Basic maintenance and operation of ERP system

James martin, an American scholar, put forward the data-centric principle of enterprise computer information system in the early 1980s, and wrote a monograph on the theory and methods of data integration, information engineering and overall data planning. The principle of "data center" points out that as long as the nature and objectives of an enterprise remain unchanged, its data class is stable, and any business management activities are inseparable from access to these data. Mische model also points out that information system integration is inseparable from data management, and the essence of information system integration is data integration. The technical work of enterprise information resource management is the construction of data environment, with special emphasis on the construction of integrated data environment with subject database as the main body.

To implement ERP projects, according to the different scope of implementation, a large number of basic management data need to be sorted out. With these data, ERP system can spread information to the whole enterprise and optimize all business work at the enterprise level. However, there is also the problem that erroneous data can be widely spread, which may lead to disastrous consequences. Therefore, ERP system can really serve enterprises only on the premise of obtaining fast and accurate input data.

Therefore, ERP system must establish the guiding ideology of taking data as the center. In the process of collecting, processing and sorting the original data, on the premise of ensuring the stability of the data structure, the correctness of the original data and the security of the data system, we should take the data as the center, ensure the integrity, correctness and consistency of the basic data, ensure the uniqueness of the meaning of the index system, ensure the correctness and variability of the main business processes of the system, and make the internal mechanism of the ERP system run more efficiently and flexibly. 2 data standardization

"Standardization" is an activity to make the same and reused rules for actual or potential problems in order to get the best order within a certain range. Its significance lies in improving the applicability of products, processes and services, preventing trade barriers and promoting technical cooperation. Its purpose is to "get the best order" and "promote the best social benefits"; The optimal order mentioned here refers to improving the order of standardized objects through the implementation of standards and optimal functions; The best benefit is to exert the best system effect of the standard and produce the ideal effect.

In the implementation of ERP project, data formulation needs standardization. Standardization is a basic system engineering with the characteristics of knowledge-intensive, data-intensive and heavy workload, including coding standardization, data standardization and maintenance data standardization;

2. 1 coding standardization

Various master data codes are the basis of data standardization, the most important and complicated coding system, and the foundation of database establishment. The coding of master data can be roughly divided into five categories: location code, technical drawing number, classification plus serial number, material attribute number, national standard plus specification number. Looking at the material coding in hongta group ERP system, semi-finished products and semi-finished baking sheets are coded with positioning codes; Auxiliary material coding adopts classification and serial number; Hardware fittings are coded by material attribute number; Equipment coding adopts national standard plus specification mode.

However, no matter which classification is adopted for master data coding, the following principles should be followed:

A. adopt industry international standards or national standards.

On the premise of ensuring the accuracy of data, data should be standardized. Accurate but non-standard data can only be effective in local areas, and only standardized, accurate and real-time data can be unimpeded in the whole system. Therefore, the adoption of industry international standards or national standards makes the system's own data in line with international and domestic standards at one time, which brings a lot of convenience in data collection, use and expansion and update of software using data. For example, it is no longer necessary to organize manpower and material resources, or to use third-party merchants for data conversion.

B. adopt the principle of simplicity and efficiency.

In ERP system, people usually query information in different ways, sometimes by code, sometimes by name, and sometimes by other means. However, data coding is not always beneficial to query, and one-sided pursuit of holographic coding will lead to huge workload; Coding is not always conducive to memory, and memory always has an adaptive process, especially the new code converted from the original system or the code used by the department, which is difficult to remember. These requirements are unnecessary in the computerized environment of ERP system. It is suggested that the attribute meaning of master data should not be put into the code without sufficient reasons. If the generation method is not difficult, it is best to use monosyllabic coding in the computer system to make the coding concise and efficient.

It is scientific, systematic, compatible, extensible and comprehensive.

The definition of master data coding should be scientific, systematic, compatible and comprehensive, and the increase and change of future data should be fully considered. Of course, using too many coding bits will also lead to the complexity of coding. In the aspect of expansion, if some master data codes adopt barcode identification in the future, the conversion problem needs to be considered. At present, UPC bar code and EAN bar code are recognized internationally, among which dozens of countries including China adopt EAN bar code, and the EAN code is 13 digit code. It is suggested that the main data should be coded in Arabic numerals.

2.2 data standardization

The operation of ERP system needs a lot of data, and the sorting, coding, classification and entry of basic management data is often the biggest and most difficult part in the project implementation process. For example, for a production or circulation enterprise, material master data, sales data, customer data and supplier data are necessary. For a production enterprise, at least data such as work center, process route and material BOM are needed. The difficulty lies not only in the heavy workload and the variability of business data, but also in the "business secrets" within the enterprise and the employees who master the business data don't understand how the ERP system manages these data, which requires a series of data standardization specifications.

A. formulate various standardized specifications.

"Without rules, there would be no Fiona Fang". To achieve data standardization, we must formulate various standardization specifications. Information index system, development design and information exchange interface should be standardized, as should classification and coding, document writing, field definition and maintenance process.

B.it should be a long-term plan.

