Conférence web Service Cloud Managé du 05.06.2025

Why an Adapted Service Manager is Your Best Ally for ERP and Reporting

Introduction to the Webinar

• The webinar hosted by AbsysCyborg focuses on the integration of ERP systems with reporting services, emphasizing their importance in business operations.

• Presented by Pauline Colmagro and Jean-Grunot Font, experts from ATA and Service Cloud respectively.

Key Discussion Points

• Attendees are encouraged to engage through a chat feature during the session, with a Q&A segment planned at the end.

• The discussion centers around three critical areas: infrastructure, security, and performance to meet business needs effectively.

Evolution of ERP Systems

• Recent advancements in ERP systems include increased accessibility, AI integration, enhanced security measures, and modular designs that allow for better adaptability.

• These changes address growing demands for flexibility and digitalization in businesses.

Importance of Data Integration

• The combination of SaaS (Software as a Service), cybersecurity measures, hybrid work environments, open APIs for tool connectivity, IoT (Internet of Things), and Big Data enriches analysis capabilities.

• It is noted that half of these trends directly impact decision-making processes; thus ERP and reporting are now inseparable components.

Data-driven Decision Making

• Companies are moving towards data-driven strategies but face challenges; only half report decisions fully guided by data.

• Capgemini's study categorizes companies based on their data maturity levels: low maturity (60% of surveyed firms), technical orientation, encouragement of data use within organizations, and those deeply rooted in a data culture.

Financial Implications of Data Maturity

• Firms identified as "data driven" show 22% higher profitability than average due to effective data utilization across operations.

• Conversely, companies just beginning to integrate data into decision-making processes experience 67% lower profitability compared to peers.

Understanding Key Concepts: BI vs. ERP vs. SI

• A clear distinction is made between Business Intelligence (BI), Enterprise Resource Planning (ERP), and System Integration (SI):

• ERP: Collecting and managing daily operational data.

• BI: Transforming raw data into actionable insights for decision-making purposes.

Components of Reporting Systems

• Reporting involves extracting relevant information from ERPs to create clear performance reports.

• Visualization tools translate numerical data into graphical formats for easier interpretation—essential for spotting trends quickly.

Real-time Analysis Necessity

• Emphasizing real-time capabilities allows businesses to swiftly respond to changes in customer behavior or sales dynamics—critical in fast-paced sectors.

Summary of Roles

• In summary:

• ERP serves as the backbone supporting operational processes,

• Reporting & BI convert raw information into understandable metrics guiding strategic activities,

• Tools range from basic Excel spreadsheets to advanced BI solutions like Power BI.

Connecting ERP and BI: Key Benefits

Importance of Technical Infrastructure

• The technical infrastructure is crucial for supporting ERP and BI, ensuring performance, security, and scalability. These three pillars are interconnected and essential for effective business management.

Advantages of Connecting ERP to Reporting Systems

• A unified, real-time view is a primary benefit; ERP manages various processes (purchasing, sales, production, HR, finance), but data is often scattered.

• Business Analytics (BA) facilitates easy cross-referencing of data (e.g., comparing customer sales with costs or production), enabling decision-making based on a unified vision rather than simple reporting.

• Enhanced decision-making clarity arises from automated dashboards that rely on validated indicators instead of intuition or makeshift Excel files, reducing errors and improving responsiveness.

• Operational performance optimization occurs as BA identifies inefficiencies (e.g., supplier delays affecting sales), allowing quick answers without extensive data searches.

• Data security and reliability are prioritized; working with secure systems avoids issues like scattered Excel files and copy-paste errors while ensuring everyone has access to accurate information.

Summary of Benefits

• Connecting ERP to BI is not merely a trend but an investment that enhances visibility, understanding, and decision-making in business operations.

Organizing Reporting Effectively

• Effective organization of reporting involves more than just tools; it requires proper architecture, governance, and methodology.

Direct Benefits Identified

• A single reliable data source ensures all stakeholders work with the same figures.

• Flexible reports can be easily created or adapted to focus on analysis rather than just data presentation.

• Clear governance establishes common rules and indicators to maintain consistency in reporting outcomes.

Access Considerations

• An architecture suited for mass usage promotes collaboration by providing multilingual access across different time zones and currencies in international contexts.

• Secure access controls ensure individuals only see necessary data to prevent errors while maintaining confidentiality.

Risks Associated with Benefits

• Pursuing benefits introduces risks; identifying these risks is essential when seeking advantages in technology adoption.

