HBP Systems White Paper | How To Choose The Right Business Management Software
ACCOUNTS SOFTWARE
How To Choose
The Right Business
Management Software
HBP Systems’ guide to finding and choosing a solution
that meets all of your business’ current needs and future
requirements.
Business solutions range in price and functionality and inherently become
intrinsic to the inner workings of your business.
This in turn however can become stifling and expensive when your business needs develop and evolve
and your requirements out-grow your current system. This white paper aims to highlight the method
involved in gaining insight into the availability of software that’s right for your business now and in the
future.
It will also address what to look for in a software provider partnership - potentially saving your company
thousands of pounds in the future.
HBP Systems White Paper | How To Choose The Right Business Management Software
Introduction
45%
of companies are
satisfied with their
overall ERP vendor
experience
5%
increase in the
number of ERP
failures since last
year
65%
of ERP
implementations
take longer than
expected (due to
schedule overruns)
58%
of ERP projects
cost more
than expected
(exceeded their
planned budget)
These thought-provoking findings,
concluded from the ERP Report 2015
by Panorama Consulting Solutions
demonstrate that the reputation of
Enterprise Resource Planning (ERP)
solutions is damaged. There is no
doubt that ERP systems add value to
companies, but choosing the right
solution can prove to be intimidating.
When companies recognise the
need for an ERP solution, they
sometimes rush into the selection
process without first figuring out
exactly what they want to achieve
from their implementation. These
companies often find themselves
overwhelmed by the broad
range of options available in the
marketplace and run the risk of
making a rash judgement.
This is where Business Management
Solutions can step in. They are
faster, simpler and more flexible
and eliminate much of the pain
associated with ERP selection and
implementation process.
By going beyond ERP and looking
at the wider picture, companies
can find a Business Management
Solution that matches their exact
requirements, without sacrificing
business agility. The following paper
will help you carry out a much more
focussed and thorough search to
get your Business Management
Solution choice right, the first time.
Let us start by understanding what
a Business Management Solution is
and how it can help you.
Most
ERP
implementations
under-deliver
business value
What’s ERP?
Definition of ERP:
A process by which
a company (often a
manufacturer) manages
and integrates the
important parts of its
business.
An ERP management
information system
integrates areas such as
planning, purchasing,
inventory, sales, marketing,
finance, human resources,
etc.
Break Down ERP:
ERP is most frequently used
in the context of software.
As the methodology has
become more popular,
large software applications
have been developed to
help companies implement
ERP in their organisation.
HBP Systems White Paper | How To Choose The Right Business Management Software
What is a business management solution?
Business
Alerts
Business
Continuity
Planning
Web
Viewing
Portal
Case
Management
System
Tracking
Business
Management
System
Project
Planning
Document
Library
Management
Reports
Fianance
Human
Resources
Business Management Solution is a fully
integrated, real-time system that gives you the
information you need to grow your business.
It enables agility by collecting and connecting
information from everyone, every department and
every process throughout your entire business.
This means a seamless flow of information
throughout the company - manufacturing,
sales, marketing, distribution, accounting,
financial, human resource management, project
management, inventory management, service and
maintenance, and transportation — within a single
system.
Overall, Business Management Solutions deliver
flexibility, functionality and security, without the
complexity and cost of typical enterprise systems
and work towards accelerating a continuous
process of growth and improvement within the
organisation. Therefore, moving away from ERP
towards Business Management Solutions can
empower the entire organisation to become leaner,
more efficient and ultimately, more profitable.
HBP Systems White Paper | How To Choose The Right Business Management Software
Reasons For Implementing A Business
Management Solution
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According to a Gartner Study, top business priorities have shifted in recent years, from cost-saving to
growth and profitability. For no less than 41% of companies, growth is now one of the top three priorities
and IT solutions play a pivotal role in making this happen.
