INTRODUCTION (ManaVehicles)

ManaVehicles is one of the Assembler and Supplier of well-designed range of E-

rickshaws. Our organization is making obtainable a widespread range of Electric Rickshaw,
Electric Loader Rickshaw, E-Rickshaws & E-Loaders Spare Parts. These varieties of rickshaws
are designed at our up to date development unit by use of top quality raw components and state-
of-the-art tools and technology. In conformity with international quality standards, our diversity
is highly appreciated by the clients for less upkeep requirement, user friendliness, longer
functioning life and high load tolerance. We are eager to offer reliable products to meet different
requirements of clients. Our products are very much demanded at large scale in the marketplace
and in various commercial sectors. Its existing products are:

• E-Rickshaw (Soni)
• E-Loader(Mahi)

INDENTIFICATION OF NEED OF ERP

ManaVehicles business is booming gradually and its branches and business categories are
expanding rapidly. Growth now depends on the ability of businesses to innovate. Innovation is
no longer regarded as the exclusive preserve of the research and development department.
Instead, many businesses see that innovation must become part of the core competency of every
part of the organization and its network of business partners.

Business leaders today put a value on activities that encourage innovation. A new
generation of innovation management software is emerging to support these leaders, cultures,
and processes as like as the application of the ERP - Enterprise Resource Planning. ERP presents
itself as being one of the most important tools in the management, based by a complex system of
computers gives information and the necessary knowledge to the organized management
allowing it different stages of competition. An ERP system is a packaged business software
system that allows a company to automate and integrate the majority of its business processes, to
share common data and practices across the entire enterprise, and to produce and access
information in a real-time environment. As business categories are expanding, ManaVehicles
should consider developing a more secure system in which not only the data regarding
employees and vehicles should be kept and saving but also looking after the purchasing, selling
and other operations. We survey ManaVehicles production house which is located at
Pashammailaram. After surveying the organization we came to know that ERP should be
implemented in the organization. Those points show the need of ERP system in ManaVehicles
and those points are as follows:

• To manage the accounts and financial dealings on a secure platform to take better
decisions regarding financial operations.
 • Purchases are needed to be managed in order to reduce the lead time of products not only
to the customers but also on their retail outlets and retailers as well.

• There is no proper software which handles the inventory system of ManaVehicles.

• Important activities like raising purchase orders, viewing invoices and generating reports
for dealers are not capturing by any system.

• There is separate HRIS software maintained for the organization but ERP has built in HR
functions and solutions.

• Departments are not inter-connected with each other.

• Reports are difficult to manage by the supervisors of the outlets. ERP will provide
automated reporting tools.

• Increased paper work brings more work load in outlets at the end of the day.

• ERP system is the need of an hour because organizations which are not utilizing ERP
systems cannot align their sales, costs and profits. For decision making ERP system
provides data and information which will help the managers to take better decisions.

In order to remove those major and potential problems ERP should be implemented in Mana
Vehicles. It will not only reduce the costs and lead time but it will also secure their data
regarding employees, supplier, dealers and outlets will be arranged and automated reporting tool
of ERP will help the employees to generate daily reports with just a single click.

MAJOR INTERNAL PROBLEMS

The major internal problems in ManaVehicles are:

• There is no integrated system which will provide data and information flow to all the
departments.

• Purchase and stock problems, there are no software used for automated purchase order
requisition and identify the stock purchasing level.

• No reporting tools are provided to the employees to give daily reports

• There is no particular system for SuperStockists, dealers to perform their activities.

• There is only manual inventory management in ManaVehicles, whereas a system should

be introduced in order to do technical inventory management.

• Forecasting is not proper or close to the demand in the market, an electronic system
should be implemented.
REQUIRED ERP MODULES
• Dealer Management System

• Purchasing and incoming goods handling

• Material management

• Production planning including Product details

• Sales including telephone sales

• Inventory control, returned products.

• Chain store management, management of bank holidays

• Finance and accounting, cost calculation/controlling, assets accounting

• Bank and treasury functions, monetary transactions

• Information system, business warehouse

• HR module

Optional packages which are also required by ManaVehicles are:

• Capacity planning and forecast

• Distribution of surplus and under production

• Plant specific statistics

ASSUMED RESULTS OF SELECTED MODULES

When the selected modules implemented in ManaVehicles then it will affect not only
on the costs of the organization but also on the performance of the employees. Complete
details of results of selected modules are given below:

