Government Agency Realizes Transparency, Control and Operational Excellence

The absence of an integrated business solution meant little control at West Bengal Electronics Industry Development Corporation Limited (WBEIDC), popularly called Webel. It sought greater accountability and transparency in financial management, real estate, and other commercial activities, while making processes more efficient and increasing control. Microsoft Dynamics® NAV enables better administration and reduces the time and effort it takes to generate customer invoices, purchase orders, tenders, bills, and reports. Uninterrupted information flow across departments improves coordination and overall efficiency of the organization.

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*Microsoft Dynamics NAV improves compliance significantly. It enhances speed and accuracy of accounts, invoicing, cash collection, HR system, and other key business processes…*

Kunal Bhattacharya
Chief Information Officer, West Bengal Electronics Industry Development Corporation Limited.

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Situation

West Bengal Electronics Industry Development Corporation Limited (WBEIDC), popularly known as Webel, is the state government’s nodal agency responsible for developing Information Technology (IT) and Information Technology Enabled Services (ITES) industries within the state. With a dedicated workforce of about 120 employees, Webel brings tangible benefits to citizens in the fields of IT infrastructure, healthcare, and IT education, among many other areas.

Webel’s four Strategic Business Units (SBUs) are actively working in fields of realty, government sales, Internet Service Provider (ISP), and its Medical Equipment Maintenance Centre (MEMC). Besides, its subsidiaries manufacture electronic components and equipment. The annual turnover for Webel along with its subsidiaries is expected to be around U.S.$ 20.3 million (INR100 crore) for 2011–12.

Webel was relying on Microsoft Office Excel worksheets for managing its business requirements. However, working with Excel sheets was laborious and inaccurate. Operational mistakes, made inadvertently or otherwise, did not reflected in reports.

To generate any information or financial data, took a lot of time, at the end of which the information was often outdated or lost. Very often, the financial data generated by line managers was not in sync with sales and collection data.

Additionally, the lack of automated processes resulted in sub-optimum transparency, and insufficient control resulted in delays.

For example, the realty SBU, one of its most profitable SBUs, generates rental revenue from leased or sub-leased property. However, the accounts receivable were manually recorded, and exact on date figure did not reflect on the reports. “Bills and customer invoices were generated and submitted 15–20 days late, which affected the cash flow and profitability of the organization,” says Kunal Bhattacharya, CIO, WEBEL.

Simple information such as availability of rental space, number of tenants and their particulars, total revenue generated from leased properties, opportunity costs, and regular fixed income, etc, was not up-to-date. This resulted in a lack of control.

The management at Webel then decided to leverage technology for its internal operations. The goal was to exercise better control, and improve processes, to minimize delays. It decided to implement a world class Enterprise Resource Planning (ERP) solution to gear up and provide better services to its customers.

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*A monthly MIS on business performance gives details on top debtors, sales, and collection. Other important information is also readily available for review and analysis.*

Mainak Sen
System Administrator, West Bengal Electronics Industry Development Corporation Limited.

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Solution

Webel appreciated the simplicity of Microsoft Dynamics product line, and its ability to drive and support best practices. It began deploying Microsoft Dynamics NAV 9 SP1 in November 2009 for 30 users across all the four revenue earning SBUs. Finance and accounting as well as payroll have been deployed across all four.

With the help of its implementation partner, Webel customized the solution to develop a Realty Management Cell (RMC) module for the realty SBU.

RMC gathers information about tenants, rentals, opportunity costs and revenue generated, from Dynamics NAV. With only 50 percent of the implementation complete, Webel has already observed a significant process improvement and increased control to bring better transparency within the organization.

Further custom-developed modules encompassing the entire range of commercial processes, like tendering and procurement, will go live in 2012–13. These new modules will include tender details, purchase proposals, purchase ordering and other commercial details to ensure transparency across the organization.

Benefits

Microsoft Dynamics improves operations and brings in management efficiency that results in effective, on-time business decisions.

Increased Organizational Transparency and Responsibility

Based on users’ access rights, all information across all processes are available for retrieval independent of who is generating such information, which was entirely absent earlier. For example, information about collections from customers and payments to vendors is available to all concerned.

All information on liabilities is available at any given point in time and can be tracked. This includes liabilities towards miscellaneous vendors in areas like security, car hire, eGov, IDM, etc.

All such information from different departments is used to generate company-wide and departments-wise monthly MIS reports for the top management. Most of the information can be exported to Microsoft Excel to carry out further analysis.

Once procurement processes are computerized, all procurement related information at different stages of the processes will be available.

Improved Productivity of Processes and Personnel

The productivity improvements are seen across the company. For example, attendance records from the biometric attendance recording system flow into the personnel system, thus obviating the need to manually compute attendance data.

Similarly, statements like Tiffin allowance statement, late coming notes, leave status reports, etc, are automatically generated and available for distribution to employees, without any manual effort. Further, the employees themselves can look at their personal details, including leave status in the system.

