

November 2007 Company News \| From the Desk of \| Industry News Special Offer \| In-Depth Learning Nip Tuck As you may have heard, or seen, we recently gave Zerion a facelift. We have a brand new logo, a completely redesigned Web site, and a fresh marketing approach. Several years ago we started as four guys with an idea, and are now a team of experts providing unparalleled service to our clients. We’ve grown completely by word of mouth and we’re very proud of our success. But we know we can do more. A few months ago we decided to focus on how we communicate our story and how we can reach more clients that need our service. Our first step was to evaluate our appearance. We now have a new identity that is clean and professional, while remaining young and progressive. Our new tagline, “What your software’s been missing,” offers a promise to our customers and fits with a theme we have developed to represent our service; specifically, that Zerion is often the missing piece of the puzzle for our clients. Along with our new logo, we have a whole new Web presence to better describe who we are and what we do. It’s intended to be sleek, interactive and robust. One of the best parts of the new site is our “Ask an Expert” feature, which can be used to ask questions of the Zerion team. We strongly encourage you to go check out our new site if you haven’t already (www.zeriongroup.com) and get a better idea of what we can offer. After a little nip here and little tuck there, we really like the new Zerion. We hope you do too. Back to Top Tony King Hi everyone. Thanks for reading our very first e-newsletter. As a part of our overall marketing efforts, we have decided to leverage the power of vastly improved internet technologies; and this is the first issue of a new communication tool that will keep you up-to-date on what’s going on at Zerion. We’ll also include a tip of the month, a special offer each issue and some educational resources. If you don't find this to be a useful tool, you can unsubscribe at any time by clicking the "unsubscribe" link at the bottom of the newsletter. Zerion is moving forward, exploring many facets of business consultation. If you need some help with your online presence, search optimization or just general business counsel, give us a call. We have the tools to help your business succeed. Back to Top What’s happening with distribution, software and business? Zerion is committed to being a resource for our clients and friends. In the newsroom on our Web site, we have an RSS feed supplying new articles all the time. We also have some links to industry news. Here are some of the recent articles we found most interesting: Broad New Support Program Introduced for Distributors Using Activant Ultimate and QuickCollect-RF Solutions HD SUPPLY: What Now After Home Depot Takeover? Trip to SAP Shows That Firm Is Walking the Teamwork Talk Want more news? Visit us at: www.zeriongroup.com/newsroom/industrynews.html Back to Top Get a FREE half day of consulting ... Do you know someone that would benefit from our services? Tell them about us. For every one day of business that is secured with your referral, you get a free half day of consulting (travel not included). Offer good until the end of the year. Contact Tony King for more information. Back to Top November White Paper Zerion is software-neutral. That means we consult and train on software, but are not directly affiliated with a specific vendor. This affords us a unique, unbiased third-party perspective, coupled with vast knowledge about multiple software platforms and the selection process. This month, we’ve prepared an educational white paper on how to determine if your operation is in need of a new software package, and if so, the steps involved in selecting one. Uncovering the Hidden Needs of Your Business: A Review of the Software Selection Process Thanks to the Internet and the constant progression of technology, the world inches closer to paperless every day. In the wholesale distribution industry, that means electronic data interchange, or EDI, has become the standard of business transaction with customers and vendors. But not every enterprise resource planning (ERP) software package can operate in an EDI environment. Does yours? Keeping track of inventory in your warehouse requires great precision and attention, but no matter how dedicated your team of associates may be, human error and manual record keeping often lead to less than perfect results. Bar coding and radio frequency (RF) solutions have long dominated the retail environment, but are just beginning to take hold in the distribution arena. As beneficial as it can be to your bottom line, many older ERP solutions do not allow for RF functionality. Does yours? Maybe you just don’t feel like you can keep up and inaccuracies are ever-present at your organization. You often wonder if your software could be to blame and you think your current system seems outdated. Is it? The Process Regardless of the details of your situation, if your organization is operating less efficiently than it could, should you consider a change in your ERP system? If so, how do you go about selecting a new platform? How do you decide which one is right for you and your business? And most importantly, how might a system conversion affect your business operations? The answers can be found in a three-step process that should be completed before selecting any new software, vendor or information technology solution …. gap analysis, request for information (RFI) and request for proposal (RFP). Though this is considered the standard and is the most respected selection method, it requires work and patience, and some steps are often ignored, or the process is passed over altogether. Many companies believe they know what is best for their organization, or fall victim to a sales pitch, and don’t base their decision on well conducted due diligence. However, each step of the process is essential to making the right decision, and completing them provides you with insight and control. Gap Analysis A gap analysis is the first step you should take before considering a switch to