 Dealer Management System

With the help of this module dealers can raise a purchase order and receive
corresponding invoices and can generate the reports.
This module is meant for users (C&F and Dealers) who can access and maintain
information easily. Admin & Dealers can easily automate their work with less effort.
C&F can have a control on dealers very easily.
 Purchasing and incoming goods handling
With the help of purchasing and incoming goods module, ManaVehicles will
generate automated purchase order requisition which will not only save time but it also
leads towards better delivery time of products. The incoming goods part of the module
will direct the employees that goods are received and they have to store them in the
warehouse at their appropriate locations.
 Material management
Material management is the major module because it creates master data related
with the Vehicles and Spares. This module will help in allocating the materials in their
right manner.
 Production planning
Production planning module will help ManaVehicles to arrange their output or
production level. It will provide them a proper plan regarding production i.e. how much
they will produce in a specified time frame so that they can meet the market demand
level.
 Capacity planning and forecast (Business Intelligence)
ManaVehicles will have more grips on forecasting after implementing capacity
planning module. ManaVehicles will know about the optimum capacity which should be
produced by them which will gives them benefit and more profit. Forecasting will help
them to reach the demand level in the market.
In the end, it is concluded that many functions will be accomplished with more
accuracy and efficiency and the problems with each department will be eradicated after
the implementation of ERP modules because they provide integrated platform for whole
organization to work and stay connected with everyone like a home.
 Sales including telephone sales
Sales module includes both direct sales and institutional sales so that they utilize
their sales in a profitable manner. Their sales may also increase and this module will
notify MANA VEHICLES about their credit and cash sales .Telephonic sales also
includes in this module but they should be redirected through dealer network.
 Inventory control, returned products.
In inventory control module, MANA VEHICLES knows about those spares or
products which should be returned to the vendor because of their low quality or any other
obligation. It also helps them to control their inventory level i.e. it indicates them that
their inventory level is reached at low level or maximum level so that they can make
appropriate decisions according to the situation.
  Chai
n
store management & management of bank holidays
This module works as MRP (Material Requirement Planning) software and it tells
them how much material is required for which product. This module majorly focused on
the supply chain management of MANA VEHICLES and it will also identify the bank
holidays so that if they want to buy material then they should pay the amounts to their
supplier before or after those dates.

 Bank and treasury functions, monetary transactions

A treasury management system (TMS) is a software component that automates
the repetitive steps needed to manage ManaVehicles cash flow. Treasury management is
the creation and governance of policies and procedures that ensure the ManaVehicles
manages financial risk successfully. Because a primary function of treasury management
is to establish levels for cash or cash equivalents so that a ManaVehicles can meet its
financial obligations on time.
 Finance and accounting, cost calculation/controlling, assets accounting
This module allocates their finance and assets. MANA VEHICLES will then plan
for purchasing new assets by utilizing this module. It will notify MANA VEHICLES that
when will the depreciation of any asset reaches to its maximum limit and they have to
purchase new asset or new part of that asset.

 Information system, business warehouse

Information system module is the major module. After implementing this module,
MANA VEHICLES can access to their information of any department with a single click
because with the help of this module all departments will be integrated with each other.

POST IMPLEMENTATION PHASE

 Integrated system
ERP system has great deal of integrating information flow through the all
departments of the organization. Company is interlinked with each other and all
departments can access the same information at the same time. In ManaVehicles the
implementation of ERP makes one department know what other department is doing.
 Limitation in the work power
After the implementation of ERP system it will lead to the decrease in the number
of employees. Because the work become totally automated and only one person can
perform the work of two or three person.
 Clear vision of employees
After the implementation of ERP the management can easily access the
information they are needed to make the decision. There is no need to go through the
whole information to find the relevant information now we can access only the
information we required by centralized searching.
 Performance reports
In ManaVehicles ERP system make the reporting too easier. The employees can
easily generate the report without asking help from the IT department because ERP have
automated functions of generating reports on daily, weekly, monthly and yearly basis
with just one single command or click. Most of the employees even the dealers are facing
difficulties in handling the stock and giving reports properly, ERP will guide them to
check their stock and inventory details and it will also provide easier way to make
reports. They just have to maintain the daily basis transactions and data, all the reporting
will be done by ERP itself.
 Security system
The ERP system increase the security of the data. Today key to success is
information. ERP system also enhances the data restriction. ManaVehicles will not only
secure their data but they will also enhance the credibility of the data and its authenticity.
 ERP not only deals with the hackers it also protect the data of ManaVehicles from viruses
and threats.

Business benefits
 Campus wide integration on a common system
 Improve internal communications
 Reduce or eliminate manual processes
 Enhance strategic decision making and planning capabilities
 Establish a self-service environment for employees
 Improve self-service environment for Dealer and Supplier
 Enable higher availability of administrative systems
 Support sophisticated data analyses for use in decision-making
 Integrated workflow, industry best practices, and reduced dependence on paper

Technical benefits
 Reduce or eliminate the need for backup or shadow systems
 Platform for re-engineering business practices and continued process improvements
 Develop and maintain consistent data definitions
 Provide accessible, user-friendly administrative and Employee support services
 Increase data integrity, validity and reliability
 Assure system wide security and protection of confidential information
 Create a more seamless integration between technology and Product delivery by
providing a single platform based on new technologies
 Access to data in real time.

USECASES:
1. Admin

login

Register Dealer

View Dealers

Delete Dealers

Update Dealers

Admin
Add Product

Delete Product

View ProductInventory

View PurchaseOrder

Send PurchaseOrder

Sending Invoice

View Invoice

Request Waybill

View Waybill

View reports

Logout
2. SuperStokist

login

View ProductInventory

View Dealers

Send PurchaseOrder
SuperStockist

View PurchaseOrder

Sending Invoice

View Invoice

Request Waybill

View Waybill

View reports

Logout
3. Dealer

login

View ProductInventory

Send PurchaseOrder

Sending Invoice
Dealer

View Invoice

Sending Waybill

Filling Customer Forms

View reports

Logout