Hydraulics Vertical ERP software - Case Study

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Integrate Innovate Succeed

The Perfect Fit for Rig Manufacturing Companies - CASESTUDY

Roadmap IT Solutions (P) Ltd. No. 5, Republic Street | Reddiarpalayam | Pondicherry - 605 010 | India Phone: +91 413 4207 333 mktg@roadmapit.com

www.roadmapit.com

Company ProďŹ le The Rig Manufacturing Company is an ISO certi ied organization located in Tamil Nadu, India. Founded in the year 1972, the Company is a leading manufacturer, supplier and exporter of a comprehensive range of Water Well drilling rigs, Pilling rigs, Geotechnical rigs, Blast Hole Rigs, Core Drilling Rigs, Reverse Circulation rigs and other Customized rigs.

The Products of the Organization are widely used for water wells, mineral exploration, core drilling, reverse circulation, and multipurpose drilling purposes. The Company has received the Regional Export Award from the Government of India for outstanding export performance consecutively from the year 2005 to 2014.

Today, the Drilling Machine manufacturer has began to diversify its eorts by developing and manufacturing a wide range of drilling machinery for the mineral exploration and geotechnical markets. With its Sales & Service network in Kenya, South Africa, and Ghana, the Organization has dealership network in Ethiopia, Nigeria, Australia, Malaysia, Brazil, Mexico, Sri Lanka, Jordan, Dubai, Oman and more.

Production & Sales Protocol - an Outline The Rig manufacturer buys engines from local suppliers like Ashok Leyland, and purchases compressors from major players like LG, Excel, etc. The company also imports engines and other spares from foreign countries, the major player being China. At times, the customer supplies all the material and the parts are assembled in-house.

The Organization strictly follows Make-to-Order production process, wherein the production of each and every Rig begins only after a con irmed customer order is received. Right from designing the product, procurement/receipt of raw material, production methodology, up till delivery of Finished Goods each process is uniquely formulated to meet the ultimate outcome desired by the client. Based on customer's order, Special Rigs are also manufactured by the Company.

The company has no local clients, and all the Rigs manufactured by it are entirely exported to its clients across the globe. Apart from exporting Rigs, the Concern also exports drilling accessories like DTH Hammers & Bits, Drilling rods, Core Drill Accessories, Rc Hammers & Bits, Compressors, and Mud Pump Accessories. Mud Pumps and Mud Pump Accessories are the Products that are sold the most.

The Concern's Quest that led it to choose Roadmap The Company had a siloed system that was quite ineffective when it came to digitally governing its business process. Most procedures and entries were manually performed, while some data was registered in Excel Sheets with no further scope. In all these, the absence of a digital solution to process the Material Requirement Planning (MRP-I) was the telling constraint that made the Company seek for an ERP. Of all the ERP solutions that responded to the Organization's quest, it found Roadmap ERP to be the technologically and economically best- it system with the most amicable answers to address each one of its pain points.

Roadmap, through its Business Process Re-engineering (BPR) approach, understood the needs and purposes of the Concern's business processes. Roadmap's BPR experts effectively collaborated with the Organization's core-team and succeeded in implementing the ERP on-time. The Roadmap ERP modules implemented in the Company to digitize its business processes are:

1 2 3 4 5 6 FINANCE Ÿ General Ledger Ÿ Accounts Payable Ÿ Accounts Receivable Ÿ Cash Management Ÿ Fixed Asset Ÿ Taxation

SUPPLY CHAIN Ÿ Purchase Order Ÿ Inventory Ÿ Subcontracting Ÿ Quality Management Ÿ Sales

PLANNING & MANUFACTURING Ÿ Routing Ÿ Bill of Material Ÿ Demand

Management

HR & PAYROLL Ÿ Employee Portfolio Ÿ Leave & Time Mgt. Ÿ Loan Management Ÿ Payroll

CRM Ÿ Marketing Ÿ Customer Support

SUPPORTING MODULES Ÿ Plant Maintenance Ÿ Engineering R &D

Ÿ Material Req.

Planning Ÿ Shop Floor

The Rig Manufacturing Industry's Pain Points Addressed by Roadmap ERP: Financial Management ª The Client maintained Accounting data in Excel Sheet and had to carry out manual calculation for iling

GSTR-1 and GSTR-3B.

Now, the entire process is captured into the Roadmap's Financial Management system and the iling of GSTR-1 and GSTR-3B is automated.

General Ledger, Accounts Payable (AP), Accounts Receivable (AR), Cash Management, and Fixed Asset modules are appropriately aligned with the relevant processes to ensure the eective management Finance & Accounting.

Supply Chain Management There was no Inventory Control system - so, Supplier due dates could not be tracked resulting in the inability to keep up with Production lead-times.

Roadmap generates bulk emails to Suppliers regarding materials pending delivery and nearing due dates. Thus, the issue was sorted out and the negative consequences avoided.

The Company follows First-In First-Out (FIFO) method for Inventory. This had to be done manually.

The FIFO method for Inventory has been brought into the ERP's Inventory Control module's ambit and the system is completely automated, thereby saving time and ensuring error-free processing.

The absence of Dead Stock reports had led to the increased Inventory Carrying Cost and wastage of material due to the inability to track the presence of the material in the inventory.

Roadmap Inventory Control system tracks all the available material in the Inventory and generates Dead Stock reports for materials that lay in the Inventory for more than 190 days. This saves on the Inventory Carrying Cost and ensures the ef icient use of material in the Inventory.

Order against Stock method was not in place. This led to the usage of materials slated for the purpose of one Order to be used for some other Order, ultimately ending up short of materials to process the original order.

