University Report: ERP System and BPR in Snow White Dry Cleaners

This report presents an analysis of Enterprise Resource Planning (ERP) system implementation and Business Process Reengineering (BPR) within the context of Snow White Dry Cleaners. It begins by identifying the company's current needs, problems, and opportunities, highlighting the limitations of manual processes and the need for an integrated system. The report explores the possible roles of an ERP system, including suitable modules like Customer Relationship Management and Finance and Accounting, and discusses architectural options. The study then delves into BPR, outlining the current 'As is' business processes and proposing changes to create 'To be' processes. Functional and information requirements for the new processes are defined, alongside the reasons and benefits of organizational change. The report further examines ERP implementation methodologies, comparing vanilla and chocolate approaches and suggesting the most suitable option for Snow White Dry Cleaners. It addresses change and risk management, emphasizing critical success factors. Finally, the report concludes with a summary and highlights future steps for the ERP project, emphasizing the potential for sustainable development within the organization.

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ERP SYSTEM AND BPR IN SNOW WHITE DRY CLEANERS
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1ERP SYSTEM AND BPR IN SNOW WHITE DRY CLEANERS
Executive Summary
The business solution software majorly known as the Enterprise Resource Planning software
solution are designed to facilitate any organization with the optimum features in their
business work procedures. Implementation of such features incorporates new changes in the
system that needs to be adapted by the existing employees of the organization. These changes
are referred to as the reengineering of the processes that will renovate the existing systems
into a new and different outlook. All the changes incorporated focuses on the betterment of
the services provided to the customers, thus increasing the profitability of the organization.
However, there might be risks associated with it that might hamper the flow of the processes.
This report is about a dry cleaning agency called the ‘Snow White Dry Cleaners’ that has
decided to adapt new ERP systems and bring about BPR in their organization for better
functionality. The implementation methodology, the risks, benefits and the critical success
factors are discussed in detail to have a clear vision about the mentioned topics. Concluding,
the report highlights the future scope of the ERP systems within the organization.

2ERP SYSTEM AND BPR IN SNOW WHITE DRY CLEANERS
Table of Contents
1. Introduction............................................................................................................................4
2. Possible Roles of ERP System...............................................................................................4
2.1 Current needs, problems and opportunities of the organization......................................4
2.2 Brief overview on ERP system........................................................................................4
2.3 Possible roles of ERP to address needs, problems and opportunities of organization.....4
2.4 ERP Systems Modules suitable for the organization.......................................................4
2.5 Options of ERP Systems Architecture suitable for the organization...............................5
3. BPR and Changes in Business Process..................................................................................5
3.1 Overview of BPR and methodology................................................................................5
3.2 Current “As is” business processes of the organization...................................................5
3.3 Proposed changes to the business processes....................................................................5
3.4 “To be” business processes of the organization...............................................................6
3.5 Functional and information requirements of “To be” business processes.......................6
3.6 Reasons and benefits for organizational change..............................................................6
4. ERP Implementation..............................................................................................................6
4.1 Brief overview on ERP implementation methodology....................................................6
4.2 Comparison on vanilla and chocolate implementation....................................................6
4.3 Implementation option suitable for the organization.......................................................7
5. Change and Risk Management...............................................................................................7
5.1 Importance and process of Change Management............................................................7
5.2 Risk associated with BPR and ERP customization..........................................................7
5.3 Critical success factors (CSF)..........................................................................................7
6. Sustainable Development of the Organization.......................................................................8
7. Summary and Conclusion......................................................................................................8
7.1 Future steps on ERP project.............................................................................................8
References..................................................................................................................................9

