When “IT workarounds” can be useful
A long time ago, I was largely responsible for the introduction of an ERP (Enterprise Resource Planning) system. We implemented SAP at a logistics company (SME) that supplied DIY stores just-in-time with the right goods, such as bags of cement and garden chairs.
SAP provided only 1 form for each material, in which the exact number of materials was to be entered exactly once. The reality in our camp was that material was distributed in different places for structural reasons. The area was huge and so several teams counted the same material in several places. The standard inventory process provided by SAP was therefore extremely cumbersome for us and also prone to errors.
Instead of adapting the SAP system at great expense, we developed a database with Microsoft Access in which we recorded all “material counting slips” by team. The database added up the quantities and we could easily carry out spot checks, i.e. check whether the teams had counted correctly. Once we were satisfied, we used ABAP/4 (SAP’s programming language) to transfer the material quantities to the SAP system. We have therefore been able to successfully improve an important process with on-board resources. This practice was pragmatically practiced for many more years – until the warehouse was structurally redesigned.
For cost reasons alone, ERP systems should always be kept at or close to the standard whenever possible. Just consider whether you can also make improvements outside the system if it is (a) is really advantageous and (b) you don’t overdo it with the “helpers”. Becoming (overly) dependent on Excel, Access and co. is not a good idea either and can quickly become a curse. I myself have almost completely got rid of Office.
In the example described, the advantages clearly outweighed the disadvantages, particularly because the data sovereignty of the ERP system (“single source of truth”) was not called into question.