HBP Systems White Paper | How To Choose The Right Business Management Software
The Assessment And Selection Process:
Starting Out On The Right Foot
Whether you are looking for your first Business
Management Solution or looking to move away from
the typical complexity of ERP, and upgrade to a more
cohesive system, keep in mind that the entire process
represents a serious investment for any organisation
and is crucial for its future success.
The progression from evaluation to selection and then implementation is an important, long-term
decision for your organisation. Here are the top 4 steps to help you towards successful assessment,
selection and implementation of a Business Management Solution.
1.
It all begins with you!
The wide adoption of the internet has
changed the way we do business, and
over the years, the effect has trickled
down to customers, who now have higher
expectations. Therefore, whether you
are a growing business or an established
enterprise, you need a proven method to
streamline your operations, drive growth,
improve customer experience, enhance your
competitive position and be in control of your
business. A Business Management Solution is
the answer to all your wishes.
2.
Determine your reason & objective
By being realistic about your goals,
management and problems, you can find
the best software that will help streamline
your entire business. Just ask yourself
what you really want and why, and work
towards establishing your current and
future objectives. Make sure that your
corporate goals align with your Business
Management Solution and that you have the
necessary infrastructure in place prior to the
implementation process. The more focused
you are in identifying your business need, the
better your software selection will be.
3.
Freedom in terms of flexibility and choice
Available in the cloud, SaaS or on-premise,
Business Management Solutions are ideal for
growing or enterprise businesses, especially
those in the manufacturing, distribution
or service industry. Moreover, as Business
Management Solutions are faster, simpler
and more flexible than typical ERP solutions,
companies achieve greater insight into their
business processes by bringing everything
together in one simple solution. According to
the size and need of your business, determine
whether your company needs specific
industry functionality, or whether it will work
better with a more flexible, standardised
software. Irrespective of which software or
method you choose, make sure the entire
process is divided into steps and each step
has specific timelines for completion. To
guarantee a seamless implementation, assign
someone responsible for ensuring those
deadlines are met.
4.Standardised implementation = minimum
amount of time
As with most implementations, the success
of your Business Management Solution
will depend on following a systematic
approach from start to finish. Sometimes,
the implementation process runs into minor
bumps, and the timeline falls a bit off the
track to accommodate those unforeseen
circumstances. However, with standardised
implementation, the process is supported
with templated documentation, so the
chances of hitting such bumps is close to nil.
Such pre-worked documentation shared by
the provider ensures that as a business, you
are able to hit the ground running, and zero-in
on opportunities instantly.
HBP Systems White Paper | How To Choose The Right Business Management Software
Checklist For Choosing The Right Business
Management Solution For Your Business
Product Name
Question


A complete package, integrating all aspects of running a business.
The latest technology and the most advanced features and options.
Menu items and screen layouts that are user friendly, intuitive and easy to use.
Enough flexibility to adapt to your business needs.
Easy customisation built-in from the start.
Maximum performance in your weakest areas.
Cost-effectiveness to strike a good balance between the overall cost of the planned
software deployment and the project’s profitability in the payback period.
A detailed online help system.
The More Ticks The Better:
Making the right choice for your business
when it comes to your proposed Business
Management Solution right from the start is
the most important point in the entire solution
life-cycle.
Use this simple checklist for each potential
solution for your Business Management
Software, and be educated on each of the
points. If you don’t know whether the solution
in question can have a tick next to any of the
points - speak to the right person to get the full
answer and understanding.
Speak with your chosen partner, and discuss
in-house your detailed answers for the best fit
for each of these points so you can be sure that
the proposed system will fit properly when it’s
installed.
HBP Systems White Paper | How To Choose The Right Business Management Software
Steps To Choosing The Right Vendor
Choosing the right partner
With the objectives and
requirements of your
Business Management
Solution nearly sorted, it
is time to look for the
right vendor or partner
who will meet your
expectations.
Having the right partner on-board is one of
the main reasons why some companies have
a dream deployment, while others have an
unsettling experience.
