Flexible chart of accounts structure to meet reporting requirements

Make sure the system you implement allows for flexibility as your organization grows. How you structure your chart of accounts will ultimately decide how you report data, so it is crucial that you are not locked into a system that does not account for growth. This will also allow you to more easily respond to changes in Medicare and Medicaid reporting.

Integration to 3^rd party Healthcare Billing

Make sure the package you select allows for easy integration to your billing and/or EMR software. Make sure your new ERP solution allows for large volumes of data and can be automated

Fixed Asset Management capabilities

Long Term Care organizations face a significant challenge to track the quantity, condition, location, maintenance and status of their fixed assets. Therefore it is crucial you pick a package that has fixed asset management capabilities fully integrated with your financial package.

Contains Robust Budgeting tools

As your facility grows, you will need sophisticated tools to budget revenue, capital, and payroll, and to compare budget to historical averages. Make sure the solution you select has flexible budgeting tools that can be easily and securely accessed, and can be exported into the reporting formats you need.

Handle Requisitions and Encumbrances

Your facility likely will need to create and track requisitions in your new system.  Make sure your new solution has an approval hierarchy structure, the ability to create management reports to help with commitments and tracking, and integration with Purchasing.

The solution you select must be able to support projected long-term growth as well. Dynamics GP will facilitate faster growth, and is powerful enough to grow with you.

By Intellitec Solutions, Microsoft Dynamics GP Partner serving Pennsylvania

5 things Long-Term Care Facilities Should Look For in a New ERP System is a post from: ERP Software Blog

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There are three key areas of government organizations that cause significant problems with ERP implementation:

Resistance to Change – In these times of budget and salary cuts, it can be difficult to convince employees to learn a new system when their old system “worked just fine”.  Oftentimes, government employees have been forced to construct unique and exceedingly complex workarounds that they have become comfortable with.  Asking them to abandon their routines for something that would supposedly make their lives easier is an arduous task.

Communication Barriers – Government agencies often operate independently of one another. In order to implement a system to cover multiple departments within an organization, you must keep the lines of communication open.  Implementing an ERP system in any organization requires people to stay on the same page.  Given the size of some agencies, it is especially important to set clear objectives and a thorough plan from the beginning.

Complexity – In the public sector, organizational charts oftentimes are top-heavy with multiple high-level administrators all calling the shots.  Furthermore, you may have to also address the concerns of external stakeholders, such as lobby groups, private taxpayers, standards boards, private donors, and higher-level government agencies. To implement an ERP system in such a complex environment with many voices often speaking to different issues and with varying concerns, you must have a strong platform to warrant the change and investment.  You may have to convince many different groups that your plan is worthwhile and will succeed.

None of this is meant to suggest that implementing a new ERP system for a public sector organization is impossible, quite the contrary.  When ERP systems that are aging and in need of replacement continue to be used, critical business intelligence is lost. Implementing a new solution is not easy, but with the proper planning and support, your chances of success are greatly increased.

By Intellitec Solutions, Microsoft Dynamics GP Partner serving Pennsylvania

The Challenges of Implementing ERP in Government Organizations is a post from: ERP Software Blog

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But is now the time to cut back on ERP spending? As I recently blogged regarding the down economy, there are many reasons to purchase software now: the economy will rebound; despite the doom and gloom, there is a record amount of cash in the market right now; and there are deals to be had that may never return.

For those reasons, now is a good time for nonprofits to upgrade to  financial management tools that focus on your mission. Microsoft Dynamics GP offers powerful nonprofit management solutions focused on common needs: improved membership management, accurate and timely reporting, easier access to data, and automated processes that help reduce expenses. This allows nonprofit staff to spend more time on grant management and donor solicitation.

Certainly nonprofits are under enormous pressure to get more down with less, but still there are many compelling reasons to act now. Investing in the rich functionality of Dynamics GP  can help nonprofits manage their expenses simply and inexpensively.

By Intellitec Solutions, Microsoft Dynamics GP Partner serving Pennsylvania

Productivity in the Nonprofit World: Is Getting More Done With Less Always Best? is a post from: ERP Software Blog

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1.   Designate and empower a Project Leader.

