Question:
Discuss About The Activities Efficient And Effective Manner?
In this new digital world, technology is playing vital role in improving the traditional activities in more efficient and effective manner. The client chosen for this report is Public Transport Victoria (PTV), which one of the popular public transports in Australia and takes care of delivering best services to their client. This report emphasis on the implementation of AIS/ERP system into the existing system in order to make the services more efficient and take the “public transport” services to another level (Agarwal and Koo 2016). Accounting Information System/Enterprise Resource Management system is an integrated system that is based on computerized activities and cloud storage for the information that is being collected within the organization. This implementation can be helpful in managing all the internal and external resources or operational activities that have been taking place within the organization. This system will cover human resources, financial operations, materials and tangible assets of the PTV. This report throws light on the business processes of the organization through ERP system in order to increase the efficiency for the customers and provide them better outputs and satisfaction on the services. This implementation will be innovative and upgrade the traditional process of operational activities, whereas this could lead to several threats and risks by this implementation, which have also been explained in depth including their mitigating measures that could prevent from harming the system.
The traditional way of managing the transport corporation includes maintenance of the assets including vehicles and other transport related information is being stored in files using pen and paper. This is a time taking and not much efficient in the calculation (Nettstrater et al. 2015). In future this could lead to problems like auditing and rectification.
The third party is supposed to provide the services related to these activities through completely reverse view point of the traditional processes of businesses in public transport industries. ERP system can be helpful in enabling the core business function of the PTV in more efficient and effective manner, which includes many managerial activities that includes meting the customer’s or client’s requirements, optimizing transportation, logistic management (Nettstrater et al. 2015). The effectiveness and accuracy for these operational activities can be improved, which could in turn help in improving the customer loyalty and increase profitability. ERP can offer very new and innovative functionalists like vendor portals, supply chain management, monitoring sales, tracking customers, cloud storage for the information and many more. These services are being offered by third party so all the maintenance and monitoring the system is done by them, which helps in saving time and money for the organization that could be spent on the maintenance (Bradford and Herman 2017). Accounting Information system can be helpful in managing the supplies, creating sales orders, and various accounting operation in much efficient and effective manner. ERP can offer the following business process:
Schedule Maintenance: Maintaining schedule for the transporting services can be improved as this could provide far better and efficient manner to manage vehicles, booking details, transport infrastructure and rest of the assets, which need regular maintenance. ERP could help in maintaining the schedules with timely reminder in order to eliminate the hidden errors.
Customer or vendor portal: Portals provided by ERP software can be helpful in better interaction with the customers or clients and easy process to b in touch with the clients. Better communication increases the trust between the organization and the clients.
Optimizing Inventory Control: It is one of the important aspects for the public transport industries like PTV and ERP can provide better managerial applications or software for accomplishing the operations like monitoring sales, orders, deliverables etc (Srinivasan, McGrath and Kelly 2014).
Real Time Tracking: Tracking the vehicles is another important process for the transport services, which was not much efficient in traditional approaches, but ERP could provide tracking systems with no extra efforts.
Improving Distribution: ERP implementation can be helpful in improving the distribution services with much faster way, which could be a positive aspect for the PTV for managing the distribution flow.
Staff Management: The ERP system provides tools (applications or software) for the management of workplaces and activities within the organization. The individuals (employees) of the PTV could control work hours, break times by the application of the offered software and measures the performance of the employees within the organization (Lin et al. 2016). All the staffs will be provided their roles and responsibilities that will be helpful in managing the whole management in efficient and effective manner.
ERP management systems can be helpful in managing the transportation and operational activities related of the public transport services across the Australia for the PTV. ERP provides user interface system, which provides easy usage and access with many capabilities like reducing the freight cost, industry-leading abilities, automate process for the accounting, and other activities, optimizing the service and reducing the freight costs. These aspects could be helpful in favoring PTV to run their logistic operations in more efficient and effective manner.
Transportation Intelligence: It can be described as the logistic dashboard for the PTV transporting enterprise (Michelutti et al. 2017). ERP can be helpful in delivering the granular visibility to the data and metrics related to the transportation services. This requirement includes tracking the shipments, customers, tracking offers provided by its competitors, and booking orders. These alternations can be helpful in providing improved costs and services that could be offered to the customers to increase awareness among them, receiving pre-alerts on the milestone activities, and many more. ERP could also provide facility to monitor the business metrics and compare it against the targets, benchmarking and forecasting is also facilitated by this implementation.
Operational Planning: The state-of-the-art optimization engine offered by ERP system can be the most effective and accurate solutions for the logistics needs of the operational activities (Michelutti et al. 2017). Another aspect can be that it has been adhering to the business capabilities and requirements of trading partners and in competitive environment.