another software platform. Its purpose is simple – to identify gaps in your current processes or software system. Sometimes those gaps or inefficiencies are caused by work-arounds that were created long ago … or by issues with the existing software … or for any number of reasons that must be identified and addressed. Usually they aren’t readily noticeable, particularly for company insiders, or those who are face-to-face with their procedures every day. It’s best for an outside party to offer a fresh perspective and spend time analyzing your operations to determine where gaps may exist. A gap analysis should consist of questions, interviews, data gathering and reporting, and should require one to two weeks of time spent in your business. A qualified consultant will have an existing template of questions to ask, hundreds or even a thousand of them, and they should visit with every department that is affected by the software program. Each answer that is gathered will be scored based on a pre-determined weighting system, such as one to five with one being lowest priority and five being highest. This type of system will produce a quantitative result that clearly identifies gaps and offers a list of needs and relative importance to your business, which are critical to determining your next steps. Once your gap analysis is complete, you should receive a comprehensive report from which you can base your decision. You may find that your gaps and inefficiencies are purely internal, and can be addressed with your current system; or you may find that your system can’t deliver what you need. If you aren’t in need of a new system, now you have a roadmap for adjustments. If your business does require a new system, or if you want to find out what other options you have, you will move on to the RFI phase. Request for Information Once you have determined your requirements and priorities, you can use that information to craft a thorough RFI document, and develop a list of vendors to which you will submit it. The intention of the RFI is to get written information explaining what a system can or cannot do, and the level of importance the vendor places on each requirement, compared with how relevant it is to you. For example, if your gap analysis told you that handling rebates is a five for you, or one of your highest priorities, you will need to determine which vendors rank this as a specialty for their system. When compiling your list of vendors, the more the better … you never know who might surprise you with what they can provide. Since your RFI will be the same for every vendor, it won’t be difficult to send it to as many as you identify. At this stage, pricing is irrelevant and shouldn’t be requested. The most important elements of the RFI include: Requirements Questions Deadline Format for and desired length of response (to allow for easy comparison) Evaluation criteria Timeframe for choosing new system After distributing the RFI, the responses will take time to review and should be given careful consideration. You may not hear back from everyone, and not all answers will be honest. You’ll have to trust what you read and verify their claims during the RFP phase. The goal of the RFI step is to have enough information back from the vendors to be able to narrow down your choices and develop a shorter list from which to request proposals. It is best to throw out those that cannot meet at least 50 percent of your needs, and then rank the remaining accordingly. You’ll choose the top three to five and request a proposal. Request for Proposal Using your short list of vendors, the next step is to respond to them and request a demo. You should have each vendor come to your location and provide a presentation and physical overview of how their system operates, what the interface looks like, and how it responds to your specific needs. This one-on-one time should serve as a micro Q&A session to delve deeper into the things you like and don’t like from the RFI. This is also the phase where you are requesting a formal bid (which should remain negotiable), and asking them to prove their system is right (or wrong) for you. During the demonstration process, you have to keep several key things in mind: It may take longer than you want it to, but patience will allow you the clarity to make the right decision. Remember that picking the wrong system can mean a large time and dollar investment for your company. At this phase, the vendor is also feeling you out. Just because you get to an RFP doesn’t mean the vendor will determine that your organization is a fit for their product. There has to be all around comfort and a mutual desire to work together. Sometimes you will need to bring a vendor in more than once, particularly when it comes to negotiating price. Usually a “best and final offer” happens during a third round. Most importantly, never eliminate all of your options. You always want to have a choice to fall back on (or more) in case one doesn’t work out, and to create additional negotiating power. Technology and software options are constantly expanding, creating a slew of confusing acronyms, upgrades and add-ons and forcing you to always question whether or not your business needs more. We’ve reviewed how to know when you need a new software system and learn what types of functionality your business needs by conducting a gap analysis. We’ve also discussed the development of your request for information, and walked through the demo and RFP process. Now that you’re armed with this knowledge, you are better prepared to step into the software selection process, and you know that it involves a lot more than just a good sales pitch or a hunch you might need something new. We wish you the best of luck with your research. Back to Top	Eterm: Control F9 – Quick access list for the last pre-set transactions such as: Sales Orders, Purchase Orders, Transfer Orders, Cash Receipts, Trackers, Customers, Vendors, Products, Rental Agreements, Shipments, Work Orders, PDW Items, Work Orders, and Payables. Solar: Customize Toolbar Allows you to add toolbar options for the items you use most often in a window.

