Cloud Business Management SaaS for Small and Medium

Enterprises

1. Introduction2. Analysis

2.1 KPIs2.2 The SaaS candidates

3. Conclusion & Recommendation

Introduction

Cloud SaaS currently become a choice for SMEs. Cloud refers to computing, storage, of data and software access over the internet (Velte et al, 2010). Subscription cost offered is affordable then building own system (Malathi et al, 2012). Malathi and team did survey and got 42% of their respondents mentioned lower or nonexixtent cost of IT staff (Malathi et al, 2012), while there people did express belief SaaS is not less expensive because of “rent vs buy” ideology (Hammond, 2011). Beside the lower cost, software updation and maintenance seems easier compare to own build own ERP system (Verma and Arora, 2014).

This paper intends to persuade SME entrepreneur seeing the benefits of Cloud SaaS. People’s mindset nowdays when hear about Business Management System generally (especially in Indonesia) are feel the products is to expensive compare to their business. Technology changes, time goes by, several company starts to provide economic SaaS applications. Decisions to choose the business supporting SaaS is very important, to increase the company performance.

AFINDO is a small sized distribution company, the products are accessories for mobile phone, focused on powerbank. Market is divided by two : retail and wholesale. Retail runs in online, e-commerce provider websites and forum jual beli. In other hand the wholesales are using the sales people. AFINDO have three field salesmen concurrently courier, one online sales man, one administration staff and one accounting and finance staff. Now AFINDO use Accurate Accounting System for administrative, accounting and finance. Helped by excel spreadsheet to maintain customers and other opportunities like tender for a project. The total sales omzet average Rp. 700.000.000,00 - Rp, 1.000.000.000,00 per month, from local customers in Jakarta, tangerang, bekasi and the other island store like Medan, Martapura, Surabaya, Yogyakarta makes the customer relationship management going to harder time by time.

All of employee in AFINDO have latest education in high school so use too complex applications definitely wasted. Writer purpose several choices of business management system in this paper might be fit and choose the best choice for increasing the business performance below.

KPIs :

The SaaS choices are refers to help KPIs below :

Inventory control system Determining and overview the

sales target and salesman performance

Checking sales payment time from customers (punctual or late and the summary)

Return ratio damaged goods from customer

Customers complain track record Measure the customers

satisfaction Dissemination of information

efficiently.

SaaSs choosen by writer below are economically affordable by SMEs in Indonesia

The SaaS candidate:

MyERPA simple ERP and really fit for SMEs, user friendly interface. Cloud Accounting system and simple CRM for follow up the customers.

Recommended Package : team (5 users = $69/month)unlimited (unlimited user = $169/month)www.myerp.com/prcing

Writer citing from www.myerp.com/tour there are several modules related to help KPI desrcribed above.

Sales : View All customer activity Set up product list and sales

pricelist Convert quotes to invpoces or

invooce from scratch Email personalized invoice with

one click Automatic due payment

reminders

Accounting : Account the expenses Import the bankbook

Checking the accounting Bank reconciliation

Inventory : automatic reordering Receiving deliveries Sales order Bills due date and reminders

Opportunity : Entering lead information View all lead activity Follow up opportunities, task +

calls Email personalized quotes in one

click

Projects: Creating Tasks for each project Assign to team bill time to generate invoices.

Running accounting system or Zoho Invoice + Zoho CRM Another choice is still using the Accurate Accounting System and add Zoho CRM system. Zoho CRM system. The workflow to this choice start from export the data from Accounting System formated .XLS and import to the Account tab in Zoho.

Recommended package:Standart : $12/user/month,Enterprise : $35/user/month.

Cited from www.zoho.com/crm and own analysis the suitable module offered by zoho CRM listed below :

Online Sales Force Automation Lead generation and qualification Pipeline analysis Prabibility analysis Realtime forecasting Quota management

Social Networking intergrated (Twitter, Facebook, Social Tab, capture leads from

twitter / facebooks, contextual social interaction with leads/ contacts).

Inventory management (can be imported from .XLS after been exported from Accuarate Accounting System)

Documents library Folder sharing Attach Documents File Versioning Reviews

Web form web to lead form web to contact form web to case form notify owner

Workflow Management Work flow rules, alerts, tasks, Field updates, Time Based Actions

Zoho CRM integrations Integration with Zoho

Campaigns, Integration with zoho reports, Zoho mail add-on Plug-in Microsoft outlook Plug-in for Microsoft office Zoho CRM for Quick Books

Google Apps Integration

Zoho CRP constextual gadget for Gmail

Export Events to Google calendar Export to Google tasks Synchronize Google calendar Synchronize Google contact Zoho CRM web form for Google

Mobile Edition iOs and Android compatible View records, View related records, Search records in phone or zoho

CRM service Send Email to leads and contacts Make phone calls

View customer location in Google Maps,

View records in offline mode Create , edit or delete records, Log phone calls, Create edit or delete records in

offline mode.

Conclusion & Recommedantion

When choosing a system, company must careful about the internal factor as human resource, many company failed run new system because the people have not ready about the changes, although using SaaS decrease the investment cost for IT but still there is a risk to lost in time using the new system, training to the employee are important.

Writer has tested MyERP, it have simple and user friendly UI and fast accessed can be a good choice for business which is have not using accounting system program. SMEs accounting and simple CRM covered by using MyERP, Writer recommend MyERP for startup SMEs and the company which is still using traditional paper accounting. The owner of the SME can tracks the company accounting like checking financial statement or reminder for pay the bills wherever there is internet connections.

Mix of premise system and cloud business management system are most effective for AFINDO now, because the running accounting system is enough for support the administrative until the financing and accounting activities, the cloud utilized for CRM activities. The transaction in Accurate can be imported to Zoho CRM to achieve the better performance of customer relationship. Zoho CRM also

answered the mobility demand nowdays, the mobile applications and can be intergrated with another apps, let say google maps and phone call history, makes owners easily tracks whats going on salespeople do, manage the customers to become closer, and the SMEs able to measure the satisfaction of customers.

Plan for smart mixing the premise and cloud system generally can be adopted for any SMEs for tightened the cost.

When the company grows bigger (50 workers at least) SAP Business ByDesign or Acumatica can be a choice for intergrating all company activities (e-ERP).

References :

[1.]R. Malathi, M. Karthik kumar, S. Ramkumar and V. Prakash, 2014. Is ERP an Ideal Candidate for SaaS on the Cloud-an In-depth Analysis. Research Journal of Applied Sciences, Engineering and Technology, 7(16): 3216-3221.

[2]. Velte, A.T., T.J. Velte and R. Elsenpeter, 2010. Cloud Computing: A Practical Approach. McGraw-Hill, New York.

[3.] Vaibhav Verma Int. Journal of Engineering Research and Applications www.ijera.com ISSN : 2248-9622, Vol. 4, Issue 6( Version 3), June 2014, pp.170-174

[4.] Hammond, J., 2011. Rent vs Buy-The SaaS Decision. Retrieved from: http://www.jimhammondblog. com/2011/rent-vs-buy-

%E2%80%93- the-saas- decision-%E2%80%93-part-1.

[5.]www.myerp.com/prcing

[6.]www.myerp.com/tour

[7.]www.zoho.com/crm