From simple inventory management to full-blown enterprise resource planning

PhiAcademy successfully implemented and migrated to a comprehensive ERP solution, replacing its outdated inventory management system. Executed in collaboration with a skilled vendor, this transformation enhanced operational efficiency, streamlined order processing, and improved inventory management within a six-month timeframe, positioning the company for future growth.

Impact

The ERP implementation led to significant operational improvements:

The project

PhiAcademy embarked on a business-critical project to overhaul its operational efficiency by replacing its outdated inventory management system with a modern ERP solution. The goal was to streamline operations, improve automation, and enhance overall productivity.

Background

The existing inventory management system ETRON presented multiple challenges, including manual order processing, cumbersome inventory management, and a lack of technical integration with the eCommerce platform. A thorough market analysis across the DACH region as well as internal stakeholder consultations highlighted the need for a modern ERP solution to address these inefficiencies and support the client’s growth ambitions.

The process - navigating the landscape of legacy systems and modern solutions

To find the desired ERP, we followed a structured process for evaluating ERP systems and selecting the one best tailored to the needs of our client. First, the overall process of goods and warehouse management was analysed, and necessary interfaces with other systems were identified. A comprehensive documentation was compiled, resulting in a coherent map of processes, system interfaces, and interactions. In the second step, both functional and non-functional requirements were broadly gathered along the process. These requirements were documented in use cases and reviewed with the client and internal representatives to ensure alignment. The outcome was a holistic requirements catalogue within the overall ERP documentation. Lastly, the documentation was finalized and underwent quality assurance, resulting in a detailed tender document. Based on this documentation, a Europe-wide tender was conducted, evaluating 10 ERP providers against the documented requirements. These providers were shortlisted based on comprehensive market research and in collaboration with Gartner. Each vendor was rigorously assessed against the documented requirements, ensuring alignment with the client’s operational needs and strategic goals. The selection process was thorough, with a focus on finding a solution that could fully integrate with existing systems and support future growth. To this end, the requirements were initially transformed into a questionnaire for vendors to confirm compliance with essential criteria. Subsequent negotiation rounds allowed suitable vendors to present their solutions. In the final step, a remaining short list of companies were invited to submit their proposals. The Banibis ERP system was ultimately selected as the winning solution.

Implementation & migration

The implementation followed a somewhat phased approach:

The result

From scratch to production in only 6 months. The successful tender and subsequent implementation of the new ERP system led to significant improvements across various areas. Order processing became more efficient, inventory management more accurate, and payment reconciliation smoother. The automation of processes reduced manual workload and minimized errors. These enhancements jointly culminated in a key outcome: faster delivery times, which in turn significantly boosted customer satisfaction.

Future plans (that have been implemented)

Future plans that have since been implemented in subsequent projects included continuous improvements on both the technical and business fronts. Technically, we worked to introduce a mobile app for streamlined stock-taking, new interfaces with digital payment platforms like PayPal and Stripe, and enhanced automation across processes. Additionally, a separate user interface for packaging operations was developed to further optimize efficiency. On the business side, these advancements aimed to enhance operational effectiveness, reduce errors, and support sustainable growth, ensuring the client’s competitiveness in an evolving market.