Depending on the size of your company, an individual or a steering committee (with five to seven stakeholders) should be named Project Leader and put in charge of the needs assessment and selection process.

2.   Is an outside consultant necessary? 

For complex initiatives that are broad in scope, consultants often get involved early on and oversee the needs assessment. In other cases, many businesses successfully manage the entire assessment and selection process on their own.

3.   Take an inclusive approach.

Identify problems and bottlenecks, solicit feedback from personnel at all levels who interact with the accounting system, input financial information, or generate reports based on financial data. The more inclusive the process, the more cooperative stakeholders will be, making a successful implementation more likely.

4.   Think long term.

All potential solutions must be able to support projected long-term growth as well. Since a more robust accounting solution will facilitate faster growth, it makes sense to first find accounting software powerful enough to grow with you.

5.   What do you need in a new solution?

You need to determine what level of integration you will need in a new solution. Poorly integrated business processes and limited visibility into workflow are not only costly, but they have a considerable negative impact on organizational agility and competitiveness.

6.   Set a realistic budget.

You should allocate roughly .005% of the annual budget to a new accounting package. That covers software and implementation, including customization and training. Allocate funds to four categories:

• New software
• New hardware
• Implementation and training
• Ongoing support and product upgrades

7.   Check your Solution Partner’s experience. Choosing the right reseller is crucial, but with so many resources making similar claims, it can be confusing to sort through credentials. Ask potential partners:

• Are they well-versed in the unique needs and “pain points” of your industry?
• How many years have they been in business? How large is their client base?
• Can they provide case studies of their engagements?
• Have they worked with systems similar to yours?
• Have they written custom reports in your industry?
• Will they provide references of current clients?

8.   Check your Solution Partner’s methodology. The best resellers have a proven, peer-reviewed process that includes:

• Diagnostics & Analysis – Review and document processes, define scope
• Design – Create a plan that integrates needs, process, people and product
• Development – Adapt existing features, create new features, migrate and test data
• Deployment – Set up operational environment on-site

9.   Check your Solution Partner’s training and support resources. Make sure there are at least three consultants on staff, are fully certified and receive product education annually. To control the cost of training new hires, make sure the reseller has at least one resource dedicated to phone and remote support.

10.   Check your gut. To determine your comfort level with potential partners, ask yourself: Do they communicate clearly and effectively? Do they respond to requests quickly and thoroughly? Do they understand the unique demands of your industry? Can they explain and demonstrate technology in language all employees will understand? Are they open, and friendly?

By Intellitec Solutions, Microsoft Dynamics GP Partner serving Pennsylvania

10 Steps To a Successful Accounting Software Upgrade is a post from: ERP Software Blog

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Your competitors are investing, you need to keep up

A recent survey for CIO Magazine found that 48% of companies say their overall budgets will increase in the coming year – compared to 14% who said that a year ago. Half of that was predicted to go to application software. If your competition is investing in new functionality and better reporting for their ERP needs, are you going to be able to keep up?

Despite the doom and gloom, businesses have cash

The Wall Street Journal reported that businesses have record amounts of cash right now. The article notes that this due in large part to concerns from the credit crunch in ’08, but the bottom line is that businesses have cash and nowhere to earn interest on that money. Eventually businesses will re-invest that money in themselves in the form of increased purchasing. Simply put, when the economy turns around, will you be ready?

It’s a down economy for software publishers as well

As evidenced by Microsoft’s recent effort to essentially give software away, there are deals out there for Dynamics GP that may never be seen again. When the economy picks up, software vendors will be much less likely to offer the discounts they offer now. Now is the time to look for bargains

While an investment in ERP software during slow times may run counter to the conventional “get more down with less” philosophy, there are many compelling reasons to act now. Investing in the rich functionality of Dynamics GP may be a smart move that will pay off in a recovery.

By Intellitec Solutions, Microsoft Dynamics GP Partner serving Pennsylvania

Investing in Dynamics GP ERP Software in a Down Economy is a post from: ERP Software Blog

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