Select Page
This Old IT: The Modify vs. Rebuild Software Quandary

This Old IT: The Modify vs. Rebuild Software Quandary

When should you start from scratch?

When I was about ten years old, my family lived in an old frame house. I have a lot of fond memories from our time there, but it had some quirks.

New Construction ERP With Blueprints & Project Planning Consultants

Originally a two-bedroom house, a third bedroom had been added onto one side. Built in sort of a lean-to style, the roofline didn’t match, of course. And it was added against the dining room/kitchen side over what was formerly the back door, so you could look out the kitchen window into my parents’ bedroom. It was built on a concrete slab instead of the pier-and-beam construction of the old house, so you stepped down into it, and then there was another back door in the bedroom opening to the backyard. It was an interesting place.

I’m reminded of that house occasionally when I encounter an aging software package that we’re replacing with a modern Epicor ERP system.

When the old stuff was installed, the implementation team made modifications to tailor it to the company’s operation and crafted operating instructions to guide the team. Over the years, the company and its requirements evolved, so more changes and additions were tacked on, old features were abandoned but not removed, and documentation was bypassed in the name of expediency. “Spaghetti Mess” is the technical term for what you get after ten, twenty, or thirty years. That’s just the way of life.

Eventually, a company makes the painful choice to start afresh with current technology and fresh eyes, and we find ourselves on the brink of an adventure. As we all know, adventure is rarely experienced without peril, sacrifice, and hard work. But it also can bring us reward and satisfaction.

When IT comes to IT, our consultants will be there.

The EstesGroup will be excited to be your partners in this journey. Need help with technology solutions or cloud services?  Is it time for help with your enterprise resource planning (ERP) system? We’ll be there before you know it!

ERP Shift vs Delete Keyboard

Partner with EstesGroup for your entire ERP journey.

Are you researching Enterprise Resource Planning (ERP) and seeking help understanding what your ERP vendor has to offer? Software vendors aside, an initial ERP implementation or ERP upgrade should improve your user experience, streamline business functions, and create new management systems that optimize your core business processes. With real-time data, a single system (deployed in a private or hybrid cloud) can be the software program that gets your business beyond the burdens of the computer system itself – meaning that your ERP software gives you a clean solution across all business units and future software development projects. EstesGroup offers custom solutions for your unique business needs.

Watch Joe Trent On “Epicor Kinetic Business Activity Query: Fancy Tips & Nuanced Tricks”

Watch Joe Trent On “Modifying Standard Reports: SSRS Reporting”

Employee Retention: The Attrition Mission

Employee Retention: The Attrition Mission

There’s a significant shift occurring in the job market. And our manufacturing and distribution industries will not escape the impact.

For the past few years, it has been an employer’s market and many workers were unable to find jobs. But that has changed in the last 18 months and there are growing concerns about employee retention.

In the past 5 months, over 15 million US workers have quit their jobs.

Plus, in recent surveys, 40% of employees are considering leaving their jobs in the next 3-6 months. Rather than cooling down, there are projections that more attrition is coming.

There are many reasons this could be occurring. And many strategies to consider. What’s clear is that if your organization is not understanding the root issues, it will increase your employee attrition rate rather than reduce it.

Before we can answer what it takes to retain your best employees, it’s important to understand the dynamics of the situation.

Employee Attrition vs Attraction Recruit and Retain Gears

Differing Perspectives

A recent article, by McKinsey and Company, explored this topic. It noted several disconnects between organizations and employees. These disconnects are likely contributing to employee dissatisfaction.

The article highlights that organizations often focus on increasing compensation and financial perks as a first step to stop employee attrition.

But is that scratching the itch that employees are feeling? What if there is “more at work” (pun intended) than making more money? And if compensation is not the driving issue, how should your organization respond?

Let’s start with the emotional toll of the last 18 months during the pandemic. Behind it we can learn more.

