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					        Evaluation Criteria: Summary of Critical requirements
        Objective: Evaluate on a good enough level if system can provide for our needs

                                                              Criteria required                                                                                   Peachtree: License Fees                             Peachtree: License Fees Comments: 3

        Cost of System                                        Quantum 10 User - named users                                                                        2 nd + annual License: $1095                                                 $4450 Including: Full Business Support
                                                              Quantum 15 User - named users                                                                        2 nd + annual License: $1395                                                 $6450 Including: Full Business Support
                                                              Quantum 20 User - named users                                                                        2 nd + annual License: $1695                                                 $8150 Including: Full Business Support


                                                       Note: This Summary has unqiue items only addressed here, while a number of crirteria are duplicated in the detailed sheet,
                                                              while some have additional information as well, more suitable for detailed review.


        Critical SYSTEM business functionality required
                                                                                                                                                                                                            SERI Mining requirement
        Criteria Item                                         Description of item / Item function                                           Short term                                            Medium term                                          Long term
1   a   General Ledger Dimensions / Fin.                      5 Dimensions: As per Financial Structure proposed                             Yes                                                   yes                                                  yes
        Structure
                                                              Shaft + GL account + Cost centre + Sub Centre + Cost Type
        Example:                                              #-####-##-##-##
                                                              Dimension: Shaft                                                              yes                                                   yes                                                  yes
                                                              Dimension: GL Account                                                         yes                                                   yes                                                  yes
                                                              Dimension: Cost Centre + Sub centre                                           yes                                                   yes                                                  yes
                                                              Dimension: Cost Type                                                          yes                                                   yes                                                  yes
                                                              Dimension: Area / Section / Workplace                                         Conditional, but external to GL account               Conditional, but external to GL account              Conditional, but external to GL account
                                                                                                                                            segmentation                                          segmentation                                         segmentation
                                                              Dimension: Crews + people                                                     Conditional, but external to GL account               Conditional, but external to GL account              Conditional, but external to GL account
                                                                                                                                            segmentation                                          segmentation                                         segmentation
    b   Reporting                                             5 Dimensions reporting [As per Financial Structure proposed]                  Yes                                                   Yes                                                  Yes
    c   Standard Reporting for any dimension or selection     Filtering by Dimension: If dimensions are separated by an "Identifier"        yes                                                   yes                                                  yes
        of multiple dimensions by applying filters as         and as such are a true segment, one can filter on each of these
        selection criteria in nearly all reports, and/or by   individual items, which really makes it easy to run any report by using
        report design [specific report]                       standard selections. Else one needs to type in Wildcard characters, to
                                                              select specific segments or even selections within that segment.

2   a   Consolidation into one Holding Company                Consolidate: By Mine + By shaft [individual companies as selected].           Yes, needs umbrella company. Generates                Yes, needs umbrella company. Generates               Yes, needs umbrella company. Generates
                                                              Required for GL account totals only, nor detailed trx.                        consolidated account structure                        consolidated account structure                       consolidated account structure



    b                                                         Consolidate multiple companies: By Mine + By shaft [individual                Yes, needs umbrella company. Generates                Yes, needs umbrella company. Generates               Yes, needs umbrella company. Generates
                                                              companies as selected]                                                        consolidated account structure                        consolidated account structure                       consolidated account structure



    c                                                         Dynamic shareholder Equity reporting [Automatic equity calculation            No                                                    No                                                   No
                                                              based on shareholding + P&L of companies]
3   a   Stock                                                 Stock management [Differentiate between project + normal]                     yes                                                   yes                                                  yes
    b                                                         Buffer Stock management [early warnings + set levels]                         No, does not update the buffer stock level                No, does not update the buffer stock level           No, does not update the buffer stock level
                                                                                                                                            dynamically based on algorithm, must be done            dynamically based on algorithm, must be done         dynamically based on algorithm, must be done
                                                                                                                                            manually                                                                  manually                                             manually



    c                                                         Replenishment driven by production rate & consumption rate                    No, does not update the replenishment level stock No, does not update the replenishment level stock No, does not update the replenishment level stock
                                                                                                                                            level dynamically based on algorithm, must be     level dynamically based on algorithm, must be     level dynamically based on algorithm, must be
                                                                                                                                            done manually                                     done manually                                     done manually



    d                                                         Purchase order delivery lead-time management                                  Conditional: Not dynamically tracked, need        Conditional: Not dynamically tracked, need        Conditional: Not dynamically tracked, need
                                                                                                                                            manual action by report [agreed delivery due date manual action by report [agreed delivery due date manual action by report [agreed delivery due date
                                                                                                                                            + event management + customised report]           + event management + customised report]           + event management + customised report]


    e                                                         Multiple Stock Locations + transfers + replenishment                          Conditional; Only by stock codes + double             Conditional: only by stock codes + double            Conditional: Only by stock codes + double
                                                                                                                                            bookings. Consider Manufacturing/distribution         bookings. Consider Manufacturing/distribution        bookings. Consider Manufacturing/distribution
                                                                                                                                            module                                                module                                               module




    f                                                         Coal recording by Dimension + Area / Section / Workplace.                     Conditionally, must be done with Inventory            Conditionally, must be done with Inventory           Conditionally, must be done with Inventory
                                                                                                                                            adjustment transaction. Review manufacturing          adjustment transaction. Review manufacturing         adjustment transaction. Review manufacturing
                                                                                                                                            module of quantum for Manufacturing Stock             module of quantum for Manufacturing Stock            module of quantum for Manufacturing Stock
                                                                                                                                            transaction journal                                   transaction journal                                  transaction journal


    g                                                         Coal recording by Dimension + Area / Section / Workplace + Crew               Contionally: need some dimension in Stock master Contionally: need some dimension in Stock master Contionally: need some dimension in Stock master
                                                                                                                                            codes as well like GL, to create Crews for the Coal codes as well like GL, to create Crews for the Coal codes as well like GL, to create Crews for the Coal
                                                                                                                                            production only.                                    production only.                                    production only.




