ERP System Process Analysis and Requirements for Immigration

This report delves into the application of an ERP system within the immigration sector. It begins by outlining the business processes involved, emphasizing the importance of data-driven decision-making. The report then details the specific business requirements for an immigration business, including industry information, location details, and occupational registration, among others. It explores the functional areas of an ERP system, such as Accounting and Finance, Human Resources, Supply Chain Management, and Marketing and Sales, and their respective functions within the immigration context. Furthermore, the report guides the selection of ERP software and vendors, providing a checklist for clients to consider. It also discusses the utilization of technologies to enhance business efficiency, evaluates the impact of ERP implementation, and addresses potential data breaches and security risks. Finally, it offers guidelines on risk mitigation to ensure the secure and efficient operation of the ERP system in the immigration business.

Running head: ERP SYSTEM PROCESS ON IMMIGRATION
ERP System Process on Immigration
Name of the Student
Name of the University
Author Note

1ERP SYSTEM PROCESS ON IMMIGRATION
Table of Contents
1. Introduction........................................................................................................................2
2. Understanding the Business Process..................................................................................2
2.1 ERP system Business Process.....................................................................................2
2.2 Scope................................................................................................................................3
3. Business requirements........................................................................................................3
4. ERP system requirement....................................................................................................4
5. ERP software and Vendor Selection..................................................................................9
6. Ways of Utilizing the Technologies to improve business efficiency...............................10
7. Evaluation of the ERP system efficiency level....................................................................11
7.1 Reason to implementation of ERP.................................................................................11
7.2 Objectives of ERP implementation................................................................................12
7.3 Effect of ERP implementation.......................................................................................12
7.4 Change of efficiency after ERP implementation...........................................................12
8. Examination of data breaches, potential security risks....................................................13
9. Guidelines on risk mitigation...........................................................................................13
10. Conclusion.....................................................................................................................14
References................................................................................................................................16

2ERP SYSTEM PROCESS ON IMMIGRATION
1. Introduction
The business process that would be discussed over hear is about the ERP system. The
team would undertake the case study on the area of Immigration in which the process of ERP
system will help to make an informed decision for investment in Information System.
Therefore, through this system the client will be able to take their business to the next level.
The team are well-versed with the challenges of the ERP software initiatives and understood
that it is not that simple. This ERP that has found in this study will address different aspects
about the client’s business in the area of immigration. Clients might receive cases every day
and each of this cases might have a unique circumstances. Immigration is possible based on
the qualification, skills and work experience (Erturk and Arora 2017). The Client might be
provided with some general guidelines to mitigate the risk in immigration. The paper
discusses about the process of ERP business system and develop the requirements that the
business need and decide which systems requirements will be helpful for the client to grow
their business (Acar et al. 2017). The system will then select a software and vendor and
determine the technologies that the company or organization would utilize and improve the
efficiency of the business. With the implementation of the technology the efficiency level
will be evaluated and then examine the data breaches and the potential security risks of the
business. Finally, the paper will provide the guidelines through which all these risks could be
mitigated.
2. Understanding the Business Process
2.1 ERP system Business Process
Business process is an activity that function with an input and output with reference to
the organization. For example, considering the activity of an expenses, service is the input
that the organization avail for and output is the amount of cash that goes out of the

3ERP SYSTEM PROCESS ON IMMIGRATION
organization (Tenhiälä, Rungtusanatham and Miller 2017). When the client start thinking
in terms of business processes, it help them to look through the perspective of the
customer’s. The team has involved in preparing the ERP system for the client to identify
and list out all the business processes with detailed explanation. Data is required by the
business process that defines the instance of the business process. This data can be
recorded in the data entry forms.
2.2 Scope
The Plan of ERP has enabled with software through which different department and
functions of the business process integrated the company into one single computer to serve
the needs of various department (Erturk and Arora 2017). Before the implementation of ERP,
the department were having their own computer system that are optimized as per the needs of
the department. As per the functionalities, the departments are maintaining an application
design and separate databases.
3. Business requirements
The business requirements as per the case study on immigration in Malaysia are
briefly described in this section (Dezdar 2017). The case study shows that the business
requirements of immigration are to manage and maintain different information of the people
who are migrating for work purpose and they are as follows.
Industry information- The information of which industry the migrants are going to work are
required to maintain to identify the authentication of migrants.
Location information- The location where the migrants will live or work is necessary to
record as it helps to identify the authorization of migrants to work in the country.
Evidence support information- The evidence support of migrants such as having enough
money if financing their own business and family if came along with them.

