When you are converting to a new ERP system or upgrading your EDI system, you need a solid plan and an expert's experience. Prior to the installation and implementation of the software, an overview of your existing business process is conducted for customer service, AR, Shipping, and other departments to determine the necessary components needed for a successful installation. An installation is more than loading disks. It includes setting paths, ensuring daily operations continue without problems, a smooth cut-over of customers, archiving off the old system, and many other necessary steps. Our DCS Process^TM methodology ensures that no oversights occur.

Here are some examples of the steps we take:

• Planning: Review existing maps and unique Trading Partner requirements (business rules) and learn of unmet customer requests.
• Implementation: Follow a checklist of important steps such as setting paths and permissions, Trading Partner profiles, a developmment system, and connections to customer test mailboxes.
• Mapping: Read more on Mapping and Integration.
• ERP System: Configure the EDI/EC gateway.
• Testing: Internal testing of the new system as well as with customers.
• Training: Ensure the end users are trained on the new setup as well as map development training for the IT department if needed. Read more on Training.

The installation process, when done methodically, quickly, and efficiently, ensures fewer costly problems and headaches. This process consists of determining the following:

• Version - The version of ANSI X12 or EDIFACT required by the Trading Partner (TP) needs to be determined so the proper EDI Tables can be loaded. A common error in the installation process is to not load the appropriate tables.
• Status - Many TP's will have separate "Test" and "Production" procedures. These involve separate, distinct set-ups. The status of the set-up needs to be established.
• Overlays - If Data Entry and Print Templates will be utilized, the correct templates must be obtained. It is possible to install a template for the correct TP, but have an incorrect template based on the direction (inbound/outbound) for the transaction set.
• Functional Acknowledgments - If Functional Acknowledgments (FA's) are required by a TP, then the software needs to be configured to do so, in the set-up process.
• Transmission - DCS will assist a business in determining the best method of communicating the actual EDI transactions. Communications are typically conducted through a secure Internet (AS2) connection or a third party VAN (Value Added Network). DCS will ensure that all of the components necessary to communicate the actual EDI transmission are secured prior to the installation of the EDI software.
• Testing - DCS will test the completed install and provide training to the IT staff and any other departments that will use the EDI system.

Adding New Customers

Businesses that are currently conducting Electronic Commerce, should consider adding additional Trading Partners (TP's) to their business model. The costs associated with additional TP's are typically a fraction of the original costs in implementing the first group of TP's, so ROI can exceed 200%. Customers, freight carriers, and suppliers should be pursued for inclusion in the Electronic Commerce initiatives of a company, since many offer significant price breaks if data is transmitted via EDI. The amount of resources necessary to add additional TP's will depend on whether or not "Integrated" or "Rip-n-Read" (print and data entry templates) EDI is being utilized.

Overview (Integrated)

A significant portion of time initially spent in developing an Integrated Map, is the configuration of the inbound/outbound EDI gateway and its "flat file" (document file generated and/or read by application system) for the EDI translator. While the EDI requirements for new TP's will differ, the flat-file definitions will not change. As a result, a new map for a similar transaction set, can be created in a fraction of the time that the original map took. In addition, less time is required to add new TP's since any unique mapping requirements/issues that were encountered with the first set of maps, have been resolved. If the new TP's are in a similar industry, it might be possible to simply "modify" (add or delete segments) an existing map to fit the new requirements.

Overview (Rip-N-Read)

Print and Data Entry Templates are used when the quantity of transactions is low (such as a Remittance Advice) or when a customer has a low volume (such as a seasonal customer). These existing templates can be acquired from EDI Software Companies or from DCS. In the event that a needed template does not exist, DCS can customize most templates in day or less. Once templates have been obtained, it is just a matter of scheduling a DCS EDI Specialist to come on site and install/test the templates for the new TP's.

Adding New Transaction Sets

Businesses that are sending/receiving EDI transmissions with a Trading Partner (TP) should also inquire as to whether or not additional EDI documents, called Transaction Sets, could be utilized. Cost reduction can occur whenever processes are automated. The costs for adding additional Transaction Sets is somewhat less than the original cost, since communications with the TP have already been established. Many companies leveraged their existing system to lower vendor and freight carrier costs. The amount of resources necessary to add additional transaction sets will depend on whether or not "Integrated" or "Rip-n-Read" (print and data entry templates) EDI is being utilized.

Overview (Integrated)

A significant portion of time initially spent in developing an Integrated Map, is the creation of the inbound/outbound "flat file" (document file generated and/or read by the application system) for the EDI translator. If a map for a similar transaction set has already been established for another TP, then half the work is already done and significant cost savings are possible. For example, a PO Change Request map utilizes many of the same elements that the PO interface uses.

Overview (Rip-N-Read)

Print and Data Entry Templates exist for a considerable amount of EDI transaction sets. These existing templates can be acquired from EDI Software Companies or from DCS. In the event that a needed template does not exist, DCS can customize most templates in day or less. Once templates have been obtained, it is just a matter of scheduling a DCS EDI Specialist to come on site or work remotely to install and test the templates for the new transaction set(s). New transaction sets take a fraction of time to install, since the TP profile has already been created and tested in the EDI Translator.

Conclusion

The efficiencies gained from electronic commerce, such as a faster response reduction in errors, a wider fulfillment window, and decreased business cycles more than justify the costs associated with adding additional customers and documents. The ROI (return on investment), which is dependent on the volume of transactions, typically ranges from a few months to less than a year for most business, thus exceeding a 100% ROI. New transaction sets can be added in a day if maps/templates exist, or within a few days to a few weeks if development is required. Our DCS Grow^TM Development service and Next Level^TM conversion service distills the experience of many EDI specialists and thousands of successful EDI projects since 1991, to ensure your EDI implementation is flawless and that your key customers are satisfied. The first step is easy, e-mail DCS for your free assessment.