4   a   Transaction processing: Actuals                       Process transactions in 5 dimensions + manage                                 Yes                                                   Yes                                                  Yes
    b                                                         Record Labour costs to 5 dimensions [Cost Accounting or GL actual]            Conditional, needs discussion on practical            Conditional, needs discussion on practical           Conditional, needs discussion on practical
                                                                                                                                            implementation                                        implementation                                       implementation
    c                                                         Record Coal Production to 5 dimensions                                        Yes                                                   Yes                                                  Yes
5   a   Transaction processing: Budget                        Have budget in dimension 1+2+3+5 =Shaft + Cost centre + Subcenter +           Conditional, up to 4 dimensions [not                  Conditional, up to 4 dimensions [not                 Conditional, up to 4 dimensions [not
                                                              Cost Type                                                                     Area/Section/Workplace]                               Area/Section/Workplace]                              Area/Section/Workplace]


6   a   Multi user + remote access                            Allowing sufficient users + remote access                                     Yes up to 40 users + remote access                    Yes up to 40 users + remote access                   Yes up to 40 users + remote access
7   a   Database                                              Proper database to support system + transaction volume                        Yes, Pervasive SQL. Relational database                     Yes, Pervasive SQL. Relational database              Yes, Pervasive SQL. Relational database
                                                              Shafts are kept seperte within separate companies                             yes. [One license, multiple companies]                yes. [One license, multiple companies]               yes. [One license, multiple companies]
8   a   Cash management + Financial reporting +               Budget + number of budgets vs. actuals in various statements: P&L + BS Yes, 2 Budgets                                               Yes, 2 Budgets                                       Yes, 2 Budgets
        reconciliation ability
    b                                                         Operational + cash Flow budget [compared to actual]                           yes                                                   yes                                                  yes
    c                                                         Openings balances [bank/Cash] + payments should have been paid but            yes [cash flow on BB + PC + PO + AR + PR] is          yes [cash flow on PO + AR + PR] is available in      yes [cash flow on PO + AR + PR] is available in
                                                              not yet paid [Normally included in openings balance like brought              available in summary + detail [line by line +         summary + detail [line by line + document]           summary + detail [line by line + document]
                                                              forward balance, no line by line outside Bank/cash total]                     document]

    d                                                         GL account / Item by item lifecycle payment management                        Check [Some items are by GL accounts which are        Check [Some items are by GL accounts which are       Check [Some items are by GL accounts which are
                                                                                                                                            then fine, but when there are multiple lines by       then fine, but when there are multiple lines by      then fine, but when there are multiple lines by
                                                                                                                                            item, some manual intervention is required]           item, some manual intervention is required]          item, some manual intervention is required]



    e                                                         Cash-flow management [actual + forecast expenditure + income] +               yes                                                   yes                                                  yes
                                                              recon
9   a   Vendor management                                     Vendor order + payments + partial payments                                    yes                                                   yes                                                  yes
10 a    Asset Management                                      Management of assets + depreciation                                           yes, initially 200 assets                             Conditional: Buy SAS 50 up to 1000 assets by licenseConditional: Buy SAS 50 up to 1000 assets by license
11 a    Internal control                                      Sufficient audit trails, unique documents, data protection, flexibility vs.   Conditional: Flexibility is preferred, Segregation of Internal control mechanisms Will improve over        Internal control mechanisms Will improve over
                                                              control                                                                       duties + user access + Roles + approvals + audit      time                                                 time
                                                                                                                                            trail + period management is ok for now.
    b                                                         Flexibility vs. control                                                       Yes, flexible                                         Yes, flexible                                        Yes, flexible
        Evaluation Criteria: Summary of Critical requirements
        Objective: Evaluate on a good enough level if system can provide for our needs

                                                        Criteria required                                                                              Peachtree: License Fees                             Peachtree: License Fees Comments: 3
    c                                                   Unique document numbering + strict procedures are required for:            System is flexible to alter certain transactions, has Internal control mechanisms Will improve over   Internal control mechanisms Will improve over
                                                        capturing + adjustments                                                    audit trail + history, but methods like unique doc's time                                             time
                                                                                                                                   + strict processing + signatures is needed



        Critical PEOPLE growth + maturity + process + flow                                                                         Short term                                         Medium term                                        Long term
1   a   Ability to implement + easy to use system       Peachtree is simple to use, ensure high adoption rate, flexible and        yes                                                yes                                                yes
                                                        powerful. Manila adopted Peachtree already
                                                        System set-up [GL + basics in SA] the further completed in cebu
2   a   Phased in approach                              Get basic system & basic logic implemented in system [The system           yes                                                yes
                                                        lends itself to phased in acropachy]
                                                        Implement module by module, basic to more advanced                         yes                                                yes                                                yes
                                                        Ensure structured system thinking, processes, documentation                yes, well designed process flow                    yes, well designed process flow                    yes, well designed process flow
    b   Staff: Training requirement + Costs             Training & implementation costs is contained                               yes                                                yes                                                yes
                                                        Maturity of staff - End to end approach + working together                 Yes, system allows maturity level to be phased in,
                                                        Definitions and fine-tuning of Roles & responsibilities
                                                        Plan Output required: Monthly plan, weekly schedule, daily tasks.
    c   Workflow                                        Clearly defined outputs: Expectation + reflection + instructions on
                                                        information & standards required