Technology Adoption Insights

• High expectations currently revolve around data-related technologies such as AI; organizations must prioritize structure and governance alongside technological advancements.

Balancing Benefits with Risks

• Poorly structured reporting leads to fragmented data generation which can create confusion and delay decisions while undermining trust in reported figures.

Importance of Governance

• Successful ERP projects depend not only on tools but also on rigorous organization and governance practices within reporting structures.

How to Ensure Effective Reporting in Infrastructure

Risks of Poorly Designed Reporting

• Discusses the risks associated with poorly designed reporting systems and emphasizes the need for effective, sustainable reporting that serves business needs.

Key Strategies for Effective Reporting

• Advocates for data unification through a common platform to ensure all stakeholders rely on a single version of truth, eliminating discrepancies in reports.

• Highlights the importance of interoperability among tools (e.g., ERP, CRM) to facilitate seamless data flow without interruptions between systems.

Simplifying Tools and Governance

• Stresses the necessity of rationalizing tools to reduce costs and confusion; fewer well-integrated tools are easier to maintain and deploy effectively.

• Underlines the critical role of governance in ensuring coherence through common rules, defined indicators, and clear references to prevent misunderstandings.

Scalability and Security Considerations

• Points out that infrastructure is often overlooked in projects despite being one of three pillars (alongside technology and business).

• Introduces Jean Bruno who will discuss various infrastructure solutions essential for performance, security, and operational efficiency.

Types of Infrastructure Hosting

On-Premise Hosting

• Describes on-premise hosting as traditional servers managed internally by companies; it offers control but lacks flexibility when integrating modern reporting tools.

• Notes potential technical or security challenges that can complicate projects due to reliance on internal management.

Security Concerns with On-Premise Solutions

• Argues that merely hosting data internally does not guarantee security; proper practices must be adopted regardless of location.

Cost Implications

• Discusses high investment costs associated with on-premise solutions including server purchases, licenses, maintenance, and network equipment necessary for secure access.

Limitations in Scalability

• Mentions scalability issues inherent in on-premise models which require physical resource additions leading to technical constraints and increased costs.

Cloud-Based Solutions

Cloud Hosting Overview

• Introduces cloud hosting as a public model where providers host solutions on shared infrastructures offering standardized services.

Cloud Solutions: Navigating Between Public, Private, and Hybrid Models

Challenges of Mono-Product Platforms

• Many platforms are mono-product focused, often limiting interoperability between IRP tools and BI solutions due to their specialized nature.

• While these platforms offer some customization, it is generally limited to standard features that cater to common needs across users.

Limitations of Standard Models

• Standard models may not effectively support the integration of custom connectors or multiple data sources, which can hinder flexibility in data management.

• The cloud payment model promotes usage-based billing; however, variable costs can lead to unexpectedly high expenses for clients.

Cost Considerations in Cloud Services

• Clients returning from public cloud services often cite better control over variable costs as a primary reason for their decision.

• Data extraction from public cloud environments incurs significant fees, which can escalate overall costs.

Dependency on Service Providers

• Users face dependency risks with service providers; if a provider raises prices or alters terms, customers have limited options but to comply.

Finding the Right Balance: Private Cloud Solutions

• A private managed cloud offers a dedicated infrastructure tailored for specific business needs while maintaining flexibility and performance.

• This model allows integration of various applications and data sources without compromising on security or accessibility.

Scalability and Customization Benefits

• The private cloud model supports scalability by allowing resource adjustments based on business growth without introducing new services.

• Enhanced security measures enable personalized access management and flow control over data streams.

Financial Predictability in Private Clouds

• Clients benefit from predictable expenses by paying only for actual usage without the risk of variable charges associated with public clouds.

Quality vs. Cost Trade-offs

• While private clouds provide enhanced security and customization options, they typically come at higher costs compared to public alternatives.

Conclusion: Tailoring Solutions to Needs

• The best solution depends on individual business requirements; there is no one-size-fits-all approach when it comes to cloud infrastructure choices.

• Hybrid configurations may also be viable, connecting different infrastructure models while leveraging the strengths of each.

Infrastructure Choices for Effective BI Solutions

Factors Influencing Infrastructure Selection

• The choice of infrastructure for Business Intelligence (BI) projects depends on multiple factors, including objectives, technical constraints, internal resources, and security/performance requirements.

• Companies need to make quick decisions based on concrete data; thus, the infrastructure must facilitate efficient data access and integration between ERP systems and BI tools.

