ERP system: opportunities and challenges

actori impulse

An analysis of the software landscape of cultural institutions and sponsors paints a clear picture: Many institutions have a heterogeneous and complex software landscape with different, often unconnected systems, for example in the areas of ticketing, CRM, finances, personnel management, scheduling, warehouse management or archiving. However, the use of stand-alone solutions brings with it challenges data, for example, is often not brought together in a centralized manner, and interfaces are only partially available. A consolidated view of the various departments and services of an institution is thus hardly possible. Internal collaboration is made more difficult and controlling is likely to be impaired. In addition, the use of different systems can also lead to inefficient processes and higher costs.

An ERP (enterprise resource planning) system helps to solve these problems because it optimizes and automates business processes. It connects different business areas such as finance, controlling, human resources, enterprise resource planning and document management and, when implemented with the appropriate focus, enables a smoother flow of information. The goal is efficient control of all resources of a company through an overarching software. Centralized data storage allows information to be accessed in real time, resulting in more efficient workflows and improved collaboration.

The selection of a suitable system requires good preparation; individual requirements and processes of an institution should be defined and made comprehensible in the form of a specification sheet prior to a tender.

Although ERP systems are comprehensive and therefore influential tools, they cannot cover all specific requirements and processes of the users. In many cases, it is necessary to use additional specialized software applications that are tailored to the requirements of the culture, education, or entertainment sector. For example, a theater or venue needs specific software for scheduling (e.g., thea.soft, Rubin, OPAS, or KOKOS.event). Interfaces and "integration tools" are used to ensure that the various applications and data can exchange effectively. This must also be considered appropriately before an order is placed.

The implementation of an ERP system is a complex and time-consuming process that must be well prepared. With our experience in planning, procurement, contracting and implementation of one, we are happy to support you.

A news article by Jonas Salzer, Consulting actori GmbH.

Jonas Salzer, Consulting actori GmbH (@ Nikolaus Schäffler)