        Critical Money issues                                                                                                      Short term                                         Medium term                                        Long term
1   a   Affordability                                   Purchase price + license is affordable                                     See pricing for 10 users                           Remains affordable                                 Remains affordable
                                                        Total cost of Implementation [as this is the most expensive part], allow   Yes, implement part by part                        Second shaft is duplication/replication            Second shaft is duplication/replication
                                                        phased in approach
                                                        Full business support included for first year                              Quantum version                                    Same                                               Same
                                                        System can grow shaft by shaft                                             Separate license for each shaft                    Separate licences for each shaft                   Separate licences for each shaft
                                                        More Coal reserves + increased profitability + when it becomes             Currently under pressure                           Future is unknown, decide at later stage           Future is unknown, decide at later stage
                                                        profitable with new system in reducing costs + ensure production
                                                        ability.
                                                        Number of licenses required: Shafts are kept seperte within separate       yes. [One license, multiple companies]             yes. [One license, multiple companies]             yes. [One license, multiple companies]
                                                        companies
          Evaluation Criteria
          Objective: Evaluate on a good enough level if system can provide for our needs
                                                                                                                                                                                Please note:              That a number of the items within the summary critical evaluation are only addressed there, while a number are duplicated, while
                                                                                                                                                                                                          some have more or less detailed information.
          Detailed functional business requirements and findings
          Criteria                                                 Criteria explanation / description                                                                                Evaluation: Status                    Comments 1                                              Comments 2                                               Comments 3

     1a   General ledger: design + set-up                          Dimension: Shaft                                                         yes                                                           in GL segmentation part of GL Code                 1 Digit                                                   yes, mixture between Cebu system and our
                                                                                                                                                                                                                                                                                                                       dimensional design
                                                                   Dimension: GL Account                                                    yes
                                                                   Dimension: Cost Centre + Sub centre                                      yes                                                           in GL segmentation part of GL Code                 4 digits                                                  yes, mixture between Cebu system and our
                                                                                                                                                                                                                                                                                                                       dimensional design
                                                                   Dimension: Cost Type                                                     yes                                                           in GL segmentation part of GL Code                 2 digits                                                  yes, mixture between Cebu system and our
                                                                                                                                                                                                                                                                                                                       dimensional design
                                                                   Dimension: Area / Section / Workplace                                    Conditional, but external to GL                               Job / Phase / Type                                 Self defined, with codes + descriptions, + structures     Like Dimension.
                                                                                                                                            account segmentation
                                                                   Dimension: Crews + people                                                Conditional, but external to GL                               Only Labour captured By Timesheet                  Timesheet + payroll transactions + needs inventory Crew   integrate with payroll [Gross salary]
                                                                                                                                            account segmentation                                                                                             items.
          Example:                                                 #-#####-##-##-##                                                                                                                       This is required in order to roll up + report on   Not dimensional as we wanted, but partially. But          With the use of the Job/Phase/Cost type dimension
                                                                                                                                                                                                          data by segment                                    because many Gl accounts are very specific to a Cost      for the production environment:
                                                                                                                                                                                                                                                             centre, the number of accounts will be ok.                AREA/SECTION/Workplace we will save on number
                                                                                                                                                                                                                                                                                                                       of accounts, as these are
                                                                                                                                                                                                                                                                                                                       dynamic/multidimensional.
                                                                   Shaft + GL account + Cost centre + Sub Centre + Cost Type


1         Batch / Real time                                        Option to select                                                         yes
2    a    Posted / Unposted transaction                            can Unposted transactions be viewed + changed                            yes
     b                                                             can Unposted transactions be printed + verified + approved + filed       yes                                                           Change report for Unposted trx + save for          Add a filter to transaction: select Unposted
                                                                   before posting.                                                                                                                        future use
3    a    Recording of actual trx in dimensions                    Bills / Direct Gl transaction / Acc. Payable Invoice                     yes                                                           Can be done in AP, GL, Inventory.                  Virtually all one requires
4    b    Recording of budget trx in dimensions                    Record budget in same manner as actual costs                             yes….                                                         Must be part of GL segmentation                    External to that like area/section/workplace not
                                                                                                                                                                                                                                                             possible.
5         Recording of coal production in financial                Record coal production within all dimensions, especially                 Yes, requires inventory                                       Standard Inventory transaction which update        This is a manufacturing function and may require the      Else use the adjustment screen and capture coal
                                                                   Area/Section/Workplace                                                                                                                 Coal Stock in Inventory system + Balance Sheet     manufacturing version, if we must follow a Stock          production to all dimensions required. Review crew
          Structure
                                                                                                                                                                                                                                                             production process transaction.                           allocation though.
                                                                   Record coal production within all dimensions, especially Crews +         Still unsure by crew
                                                                   people
5    a    Reporting in Dimensions                                  Dimension: Shaft                                                         yes                                                           Financial Statement Wizard
                                                                   Dimension: GL Account                                                    yes                                                           Financial Statement Wizard
                                                                   Dimension: Cost Centre + Sub centre                                      yes                                                           Financial Statement Wizard
                                                                   Dimension: Cost Type                                                     yes                                                           Financial Statement Wizard
                                                                   Dimension: Area / Section / Workplace                                    Not in GL dimension                                           Done with help of Job costs reports                Aligned to GL accounts + financial reports
                                                                   Dimension: Crews + people                                                Not in GL dimension                                           Only In inventory                                  Crews + people + hours + costs + cost types [labour]

6    a    Consolidation of Shafts into 1 set of                    A Dimension or Gl identifier for a shaft                                 Yes                                                           Digit 1
          Financials
                                                                   Consolidation function for multiple companies inside software, see       Yes
                                                                   critical requirements.
     b    Roll up of information                                   Rolling up                                                               yes                                                           As defined within GL segmentation                  Rolls up by: Shaft/GL account/Cost Centre + Sub + Cost
                                                                                                                                                                                                                                                             Type
                                                                   Drill down                                                               yes                                                           by Account / document
7    a    Budget                                                   Multiple years                                                           4 years                                                       By GL Segmentation only                            Not by dimension like Area/Section/Workplace              yes
     b                                                             Multiple versions of the budget: operational + Cash                      yes                                                           By GL Segmentation only                            Not by dimension like Area/Section/Workplace              yes
     c                                                             Reporting according multiple versions                                    yes                                                           By GL Segmentation only                            Not by dimension like Area/Section/Workplace              yes
8    a    Multi-user environment                                   Multi user system with ability to extend to more users                   Yes                                                           Premium has 5 named users. Rather buy the
                                                                                                                                                                                                          quantum which has user modules. 5 at a time.