Key Challenges in BI Infrastructure

• An effective solution requires a platform that is extensible and scalable to accommodate growing data volumes and user numbers without major disruptions or complete architectural overhauls.

• Data security and access control are critical; modern solutions should allow external access while ensuring data integrity at all times.

• Performance alignment between ERP systems and BI platforms is essential; differing architectures can lead to inefficiencies if not properly integrated.

Flexibility and Integration Needs

• The infrastructure must be flexible enough to aggregate various data sources, including ERP systems, databases, BI tools, and other applications.

• The discussion extends beyond just ERP systems; it also impacts overall architecture design which needs to support comprehensive reporting capabilities.

Real-world Case Study: A French Company’s Growth Challenges

Company Background

• A French service company with nine entities has experienced significant growth—doubling its revenue in five years—and aims for further international expansion.

• Despite having a long-established centralized ERP system, the company faces internal challenges due to accumulated data leading to confusion among employees regarding data accessibility.

Identifying Internal Issues

• Employees struggle with inconsistent data versions during meetings, impacting decision-making processes significantly.

• Some reports are still manually created using Excel instead of utilizing proper BI tools. This leads to time wasted on validating rather than analyzing the data.

Need for Structured Reporting

• The realization came when comparing performance indicators with competitors highlighted the need for structured reporting.

• To effectively manage rapid growth, the company requires reliable performance metrics accessible by relevant stakeholders while ensuring secure environments across its multiple entities.

Conclusion on Infrastructure Necessity

• Establishing a solid architecture is crucial for supporting effective decision-making processes as the company seeks sustainable development amidst its expansion efforts.

Infrastructure Challenges and Reporting Solutions

Current Infrastructure Limitations

• The existing information system relies on an on-premise infrastructure, hosting the ERP with SQL databases, leading to a reliance on artisanal Excel reporting.

• The current infrastructure fails to meet growing needs, resulting in data volume saturation and longer data extraction times due to server overload from recent updates.

• Internal IT services are overwhelmed, focusing more on troubleshooting than providing access to new tools or securing data effectively. Backup solutions are unreliable, posing significant risks for business continuity.

Management's Push for Better Tools

• There is pressure from management for clearer dashboards and tools to manage budgets; however, the IT department lacks the capacity and resources to meet these demands due to inadequate tools.

• Despite budget allocations for reporting solutions, there was no consideration of necessary infrastructure upgrades required for effective implementation. A phased approach is being initiated with a focus on making data visible and useful.

Data Governance and BI Implementation

• The first step involves mapping out data sources: identifying who produces what data, where it is stored, and its intended use—often lacking clear answers in practice due to poor governance formalization.

• Discrepancies arise when different teams apply inconsistent rules or definitions (e.g., sales definitions), leading to misalignment across departments. A centralized BI solution will be explored based on this mapping exercise.

Choosing the Right BI Solution

• A small centralized BI tool will be selected that fits the client's context; My Report is favored for its ease of connection with existing databases and Excel integration while allowing users familiar with Excel to create dashboards easily.

• Migration towards a managed cloud infrastructure is essential as scaling up requires robust technical foundations capable of supporting numerous users efficiently while ensuring security and performance standards are met.

Centralized Application Hosting Benefits

• The project presents an opportunity not only for BI but also migrating other applications into a centralized environment that enhances security and scalability while improving interaction between tools used by clients.

• Clients have opted for an application hosting service that includes comprehensive support such as operational maintenance, vulnerability management, patching processes, automated backups with extended retention periods across secure locations adhering to best practices in cybersecurity.

Disaster Recovery Planning

• Security measures include continuous backup systems designed for rapid recovery (RPO under 5 minutes) through real-time replication processes that ensure minimal disruption during outages by allowing seamless continuation of operations post-recovery efforts.

Cloud Solutions and Digital Transformation

Security and Infrastructure Choices

• The client opts for a secure cloud hosting solution, utilizing a sovereign cloud with custom infrastructures managed entirely by Abscissi-Borg. This choice simplifies communication through a single point of contact.

• The client entrusts their data to a certified host compliant with ISO 27000 standards, emphasizing the importance of security in digital transformation.

Centralized Access and Efficiency Gains

• A centralized access system is established for applications like AFP, reporting, and data management, significantly enhancing operational efficiency.

• The speed of data processing has increased fivefold, allowing the information system to become agile and responsive to business needs rather than hindering them.

