We crafted (conceptualised, designed, developed and implemented) a BizOps Solution for a Mechanical Engineering group of companies. The group operates in various provinces and has a fully operational engineering workshop located in Pretoria, from where they perform all mechanical engineering work.

This BizOps Solution includes the following modules:

Core Technology

All the core modules are fully integrated to share and exchange information seamlessly. 

The following are the technologies that are embedded and present in each of the functional modules:

The solution also features powerful and efficient search technology, making it quick and easy to find anything when needed without spending hours looking for it.

Business Entity Control module

This module is designed to provide a comprehensive record of each registered company within the group. It allows users to configure and manage all statutory business documents related to a specific company, including tax returns, audit reports, and other critical legal documents.

In addition, this module maintains a wealth of company-specific information, such as registration numbers, income tax references, VAT numbers, and trade currency, which can be easily accessed and updated as required.

Moreover, this module also plays a crucial role in configuring and maintaining all general preferences related to each entity. It includes setting up default payment terms, defining specific shipping methods, and configuring trade currencies for each company.

Overall, this module serves as a centralised repository for all information related to each registered company, providing users with easy access to essential business documents and company-specific information and the ability to configure and maintain general preferences for each entity.

Customer & Supplier Relations module

The CSRM module is a core module with functionality mainly focused on the external entities with which all these companies conduct business. All the other modules seamlessly integrate with this core module. 

The module has typical CRM functionality but extends beyond managing customer relations. It also makes provision for supplier relations management.

All relevant information like company name, trade name, registration number, contacts, telephone numbers, email addresses, VAT number etc., are centrally kept for each entity these businesses deal with.

All users can record every interaction with a customer or a supplier. Whether a customer or a supplier, each business partner has only one record. When that record is accessed, everything is available in date and time in chronological order.

All contract documents, agreements, letters, etc., can be digitally stored with the customer or supplier's record. 

Inventory Management module

The business's inventory management module is quite different from typical stock control systems. They must keep accurate records of raw materials, manufactured goods, procured goods, and consignment stock. However, implementing this module is challenging because multiple companies in our group own the stock.

This module is equipped with several features, such as stock-level categorisation, early warning notifications of stock levels, automatic stock reordering, and QR-code printing and scanning.

Moreover, the inventory module offers various pricing options for stock items. The pricing flexibility allows us to set fixed prices for specific periods to particular customers or groups. Alternatively, they can charge specific markups and discounts for specific customers or groups. The pricing also makes provision for the costing and pricing of pre-assembled stock items.

It's worth noting that the inventory management module needs to comply with the group's strict ISO-9001:2018 certification.

Procurement module

This comprehensive module offers a wide range of features enabling the group to manage their procurement processes. 

It integrates with the CSRM module where the vendor relations management functionality resides. It enables them to maintain a centralised register of their suppliers and track their.

Another key feature of this module is purchase order creation and tracking functions. These features enable them to create purchase orders, track their status throughout the process, manage the approvals of orders, handle the invoicing and payments, track the shipping and deliveries and facilitate quality control when goods are received.

The module seamlessly integrates with the Inventory management module, which ensures a streamlined stock replenishment process. By continually optimising inventory levels, they reduced waste, improved cash flow, and ensured they had the right products when needed.

Workshop Management module

The workshop module handles all the work performed by the mechanical engineering workshop. Each job is registered in the module as a Work Item, which is then tracked until it is delivered and billed to the relevant customer. Our digital workflow and automation technology take care of the complete process.

In addition, the module allows for outsourcing work beyond the equipment's scope or when the workshop's capacity is exceeded.

The digital workflow includes several quality checks and controls to ensure compliance with the workshop's ISO 9001:2018 quality certification. This module enabled the organisation to achieve 100% compliance in their DEKRA ISO audit within 12 months of implementing the solution.

The module also provides for QR code label generation and scanning. Every work item and part is tagged with a QR code label, ensuring everything is tracked and traceable.

The module seamlessly integrates with the CSRM, Billing, Inventory and Procurement modules. 

Sales module

The workshop relies on various mechanical components to carry out its operations efficiently. These components are either imported from different countries or manufactured in-house. In order to cater to a wide range of customers, the business also sells these mechanical components to external parties. 

To facilitate the sales process, we implemented a comprehensive sales module that governs the entire sales process from the start till the end. That includes order placement, product picking, packaging, shipping, and delivery of the orders. The sales module is designed with process flexibility, allowing for variations in the process routes.

The integration of the sales module with the Customer Relationship Management (CSRM) module, inventory management module, and billing module ensures seamless coordination between different departments. It not only streamlines the sales process but also provides a centralised platform for tracking the status of each order. Hence, the business can effectively and efficiently manage its sales operations while ensuring a high level of customer satisfaction.

Billing module

The group of companies needed separate billing for each company to comply with accounting and auditing regulations. As a result, separate billing modules were implemented for each company. However, all billing instances have identical functionality and follow similar business processes.

The billing process includes costing, quoting, invoicing, payment, and finalisation of each transaction. The module also produces professional-looking electronic quotations, invoices, credit notes, and customer statements. All electronic transactional documents are stored with each relevant transaction, eliminating manual filing.

The module includes pricing functionality that allows for the effective implementation of static pricing agreements for specific stock items and working with individual customers. It also allows the flexibility to accurately cost and price products and services for occasional customers.

The billing module integrates with the Customer and supplier Relationship Management (CSRM), inventory, and workshop management modules to ensure seamless coordination between departments. It streamlines sales and billing processes, providing a central location for tracking the status of each order and bill.

Therefore, the billing module enables effective and efficient management of billing, payments and statements while ensuring high levels of customer satisfaction.