Most employees have experienced rapid change. Illness, online meetings, hospitalizations, new work procedures, vaccines, deaths, politics, changing recommendations, school closings, and daily unknowns have been their daily diet. At work their relationships were frayed by new routines and rules. Constant fear contributed to few social interactions, no get-togethers and limited travel. And with it the use of masks limited our ability to communicate visually.

Employee Expectations

The result has been a change in employee’s work needs. Studies are showing that employees are looking for these benefits in their work:

  1. A sense of value from being in the organization
  2. The potential for advancement
  3. Having caring and trusting teammates
  4. Options for a more flexible work schedule
  5. Feeling more valued by their managers
  6. A sense of belonging

Shared Expectations

Both employers and employees do agree on some things. They both believe that these issues need to be addressed:

  1. Work-life balance
  2. Unmanageable workloads
  3. Feeling disengaged at work
  4. Help with caring for families

Organizational Focus

This leaves us to consider whether employers are right in focusing primarily on these issues which may not be valued by employees:

  1. Creating more opportunities
  2. Accommodating more remote work
  3. Improving the health of employees
  4. Discouraging employees from looking for new jobs
  5. Taking steps to limiting poaching by competitors

Suggested Focus

The McKinsey and Company article recommends that organizations start by listening to employees and including them in discussions. This signals that employees are valued.

That doesn’t happen when management decisions are handed down without employee input. Such decisions are often seen as indicators that management is uncaring and disconnected from employees. And who wants to work in a place like this?

There are positive things that can change the tone in organizations. And they involve asking hard questions about your organization and then moving to address any problems.

  1. Is our organization sheltering toxic leaders who do not value, inspire or motivate their employees?
  2. Are the right people in the right roles in both our management and non-management ranks?
  3. How can we make our culture more collaborative and open to conversations?
  4. How do we replace transactional approaches with relational approaches that stress collaboration and value?
  5. Are our company benefits aligned with employee priorities that are top-of-mind?
  6. What career paths and development opportunities do our employees really have?
  7. How can we build community at work by encouraging better relationships?

From Ideas to Action

Each of these questions focuses on increasing the collaborated relationship across the organization. They send the message that the organization is empowered by trusted relationships and a shared future.

So, what can we say at this point?

First, it is clear is that the employee/employer relationship has changed over the past 18 months. Employees are wanting a more relational approach to their work, more connectivity and more value from their workplace.

Secondly, there are real opportunities for your organization. Those manufacturing and distribution organizations which lead with dialogue and listening will find ways to benefit from the changes.

They will retain top performers because they communicate value, a shared future and positive opportunities.

Now, what can you do to get this moving with your team?

Ask the Author

Rob Mcmillen ERP Consultant

Rob McMillen is a Senior Project Manager with EstesGroup. He has worked in the manufacturing industry for over 30 years supporting multiple implementations of new ERP systems and leading projects. Because his mom was an English teacher, he grew up with a love of writing. Combined with his working experience, he has written articles for LinkedIn and User Groups, and has published numerous blog posts. He is also a co-author of a book on technology and working collaboratively. He currently lives in the DFW area.

How To Begin Your Software Selection

How To Begin Your Software Selection

Toward a Simple Software Selection Process

A very typical software selection process begins by clicking on “I am interested” after reading about a software product. Someone replies, and pretty soon a salesperson has you convinced their product will have you living the Life of Riley.

Is that narrative oversimplified? Maybe, but all of us have followed that process at times and possibly even with enterprise-level software products such as Enterprise Resource Planning, or ERP solutions

ERP Software Selection

A simple selection process can work because there are many very good systems on the market, and they are flexible enough that good value is there for many businesses. None of us knows what we don’t know. Choosing an off-the-shelf software could lead to an 80% or even 90% satisfaction, but the 100% solution we hoped for could be beyond reach.

Software Selection First Steps: Look Inward First

Rather than taking a chance, consider yourself, your business, and your co-workers. You might have had past success at developing workarounds to resolve little shortfalls in software. The cost wasn’t too high, and the work still got done. There is nothing wrong with this approach and possibly a lot right. The workaround gave someone in your business a successful win. You did not need to pay any additional money to arrive at your satisfactory solution.