     b                                                             LAN installation                                                         yes                                                           Standard
     c                                                             Remote access                                                            yes                                                           Needs more user modules for shareholders too needs fast line + preferred a secure line though like vpn
                                                                                                                                                                                                                                                       or so.
9    a    Upgradeability to bigger system                          Upgrade will be done outside Peachtree as Quantum is biggest in          Yes, many other similar systems                               Consider: A new company for each shaft and   Use Peachtree as medium term system first, and review
                                                                   Peachtree                                                                with upgrade path.                                            consolidate in Excel.                        later whether or not to change.
     b    User access / security                                   Setting User Access to forms / reports / functions / month end           Yes                                                           Strong functionality + own user passwords,
                                                                   functions / backup / purge etc.                                                                                                        password expiry, by role
   c                                                               Remote access                                                            yes
   d                                                               LAN installation                                                         yes                                                           Network version + local Version
10 a      Web-site access                                          Web-site access to functions, available to internal or external users,   yes                                                           But not recommended for now. Not sure how          Interruption into the synchronisation process requires    Also validation afterwards.
                                                                                                                                                                                                          stable this is.                                    strict backup procedures before starting process

11 a      Segregation of duties                                    Segregate duties by forms / transactions                                 yes                                                           define within access control, workflow             system is defined like this
12 a      Transaction history / flow                               History of document flow / related source documents                      yes                                                           History provided by document                       Stamps: user+date+document                                indicated by Links
13 a      Audit trail                                              Audit trail by transaction, Identification of documents. Uniqueness      yes                                                           Stamps: user, date, time, action, trx, doc no,
                                                                                                                                                                                                          amount, etc.
14 a      Period close                                             For auditors + special journals                                          yes                                                           Needs security / access
     b                                                             Limiting users and ensuring compliance to use certain periods            yes                                                           Needs security / access to change open periods But helps as there is no need to physically close the         Leave open for the moment, but people are working
                                                                                                                                                                                                                                                         month                                                         in next month
     c                                                             Once closed: Opening up for auditors + special journals                  no, seems not                                                 Good and bad. Need to find out whether or not.

15 a      Year end close                                           Closing of year end + updating all internal systems                      yes
     b                                                             Once closed: Opening up for auditors + special journals                  no, seems not                                                 Good and bad. Need to find out whether or not.

16 a      Drill down functionality                                 Drill down from reports to transactions                                  yes                                                           Normal functionality
17        VAT tables + reports                                     Free format Tables + reports                                             yes                                                           Reports to reconcile back to GL account.
18        Withholding taxes / 1099                                 Philippine Withholding taxes for certain companies + individuals         no. Establish whether this is the   Conditionally             Not specifically defined, but could be equal to    Suggest to use the defined GL accounts per defined        Print detailed report.
                                                                                                                                            same as 1099.                                                 1099                                               Withholding category.
18        1099                                                     USA definition - recording on payables for receiver of Revenue           yes                                                           Standard functionality

20        Work in multiple companies / shafts                      Have multiple companies open at the same time                            yes
21 a      Cash Flow management                                     Cash flow management                                                     yes                                                           Based on transaction types                         Sufficient. Per week, month, quarter, year
   b                                                               cash flow prediction                                                     yes                                                           Based on transaction types                         Sufficient. Per week, month, quarter, year
22 a      Journals: Recurring journals                             Weekly / Monthly recurring journals                                      yes                                                           With GL transactions only
     b    Journals: Debits + Credits                               Full Debit + Credit journal processing                                   yes
23 a      Data processing                                          Real Time / batch                                                        yes                                                           Both options are available
24 a      Document Search                                          Finding documents                                                        yes                                                           document, amount, ref no, vendor, customer,
                                                                                                                                                                                                          Gl account, date, etc.
25 a      Report Search                                            Finding reports                                                          yes                                                           By module + name. Standard reports only.

26 a      Data integrity                                           Verification of data integrity + repair function                         yes                                                           No so sure how capable system is
     b                                                             Database functionality                                                   yes                                                           Pervasive database                                 Reasonable stable database
     c                                                             Internal document control, status of transaction                         yes                                                           Monitors status of transaction
27 a      Data base size / Volume                                  What size database is acceptable / required / maximum size preferred     Max 300mb to 500mb                                            Quantum is designed for how volume + multi         Dependant on Server, years of data + volume + ram +
                                                                   by supplier                                                                                                                            user environments                                  multi user configurations
     b                                                             What volume is acceptable by system                                      Seems sufficient                                              keep each shaft separate,                          Consider keeping one year data, and archive others in     Year by year cumulative archiving.
                                                                                                                                                                                                                                                             new company. Available when needed.