Empowering Digital Transformation

• The project enables the client to transition from a passive role to an active participant in digital transformation efforts.

Automation and Time Savings

• Automated dashboards are updated daily without manual intervention, saving up to two man-days per month on report production and consolidation.

• Management control previously spent two hours daily updating files; this time is now redirected towards analysis due to improved systems.

Enhanced Collaboration and Data Utilization

• Clear indicators validated by all departments (purchasing, finance, production) lead to a 100% reduction in discrepancies between services regarding key figures.

• Teams are spending less time in meetings trying to understand numbers; decision-making processes have become more direct.

Strategic Value of Data

• Data is viewed as a strategic asset rather than a burden; teams quickly adopt new tools with over 60% spontaneous usage after three months.

Key Takeaways from the Project

Importance of Infrastructure

• Successful projects rely on both strategic vision and technical choices; infrastructure plays a central role in supporting overall goals.

Holistic Approach Required

• A comprehensive view that includes all users and data is essential; restrictive infrastructure can hinder ambitions related to data-driven management.

Steps Towards Success

• Projects should progress incrementally; effective reporting starts with clarity, readability, and adaptability rather than attempting exhaustive measurement from the outset.

Partnership for Tailored Solutions

SixiBorg's Dual Expertise

• SixiBorg offers expertise in both technical systems/infrastructure management (System, Network & Cloud teams), as well as business support through ATA teams.

Customized Solutions Based on Context

• Rather than selling generic solutions, SixiBorg focuses on understanding clients' contexts and constraints before crafting tailored responses.

Exploring ERP Options

Suitability of SaaS ERPs

• The suitability of SaaS-based ERPs depends on specific contexts; they can be effective if limitations are understood beforehand.

Considerations for SaaS Implementations

• While mutualization reduces costs within SaaS environments, it may also limit flexibility and customization options. Advanced reporting needs might face challenges due to restricted access or synchronization delays inherent in some platforms.

Cloud Infrastructure and Reporting Strategies

Designing a Complementary Architecture for Business Intelligence

• A proposed solution involves creating a complementary architecture within a private cloud for Business Intelligence (BI), including a data warehouse connected to the ERP system. This setup aims to address multiple inquiries effectively.

Improving Data Reliability for Reporting

• The discussion highlights common challenges faced by clients regarding unreliable data in existing reporting systems. It emphasizes the need to start with foundational steps to enhance reporting quality.

Steps to Establish Reliable Reporting

1. Data Mapping: The first step is identifying data sources, their producers, storage locations, and users involved in the process. This mapping is crucial for understanding the current landscape of data usage.

2. Centralized Data Source: Implementing a centralized data source serves as a common foundation that aggregates information from various systems like ERP, CRM, and Excel files, facilitating better reporting practices.

3. Iterative Development: Emphasizes an iterative approach where initial versions of reports are shared among stakeholders, acknowledging that perfection will not be immediate but can improve over time through feedback and adjustments.

4. Key Performance Indicators (KPIs): Focus on mastering a few key indicators rather than overwhelming users with numerous metrics at once; this helps create useful dashboards that encourage further exploration of data insights.

5. Infrastructure Support: It's essential to ensure robust infrastructure supports these initiatives for effective reporting capabilities without compromising performance or reliability over time.

Managing Cloud Infrastructure Scalability

• Addressing concerns about cloud infrastructure scalability without incurring excessive costs is critical as business needs evolve rapidly; starting small and scaling up based on demand is recommended instead of over-investing initially.

Key Considerations for Cloud Infrastructure

1. Avoid Under-Dimensioning: While it's important not to overspend on infrastructure upfront, it’s equally vital to avoid being constrained by under-dimensioned resources that could hinder operations as demands grow.

2. Defining Scope and Usage: Clearly defining project scope and target usage patterns—such as user engagement frequency and types of required data—is fundamental in planning effective cloud solutions tailored to specific needs.

3. Real-Time Data Needs: Evaluating whether real-time data access is necessary can help streamline processes; adapting gradually while maintaining control over costs ensures consistent performance even with increasing volumes or activity levels is crucial for sustainability in operations.

4. Flexible Scaling Options: The service model includes provisions for both upsizing when demand increases and downsizing during periods of reduced activity, allowing businesses to remain agile in response to changing market conditions.

Conclusion of the Session

• The session concludes with gratitude expressed towards participants Jean-Bruno and Pauline for their contributions, along with an invitation for attendees to explore future webinars available on their website.