The Old ERP & the New ERP

On the other hand, you might want to replace an ERP that your business has used for many years, and although it began as off-the-shelf, you have modified and customized it over the years. Your users are comfortable with the software, and their work gets done well. That legacy system is not available now and can no longer be maintained. Do you want to get another similar system and begin again to modify and customize it?

Software in the Cloud

Today we need to consider the platform in addition to the software itself. In the past, companies bought software and installed it on in-house servers and managed the system internally. However, many ERP systems run in the cloud now. 

Cloud-ready software, like SYSPRO or Prophet 21, requires substantially less money up front and the maintenance is provided as a part of the ongoing fee. For many the total cost of ownership is much less than running a system on your own server.

But What Cloud?

There are several varieties of cloud, beyond cumulus or cirrus. A very common option is a shared system provided by the software company. The software is a single instance and each multi-tenant customer has secured storage for their own data. You set your own configurations and can personalize user interfaces. But little or no customization is available, as that single instance is shared. Integration of other systems might be possible, but automatically updating files or uploading data from another system will be tightly controlled by the software cloud managers.

A second option is single tenancy where you have your own instance of the software in the cloud and your data is similarly secured. Here your options to customize or integrate are a little more flexible, but the ongoing cost is higher.

The third option is to purchase the on-premises version of the software but install it in a cloud server. With this option, the system is yours to customize or integrate as your business needs. But the system is yours so that your business also must manage ongoing maintenance. You have many options related to the software and to the platform. 

Consider carefully how your system will work best for your needs and with your style of operating. Only after knowing your own business and its culture and style should you begin a search for your future software.

Do you need help with software selection or management? Contact us now, chat with us, or ask an expert about IT or ERP. We love to talk about ERP software. EstesGroup provides a unique value to businesses like yours: we understand your software and its underlying technology. Learn more about our EstesCloud managed services and how EstesGroup ERP & IT consultants work together to help you optimize your infrastructure so that you can focus on the work you love while we secure your foundations.

Three Ways to Make Compliance Everyone’s Business

Three Ways to Make Compliance Everyone’s Business

Compliance acronyms often become the “inside jokes” of an industry, a sort of alphabet soup, but the language of business governance can quickly result in confusion. Clever letter combinations echo the rules and regulations of businesses, especially for companies in manufacturing and distribution. Compliance is a company-wide issue that affects everyone from owner to customer. With that in mind, here are three ways to reduce the stress of compliance management by making the rules of the road everyone’s business:

1. Know the compliance acronyms that affect your business

2. Optimize your ERP for reporting and metrics tracking

3. Bring in experts when compliance involves advanced cybersecurity, data privacy regulation, or highly sensitive record management

Business Compliance

Rules and regulations serve to keep your data protected. Here are a few of the most common regulations that govern business data:

GDPR (General Data Protection Regulation)

Information that leaves the European Union must comply with GDPR even in countries that are not part of the EU. With comprehensive regulations for security and privacy in data handling, GDPR essentially protects your company from a security breach. If you draw any traffic from the European Union, you must follow the rules of general data protection regulation (GDPR).

HIPAA (Health Insurance Portability and Accountability Act of 1996)

HIPAA compliance is very common, yet many medical facilities miss important steps necessary to meet the fine print of HIPAA laws. All organizations that interact with medical practices in any way must comply with HIPAA. Health and humans services organizations obviously fall within HIPAA privacy rule, but HIPAA violations are seen across industries as more companies host data subject to these health information laws. Small businesses often fail to comply because of limited in-house expertise, which is why 2021 is moving more and more owners toward partnership with a small business IT provider that offers compliance care.

Here are a few of the types of companies that must process data in ways that comply with HIPAA rules and regulations:

Here are signs that you are keeping up with HIPAA compliance:

Failure to comply with even a single HIPAA security rule has resulted in fines of 1.5 million for small companies and up to 16 million for large scandals. Large scale security breaches are common, and everyone handling or interacting with the medical industry needs to be ready for a cyber attack. Physical theft, such as mobile device theft, is also common, so in-house strategies must include data protection from employees and other on-site actors such as third-party consultants.