3ERP SYSTEM AND BPR IN SNOW WHITE DRY CLEANERS
1. Introduction
Enterprise Resource Planning in business systems have had a huge impact in making
the processes of a business easy to implement and carry out all the operations with robustness
and efficiency (Jagoda and Samaranayake 2017). Reengineering of business processes are
also an important step that revises the old methodologies in a business system without
implementing completely new ones. This saves cost and time, which is beneficial to the
organization. The dry cleaning agency of Snow White Dry Cleaners is one such organization
where ERP systems needs to be implemented and old business methodologies need to be
renovated such that the business gains an innovative perspective and horizon.
2. Possible Roles of ERP System
2.1 Current needs, problems and opportunities of the organization
Having a look at the basic problem of the Snow White Dry Cleaners is that they
maintains a manual register for keeping record of the customer details as well as their
cleaning materials. Due to this process, incorrect data may be entered into the register.
Sometimes few fields are left blank due to urgency at the peak season. Hence, the prime need
of this company is to generate an ERP software solution that will record the details of the
customer and the orders that are received on a regular basis. Since, the operations are done
manually; the organization cannot determine the important data such as the number of
customers or the weekly collection of revenue. Hence, this agency requires an ERP system
that will help to run the business in an organized way.
2.2 Brief overview on ERP system
A software solution of ERP is a business software obtained by the companies to plan
their resources and implement them in their work procedure to achieve the business goals set
by the organization (Nwankpa 2019). The software shares a common database along with the
different applications to plan their resources accordingly. The primary focus of each
application is one particular area of a business such as the finance system, the accounting
system, the HR management system and so on. Thus, the ERP software solution is an
adaptive measure by which the organization plans to enhance their workflow in their business
processes.
2.3 Possible roles of ERP to address needs, problems and opportunities of
organization
The software of Resource Planning that has to be implemented in Snow White Dry
Cleaners, should aim at providing optimum solutions for the company. Firstly, it should
incorporate a database that will store the customer as well as the order details and make sure
that no field is left blank while entering the data into the system. Secondly, the ERP should
have applications that will determine valuable reports and charts considering the data
generated by the software. It will help this company to analyse the strengths and weaknesses
and take effective measures. In addition, the system should also connect with the other
branches of the organizations in order to attain a competitive edge amongst them.
2.4 ERP Systems Modules suitable for the organization
The companies for the smooth functioning of their services incorporate the various
modules of the software of an ERP system. These modules refers to the different services and
departments within an organization. For instance, the Human Resources department, that
keeps a record of the employees of the organization, checks their accounts of salary and
various tasks related to that (Madapusi and Ortiz 2019). In SWDC, the ERP system should

4ERP SYSTEM AND BPR IN SNOW WHITE DRY CLEANERS
have the Customer Relationship Management System for handling the database of the
customers and the services provided to them. In addition, the Finance and Accounting
Management System should keep a check about the costs related to the dry cleaning of the
clothes (Anand et al. 2017). The Engineering department of the system should be responsible
for managing the machineries of the agency.
2.5 Options of ERP Systems Architecture suitable for the organization
Ovrall, there are three distinct architectural categories available for ERP systems that
is the one-tier, the two-tier and the three-tier architecture system. The one-tier is the simplest
one that comprises of the file server and the client computer dealing with those files (Habadi
et al. 2017). The two-tier comprises of the client computers and the database server at the two
ends. Finally, the three-tier architecture is the most reliable and the scalable one in its
performance (Fatimah, Hermadi and Nurhadryani 2019). It comprises of the client-tier, the
business logic tier and the database tier. In the agency of SDWC, the three-tier architecture
will be the most suitable one because along with carrying out the daily operations of dry
cleaning the company can implement business enhancing logics and ideas through data
analysis.
3. BPR and Changes in Business Process
3.1 Overview of BPR and methodology
‘Reengineering of Business Process’ is applicable to all the old-age business systems
that still has not incorporated the innovative technologies and has manual operations existing
within the business systems. It refers to the changes that are brought about in the existing
business processes in the system such that there is a scalable improvement in terms of cost,
time, quality, services, methods and many more aspects (Kasemsap 2020). There are five
methodologies of BPR in which the activities are improvised in each methodology keeping
the basic to be same.
3.2 Current “As is” business processes of the organization
In case of dry cleaning agency of SDWC, the business processes that are existing
starts with the phone call from the customers regarding the booking of dry cleaning of
clothes. The staffs notes down the requirements from the customer end along with their
respective details. This includes their name, address, contact details, credit card number for
advance payments and so on. The next process is to offer free pick-up and delivery of clothes
after the dry cleaning process. Finally, the customers are provided with a receipt and the offer
brochure at the end of the services. The internal business process of the company includes the
categorising of the clothes according to the urgency of the customers.
3.3 Proposed changes to the business processes
Since this dry cleaning company has business processes that are still done manually,
new changes needs to be made that will help in expanding the business in an organic way
throughout the country. Firstly, a database system should be fitted in that will store all the
order details and their respective customer details (Chang 2016). Secondly, an online website
should be implemented such that customers can book their order through the website itself.
Hence, both the customer relationship services and the accounting services will be enhanced.
In addition, the pickup and delivery of clothes services should have a separate system that
will be managed by the delivery department (Vaez-Alaei, Baboli and Tavakkoli-Moghaddam
2018, December). If the analytics department is incorporated, it will help the company
increase their business scope by evaluating the reports incorporated through the data retrieved
from the database system of the company.

