Feel the fear and do it anyway, is probably not the motto to adopt when selecting new software. But according to suppliers, the timber sector should show a degree of boldness, or at the least, ambition in capitalising on the latest computer advances. It may be difficult to remember in the throes of installing a new system, but the software is designed to make a business run more effectively. The pay-off is competitive advantage. Companies wary of adopting new developments not only miss out on the benefits they bring, but could also see rivals that do stealing a march. Moreover, software suppliers say they are doing their utmost to ease the pain of transition to new systems.
John McCann of ADP, author of K8 business management software, said some companies may be hesitant to invest in new software, or even use what they have to its full potential because they don’t trust it to undertake functions they’ve always done a certain way, or fear it might force them to alter how they manage the business. But his view is that change should be “embraced rather than feared”. New software may trigger new practices, but they soon become the norm. Most issues with a new installation are also either not as significant as they first seem, or easily remedied with support from the supplier and training.
The latter is an area software houses are clearly intent on improving to make the process of getting to grips with new system less traumatic. For instance, Progressive Solutions International (PSI), which produces the bisTRACK management system, has introduced web conference training. This, it says, is “flexible and convenient” and represents “considerable cost savings”. Sales director Arthur Duffy said it can bring the “go live” date forward on a system because it saves time. “It’s also great for demonstrating bisTrack to companies in the early stages of considering new software,” he said.
All the client needs for web conferencing is a computer with internet connection, enabling PSI to relay the screen information. Instructions and comments can be delivered via the web conferencing chat facility, or a conference call. For training larger groups, the customer can project the ‘lesson’ from a laptop onto a screen.
One bisTrack user that took advantage of the service was Baudains Trade Supplies of Guernsey. “The last time I was involved with implementing a new computer system, it involved lots of IT people coming to Guernsey,” said managing director Peter Baudains. “We also had to organise training when staff were most needed in their work areas.” By contrast, PSI’s ‘remote implementation’ of bisTrack proved no problem. “Whether it was one-to-one, or demonstrations with three of us on speaker phone, it worked well.”
Adopting new technologies
Making the ‘assimilation’ of business management systems still less of an upheaval, suppliers are also adopting new technologies to give greater flexibility in how they’re used. It’s the system adapting to the customer’s work practices, rather than vice versa. An example is the increasing application of remote access tools.
Ten-25 supplies Paxar hand-helds, with built-in bar code printer, to operate with its STRIP5 software for labelling, pricing, stocktaking, goods receipt and replenishment. The device downloads information from a PC and enables the operator to work in the yard, then upload changes. The company has also developed online terminals that use a wireless network, or a 3G mobile phone connection, to operate directly on the central server. This gives users live information and, with the 3G connection, can be used off-site. The facility can tie in with STRIP5’s alerting system which interfaces with other modules, like stock monitoring and sales processing, and flags up potential problems, such as low margin orders, minimum stock levels or customer credit stops. Meanwhile customers can now e-mail STRIP5 for copies of documents, account statements, or delivery schedules.
Software houses say that they also see it increasingly as their role to help users adapt to new business regulations and standards. Payroll software specialists Access Accounting and Qtac, for instance, have introduced modules to handle HM Revenue’s (HMRC) new Construction Industry Scheme governing payment and taxation of building subcontractors.
“It will be up to the contractor to check with HMRC whether subcontractor payments are net or gross, and they have to make monthly returns summarising payments under the CIS,” said Qtac director Peter Prater. “The software ensures all obligations are fulfilled on time and to HMRC standards.”
A development that could have a more seismic impact, said Ian Oldrey of Ten-25, could be web shopping, particularly for simple, repeat sales. This throws up new monitoring and management challenges and may involve different price units and quantity measures. It will be a brave new world, the latest software systems will be key and companies with the vision, and nerve, to adopt them will reap the rewards.