PCI DSS (Payment Card Industry Data Security Standard)

Payment data is sensitive data, and is therefore protected by advanced compliance standards. Fortunately, these regulations demand solutions that benefit all businesses. If you collect credit card information for any reason, you must ensure PCI DSS compliance. All credit card information must be encrypted. Data access must be limited and tracked so that information stays in trusted hands.

Information transmission requires firewall protection, cybersecurity software solutions, and proactive security management. The network must be accessed for vulnerabilities, and all software must stay updated, patched, and in compliance with the PCI DSS regulations. A penetration test is the best way to see if your company is at risk of a data breach.

EstesGroup can help you create a compliance plan for your business. Compliance acronyms abound, but the right IT solution will quickly make the rules and regulations of your industry as simple as saying the alphabet.

How to Manage Epicor Part Replacement

How to Manage Epicor Part Replacement

One area of Epicor consulting that we frequently get asked about spins around engineering change orders. Engineering updates to the part master once the company is live has been likened to working on a car’s engine while speeding down the freeway. This is especially true when creating new parts to replace existing parts in existing Bills of Materials. It would be an understatement to say that parts are rather important to ERP systems—even novice Epicor consultants know that parts are one of the foundational building blocks upon which everything else rests.
Epicor Part Replacement Management

How to Introduce Engineering Change Order

Shake-ups to the part structure invariably have tremor effects on the upper decks, so you would want to minimize these by following a careful approach to introducing engineering change order. Such an approach involves two steps: carefully understanding the exposure of the legacy parts to be replaced and planning the update accordingly, and then systematically executing the necessary updates to pull off the switch. In one case you might be renaming a part or a number of parts, to ensure consistency across your part master. But such changes affect a number of areas, so the steps to execute such changes need to be well planned out and executed. The following is a guide to do just that—planning and executing Epicor part replacement within your business system.

 

 

Planning and Review: Steps for Replacing Parts in Epicor

Before making changes, it is a good idea to plan through the changes you wish to make and ensure that all areas of the system that might be affected by these part changes will be addressed. The following tasks should be performed before a change is implemented:

  • Review any cases where the part exists on an open sales order and review any related allocations.
  • Review any cases where the part exists on an open purchase order or purchase order suggestion.
  • Review any cases where the part exists as a job material—this might include open firm jobs and unfirm jobs.
  • Review any cases where the part exists as the part to be made on a job header— this might include open firm jobs, unfirm jobs, and even part suggestions in the planning workbench.
  • Review the cases where the part exists in the BOM of another part.
  • Review the cases where the part is located in a Part Bin as on-hand inventory.

Execution of Part Replacement in Epicor

Once ready to execute the changes, care should be taken to ensure the proper steps are done, and in the proper order:

  • Create the new parts, revisions, MOMs, part costs, etc.
  • Run an update to replace the material parts in any part Bills of Materials.
  • Remove any Sales Order Allocations. Run an update to replace the parts in any Sales Order Lines.
  • Run an update to replace the material parts in any open, firm Jobs’ Bills of Materials. Delete any unfirm Jobs that contain the legacy parts as materials.
  • Run an update to replace the Job Header parts in any open, firm Jobs. Delete any unfirm Jobs for the legacy part. Delete any Part Suggestions for the legacy part.
  • Run an update to replace the parts on any open purchase order lines. Delete any PO Suggestions for the legacy part number.
  • Run a quantity adjustment update to remove the on-hand quantities of the legacy parts. Run a quantity adjustment update to add the on-hand quantities of the new parts, using the legacy part quantities that were previously on-hand.
  • Inactivate the legacy part.

 

Playing the Part in Epicor Part Replacement

Above all, care should be taken to make sure that sufficient communication has been made across the organization, beginning with your designated Epicor consulting team and extending throughout your entire company’s infrastructure. As you can see, such a change affects multiple modules, so you can anticipate that many people and departments will likely be affected by such a change in Epicor. As such, make sure to communicate accordingly. Following the proper steps, you can help keep your part master clean, and your business system running smoothly.