Roadmap tracks the materials in Stock in an Order-wise and Customer-wise sequence to prevent the issue of materials slated for one customer to be used for another. This ensures that the Production line is fed without any glitches and that the Projects are completed within their respective lead times.

Gate entry was manually done consuming lot of time and exposing the system to frequent errors

Roadmap aids the instant and error-free conduct of Gate Entry by automating the system through Barcode and QR code scanning facilities.

The Clients Transportation facility was managed by means of manual entries.

Roadmap automates the audit of Freight Invoice against the Original Contract for Transportation and leaves no room for error, thereby avoiding waste of time on manual data entry and subsequent recti ication of errors.

The system also ensures process-consistency; guaranteed on-time pick-up / delivery, prioritization of delivery schedules, accuracy in Costing based on mode / distance / weight / quantity, smart accommodation of consignments to achieve maximum loading ef iciency per trip to achieve optimum productivity of the Transportation facility by harvesting complete yield out of its utility.

Calibration: Roadmap provides the Client with the edge of being able to periodically calibrate their tools through the Tools Calibration facility of the QC module. The following are the benefits of the system: The standard calibration values of each and every tool are captured and registered in the system Periodic calibration is enabled by pre-fed calibration due dates' with the facility to trigger automatic due date notifications The faculty to capture calibration history helps to measure the efficiency of each tool After the lifetime of a tool is over the system aids the scrapping of the same

Customer Relationship Management The Company did not have a digital solution for managing customer relations Roadmap's CRM suite empowers the Company to make bulk-email-campaigns to reach, retain, and grow its client base.

The Marketing module helps to choose the target markets with ease. The system empowers the decision makers to assess the efficiency of the marketing force through the Sales PersonT r a c k i n g facility. The faculty guides the sales personnel to register the details of their sales visits from the client's venue and ascertains the authenticity of the sales activity by verifying the registered data against the geo-location of the sales person.

Customer Support module automates the hassle-free activation of product warranty right at the time of sale or during installation as per the discretion of the Company. Further, it generates Annual Maintenance Contract proposals, based on the Product's vicinity to its Warranty/AMC expiry date, thereby ensuring the increase in service revenue.

Engineering The Engineering processes of the Company were earlier captured in an Excel Sheet. This delayed the process and was not coordinated leading to inaccuracy and prolonged re-works.

Roadmap captures the complete process in the system and sequentially streamlines the procedure to bring about the required Engineering Change effortlessly and smoothly as follows: Concerned stakeholders are given the scope to raise Engineering Change Request (ECR) as and when the need arises.

Once an ECR is raised it is automatically forwarded to the designing section At the drawing section, the system monitors each design in terms of date, time, and the person involved in the drawing, thereby providing the scope to track flaws to the very source of the concern.

HR & Payroll The Organization had a siloed system combined with Excel Sheet for processing HR and Payroll functions.

The digital advantage that Roadmap ERP has given the HR and Payroll processes of the Client are as follows: The Planning Manpower Requirement module automatically validates the Manpower Requests against available resources and routes it to the HRD. The Recruitment module automates most of the manual work involved in the recruitment process and helps the organization to recruit the best talent efficiently.

The system's faculty for Maintaining Employee Portfolio tracks details of Employees' personal and professional data, legal documents, Passport, Visa, Driving License, Work Permit, Identity Card, Medical Card, and Insurance.

Roadmap's Orientation facility prompts the assignment of role-specific Orientation plan for the newly recruited personnel, and the promoted and/or transferred staff.

Training & Development module helps to identify employees' training requisites and train the workforce with appropriate internal and/or external programs. The module also evaluates the pre and post training performances of the employees and projects the success rate of training sessions.

Performance Appraisal solution automatically calculates appraisal details based on the formula provided by the Client at the touch of a button.

Leave and Time Management system gives a comprehensive description of the Accrued, Outstanding, and Advance leave profiles of employees. By integrating the Automatic Punching Machine attendance system into the process, the solution eases the assessment of employeeefficiency based on worked hours, on-time arrivals, late arrivals, permission, overtime, etc.

Loan Management module integrates the HRD with the financial units of the organization and automates the loaning procedure by disbursing the loan through employee payables or payroll, and enabling employee loan deduction through Payroll.

The Payroll module tracks all employee related departments, especially the financial wing and automates the generation of payroll as per the company-specific preset formulae, wherein ESI and PF are automatically deducted based on employee-specific standing instructions.

Plant Maintenance The Company had its Plant Maintenance system manually monitored and maintained. The materials consumed for the maintenance could not be monitored.

Roadmap's Plant Maintenance module facilitates the analysis and assessment of the stature of individual components of equipments, and appropriately assigns Preventive or Breakdown maintenance schedules for the equipments.

Mobile Approvals The Rig Manufacturer did not have a Mobile Approval system. The existing Paper Approvals were delaying the business functions, and also, rendering the process prone to errors.

Roadmap's internet powered Mobile Approvals for Purchase orders and Sales Invoices, facilitate quick and uninterrupted business functionality at anytime from anywhere and through any device, and renders the process paperless.

Implementation Success: The comprehensive integration of Roadmap full-suite ERP with the entire business process of the Rig Manufacturing Industry has eased the management of the business by integrating all its functional units from within and without. The ERP solution provides accurate details to precisely plan the procurement and production processes. Further, it empowers the Stakeholders to make faster and better management decisions by providing crucial information in a timely manner. The ERP has ultimately delivered high ROI by totally solving all the snags that were pulling the company behind from functioning smoothly.

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Integrate Innovate Succeed

Roadmap IT Solutions (P) Ltd. No. 5, Republic Street | Reddiyarpalayam | Pondicherry - 605 010 | India Phone: +91 413 420 7333 Email: mktg@roadmapit.com

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