4ERP SYSTEM PROCESS ON IMMIGRATION
Details of working- The details of past working and experience in the relevant field for
which a migrant has come to work or set up their own business.
Occupational registration details- The occupational registration is needed if the migrant has
come to start their own business that make them authorized in the country.
Business track record- The business track record and migrants character is important factors
to identify any illegal activities.
Migration policy- The migration policy must be witnessed by the migrants and they should
be matched up with the policy in the respective country in which they are migrating.
4. ERP system requirement
There are four Functional Areas of ERP system requirement
1. Accounting and Finance (A/F):
In Accounting and Finance information are needed from all the functional
areas. In the account books, all the details regarding the companies’ transaction are
recorded. The accounts payable about the purchased raw materials are recorded and
when the materials are being paid the cash outflow (Kirchmer 2017). A report is being
prepare to summarize the transaction data for the profitability and financial position.
People provide data to accounting and finance department. The marketing and sales
department provide sales data to it. The Human Resource department provides
expense data of benefit and payroll. The Supply Chain Management provide
inventory and production data. The accounting and finance department provide data to
marketing and sales department to evaluate the credit of the customer (Lichtenstein,
Cucuy and Fink 2017). The input of A/F includes accounts payable and receivable
data, customers’ payment, production and inventory data, sales data, expense and

5ERP SYSTEM PROCESS ON IMMIGRATION
payroll data. The output of A/F include suppliers’ payment, credit data of customer,
financial reports.
Figure 1: Accounting and Finance (A/F) functional areas
Source: (Matys, 2018)
2. Human Resources (HR):
In the Human Resources, information are needed from all the functional areas
of other departments (García-Bañuelos et al. 2018). It include the process of
employee hiring, training, benefits and government compliance that the HR is
responsible for. The HR is responsible to understand the need of what skills for a
particular job and check the company affordable budget that could be paid employees
HR needs personnel accurate forecasts from all the functional units. Thru HR observe
the governmental regulations that can recruit, trained, compensate, promote and
terminate the employee. The inputs of HR includes skills data and personnel forecasts
(Acar et al. 2017). The output includes Sales strategies, pricing of the product and the
employment needs

6ERP SYSTEM PROCESS ON IMMIGRATION
Figure 2: Human Resources (HR) functional areas
Source: (Matys, 2018)
3. Supply Chain Management (SCM):
In the Supply Chain Management information are needed from all the
functional areas such as planning of the production that is based on the information
that the product sales that has come from the Marketing and Sales (Eker and Aytaç
2017). The production level is required with accurate data for the raw material and
packaging. The order was needed to keep the Inventory levels low and save money.
The data and records of Supply Chain Management are provided to the Accounting
and Finance department so that they can determine the resources that was used. The
SCM provide information about produced and shipped products to support the
function of the marketing and sales department (Oseni et al. 2017). The SCM also
keep communicating with the Human Resources department regarding the need of
hiring an employee. The input of the Supply Chain Management include production
plans, Inventory levels, Product sales data, recall and Layoff policy of the company.
The output of the Supply Chain Management include orders of raw material, orders of

7ERP SYSTEM PROCESS ON IMMIGRATION
packaging, data of resource expenditure, inventory reports and production, and
information about hiring.
Figure 3: Supply Chain Management (SCM) functional areas
Source: (Matys, 2018)
4. Marketing and Sales (M/S):
In marketing and sales information are needed from all the functional areas.
The role of the marketing and sale department is to determine the price of the product
which would be based on the unit cost and the percentage mark-up. The customer
communicate regarding the order to the marketing and sales department through
telephone, in person, web, fax, or e-mail. It require to get information from the Supply
Chain Management data and the accounting and finance department (Fink, Yogev,
and Even 2017). The marketing and sales department need to have an interaction with
the Human Resources and exchange the information regarding the hiring needs,
personal information, information about the job and legal requirements (Tenhiälä,
Rungtusanatham and Miller 2017). The marketing and sales department input the
customer data, Order data, Sales trend data, company policy with Travel expense,

8ERP SYSTEM PROCESS ON IMMIGRATION
product availability, status of the data and order, and Per-unit cost. They output the
sales strategies, needs of the employment, pricing of the product, forecast and order
sales.
Figure 4: Marketing and Sales (M/S) functional areas
Source: (Matys, 2018)
Functional
area
Accounting and
Finance
Human
Resources
Supply Chain
Management
Marketing
and Sales
Business functions
Management of
Cash-Flow
Recruit and
hire
Goods for
Manufacturing
Product
Marketing
Allocation and
control of cost
Government
Compliance
Maintenance of
plant
Receiving the
orders of sales
Budgeting and
Planning
Payroll Transportation
and logistics
Customer
Relationship
Management
Payment through
financial
accounting from
customers to
suppliers
Benefits Production runs
Scheduling
Advertising
Training Purchasing of
raw materials
and goods
Sales
forecasting
Receiving of raw
materials and
goods
Customer
Support