Freight payment and billing: Focusing of bigger and wider scenarios that are sensitive sectors of the organization can be helpful in eliminating the administrative activities, which could result in increment of the efficiency. Automating the related processes could be the effective requirement regarding the audit and the freight bill payment (Kodym and Unucka 2016). This section also covers the expected aspects of the rates of transportation, including the surcharges and discounts. The tracking of the matching payment, accessorial, auto-pay, tracking claims, and report on costs can be considered in this section. In order to support both the freight payment of billing and the shipper; 3PL, LSP processes can be taken into account.
The Fleet Management: This is a requirement in order to manage the fleet without sacrificing the carrier efficiency and fleet utilization. All the activities related to managing the vehicles like tractors, trailers, and drivers can be considered in this requirement, which need to be managing accordingly to gain positive outputs (Kodym and Unucka 2016). Managing the fleet resource abilities, including the optimization of carriers rates are the simultaneously considerable aspects for this section.
Requirement can be characterized as an exhibit to solve the problems that rose in the real world for the PTV. Developing the system requirements is a typical and complicated combination of requirements those are resulted from different people at different levels of the organization and from the environment where the system is being executed (Lorenc and Szkoda 2015). These requirements can be listed as follows:
Relevant software according to the needs of the PTV can be listed as:
Helios Trans: This software can be stated as the ideal transport management system, which is integrated with the many mobility and tracking solutions that could be helpful in tracking the vehicles and the clients (Lorenc and Szkoda 2015). This could help in monitoring the vehicles and will also maximize security for the clients that move far away from cities for vacations. Examples of the implementation are RFID, GPS, Bar-coding, etc.
The Cogxim Transport Management: Computerizing all the operational activities can be achieved by this software, which eliminates all the human efforts and produce expected output (Singh 2016).
Excelanto Transport ERP: This is relevant software as per the needs of PTV, which can be described as user-friendly ERP solutions. Operation related to the vehicles management can be achieved in efficient manner by this software.
Entitle ITMS: This can be helpful in signifying the integrated and one-stop automated platform of transportation software for the organizations those are practicing transport services (Singh 2016).
AgES Logistics: Wide range of solutions and services related o the obstacles in the transportation services can be offered by this software. This can be helpful in communicating between the clients and the organization and provide beneficial results.
With respect to the vendor solutions, the public transport is undergoing the following objectives.
Compatibility with Current Process: The new system should be compatible with the current existing system of the organization. Emphasizing on the workflow of the supply chain is a little distinct aspect for this case but the aims is similar for all. An example can be a better explanation for this context, assuming that the present processes in the existing system are working effectively for the organization; this will lead towards checking of the whole workflow and functionality of the involved processes (Alturkistani et al. 2015). One-step reverse for the visualization of the higher changes in the software process can be permitting in order to gather some time for reviewing and modification of the existing processes in previous systems.
Evaluation of Financial Stability and References: There should be assurance on the verification of economic stability into the business. It will make then organization confident about the shortened of shelf-life of the solution (Alturkistani et al. 2015). This could be the main reason behind the supportive and un-supportive nature of the vendors’ shops.
Tracking of Records: The pros and cons of the new ERP system is considerable for the organization that are being offered by the vendors in order to check whether the agreement meets the organizational policies or not (Nagy and Tick 2016). All the aspects should be reviewed while making the agreement related to the software and maintenance including the updates of the software.
The Goldilocks Test: For big organizations like PTV, it can be boon for the managerial purpose as, it is the most developed transport management system specially designed for this purpose. Proper consulting with the stakeholders should be made in order to understand the needs they are expecting from the software (Kuli?ska, Rut and Stosz 2014)..
The efficiency level of the technology implementation: The ERP system solution provides a suite that is a fully integrated application built on Odoo in order to help the Bus/Passenger Transportation Services Companies in managing and growing their business in rapid manner with less effort (Kisielewski 2016). The core applications in Odoo are Inventory Management, Financial & Accounting Management, Purchase management, Sales Management, Website building and E-Commerce, and Point of Sales, and including Bus Transportation Services Businesses are being offered in their latest launches (Kisielewski 2016). These applications can be helpful in offering better vertical industry features and incorporate following management: passenger management, fuel management, cost and revenue analysis, and route management, and for any kind of vehicle, vehicle insurance, vehicle accident management, vehicle maintenance, etc.
Motivation on Technology Use: Motivating the use of technology among in the work environment among the employees will yield in better outcomes. Based on the information collected during the evaluation of online performance, comparing between the present skills with the offered goals of the organization can be accomplished and employees can be manipulated towards the respective goal of the organization by determining the opportunities and the scopes. The management might feel the need to redirect the staffs or employees towards the productivity of the business (Kivimaa and Virkamäki 2014). Awareness programs and proper training will give confidence to the employees, which will in return produce motivated employees with positive thinking and can give their overall better performance.
Performance Analysis: The technology offered can be beneficial in delivering an advanced reporting ability and business analysis for the accessibility to gain the in-depth understanding of the current and running market trends, business performances, and customer preferences. The managers and the executives could gain accessibility to the performance metrics and analytical reports, which could help in setting and redesigning the strategies (Kivimaa and Virkamäki 2014).