 

 

Looking for more tips from our Epicor consulting team?

Read our white paper on Epicor Part Setup.

Get an Epicor ERP Part Setup & Manufacturing Best Practices Whitepaper Today

Name(Required)
Email(Required)
Mobile Device Theft Prevention Tips

Mobile Device Theft Prevention Tips

Estes

Cell Phone Theft Prevention: Digital Assets vs. Liabilities 

With more people working outside of the office, companies need to prepare their employees for the possibility that company and personal mobile devices could be lost to theft or misplacement. Remotely securing users can be a challenge for small companies and large companies alike. Fortunately, there are easy ways that companies and employees can prepare and prevent the loss or theft of devices before it happens. Whether you have a mobile device or a hardwired PC, these device prevention tips can ensure that your phones and laptops are assets, rather than liabilities.

mobile theft
Security

Step 1: Make sure your device is locked and so are the apps!

 

In this day and age, most laptops and other portable devices can be locked (both physically and by using a passcode). Yet, anyone hanging out at a coffee shop will notice many people going to the restroom, paying for food or going outside to take a call with their devices left unattended and unlocked. Don’t be that person and become the victim of theft or loss (or even a drive-by malware install). The likelihood of theft in such public and transient locations tends to be high, and relying on the video camera of the theft doesn’t guarantee the return of the device. Take your devices in a bag with you if you leave the location any reason and also when you don’t have a direct line of sight on you and your company’s belongings.

 

When walking in crowded locations make sure to close all of your bag openings (lock them if you can) and be aware of how easily a device could be taken without your knowledge. Visible and unsecured devices are targets of thieves and could fall out of whatever you are holding them inside. Having a cell phone with critical information in the back pocket of your jeans is an invitation for accidents or worse to happen. Cell phone theft prevention needs to be proactive. Know where your device is at all times and know how to prevent both physical and digital theft.

Step 2: Know where your devices are located.

 

Most phones have the capability to track where you might have left it or where someone has taken it. These features are great but you can also step it up a notch with 3rd-party tools made for this purpose. A simple search will yield a number of location security applications built for business consumers.

 

In addition to 3rd-party applications that can help you find devices, if you want to add another layer of security there are a few physical GPS devices available. These small devices are not prohibitively expensive and can be slipped into a phone/tablet case, a briefcase or a backpack for an extra layer to identify where a device is located.

world

Step 3: Consider having the device engraved or having return information placed on the device

 

Another tip that is overlooked but important is to have devices engraved so you can add return (and reward) information in the event that a device is misplaced. If engraving is not possible, a sticker with your contact details is also another useful option. Not everyone is out to steal your device. Mobile device theft prevention savvy also protects you from your data ending up in a lost & found box. Sometimes we simply misplace our laptops or phones, so leaving contact details in the event of a loss will facilitate the return of your device.

Step 4: Encrypt or remove sensitive information

 

Luckily there are plenty of options to encrypt information on your devices. Not only do many operating systems provide you with encryption options, but there are also many 3rd-party applications to help you.  VeraCrypt is a free/open-source disk encryption software that’s worth considering if you are looking for free options.

 

Beyond encrypting sensitive data, developing a mindset of being rigorous about the removal of sensitive data (that includes photos of sensitive information) will help you avoid unwanted access to your devices that might hold sensitive information.

Shield

Cyber Thieves vs. Cyber Peace

While loss prevention isn’t always avoidable, these tips will help to reduce the probability of loss or theft and ensure we are doing everything to prevent our devices and the sensitive data (like information protected by HIPAA) from being accessed by unwanted individuals, hackers, or dark web cybercriminals. If you do become a victim of device theft, or if you lose your device, then EstesCloud BDR, or a similar disaster recovery solution, can help return cyber peace to your world of data. Cell phone theft prevention is becoming a more critical issue for businesses because remote workers often install work apps on their iPhones, Samsung Galaxies, or other competing brands.