When an enterprise decides to implement an ERP project, it must first carefully calculate and estimate the business data of the enterprise. When the amount of data is huge, it is necessary to sort out the data as soon as possible, otherwise it will seriously delay the ERP project to achieve the expected benefits as scheduled.

When planning to implement a module of ERP project, we should also consider the data to be used by the module and its correlation with other module data. Unified at the same level to avoid data redundancy.

C. increasing the importance of data.

Some people summed up the lessons of many MRP/MRP II/ERP project failures in the past, saying, three-point technology, seven-point management and twelve-point data! It can be seen that data plays a vital role in ERP and enterprises that implement ERP projects. Data is an intangible asset of an enterprise, so we must attach great importance to the sorting, coding, classification and entry of basic management data, and invest enough strength and resources to solve it.

2.3 Maintenance data standardization

Maintenance data includes initial data collation and subsequent maintenance.

2.3. 1 Preliminary data collation

Before many enterprises start ERP projects, due to the extensive management in the past, subordinate departments often have many problems of inconsistency, non-standardization and lack of data. Most of these departments turn to ERP system on the basis of manual business processing, that is, they lack the basic data for computer processing business data.

Drawing on the experience of Yuxi hongta group and other enterprises in collecting the basic data of ERP system, the following principles should be followed when sorting out the initial data:

A. first understand the principle of ERP.

Because consulting companies that implement ERP projects generally have little interest and obligation in sorting out data. Therefore, the work of sorting and inputting data is basically done by the internal forces of the enterprise, and ERP system is unfamiliar to many employees, so it is necessary to train them on the basic principles of ERP, so that they can understand how the existing work works in the ERP system in the future and what kind of standardized data can be established to run in the system faster and more effectively.

B. Second, train application software.

Confucius' The Analects of Confucius, Wei Linggong XV: "If a worker wants to do a good job, he must first sharpen his tools". From basic data to data processed by computer, data collators need to be skilled in using computers. Those who are familiar with business data have different computer skills, so they need to be trained in some application software to improve the efficiency of data collation.

C. Data collation requirements: true, correct and timely.

ERP system deals with data! Only real data can reflect the real business situation of the enterprise and let senior leaders make correct decisions. "When garbage goes in, more garbage will come out." True, correct and timely data is the blood to maintain the normal operation of enterprise ERP system.

2.3.2 Subsequent data maintenance

It doesn't mean that everything will be fine if the previous data enters the ERP system correctly. In practice, the maintenance of subsequent data and the optimization of original data are still arduous tasks for data maintainers.

Data maintenance personnel need to do the following follow-up maintenance work:

A. strengthen the training of ERP project related modules.

Data maintenance personnel are required to thoroughly understand the spirit of ERP, apply it to practical work according to the principles and practices in the system, be precise and precise, and closely combine data with business processes. It is important to know how to do data and why to do data, so as to achieve the best effect of training.

B attach great importance to the accuracy of data and establish the necessary responsibility system.

Inaccurate data is actually a lie to innocent computers and can only be used by computers to produce wrong answers at high speed. Only by ensuring the accuracy of each data maintenance can the accuracy of the complete data of the system be guaranteed. Establish a clear responsibility system, and have special personnel responsible for accuracy in all aspects of data application, coding, maintenance and application. Otherwise, the accuracy of the data cannot be guaranteed.

C. strengthen self-study and improve work efficiency.

ERP system not only brings the change from management concept to management mode to enterprises, but also injects new vitality into enterprise culture. All positions need to emphasize "standards, dedication, professionalism, teamwork, performance and effectiveness"; Every employee should correctly establish "role consciousness", strengthen their own learning, constantly strengthen their professional level, and better improve work efficiency. 3 data optimization

According to a specific goal and under certain restrictions, the components of the calibration system and their relationships are selected, designed or adjusted to achieve the best results. This standardization principle is called optimization principle. Due to the lack of experience in implementing ERP projects and understanding of business process principles, the data structure and related attributes are not perfect. Therefore, it is often necessary to optimize the data according to the needs of senior leaders and changes in business processes.

According to the needs of data organization, the data in the system can be divided into static data and dynamic data. Static data reflects the basic attributes of enterprise resources, while dynamic data reflects the change and movement process of enterprise resources.

Therefore, data optimization is carried out in two aspects:

A. static data optimization.

There are many static management objects, but they mainly include fixed assets, hardware accessories, raw materials, employees and files. These management objects have a common feature, that is, the basic attributes remain unchanged or rarely change. This static management object has its own life cycle in the enterprise. The management of static management objects is the whole life cycle management, and the optimization of static data is the simplest data maintenance and the most sufficient data representation.

B. dynamic data optimization.

There are three main objects of dynamic management: logistics, capital flow and information flow; The management of dynamic management objects is the whole process management. Therefore, the optimization of dynamic data also includes the optimization of business processes. The whole process management of mobile management objects also reflects the integrity, unity and accuracy of management.

The implementation of ERP project is a complex system engineering, and in the process of implementation, the benefits will be constantly reflected, and it is endless. In order to achieve the maximum benefit of ERP project implementation, as the basis of implementation-data maintenance, we must adhere to the principle of "data-centric, data standardization and data optimization".