Productivity monitoring and employee goals: Providing online software solutions on the business productivity can be helpful in enabling the managers to track the progress of the employees in more easy way and compare them with the presented goals and take decisions based on this. This process could result in higher productivity and enhancement in (Kivimaa and Virkamäki 2014). Continuous development of new and innovative skills determination is a challenge for any organization. Providing incentives can be helpful in encouraging the employees towards achieving the goals of the organization.
The world is changing with new technologies and population is increasing with a high rate, every individual wants the benefits that a machine and a digital world can offer. Increment in the crowd and technologies are resulting in crowding of technologies and competitive market. ERP system in PTV could help in mitigating the issues in public transport due to the traffic congestion that is becoming more congested for the people and society (Koster, Carstens and Heyns 2017). This could help the organization in providing their best to the customers or the clients and aware the clients with the services that a public transport organization can provide. ERP implementation can provide the solutions of all the issues that the public transport organization is facing nowadays (Talukdar and Hassan 2014).
The PCU (Passenger Car unit equivalent):
The cars, light goods, and taxis, are represented as 1 PCU, two wheelers have been represented as 0.5 PCU, whereas the heavy goods vehicles and small buses and heavy goods are being represented as 1.5 PCU, and the very heavy goods and big buses have been represented as 2 PCU (Koster, Carstens and Heyns 2017).
Implementing ERP can have potential risks, which can be listed as:
The Unsupported and Outdated Software: The unsupported and outdated software can lead system to the misbehavior in integration and crashing issues (Richards and Grinsted 2013). This is the risk being ignored by various organization but could have high impact on the performance of the organization as, it may cause intrusion and data breaches intentionally or non-intentionally.
The insufficient reporting capability: This could lead to the loss of data control and external reporting and a loss of data control. This is lacking in the primary design of the ERP, which can lack in proper functionality of the organizational process (van Lanen et al. 2016). These risks involve denying of access (access denied) and data analysis of the users with the proposed tools or software that are being offered by the ERP vendors.
Implementing ERP into the existing system will result in computerizing all the operational activities and migration of related data and information into the Cloud. Migrating data and information to the Cloud makes it vulnerable towards data breaches and cyber-attacks, which could cause serious loss to the organization (Dreßler et al. 2016). As data breaches provides access of the information and data to the unauthorized user that could result in expose, manipulation and loss of data. These data might include sensitive information related to the employees, which could lead to privacy issues related to the employees of the organization. Operational data related to the organization may lead to the security issues for the organization and related stakeholders.
Following are the guidelines that could be helpful in mitigating the raised risks:
Transformation of the business: Transforming the business with the unparalleled service support throughout the enterprise could be helpful in mitigating the raised risks. The “SAP Digital Business Services” can be helpful in connecting the business with the IT (information technology) much closer and experience the strategy and digital transformation execution and strategy (Bournelle et al. 2013). SAP software implementation could help in designing and valuing the discovery to the improved innovation towards the productive use of product outcomes, the business could get evolved. This will help in mitigating the issues raised with the ERP implementation.
Travel and Transportation software:
Finding the software that is tailored according to the business needs can also be helpful in mitigating the raised issues (Bournelle et al. 2013).
Meeting the developing requirements of transportation in the current digital world:
With the increment in expectations and complexity of this digital world public transport business needed the smart and digital approaches. SAP solution can be a better solution for managing these expectations and complexity and ease to perform the activities. It will help in improving the system more customer-centric, responsive, and reliable (Bournelle et al. 2013).
Encryption of the files: For the data and files that are being uploaded or migrated to the Cloud should be properly encrypted in order to protect that information even after being hacked. Intruders might get the access to the files but if properly encrypted, they will not nbe able to manipulate those data and information.
Conclusion:
Based on the above report it can be concluded that implementing ERP into the existing system of the PTV can lead the organization towards achieving its goals and enhance the performance of the business. In public transport ERP can play a vital role to change the face of the organization and facility that are being offered to the customers by better experience of services. Implementation of ERP into the existing system of the PTV can be a complex step but could result in greater benefits. There are certain challenges that have been not stated above like infrastructure, education and other aspects which are the obstacles in the path of implementation but with proper measures these challenges can be mitigated. Implementing new technologies into the system will no doubt lead towards the beneficial aspects for the organization but will also raise certain issues which are considerable for all the organizations and need to be mitigated whenever detected. This report presents those mitigation measures, which are stated above that will help in mitigating the issues. ERP is a better option for the PTV to enhance the performance and make profitable business by lesser efforts. The public transport will become more user-interface and efficient for the customers that are involved in this project. Most of the Australian uses public transport facility, which led to the conclusion that an organization should care about the services they are offering to the common people and try to provide better and advanced services through implementing ERP into the existed system.
References:
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