As seen in this graph, only 45% of respondents
are satisfied or very satisfied with their overall
ERP vendor experience. This is a relatively low
percentage, given the increase in reported
ERP failures and decrease in overall software
satisfaction.
Nearly half of respondent organisations are
neutral about their overall experience with
ERP vendors (44%), hence signalling that many
businesses have evolved beyond the traditional
ERP technology and capabilities.
As a result, it is paramount that you work with a
partner who understands your business needs,
undertakes relevant and required planning and
provides you with training and implementation
documentation.
6%
5%
8%
44%
37%
Neutral
Dissatisfied
Satisfied
Very Satisfied
Very Dissatisfied
Source: Panorama’s 2015 ERP Report Copyright © 2015 Panorama Consulting
Solutions
The easy way to evaluate the right solution
provider is to look for the following 4C’s: Company
history, Consultant experience, Customer
references and the overall Culture of the company.
Once you have shortlisted the potential providers
on these bases, you are ready to dig deeper into
your discovery of finding the perfect partner.
HBP Systems White Paper | How To Choose The Right Business Management Software
Round One – Specification and pre-selection
Among the shortlisted providers, look for
those who provide maximum security for your
investment and come with an international or
industry-specific focus. Scour the internet for
freely available information and attend fairs and
roadshows where you can get an opportunity to
meet the provider personally.
Round Two – Discuss the application
Further deduce promising candidates based on
detailed specifications by asking for key business
processes and project requirements. This is the
basis for concrete proposals for both a solution
and a first offer. Ask as many questions and look at
as many examples as possible to build your trust in
the provider. Compare the offers and reduce your
list to a maximum of 4-6 vendors.
Round Three – Final presentation
This is the stage where you evaluate the actual
performance of the eligible candidates. To gain
insight, ask for demonstrations involving complex
business processes. This step will help you
observe how competent they are to handle your
current business needs and future requirements.
Follow it up with supplementary workshops with
the best two or three candidates. Meeting your
providers face to face will enable you to explain
your business goals and allow your questions to be
answered in greater detail.
Round Four – The decision
This is where you realise the fruit of your labour.
Go through all your research and assess the
solutions, the performance and the competence
of the top 2 or 3 solutions and providers. Make
your final decision in consultation with the
representatives of the affected business areas.
This will result in better acceptance. Make careful
preparations before the implementation by
holding joint workshops. The more detailed the
planning, the lower the risk of nasty surprises.
Round Five – Final presentation
The walls of ERP are crumbling.
With flexibility and ease of use becoming critical
to business competitiveness, ERP is gradually
being replaced by Business Management Solutions
that are faster, simpler and more flexible. These
solutions offer increased satisfaction and security,
without the complexity and cost of typical
enterprise systems.
While choosing the right Business Management
Solution can be challenging, it is worth the time
spent. In the long-term, the right solution will
pay for itself in business success, employee
satisfaction* and company growth.
With good preparation and planning, the decision
may be easier than you think. It will bring benefits
such as faster optimised processes, lower costs
and greater transparency, which in turn will enable
the company to quickly and flexibly adapt to
market requirements.
To simplify, think of this whole selection and
implementation process as going on a road trip.
You need to be willing and ready to undertake that
trip, find the best route possible that takes you
to your destination and make full use of all your
packed resources. You might hit a few bumps in
between, but with proper planning, you will most
likely have a smooth ride.
Let’s hit the road.
*The 2013 Aberdeen report on Best-in-class strategies for selecting an ERP solution revealed that a massive 56% best-in-class businesses look for solutions that are easy to
use. That is because even the most functional of ERP solutions are a waste of money if employees can’t use it. A user friendly solution will lead to a higher employee usage
rate and the solutions’ benefits will more quickly and profoundly manifest themselves throughout an organisation. Business Management Solutions are clear, easy to use
and come with an intuitive interface that helps decrease user confusion and increase overall productivity.