28 a      Integration to office tools                              PDF , E-mail, Outlook, Excel, Word, Access, other compliant tools        yes                                                           From each form/report data can be send to
                                                                                                                                                                                                          standard formats
     b                                                             ODBC compliant: Import from Excel / Access / Word                        yes                                                           Export to Excel
     c                                                             ODBC compliant Export to access + excel + word                           yes                                                           Direct access to database in Access + Excel +
                                                                                                                                                                                                          Word.
29 a      Attaching external Documents to internal                                                                                          yes                                                           Attach document by transaction
          documents
30 a      Attaching notes, comments to internal                    Reminders, notes, comments to internal documents                         yes
          documents
31 a      Easy to use, easy to adopt                               User adoption is key in order for software to be successful              yes                                                           Easy, simple process flow + document flow +
                                                                                                                                                                                                          reports + access to information
32 a      Data management                                          Backup                                                                   yes
     b                                                             Restore                                                                  yes
     c                                                             Net work security                                                        yes                                                           Standard user security                             Network security is required too.
     d                                                             Data integrity: Roll back + Forward                                      Does not seem to have this          Needs verification        Standard in SQL.                                   Will find out.
     e                                                             Archiving data                                                           yes                                                           can be used to archive monthly                     As well as yearly
33 a      Data interchange ability                                 Peachtree implementations in RSA / Hong Kong / Manila                    Yes, possible                                                 Depends also on size of database                   May require more download time, when volume starts
                                                                                                                                                                                                                                                             increasing
     b                                                             Data export / import                                                     Yes, possible                                                 Depends also on size of database                   May require more download time, when volume starts
                                                                                                                                                                                                                                                             increasing
   c                                                               Direct user access                                                       Yes                                                           Remote access
34 a      Report writer                                            Internal basic reports                                                   Yes                                                           many reports, all customisable
     b                                                             Internal Financial Reports                                               yes                                                           May need some expertise to set this up once.       But once done, same report will be used over and over     If reporting is too easy, too many reports will be
                                                                                                                                                                                                                                                             again.                                                    generated by users.
     c                                                             Additional reports                                                       yes, Crystal reports                                          Relatively easy, but needs some training for
                                                                                                                                                                                                          super users
   d                                                               Excel/ Access integrated reports                                         Yes                                                           Standard exports.
35 a      Internal document / process control                      Internal system verification on status of documents                      yes                                                           Verifies status + provide full document status
       Evaluation Criteria
       Objective: Evaluate on a good enough level if system can provide for our needs
                                                                                                                                                                                 Please note:             That a number of the items within the summary critical evaluation are only addressed there, while a number are duplicated, while
                                                                                                                                                                                                          some have more or less detailed information.
       Detailed functional business requirements and findings
       Criteria                                                 Criteria explanation / description                                                                                   Evaluation: Status                   Comments 1                                               Comments 2                                            Comments 3

36 a   Internal workflow management                             Workflow management between processes                                       yes                                                           Defined per transaction over multiple steps        Good control

37 a   User defined workflow + screens                          Easy to define + use                                                        yes                                                           Defined per transaction over multiple steps

   b                                                            Transaction tracking                                                        yes                                                           Additional, attach documents + tasks to users      basic functionality but powerful.

   c                                                            Notifications                                                               yes                                                           basic notifications rules can be defined by
                                                                                                                                                                                                          transaction types.
38 a   Event management                                         Record events by users when it occurs                                       yes                                                           Calls, letters, meetings, comments by Vendor,
                                                                                                                                                                                                          Customer, Employee, Inventory,
   b                                                            View and manage events                                                      yes
39 a   Procure to pay                                           a. Requisition: Record + print                                              Not in Peachtree                                              Use PR as is
   b                                                            b. Purchase order: record + print                                           Yes
   c                                                            d. Goods Receive Voucher: record + print                                    Record, but not print sofas                                   Standard report on what is received, but not
                                                                                                                                                                                                          individual
   d                                                            Waiting for Supplier Invoice + indicated                                    yes
   e                                                            Release of payment + based on terms                                         yes
   f                                                            Payment from any Bank account                                               yes
   g                                                            Job Order [Internal] + Job Order cost allocation [PO order]                 yes
   h                                                            Job Order [External – non standing contract] + requires purchase order      yes
                                                                + canvass form
   i                                                            Canvass form [Quote comparisons + recommendation]                           No                                                            Keep as is, manual process
   j                                                            GL Account + Dimension allocations to each PO                               yes
   k                                                            Customisable Forms, additional                                              Yes                                                           All forms are customisable
   l                                                            Standard Forms [can be used as is]                                          yes                                                           Fields can be added / removed                      But still fully customisable
   m                                                            Partial payment                                                             yes

40 a   Budget management                                        Reporting on under/over spending                                            yes                                                           Actuals vs. max 2 budgets                          By report, as well as multiple budgets to be compared

   b                                                            Only GL Account segmentation, not on mining production or                   yes
                                                                job/phase/cost type [area/section/workplace]
   c                                                            Other Budget items already discussed in critical issues



41 a   Warehouse                                                Stock master code segmentation                                              yes, sufficient                                               Any code can de defined, with roll up code.        Like Master + sub master codes for grouping

   b                                                            Withdrawal of stock for Consumption [consumables]                           Yes + No specific stock issuing                               Can be done via Stock adjustment using issue       Or can be done by having an Internal Client/Consumer of This standard functionality is more retail / wholesale
                                                                                                                                            function rather adjustments or                                notes                                              stock. Part of sales process.                           based. Not manufacturing.
                                                                                                                                            sale
   c                                                            Withdrawal of stock for usage [equipment]                                   Yes + No. Need to check with                                  If sale option is used: Weekly payments must       Normal jrn: Dr. COGS or Expense Acc. +Cr.Stock + 2 Jrn    Consider getting the manufacturing module as well.
                                                                                                                                            other versions.                                               me made to reverse Sales Journal.                  = Dr. Debtors + Cr. Sales                                 Dr. TVC [COGS] + Cr. Stock [No sales journal]

   d                                                            Stock/Material List                                                         yes
   e                                                            Warehouse stock/material issue                                              yes, with alternative                                         yes, only via sales or adjustment                  All issues are expensed to preferred account +
                                                                                                                                                                                                                                                             dimension
   f                                                            Warehouse stock/material receipt                                            yes
   g                                                            Stock / material count [All locations – Main store + UG stores]             yes                                                           Standard

