In this case study, we explore how our company successfully implemented an ERP software solution for industry-leading equipment repairing company based in Dubai, operating across multiple divisions in UAE, Kuwait, and Oman. The client faced significant challenges in managing various aspects of their operations, including service call logs, work order logs, equipment rental cycles, service contract cycles (AMC), procurement processes, financial accounting, HR and payroll activities, kit assembly, and preventive and corrective maintenance. Our tailored ERP solution addressed these pain points, enabling the client to achieve operational efficiency, enhance productivity, and fuel business growth.
The absence of an integrated ERP system hindered their growth and caused inefficiencies across various business functions. Here are some of the significant challenges they faced:
Service Call Log Management
The client struggled with tracking and managing service calls and work orders efficiently. Manual processes led to delays, miscommunications, and a lack of visibility, resulting in customer dissatisfaction and missed revenue opportunities.
Equipment Rental Cycle And Problem Management
Managing the rental cycle for equipment and tracking associated problems posed a significant challenge. The absence of a centralized system resulted in errors, confusion, and loss of revenue due to misplaced or delayed equipment.
Service Contract Cycle Management (AMC)
The client found it difficult to streamline their service contract cycle, including the creation, renewal, and tracking of Annual Maintenance Contracts (AMCs). Manual methods resulted in data discrepancies, billing errors, and customer dissatisfaction.
The existing procurement process was fragmented and time-consuming, leading to inventory management issues, delayed purchases, and difficulty in supplier management.
Financial Accounting Process
The client faced challenges in maintaining accurate financial records across multiple divisions and currencies. Manual data entry, reconciliation, and reporting processes were error-prone and time-consuming.
HR and Payroll Activities
The client’s HR and payroll activities were disjointed, with multiple systems for employee management, attendance tracking, and payroll calculations. This caused administrative inefficiencies, compliance risks, and payroll inaccuracies.
Kit Assembly and Preventive/Corrective Maintenance
The absence of a streamlined process for kit assembly and preventive/corrective maintenance led to delays, increased costs, and compromised customer satisfaction.
Our team analyzed the client’s specific requirements and implemented a comprehensive ERP software solution tailored to their needs. The key features and modules of the solution included:
Fixed Asset Module
The fixed asset module was enhanced to include mandatory fields such as Make, Model No, and Serial No for Core Equipment, Battery, Electric Charger, and Tyres. Separate asset codes were created for each category to efficiently manage and track them.
Equipment Assembly Information
The ERP system incorporated options for Equipment Assembly to track the assembly of Core Equipment, batteries, Electric chargers, and Tyres. This module allows the company to monitor the components used in each assembly and maintain a comprehensive record.
The Equipment Catalogues were considered assets and were assigned Barcode labels for easy identification and tracking.
The Kit Assembly module was developed to support the assembly and dismantling of kits. Barcode labels were generated for the assembled items, ensuring accurate tracking and identification.
The Inventory Master module was expanded to include spare parts and consumables. Item images and specification details could be attached to the asset and inventory masters. Parts Master facilitated capturing part numbers, categorizing new and used parts, recording makes and types, and setting standard costs. Additionally, the module allowed for the management of OEM and substitute options for spare parts. Repacking and refilling options were implemented for consumables, and separate inventory codes were generated for repacked items.
The Tools Management module was introduced to manage and track the company’s tools inventory. It included a kitting module for organizing tools into kits, tracking tool issuance and return, and facilitating tool replenishment and replacement.
The Equipment Dismantling option enabled the company to track the removal and installation of parts between equipment. Intercompany accounting functionality was implemented to handle parts transfers between different company entities, and equipment status was appropriately updated to indicate their availability and location in the system.
A Subcontract module was developed to manage subcontracted work. It included features such as Subcontract Purchase Order, Subcontract Equipment/Material Issue Note, Subcontract Equipment/Material Issue Return, and Subcontract Purchase Invoice.
The Equipment Refurbishing module facilitated the refurbishment of equipment, including the addition or removal of parts. It allowed for cost tracking, assigned job numbers as batch numbers, and generated barcode labels with purchase dates.
Purchase Order Creation
The Purchase Order Creation functionality streamlined the creation and management of purchase orders. It provided options to export PR/MR details to external portals for price inquiries and allowed for the import of Excel files from suppliers’ portals. Shipment tracking links were included in purchase orders, providing visibility into delivery status.
The Stores Module incorporated bin locations for spare parts, facilitated stock damage/write-offs and adjustments and generated material issue notes based on Material Requisition documents. The module accounted for materials stored in vehicles and service vans, allowing for stock transfers between locations. Technicians were also able to collect spare parts from stores using material issue notes.
The Service Report (Time sheet) option allowed the creation of service reports with an option to indicate further action required. It also generated new sales enquiries for relevant departments based on the service report information.
Technician Assignment/ Appointment Schedule
The Technician Assignment/Appointment Schedule module facilitated the allocation and scheduling of technicians for jobs. It included features for rescheduling, zone-wise allocation, and consideration of document expirations for technician allocation.
The Preventive Maintenance option supported scheduling preventive maintenance based on calendar days, SMR reading, or machine worked hours. It allowed for the printing of equipment used labels with barcodes and generated batches for preventive maintenance performed at work sites. Checklists were provided for preventive and corrective maintenance after specified SMR or hours.
The Job Card option tracked all services and repairs to maintain a comprehensive service history for each vehicle or equipment. It differentiated between jobs for own equipment, external customers, and fresh assets. Relevant details, such as SR#, registration details, and service history, were captured.
Replacement of Parts
The Replacement of Parts functionality allowed for the exchange of used parts between jobs. Parts exchange was managed through Material Issue Requisitions (MIR) and Material Issue Vouchers (MIV) routed through an intermediary “parts exchange” location. It provided reports to track repair items received in the workshop and their current status.
The Accounts Module included milestones for customer acknowledgment of invoice receipt and allowed for updating invoice status. It managed petty cash transactions, receipt vouchers, invoice registers, multiple parties in receipts and payments, narration in statement of accounts, and attachment of milestones to documents.
The HR Module facilitated the management of employees shared among UAE entities. It accounted for cost allocation based on job and division, enabled intercompany accounting for salary payable, managed employee advances and loans, and provided barcode and attachment capabilities.
In conclusion, our company successfully implemented an ERP software solution for an Equipment Repairing Company in Dubai. The project addressed the specific requirements of the company, enabling efficient management of assets, customer information, service processes, inventory, procurement, sales, and accounting functions.
Overall, the ERP software project proved to be a valuable investment for the Equipment Repairing Company, enabling them to improve operational efficiency, enhance customer satisfaction, and achieve greater control and visibility over their business processes.