Before implementing the ERP system, Yalantis faced challenges in resource and financial management due to the lack of a real-time data lake consolidating all information. The use of several disparate tools for time tracking, resource allocation, and financial reporting created inefficiencies. Teams spent over 25% of their time weekly reconciling reports and handling approvals manually, increasing the risk of errors and lost productivity. The absence of process automation slowed down workflows and limited productivity.
ERP (Enterprise Resource Planning): a module for automatic planning and control of organizational and team resources, revenue and profit management based on current data, margin control, and monitoring of organizational deadlines.
Tailored solutions to address key challenges for leadership roles
We clustered the operational challenges businesses face and developed a comprehensive ERP platform toolkit by SHERP to address these issues.
Key challenges:
Focus on profit without considering operational costs
- Companies can lose up to 20% of potential revenue due to inefficient resource utilization, time mismanagement, and increased expenses.
- Incorrect profitability assessment of projects.
- Companies lack visibility into the actual costs of specialists in projects and cannot accurately calculate resource productivity.
Lack of automated and systematic performance management
- Manual data entry consumes time and increases the likelihood of errors in reports.
- Inefficient use of managers’ time: management spends significant time on data analysis and preparation.
- Outdated data complicates making well-informed business decisions.
Lack of control over non-productive activities in Delivery and their impact on resource utilization
- Increased operational costs due to inefficient resource usage.
- Delays in key projects caused by distractions from secondary tasks.
- Shortage of specialists during peak periods and excessive benching during downturns.
Goals and Project Definition:
Resource planning: availability and team workload optimization
Before implementing the ERP system, Yalantis managers had to spend several hours each week consolidating information from Google Sheets and JIRA. Now, the planner automatically displays specialists’ availability, workload, and estimated assignment completion dates, reducing planning time by 40%.
ERP feature set:
Team Availability Planner
- Displays specialists’ workload on projects, approved leaves, overtime, and undertime.
- Filters and sorting tools enable quick access to relevant information by project or department.
- Request Feature: submit requests to assign an employee to a project (part-time or full-time). Requests can target specific specialists within the company or address the need to fill new vacancies.
Specialist Release Function
- Allows managers to request the release of specialists from projects, including details on workload and engagement periods.
Financial analytics and project profitability control
The lack of a centralized tool for financial analytics led to inaccurate project profitability assessments. Managers had to prepare reports manually, increasing the risk of errors and delays in decision-making.
ERP feature set:
Profitability Dashboard
- An interactive dashboard displaying key financial metrics: average GPM, resource utilization, and projected revenue by project, department, and delivery team.
Delivery Budget Tab
- Reports on monthly and annual expenses and revenues by project, with options to restrict access to confidential data.
Profitability Report
- Automatic calculation of average internal and external rates, as well as GPM, based on up-to-date data.
Billability Report and Dashboard
- Visualized charts and tables showing the ratio of actual hours worked to planned hours, taking into account company workdays and employee availability.
Optimization of operational processes
ERP feature set:
A dynamic roles and permissions system allows for creating role groups with access only to specific types of data available on the platform.
Email reports and alerts in the event of unexpected issues within the platform, unfilled rate fields for past periods, issues with data synchronization, etc.
Slack notifications regarding new requests for employee assignments to new projects and for releasing employees from current projects. End users also receive notifications regarding status updates of requests they have created.
Tools used:
Integrates with: | Technologies: |
Slack, Email, Tableau | Golang, React, AWS Hosting |
Result after launch: | Business value: |
No more using Google Sheets, Excel and manual analytics; | 60% monthly saving without third-party applications; |
Single Source of Truth (Data Lake); | 25% time saving without manual work; |
Adaptation of software to the process demands; | +15-20% – Revenue increase; |