   h                                                            Stock/material adjustment / write offs                                      yes                                                           Adjustment screen using the stock count
                                                                                                                                                                                                          report input
   i                                                            Fault Assessment report                                                     yes/no- only with event by                                    No standard functionality beside supplier events
                                                                                                                                            supplier
   j                                                            Repair [Warranty / Non-Warranty]                                            no, not in system                                             Maintain outside with events
   k                                                            Monthly Stock value adjustment [Actual stock in vs. Average stock] Prices   yes/no, item by item but not total                            Only by stock item [quantity of price.]
                                                                vary over time.                                                             stock valuation
   l                                                            Inventory management Journal [monthly]                                      yes, can be printed
   m                                                            Average costing: Coal sales or stock take or price adjustment for           yes, FIFO, LIFO, average, specific                            Can be adjusted monthly by inventory
                                                                inventory evaluation.                                                       unit                                                          adjustment
   n                                                            Average costing: item inventory -spares                                     yes                                                           Not that important
   o                                                            Stock requirements as per stock levels + consumption                        yes                                                           reports or notifications
   p                                                            Maintaining inventory levels: Ordering suggestion , automatic PO's          yes, needs setting

   q                                                            Partial goods receipt + partial payment                                     yes
   r                                                            Purchases for stock to be directly allocated to Area/Section Shaft.         no                                                            No all inventory items go first to stock before    Purchases for stock cannot be allocated to Area/Section
                                                                                                                                                                                                          getting dispensed or transferred to other stock    Shaft
                                                                                                                                                                                                          locations
   s                                                            Having categories for Project Stock / Normal stock                          yes, with alternative                                         Needs separate stock master code + sub code        Normal approach                                           But can be expensed by mistake.
                                                                                                                                                                                                          for project items
   t                                                            Change Stock ID code [Coding only]                                          Yes                                                           Needs security though, but useful function.

   u                                                            Assemblies                                                                  yes                                                           May be needed for equipment maintenance

   v                                                            Other items as discussed in Critical items

50 a   Warehouse Transfers                                      a. Store Item transfer between stock locations                              yes, alternative solution                                     No separate store locations. Cannot transfer +     But can generate store locations by Inventory Master     And use same stock codes for same things and
                                                                                                                                                                                                          transact directly from store to store.             codes + sub-codes. Like 01 =Surface Store, 02 UG shaft 1 adjust stock from 01 to 02. Use BS - Internal Stock
                                                                                                                                                                                                                                                                                                                      Transfers. Dr+Cr=0
   b                                                            b.Replenishment requisition                                                 yes, alternative solution                                     Not possible from UG stores to surface stores.     But as the UG stock item is separate from Surface stock Use the minimum stock field and replenish between
                                                                                                                                                                                                                                                             item, replenishment is done via minimum stock,           Surface + UG + order from suppliers as normal.
                                                                                                                                                                                                                                                             calculated for each separate item.

   c                                                            c. UG Stock issue                                                           yes, but needs to be capture at                               All stock issues to be send on daily base to HQ    Too expensive too have everywhere internet connection Use adjustment option, these items will be
                                                                                                                                            HQ                                                            for capturing.                                     + may be better control                               expensed to GL + optional Area/Section/Workplace

   d                                                            d. Request for repair [equipment]                                           yes                                                           Create specific Inventory item for any type of
                                                                                                                                                                                                          repair.



60 a   Coal Production                                          Daily shift production meters [waste + in coal]                             By Dimensions +                      Needs further review +   Would prefer standard manufacturing process Allocation to crew can be done with Inventory coding             Or review Quantum manuafactering system
                                                                                                                                            area/section/workplace + Crew        discussion               transactions, but can be done with adjustments [create dimensions as well like GL]


   b                                                            Daily shift coal production                                                 See Critical rsummary as well.       Needs further review +   Would prefer standard manufacturing process Allocation to crew can be done with Inventory coding             Or review Quantum manuafactering system
                                                                                                                                                                                 discussion               transactions, but can be done with adjustments [create dimensions as well like GL]

   c                                                            Daily shift coal logistics to client site                                   See Critical rsummary as well.       Needs further review +   Would prefer standard manufacturing process Allocation to crew can be done with Inventory coding             Or review Quantum manuafactering system
                                                                                                                                                                                 discussion               transactions, but can be done with adjustments [create dimensions as well like GL]




70 a   Supplier/Vendor management                               Vendor master sheet
   b                                                            Vendor list
   c                                                            Standing Contracts [Repairs + maintenance + Job Orders]                     no
   d                                                            Standing contract purchase order [release]                                  no




80 a   General Ledger                                           GL Transactions in Debit + Credit                                           yes
   b                                                            b. Sub-ledgers: Assets, Creditors, Debtors, Warehouse, General Ledger yes
                                                                journal
   c                                                            GL Account + Dimension allocations to each GL transaction             yes
                                                                Other items as discussed in Critical items


85 a   Payroll + GL                                             Employee Contracts + Employee list                                          yes
   b                                                            Payroll information [Salary+ package details]                               yes
   c                                                            Daily attendance list                                                       yes                                                           Time sheet
   d                                                            Payroll + payments [Journals]                                               yes
   e                                                            Integrate payroll [suitable for total payroll]                              Yes, but not sure                    Conditional
                                                                GL Account + Dimension allocations to each PR jrl                           yes / no                                                      Timesheet yes, but with costs?                     Needs more review, as there are many options. Needs
                                                                                                                                                                                                                                                             discussion too.