November 2007

Company News | From the Desk of | Industry News
Special Offer | In-Depth Learning

Nip Tuck
As you may have heard, or seen, we recently gave Zerion a facelift. We have a brand new logo, a completely redesigned Web site, and a fresh marketing approach. Several years ago we started as four guys with an idea, and are now a team of experts providing unparalleled service to our clients. We’ve grown completely by word of mouth and we’re very proud of our success. But we know we can do more.

A few months ago we decided to focus on how we communicate our story and how we can reach more clients that need our service. Our first step was to evaluate our appearance.

We now have a new identity that is clean and professional, while remaining young and progressive. Our new tagline, “What your software’s been missing,” offers a promise to our customers and fits with a theme we have developed to represent our service; specifically, that Zerion is often the missing piece of the puzzle for our clients.

Along with our new logo, we have a whole new Web presence to better describe who we are and what we do. It’s intended to be sleek, interactive and robust. One of the best parts of the new site is our “Ask an Expert” feature, which can be used to ask questions of the Zerion team.

We strongly encourage you to go check out our new site if you haven’t already (www.zeriongroup.com) and get a better idea of what we can offer.

After a little nip here and little tuck there, we really like the new Zerion. We hope you do too.

From the desk of Tony King Tony King
Hi everyone. Thanks for reading our very first e-newsletter. As a part of our overall marketing efforts, we have decided to leverage the power of vastly improved internet technologies; and this is the first issue of a new communication tool that will keep you up-to-date on what’s going on at Zerion. We’ll also include a tip of the month, a special offer each issue and some educational resources. If you don't find this to be a useful tool, you can unsubscribe at any time by clicking the "unsubscribe" link at the bottom of the newsletter.

Zerion is moving forward, exploring many facets of business consultation. If you need some help with your online presence, search optimization or just general business counsel, give us a call. We have the tools to help your business succeed.

What’s happening with distribution, software and business?
Zerion is committed to being a resource for our clients and friends. In the newsroom on our Web site, we have an RSS feed supplying new articles all the time. We also have some links to industry news. Here are some of the recent articles we found most interesting:

Broad New Support Program Introduced for Distributors Using Activant Ultimate and QuickCollect-RF Solutions

HD SUPPLY: What Now After Home Depot Takeover?

Trip to SAP Shows That Firm Is Walking the Teamwork Talk

Want more news? Visit us at: www.zeriongroup.com/newsroom/industrynews.html

Get a FREE half day of consulting ...
Do you know someone that would benefit from our services? Tell them about us. For every one day of business that is secured with your referral, you get a free half day of consulting (travel not included). Offer good until the end of the year. Contact Tony King for more information.

November White Paper

Zerion is software-neutral. That means we consult and train on software, but are not directly affiliated with a specific vendor. This affords us a unique, unbiased third-party perspective, coupled with vast knowledge about multiple software platforms and the selection process. This month, we’ve prepared an educational white paper on how to determine if your operation is in need of a new software package, and if so, the steps involved in selecting one.

Uncovering the Hidden Needs of Your Business:
A Review of the Software Selection Process
Thanks to the Internet and the constant progression of technology, the world inches closer to paperless every day. In the wholesale distribution industry, that means electronic data interchange, or EDI, has become the standard of business transaction with customers and vendors. But not every enterprise resource planning (ERP) software package can operate in an EDI environment. Does yours?

Keeping track of inventory in your warehouse requires great precision and attention, but no matter how dedicated your team of associates may be, human error and manual record keeping often lead to less than perfect results. Bar coding and radio frequency (RF) solutions have long dominated the retail environment, but are just beginning to take hold in the distribution arena. As beneficial as it can be to your bottom line, many older ERP solutions do not allow for RF functionality. Does yours?

Maybe you just don’t feel like you can keep up and inaccuracies are ever-present at your organization. You often wonder if your software could be to blame and you think your current system seems outdated. Is it?

The Process
Regardless of the details of your situation, if your organization is operating less efficiently than it could, should you consider a change in your ERP system? If so, how do you go about selecting a new platform? How do you decide which one is right for you and your business? And most importantly, how might a system conversion affect your business operations?

The answers can be found in a three-step process that should be completed before selecting any new software, vendor or information technology solution …. gap analysis, request for information (RFI) and request for proposal (RFP). Though this is considered the standard and is the most respected selection method, it requires work and patience, and some steps are often ignored, or the process is passed over altogether. Many companies believe they know what is best for their organization, or fall victim to a sales pitch, and don’t base their decision on well conducted due diligence. However, each step of the process is essential to making the right decision, and completing them provides you with insight and control.