9ERP SYSTEM PROCESS ON IMMIGRATION
Table: Functional area and its business functions
Source: (Matys, 2018)
5. ERP software and Vendor Selection
ERP is the core software that the client can use to coordinate the information in their
business area. This will help the client to manage their business process. They can make use
of the common database and shared management tools for reporting. The team has to present
the client guiding them with the process of software selection (Nisula and Pekkola 2017). For
that it is very important to define about the business process, their workflows and the internal
controls whenever there is an implementation in the ERP system. In the Market 100 of ERP
software are available and for the selection process of an ERP Software, one much have the
knowledge about ERP. ERP helps in streamline the business process to build control and
measures (Osman 2017). The ERP tool is valuable for the business success. The solutions of
ERP streamline the Purchase, Sales, Payments and Receipts. The advance ERPs have
Planning, Manufacturing, SCM and lot more. Some of the advance ERP are Oracle Apps,
SAP, AcTouch.com and more (Hasan et al. 2017). The client can look into the checklist to
finalise the ERP software solution for their business. ERP deployment is time consuming and
is also expensive. So, the client need to be very careful is selection of the software.
The ERP vendors suggest that they will handle the software business process side for the
client. The vendor would go out of the box and drive the improvements require to make the
software. Based on the customer experience certain steps can be followed for the right
selection process of ERP Vendor. The first step is that the client need to prepare themselves.
The client need to list out the features based on their business practices. They can categories
the ‘Good to have’ and ‘Must have’ features. They can then identify the leading vendor

10ERP SYSTEM PROCESS ON IMMIGRATION
selection process from their business. The client then need to identify the decision makers’
stakeholders in the selection process of the ERP software (Baklizky et al. 2017). They need
to review the document and spend time to take approval from the senior management. If the
client decide to send an RFP then they need to prepare certain questions and get approval
from the management. It would be better to identify and evaluate the potential of the ERP
solutions. A basic research is required for faster selection process of ERP solution. This can
save time when there is a comparison between the vendors selection. In order to customize,
deploy and support ERP market it is better to speak to the vendor and customers
(Vaidyanathan and Fox 2017). Thus, the client should follow stringent process of
implementation that ensures the success of the customer. This enables them to predict the
risks mitigation. Later, in the section guidelines will be provided on risk mitigation.
6. Ways of Utilizing the Technologies to improve business efficiency
The ways of utilizing the Enterprise Resource Planning system implementation for the
client Business Process improvement are as follow:
Improved Information Management- The management of information is improved
through automation provided by the system. The ERP system is helpful in providing
automation to the business resulting in better calculation of sales margin and revenues along
with easy access to shared data. Thus leading to better decision making for the organization.
Improved workflow- The workflow is improved where employees acquire relevant
data easily using the system. The interfaces of ERP system is user-friendly that helps to make
employee’s job simplified and easier. This leads to better productivity from employees
towards the organization.
Process are streamlined- The ERP system has major feature that integrates all the
business functions at one platform. This helps to access data efficiently and effectively

11ERP SYSTEM PROCESS ON IMMIGRATION
without any complexity. The processes of ERP system are streamlined and centralized to
provide greater efficiency to the organization.
Business accounting is simplified- The accounting processes is simplified through
ERP systems as it helps to do accounting procedures easily and effectively. The ERP system
is used to integrate and analyze organizational data for financial accounting that reduces
manual work and time without any delay.
Transparency in organization- The ERP system is used for making the
organizational working process safe and secure as it gives authority to only authorized people
to access information. This results in improved privacy and security of data in the system.
Redundancies are eliminated- The redundant data is a common problem that leads
to confusion and inconsistencies. The redundancies are eliminated through use of ERP
system where redundant data is rectified in an organization.
7. Evaluation of the ERP system efficiency level
7.1 Reason to implementation of ERP
There are many befits of the implementation of ERP within the proposed case study
those can be listed as following:
Forecasting: ERP software is helpful for the users to utilize the on demand software
tools and services those can contribute in forecasting the predictions related to the output and
production of the organization.
Efficiency: this is a helpful software that eliminates the redundancy and performs the
mathematical calculations in much accurate and faster than human beings. It is helpful in
streamlining the processes incorporated in the business for performing the collected data for
the beneficial results for the organization.