90 a   Bank + petty Cash                                        Bank Statement                                                              yes
   b                                                            Supplier payments integrated                                                yes
   c                                                            Other payments [bank charges + direct payments + salary + VAT +             yes
                                                                payroll, etc.]
   d                                                            d. Income [direct or via Acc. Receivable]                                   yes
   e                                                            e. Receipts + payments: Shareholder-equity + Loans                          yes
   f                                                            GL Account + Dimension allocations to each direct Bank /petty cash          yes
                                                                Transaction



95 a   Debtors                                                  Debtor Master sheet                                                         yes
   b                                                            Debtor list                                                                 yes
        Evaluation Criteria
        Objective: Evaluate on a good enough level if system can provide for our needs
                                                                                                                                                                        Please note:                    That a number of the items within the summary critical evaluation are only addressed there, while a number are duplicated, while
                                                                                                                                                                                                        some have more or less detailed information.
        Detailed functional business requirements and findings
        Criteria                                                 Criteria explanation / description                                                                          Evaluation: Status                         Comments 1                                           Comments 2                                             Comments 3

    c                                                            Standing contract agreement                                          Not sure
    d                                                            Billing in Tonnes, day by day                                        yes



100 a   Asset Management                                         Capital Expenditure requisition                                      yes
    b                                                            Asset classification list [depr. / Sherq / Legal / storage / etc.]   yes

    c                                                            Asset sale/write off                                                 yes
    d                                                            GL Account + Dimension allocations to each Asset                     yes
    e                                                            Number of assets required?                                           200 Maximum by Quantum                                            Group some assets if needed                     Upgrade to FAS 50 = 1000 assets                           Each asset keeps quite some data.

105 a   Taxation: Internal Bureau                                VAT Report [All expenditure + income]                                yes
    b                                                            Withholding Tax report by Vendor + Bank                              yes
    c                                                            SSS + PAYE taxation + VL/SL benefits + Medical Aid                   Not sure                          Needs further discussion        Decide on correct approach + evaluate alternatives in system
    d                                                            Salary recon + GL account recon [bi-monthly]                         dependant on how one goes         Needs further discussion        Decide on correct approach + evaluate alternatives in system
                                                                                                                                      about



110 a   DOE requirements / reporting                             Financial Month end reports                                          yes, basic reports + customisation Conditional: Believe 100%      But needs specific verification
                                                                                                                                      possible
    b                                                            DOE taxation                                                         yes, basic reports + customisation Conditional: Believe 100%      But needs specific verification
                                                                                                                                      possible



115 a   Shareholder reporting                                    Financial Statements: BS+CF+P&L - Summary + by Cost Centre           yes
    b                                                            Cash requirements for cash release + status [balance]                yes                               Conditional: System totals                                                      Plus we might need to add additional items not yet
                                                                                                                                                                        require 100% up to date PO/AP                                                   ordered but ordered in next period. So not 100%
                                                                                                                                                                        /AR/BK/PC transactions                                                          delivered from system but needs some manual input
                                                                                                                                                                                                                                                        too.
    c                                                            Progress made vs. program plan + budget spend %                                                        Conditional
    d                                                            See other items as listed in Critical items
     Processes to ensure proper reconcilations and money management
     Objective: Process required to align and integrate the existing admin / financial processes to the Reconcilation processes such as: Cash Release + Cash budget management
                                                                                                                                                                                                                                                                                                                        Information required for
                                                                                                                                 Form                                Filing TRAY required                To be Captured in   Signature     Processed Stamp   Preferred allocation of          Cash Release Management                      Cash Flow + Cost Management
                    Processes                                         Activities                                          Name                In place   To be processed       Processed + To be filed   Financial System    required          required          responsibilities      How much cash is needed for what?           What is budgettted + what is spend?
                                                                                                                                                                In                      out                                          on document                                       What was committed and what paid?           Are expenditure commited bugetted for?
                                                                                                                                                                9                        9                                                                                             How much is left from Cash releases?        Are we still in budget?

1    Procure to pay                     a. Requisition                                                        Requisition               yes                    Yes                      Yes                    No              No                                   Person 1
                                        b. Purchase order                                                     Purchase order            yes                    Yes                      Yes                    Yes             Yes              Yes                 Person 1           Yes, by order                              Yes, by order
                                        d. Goods Receive Voucher                                              GRV                       yes                                                                    Yes             Yes              Yes                 Person 1
                                                                                                                                                               Yes                      Yes
                                        e. Supplier Invoice, f. Supplier Statement                                                                                                                             Yes             Yes                                  Person 2
                                        g. Release of payment                                                 Release of payment        yes                    Yes                      Yes                    Yes             Yes              Yes                 Person 2           Yes by order                               Yes by order
                                        g2. Payment from Bank account                                         Cheque                    yes                                                                    Yes             Yes                                  Person 2
                                        h. Job Order [Internal] + Job Order cost allocation                   Job Order                 yes                                                                    Yes             Yes                                  Person 3
                                        i. Job Order [External – non standing contract] + requires
                                                                                                                                                                                                               Yes             Yes                                    Serge
                                        purchase order + canvass form                                         Job Order                 yes
                                        j. Canvass form [Quote comparisons + recommendation]
                                                                                                                                                                                                                no             Yes                                    Serge
                                                                                                              Canvass                yes
                                        Summary: Procure to Pay                                               Summary Procure to Pay yes                                                                        no              no               no                  Jerome            Yes [All information in on sheet]          Yes [All information in on sheet]
                                        GL Account + Dimension allocations to each PO                                                                                                                                                                                Jerome
                                                                                                                                                                                                                no              no

2    Budget management                  a. Over spending limits by categories                                                                                                                                   no             no               no
                                        b. Over spending approval                                             Jerome to complete, else Ron                                                                      no             yes              yes                                    Yes by order                               Yes by order
                                        GL Account + Dimension allocations to each PO                                                                                                                                                                                Jerome