HBP Systems White Paper | How To Choose The Right Business Management Software
Introducing Sage Business Management
Solutions
Sage X3
Sage 200
Flexible Business
Management Solution for
mid-sized to enterprise
companies
Business Management for
small to medium-sized
businesses
Sage X3 delivers enterprise-class business
management functionality and security, without
the complexity and cost of typical enterprise
systems. It simplifies the management of all
aspects of your operations – from financials, sales
and marketing, to distribution and manufacturing
– and keeps your organisation lean and ready to
grow.
Sage X3 is a faster, simpler and more flexible
business management solution developed for midsized to enterprise companies, to grow a profitable
business, both internationally and locally.
With powerful functionality for manufacturing,
process manufacturing, project management,
IT services, professional services, maintenance
services, distribution and production industries,
and a collaborative approach across all business
units and departments, Sage X3 is ideal for
business growth.
For a fully-scalable business management solution
that’s flexible, simple to learn and easy-toimplement, with no hidden costs – talk to us about
Sage X3.
Sage 200 is a business management solution that
helps small and medium-sized enterprises get
full visibility of information across their entire
business.
It manages finances, stock and business insight
in one solution, allowing you to control all your
business processes within one integrated solution.
You can also choose from a range of modules and
features, including Manufacturing and Project
Accounting to build a fully customised solution for
your business. With a choice of online or installed
on premise software, there’s even more flexibility
about how you use, roll out and pay for your
software.
HBP Systems White Paper | How To Choose The Right Business Management Software
Credits
Taken from a white paper published by Sage UK: Business Management Solutions: Getting It Right The
First Time. All research and compilation credits go to them.
HBP Systems Ltd fully credits and endorses Sage’s products and services.
Sage is a global company, working with 6.2 million
businesses across the world. But our roots are in the North
East of England, with our global headquarters in Newcastle,
where we first began.
Like many of our customers, we began as a startup business. Our founder, David Goldman, was our
first customer. He wanted to make it quicker to
create quotes for his print business and to keep
track of his business accounts.
The printer, the NASA man and the student
David worked with a team from Newcastle
University, including Dr Paul Muller, a computer
expert who’d previously worked on the first NASA
Apollo mission to land on the moon. Student
Graham Wylie was also part of the team who would
go on to develop this innovative software.
David realised that other companies could benefit
from software they developed and formed Sage in
1981 to sell it.
Inspired by meetings in the pub
Legend has it that the name Sage came from a
picture of herbs spotted in the pub where the team
held their first meetings.
In those days, technology wasn’t such a big part of
everyday business, but when Amstrad brought out
the first desktop PC, Sage adapted our accounting
software and sales grew from 30 to 300 a month.
Financial and global success
We floated on the London Stock Exchange in 1989
with a valuation of £20 million. In 1999 we entered
the FTSE 100 and we’re still there.
Today we have millions of customers and around
13,000 employees across 23 countries, including
UK and Ireland, mainland Europe, North America,
South Africa, Australia, Asia and Brazil.
We continue to speak to thousands of customers
every day to understand their needs and to
develop software and service to help them.
Read more at http://www.sage.co.uk/
HBP Systems White Paper | How To Choose The Right Business Management Software
Choosing software that keeps pace with both your current & future business requirements can be
a daunting process. HBP are leading partners for Sage, Pegasus & Exchequer software and, unlike
companies who only offer solutions from one software house, we can ensure that the correct option is
meets your requirements.
“HBP Systems Ltd was formed in 1991, and we’ve been on quite the journey since then. From our
beginnings as a Business Product supplier in the Humber region, to an award winning supplier of
business IT networks, accounting software and EPOS solutions, we’ve stayed true to our core skills and
are now recognised as a leading provider in Scunthorpe and Hull area. We owe a huge thanks to our
dedicated staff and our 600+ customers for joining us on this awesome journey, and we certainly hope
that you’ll join us and become part of our story.”
Joanne Dixon
Managing Director
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