5ERP SYSTEM AND BPR IN SNOW WHITE DRY CLEANERS
3.4 “To be” business processes of the organization
Business processes that are modified from their old versions to their new versions are
referred as the ‘To be’ business processes. It helps in the improvement of the quality of the
services provided to the customers. The booking procedure of the dry cleaning business
should be changed because that has many faults in their procedure (Esbenshade et al. 2016).
Data are not entered properly and is done manually that slows down the business process. In
addition to that, an internal audit process that will determine the revenue and expenditure
cycle of the businesswill help the system to assess the costing revolving around the business.
3.5 Functional and information requirements of “To be” business processes
In the newly modified business processes of the system, the technological
improvements are done to enhance the quality of services to the customers and thus build a
fantastic brand image in the market. The functional requirements of the information system in
the business is to have a login registration system for all the employees as well as the
customers that will help them to maintain their accounts (Ali, Nasr and Geith 2016
December). This information system will also help them to schedule the orders as per the
booking time. The feature of customizing the date of delivery is a major requirement of the
system that will help to adjust the dates as per the urgency of the customers.
3.6 Reasons and benefits for organizational change
The Snow White Dry Cleaners incorporates an old system of cleaning business where
the staff present in the organization do major functions manually. However, if the processes
of the business are reengineered, the quality of the business will be enhanced at large
(Sindhu, Ahmad and Hashmi 2017). Firstly, online booking will help to store the data about
the order and the customers automatically without any human involvement. This will also
help to save time and effort by the staffs (Banutu-Gomez and Banutu-Gomez 2016). In
addition, if the scheduling of dry cleaning is done automatically, the staffs can concentrate on
other work procedures in the company.
4. ERP Implementation
4.1 Brief overview on ERP implementation methodology
Implementing Enterprise Resource Planning in an organization requires planning and
structure of the system initially such that the processes stay in control and no mishap occurs
that will disrupt the functionality of the system (Harris and Schultz 2016). Incorporating a
structured methodology helps the ERP systems to be properly implemented within an
organization. An important feature of the methodology is to check whether the system is
company driven or not. It helps to determine the business goals and work accordingly such
that the targets are achieved at the end of a certain stipulated period (Mihailescu, Mihailescu
and Carlsson 2018). It should also include the templates and the tools that will be required to
fit the ERP system within the business.
4.2 Comparison on vanilla and chocolate implementation
Comparing the two types of methodologies, the vanilla implementation is the simplest
ERP solutions that is obtained by any small organization. The chocolate implementation is
the ERP solution where the features are customizable and is generally obtained by the
medium and large sized organizations. The advantageous part of the vanilla implementation
is that the system does not is quick to install and has features that are easy to use. The costing
is initially high but the limitation is that it is not customizable (Ahmed, Taha and De Vigal
Capuno 2018). However, the chocolate implementation is highly advantageous because it is
customizable and the company can add features of its own according to their work processes.