Once the payroll is processed, by the personnel department, the data becomes available to finance team, to generate payment vouchers. There isn’t any duplication in data entry. All payroll-related liabilities such as income tax, Provident Fund, etc, are automatically generated by the system based on employees’ investment declarations. Thus, the company’s liabilities are available at any given time are available.

Business departments like Government Sales, ISP, MEMC, and Webel Learning Services (WLS) process their own purchase invoices and generate sales invoices, thereby speeding up the processes. Also, RMC monthly, half-yearly, and yearly bills are automatically generated by the system, with the least manual effort. In addition, RMC money receipts are generated on receipt of cheques.

Non-business departments like ID&M, personnel and administration, egovernance, and IT process their respective vendor bills to book liability. Against this, the finance team makes the payments, thus in process improvement.

Enhanced Controls

User level access controls minimize human errors. Several small issues led to discrepancies in the previous system. However, with Dynamics NAV these have been completely eliminated. Based on date of joining and date of separation, an employee’s salary for part periods is computed automatically without any errors.

All employees need to have their leave approved in advance. In case of non-submission of approved leave, application by an employee against absenteeism is marked as Leave without Pay (LWP) to comply with personnel policy.

Once the procurement process is computerized, a three-way match is made between purchase orders, challans, and purchase bills by the system to process vendors’ payments. The system is also set up with controls that tag sales and purchases for back-to-back payments. This leads to automatic generation of error-free Payment Release Advices (PRA).

In addition, all RMC tenants’ and properties’ information, such as agreement expiry dates, properties vacant or not, tenancy rates for properties, etc, maintained in the ERP, drive all RMC operations, obviating the need to spend enormous time and effort to maintain and retrieve such information manually.

Uniform Reporting as Per Standards

The new ERP solution improves business operations and controls. Instead of wasting time manually aggregating data, the team spends more time on higher-value analysis to improve the way to conduct business. With monthly MIS reports, reporting capabilities are definitely accelerated.

Besides, data for date and age analysis, collection versus sales in comparison with the previous year's numbers, SBU-wise profit-loss statement for each month, etc, is generated and exported to Excel to generate reports in desired formats. “We no longer maintain separate Excel sheets for each task, which were often hard to access,” says Kunal Bhattacharya, CIO, Webel. “A monthly MIS on business performance gives details on top debtors, sales, and collection. Other important information is also readily available for review and analysis,” adds Mainak Sen, System Administrator, Webel.

Microsoft Dynamics

Microsoft Dynamics is a line of integrated, adaptable business management solutions that enables you and your people to make business decisions with greater confidence. Microsoft Dynamics works like familiar Microsoft software such as Microsoft Office, which means less of a learning curve for your people, so they can get up and running quickly and focus on what’s most important. And because it is from Microsoft, it easily works with the systems that your company already has implemented. By automating and streamlining financial, customer relationship, and supply chain processes, Microsoft Dynamics brings together people, processes, and technologies, increasing the productivity and effectiveness of your business, and helping you drive business success. 


For more information about Microsoft Dynamics, go to:

www.microsoft.com/dynamics 

About Ontrack Systems

Ontrack Systems Limited is an ISO 9001:2000 certified, publicly-traded Global IT and IT Enabled Services Company with a reputation for helping customers conceive, build, deploy, and support world-class technology solutions. The company offers a wide array of software and networking expertise across industries. Ontrack has a skilled and experienced manpower of over 200 IT professionals across the globe involved in projects spanning vertical industries and related applications.

For More Information

For more information about Microsoft products and services, call the Microsoft Sales Information Center at (800) 426-9400. In Canada, call the Microsoft Canada Information Centre at (877) 568-2495. Customers who are deaf or hard-of-hearing can reach Microsoft text telephone (TTY/TDD) services at (800) 892-5234 in the United States or (905) 568-9641 in Canada. Outside the 50 United States and Canada, please contact your local Microsoft subsidiary. To access information using the World Wide Web, go to:www.microsoft.com

For more information about WEBEL services, call (91)(33)(23392234) or visit the Web site at:www.webel-india.com

For more information about Ontrack Systems products and services, call (91)(33)(2357 2555) or visit the Web site at:www.on.com

This case study is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.
Taille de l'entreprise du client: Medium Organization
Secteur: Government
Pays ou région: India
Solutions:
  • Microsoft Dynamics
  • Microsoft Dynamics NAV
  • Microsoft SQL Server 2008
Profil de l'organisation:

Incorporated in 1974, Webel is the nodal agency of the Government of West Bengal for developing Information Technology, Electronics and ITES industries in the State and creating value for the citizens.

Situation de l'activité:

Webel was manually managing many of its business processes including reports, purchase orders, tenders and other commercial activities. Inadequate accountability, transparency and controls resulted in unstructured data and lack of meaningful MIS.

Avantages:

  • Increased organizational transparency and responsibility
  • Improved productivity of processes and personnel
  • Enhanced controls
  • Uniform reporting as per standards

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