3    Warehouse                          a. Stock/Material master sheet [Seri]                                                           partially                                                              no              no
                                        b. Stock/Material List                                                Stock List                partially                                                              no              no
                                        c. Warehouse stock/material issue                                     Stock issue               yes                                                                    yes             yes              yes                                    Yes by order                               Yes by order
                                                                                                                                                               yes                      yes
                                        d. Warehouse stock/material receipt                                   Stock Receipt             yes                                                                    yes             yes              yes               Store person         Yes by order - recon to paid               Yes by order - recon to paid
                                        e. Stock / material count [All locations – Main store + UG
                                                                                                                                                                                                            Totals only        Yes              Yes
                                        stores]                                                               Stock count               yes
                                        f. Stock/material adjustment / write offs                             Adjustment                yes                                                                 Totals only        Yes              Yes
                                        g. Fault Assessment report                                            ?                                                                                                 No             yes
                                        h. Repair [Warranty / Non-Warranty]                                   ?
                                        i. Monthly Stock value adjustment [Actual stock in vs Average stock
                                        out] dependant if manual system or electronic                         Adjustment
                                        j. Inventory management Journal [monthly]                             System produced           not now                                                             trx driven          no
                                        k. Stock requirements as per stock levels + consumption
                                                                                                                                                                                                            trx driven          no
                                                                                                              System produced           not now



4    Warehouse Transfers                a. Store Item transfer / replenishment requisition                                                                                                                     yes             yes
                                        b. UG Stock issue                                                                                                      Yes                      yes                    yes             yes              yes
                                        c. Request for repair [equipment]                                                                                                                                      no              no



5    Coal Production                    Daily shift production meters [waste + in coal]                                                                                                                        yes             yes              yes
                                        Daily shift coal production                                                                                            Yes                      Yes                    yes             yes              yes
                                        Daily shift coal logistics to client site                                                                                                                              yes             yes              yes



6    Supplier/Vendor management a. Vendor master sheet                                                        Creditor Master           yes
                                        b. Vendor list                                                        Vendor list               yes
                                        c. Standing Contracts [Repairs + maintenance + Job Orders]
                                                                                                                                                                                                               yes             yes
                                                                                                                                        no
                                        d. Standing contract purchase order [release]                                                   no                                                                     yes             yes              yes                                    Yes by order                               Yes by order



7    General Ledger                     a. GL Transactions                                                    Journal                   yes                    Yes                      Yes                    yes             yes              yes
                                        b. Sub-ledgers: Assets, Creditors, Debtors, Warehouse, General
                                                                                                                                                                                                               yes             yes              yes
                                        Ledger journal                                                        System driven
                                        GL Account + Dimension allocations to each PO                                                                                                                                                                                Jerome




8    Payroll + GL                       a. Employee Contracts + Employee list                                 ?
                                        c. Payroll information [Salary+ package details]
                                        b. Daily attendance list                                              ?
                                        d. payroll + payments [Journals]                                      Jerome does have          yes                    yes                      yes                    yes             yes              yes                                    Yes biweekly                               Yes biweekly
                                        GL Account + Dimension allocations to each PO                                                                                                                                                                                Jerome



9    Bank + petty Cash                  a. Bank Statement                                                                               yes
                                        b. Supplier payments                                                  Release of payment        yes                                                                    yes             yes
                                        c. Other payments [bank charges + direct payments + salary +
                                                                                                                                                                                                               yes             yes              yes
                                        VAT + payroll, etc.]                                                  Part of bank statement    yes                                                                                                                                            Yes by Account Coding                      Yes by Account Coding
                                        d. Income [direct or via Acc. Receivable]                             Not needed                                                                                       yes             yes                                                     Yes by Account Coding                      Yes by Account Coding
                                        e. Receipts + payments: Shareholder-equity + Loans                    Journal                   yes                                                                    yes             yes              yes
                                        GL Account + Dimension allocations to each PO                                                                                                                                                                                Jerome



10   Debtors                            Debtor Master sheet                                                   Debtor Master             yes
                                        Debtor list                                                           System driven             yes
                                        Standing contract agreement                                           Not yet                   ?
     Processes to ensure proper reconcilations and money management
     Objective: Process required to align and integrate the existing admin / financial processes to the Reconcilation processes such as: Cash Release + Cash budget management
                                                                                                                                                                                                                                                                                                                         Information required for
                                                                                                                                    Form                              Filing TRAY required                To be Captured in   Signature     Processed Stamp   Preferred allocation of          Cash Release Management                      Cash Flow + Cost Management
                  Processes                                          Activities                                           Name                 In place   To be processed       Processed + To be filed   Financial System    required          required          responsibilities      How much cash is needed for what?           What is budgettted + what is spend?
                                                                                                                                                                 In                      out                                          on document                                       What was committed and what paid?           Are expenditure commited bugetted for?
                                                                                                                                                                 9                        9                                                                                             How much is left from Cash releases?        Are we still in budget?



                                        a. Capital Expenditure requisition – [reviewed by all board
                                                                                                                                                                                                                yes             yes              yes
11   Asset Management                   members]                                                                Asset requistion           ?                                                                                                                                            Yes by order                               Yes by order
                                        b. Asset classification list [depr. / Sherq / Legal / storage / etc.]

                                        c. Asset registration form                                              Asset registration         ?                                                                                    yes
                                        d. Asset sale/write off form                                            Asset sale/write off       ?                                                                    yes             yes              yes
                                        GL Account + Dimension allocations to each PO                                                                                                                                                                                 Jerome



12   Taxation: Internal Bureau          a. VAT Report [All expenditure + income]                                System driven              ?                                                                                    yes              yes
                                        b. Withholding Tax report by Vendor + Bank                              System driven              ?                                                                                    yes              yes
                                        c. SSS + PAYE taxation + VL/SL benefits + Medical Aid                   Payroll driven             Happens                                                                              yes              yes                  Jerome
                                        Salary recon + GL account recon [bi-monthly]                            Journals + System          Happens                                                                              yes              yes                  Jerome



13   DOE requirements / reporting       Financial Month end reports                                             Normal statements          should have
                                        DOE taxation                                                            Based on DOE + above



14   Shareholder reporting              Financial Statements: BS+CF+P&L - Summary + by Cost Centre
                                        Cash requirements for cash release + status [balance]
                                        Progress made vs program plan + budget spend %

				
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