Gap Analysis
A gap analysis is the first step you should take before considering a switch to another software platform. Its purpose is simple – to identify gaps in your current processes or software system. Sometimes those gaps or inefficiencies are caused by work-arounds that were created long ago … or by issues with the existing software … or for any number of reasons that must be identified and addressed. Usually they aren’t readily noticeable, particularly for company insiders, or those who are face-to-face with their procedures every day. It’s best for an outside party to offer a fresh perspective and spend time analyzing your operations to determine where gaps may exist.

A gap analysis should consist of questions, interviews, data gathering and reporting, and should require one to two weeks of time spent in your business. A qualified consultant will have an existing template of questions to ask, hundreds or even a thousand of them, and they should visit with every department that is affected by the software program. Each answer that is gathered will be scored based on a pre-determined weighting system, such as one to five with one being lowest priority and five being highest. This type of system will produce a quantitative result that clearly identifies gaps and offers a list of needs and relative importance to your business, which are critical to determining your next steps.

Once your gap analysis is complete, you should receive a comprehensive report from which you can base your decision. You may find that your gaps and inefficiencies are purely internal, and can be addressed with your current system; or you may find that your system can’t deliver what you need. If you aren’t in need of a new system, now you have a roadmap for adjustments. If your business does require a new system, or if you want to find out what other options you have, you will move on to the RFI phase.

Request for Information
Once you have determined your requirements and priorities, you can use that information to craft a thorough RFI document, and develop a list of vendors to which you will submit it. The intention of the RFI is to get written information explaining what a system can or cannot do, and the level of importance the vendor places on each requirement, compared with how relevant it is to you. For example, if your gap analysis told you that handling rebates is a five for you, or one of your highest priorities, you will need to determine which vendors rank this as a specialty for their system.

When compiling your list of vendors, the more the better … you never know who might surprise you with what they can provide. Since your RFI will be the same for every vendor, it won’t be difficult to send it to as many as you identify. At this stage, pricing is irrelevant and shouldn’t be requested. The most important elements of the RFI include:

Requirements

Questions

Deadline

Format for and desired length of response (to allow for easy comparison)

Evaluation criteria

Timeframe for choosing new system

After distributing the RFI, the responses will take time to review and should be given careful consideration. You may not hear back from everyone, and not all answers will be honest. You’ll have to trust what you read and verify their claims during the RFP phase.

The goal of the RFI step is to have enough information back from the vendors to be able to narrow down your choices and develop a shorter list from which to request proposals. It is best to throw out those that cannot meet at least 50 percent of your needs, and then rank the remaining accordingly. You’ll choose the top three to five and request a proposal.

Request for Proposal
Using your short list of vendors, the next step is to respond to them and request a demo. You should have each vendor come to your location and provide a presentation and physical overview of how their system operates, what the interface looks like, and how it responds to your specific needs. This one-on-one time should serve as a micro Q&A session to delve deeper into the things you like and don’t like from the RFI. This is also the phase where you are requesting a formal bid (which should remain negotiable), and asking them to prove their system is right (or wrong) for you.

During the demonstration process, you have to keep several key things in mind:

It may take longer than you want it to, but patience will allow you the clarity to make the right decision. Remember that picking the wrong system can mean a large time and dollar investment for your company.

At this phase, the vendor is also feeling you out. Just because you get to an RFP doesn’t mean the vendor will determine that your organization is a fit for their product. There has to be all around comfort and a mutual desire to work together.

Sometimes you will need to bring a vendor in more than once, particularly when it comes to negotiating price. Usually a “best and final offer” happens during a third round.

Most importantly, never eliminate all of your options. You always want to have a choice to fall back on (or more) in case one doesn’t work out, and to create additional negotiating power.

Technology and software options are constantly expanding, creating a slew of confusing acronyms, upgrades and add-ons and forcing you to always question whether or not your business needs more. We’ve reviewed how to know when you need a new software system and learn what types of functionality your business needs by conducting a gap analysis. We’ve also discussed the development of your request for information, and walked through the demo and RFP process. Now that you’re armed with this knowledge, you are better prepared to step into the software selection process, and you know that it involves a lot more than just a good sales pitch or a hunch you might need something new. We wish you the best of luck with your research.

Eterm:
Control F9 – Quick access list for the last pre-set transactions such as: Sales Orders, Purchase Orders, Transfer Orders, Cash Receipts, Trackers, Customers, Vendors, Products, Rental Agreements, Shipments, Work Orders, PDW Items, Work Orders, and Payables.

Solar:
Customize Toolbar
Allows you to add toolbar options for the items you use most often in a window.