proper Change management	High	PROBABLE	HIGH
Erp8	Lack of proper Technology planning	Medium	Possible	Medium
Erp9	Project management is not appropriate	High	PROBABLE	High

Ethical analysis of the case: 

In order to identify the ethical risks associated with the project, the PMI values to case study are applied and analysed in details that are described in this context. This analyses includes the following aspects:

• Overview of the ethical issues: in order to ensure enhanced consumer services, it is required that the company collects data regarding the consumers and therefore, it is responsibility of the company to ensure that these data is secure and is not accessed by someone else. Therefore, illegal access of data is violation of consumer trust and this is one of the leading ethical issues of any ERP project [5].
  • Effects on the key fundamental principles of ethics:

According to the fundamental principles of ethics, honesty, responsibility, respect and fairness are the most important aspects of ethical business process [6]. Now when company collects consumer data, they confirms the consumers that they respect privacy of their consumers and their system is secure enough to ensure that consumer privacy is not affected. As data is collected by the company, it’s their responsibility too to ensure data security [7]. Therefore, when their data is illegally accessed and it affects their privacy, all these four fundamental principles are affected in this context.  

• Analysis of the relevant facts:
  • It is not always company that is responsible for data breach that affects privacy of the consumers [8]
  • Sometime vendor of the ERP software access important business data of the company including consumer data for selling it to other companies [9]
  • Choice of vendors is an important aspect of ensuring privacy of business and consumer related data so that ethical integrity of the company is ensured as well
  • Analysis of the affected parties:

If the company does not ensure ethical standard, no matter who is responsible for this, this affects the ethical value of the company and affect consumer satisfaction [10]. This affects the market reputation of the company as well.

References:

[1]M. Gnevanov and A. Sharlaimova, “The impact of organizational commitment on upgrading ERP for maintaining the quality of information and the ERP performance”, E3S Web of Conferences, vol. 110, p. 02081, 2019. Available: 10.1051/e3sconf/201911002081.

[2]”IMPACT OF ENTERPRISE RESOURCE PLANNING (ERP) ON INTERNAL AUDIT FUNCTIONS”, Research Journal of Finance and Accounting, 2019. Available: 10.7176/rjfa/10-9-05.

[3]M. Bhattacharya, S. Wamba and J. Kamdjoug, “Exploring the Determinants of ERP Adoption Intention”, International Journal of Technology Diffusion, vol. 10, no. 4, pp. 58-76, 2019. Available: 10.4018/ijtd.2019100104.

[4]E. YONTAR and S. ERSÖZ, “MODELING OF ERP INSTALLATION PROCESS”, Uluslararası Muhendislik Arastirma ve Gelistirme Dergisi, pp. 358-369, 2019. Available: 10.29137/umagd.489852.

[5]”The Value of a Consortium to an ERP Implementation”, Muma Business Review, vol. 3, pp. 177-179, 2019. Available: 10.28945/4236.

[6]”METAOBJECT APPROACH FOR MODELING ENTERPRISE BUSINESS PROCESSES INSIDE SINGLE ERP SYSTEM”, Systems and Means of Informatics, 2019. Available: 10.14357/08696527190210.

[7]T. Kiran and A. Reddy, “Critical success factors of ERP implementation in SMEs”, Journal of Project Management, pp. 267-280, 2019. Available: 10.5267/j.jpm.2019.6.001.

[8]”Ethical Implementation of ERP Systems and Organizational Readiness”, Journal of Leadership, Accountability and Ethics, vol. 16, no. 3, 2019. Available: 10.33423/jlae.v16i3.2151.

[9]H. Yang, “Project Team Right-sizing for the Successful ERP Implementation”, Procedia Computer Science, vol. 91, pp. 672-676, 2016. Available: 10.1016/j.procs.2016.07.168.

[10]”Study on Critical Factors affecting on ERP implementation process”, International Journal of Recent Trends in Engineering and Research, vol. 3, no. 6, pp. 177-181, 2017. Available: 10.23883/ijrter.2017.3291.xus6s.