6ERP SYSTEM AND BPR IN SNOW WHITE DRY CLEANERS
However, the disadvantage is that if the ERP solution is customized at large, the systems will
become too complex to operate and will be hard to install and upgrade on a regular basis.
4.3 Implementation option suitable for the organization
In Snow White Dry Cleaners, the chocolate implementation is the best option for
implementing the ERP solution is the Chocolate Implementation method. This is because,
there are many features that needs to be customized and added to the system as per the need
of the organization. This feature of customising the changes is not available in the vanilla
implementation (Lemma 2018). Hence, the dry cleaning organization should go for the
chocolate implementation methodology for the ERP solution software. With this
implementation, the organization can have their own project management tools that will
schedule their work procedure daily. It will also help them to achieve their daily targets of
dry cleaning and enhance their processes such that the quality of the services is improvised.
In this way, the risks can be avoided and any adverse situation can be handled without much
pressure. However, the organization should deal with the solution provider, if any issues
occur with the software and take actions such that the daily work is not hampered.
5. Change and Risk Management
5.1 Importance and process of Change Management
Modifications in the work processes are inevitable. They should be enhanced to
improve quality of work as well as the services of the organization. These changes can be of
any type like the strategic changes, operational changes, and technological changes and so on.
These changes help in the improvement of the business processes in any given organization
and resolve the issues that can influence negatively on the processes (Valanarasu and Christy
2018). Changes in an organization are also a way to motivate the employees in their work
schedule. This happens because the new changes save the resources of the organization and
work processes become faster and efficient.
5.2 Risk associated with BPR and ERP customization
Due to implementation of new business processes in the Snow White Dry Cleaners,
along with the benefits are associated risks too that can hamper the work functionality of the
organization. For instance, the online booking order system is a new process that shall be
implemented in the agency for the customers to book order by staying at their home.
However, network problems or website failure can lead to the disruption of the business
unless the issue is resolved immediately (Subramanian and Taterh 2018). In addition, failure
in the scheduling of the processes by the project management tools can lead to the excessive
workload of the employees for a certain period of time that can be quite demotivating for
them.
Risks associated with ERP customization are also major ones that can lead to the
vulnerability of the organization. Firstly, the costs of upgrading the software will be huge that
might be unaffordable by the SWDC. Secondly, up gradation needs to be verified and
accustomed in the new technological environment. This will hamper the regular workflow of
the cleaning agency. Security of the databases might be at stake if the networks are not
secured with proper applications and firewalls.
5.3 Critical success factors (CSF)
The critically acclaimed factors of success that motivates an organization to
implement the ERP software successfully incorporates four points in total and they are the
‘Training and Education’, the ‘Change Management’, the ‘ERP Selection’ and the ‘Risk

7ERP SYSTEM AND BPR IN SNOW WHITE DRY CLEANERS
Management’ (Balakrishnan 2019). The SWDC should arrange for training for the employees
of their system and educate them with the features of ERP such that they can handle them
efficiently. They should also incorporate all the modifications in the process of the businesses
for improving the quality of services to the organization by selecting the most appropriate and
customized ERP for their business (Osman 2018). Finally, they should be well prepared with
the risks in the adverse situations and maintain their system to mitigate the risks efficiently.
6. Sustainable Development of the Organization
To allow for sustainable development of an organization means to use the resources
available for the organization in a conservative manner such that it does not have any
negative influences on the environment (Kim, Bansal and Haugh 2019). The organization of
SWDC should also look for its sustainable development by various ways. Since it is a dry
cleaning agency, it has to allow for ample usage of chemicals in treating the clothes.
However, they should adapt ways such that they can use fewer chemicals on the maximum
number of clothes. Doing so, they can take legal measures from the government, mark
themselves as a sustainably developing organization, and stand for the optimum quality of
services in the market, thus increasing business scope.
7. Summary and Conclusion
The SWDC is a dry cleaning agency that had old business processes that were done
by the employees manually and were not habituated with the new innovative technologies of
the era. However, to increase the business scope as well as the horizon the business owner
decided to implement ERP solutions into the organization. Due to the implementation of such
new software technologies within the system, the old processes are reengineered to renovate
and give a new outlook to the business organization. Hence, this report discusses the
overview of ERP systems, its types, implementation methodology and the risk associated
with the changes. Critical success factors are also highlighted in the later section such that the
enterprise system does not experience any failure.
7.1 Future steps on ERP project
The ERP system that is implemented in the agency is customized in its own way for
the optimum functionality of the dry cleaning organization of Snow Whites. However, more
customization can be brought about in the software that will help the organization reach at its
peak and achieve the best targets in the market. The ERP system can automatically generate
reports on a daily basis about the revenues collected and set the targets for the next day.
Rather than maintaining an in-house database, the ERP can have an associated cloud database
for managing and retrieving data for later purposes. These will help them to identify the peak
season and take efficient measures to make the business successful.

8ERP SYSTEM AND BPR IN SNOW WHITE DRY CLEANERS
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