ERP Implementation Exit Report

Client: Mesay Oli General Contractor

Prepared By: ERP solution Ethiopia

Date: March 28, 2025

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 Acknowledgment

We extend our sincere gratitude to the leadership and staff of Mesay Oli General
Contractor for their unwavering support, cooperation, and engagement throughout the
ERP implementation journey. The success of this project would not have been possible
without the active participation and commitment of every department involved.

Special thanks to the internal ERP project team for their collaborative spirit, timely
feedback, and dedication to achieving project milestones. Their involvement ensured the
solution was not only technically sound but also practical and aligned with operational
realities.

We also acknowledge the efforts of all end-users who enthusiastically embraced the new
system, attended training sessions, and contributed to user acceptance testing and
post-Go-Live operations.

This project was a true partnership, and we are proud to have worked alongside Mesay
Oli General Contractor in their journey toward digital transformation and operational
excellence.

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 1. Executive Summary

The ERP implementation project for Mesay Oli General Contractor marks a significant step
toward digital transformation, enabling streamlined business operations, improved reporting,
and enhanced inter-departmental coordination. The implementation was strategically aligned
with the company’s operational goals and focused on replacing manual processes with an
integrated, automated ERP solution.

Project Overview

The project commenced with a detailed planning and requirement analysis phase, followed by
the configuration of the ERP system. Key business functions including Finance, Human
Resources, Procurement, Inventory, and Equipment Maintenance were implemented. Specific
attention was given to aligning system design with existing workflows and incorporating
necessary customizations for seamless operations.

Scope and Objectives

 Implement ERP across multiple departments: HR, Finance, Procurement, Stores,

equipment and Projects.
 Migrate critical data from legacy systems.
 Automate manual workflows to improve efficiency and reduce operational delays.
 Train users and establish a sustainable internal ERP management process.

Accomplishments

 Successfully rolled out all targeted modules.

 Trained over 50 employees to ensure adoption across 5 departments.
 Delivered custom reports, workflows, and automation scripts to enhance productivity.
 Significantly reduced manual interventions—by over 95%—in daily operations.

Challenges

While the project was largely successful, a few challenges were encountered, such as:
 Ensuring data quality during migration
 Addressing resistance to change from some departments
 Adjusting timelines to accommodate late-stage feature requests
Each challenge was addressed with proactive planning, additional training sessions, and close
collaboration with Mesay Oli’s internal teams.

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Go-Live and Current Status

The system officially went live on July 07, 2024. As of this report, all core functionalities are fully
operational. Post-Go-Live support is currently ongoing, with routine system monitoring and user
support in place to ensure stability.

2. Project Scope and Deliverables

 Supply, Installation, Configuration, Testing, Training and Commissioning of ERP system

software.
 Recommendation of Suitable, industry standard hard ware, network and infrastructure
for installing our ERP software
 Change management
 Training and
 Data migration from existing system
 After sales support

3. Implementation Phase

Phase Status

 Project Planning  Completed

 System Setup & Config  Completed
 Data Migration  Completed
 User Training  Completed
 Go-Live  Completed
 Post-Go-Live Support  Ongoing/Complete

3. Status
Department Progress in % Remark
1 Stock or Inventory 95
Management
2 Human Resource 90
Management
3 Procurement Management 80
System

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 4 Equipment Administration 80
and Maintenance
5 Finance Management 60 Only Payment
system process is done
using the system

4. Key Achievements
 [✔] Successful rollout of core modules
 [✔] Trained more than 50 users across 5 departments
 [✔] Reduced manual processes by 95%

5. Challenges and Resolutions

Challenge Resolution

 Data Migration Issues  Manual cleanup and data validation

 Resistance to Change  Conducted extra training and orientation
 Custom feature delays  Prioritized post-Go-Live phase

6. Lessons Learned
 Importance of stakeholder involvement
 Need for strong change management
 Better data readiness planning
 Early user training is crucial

7. Recommendations

 Continue internal training & documentation

 Establish a dedicated ERP support team
 Schedule periodic system audits
 Define KPIs for ERP ROI tracking

8. Post-Implementation Support

 Handover of documentation
 Handover of admin credentials
 Support contact information

9. Modules

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 9.1 Finance (Accounting) Module
1. Accounting
 Chart of Accounts: Manage your general ledger structure.

 Journal Entries: Record debit and credit entries manually.

 General Ledger: Full accounting ledger view.

 Accounts Receivable: Track customer invoices and payments.

 Accounts Payable: Track supplier invoices and payments.

 Bank Reconciliation: Match bank transactions with bank statements

2. Invoicing and Billing

 Sales Invoice: Bill customers for goods or services.

 Purchase Invoice: Record supplier bills for received items.

 POS Invoices: Point-of-sale functionality for retail.

3. Payments and Receipts

 Payment Entry: Record incoming and outgoing payments.

 Payment Request: Internal requests for payment before actual entry.

 Expense Claim: Employee reimbursement management.

 Payment Request Authorization : Any Payment Request Created by This Document

 Cheque Payment Preparation: Create The Casher Create Payment place

 Cheque Book Register: Register All Company Bank Cheque Leaf

 Petty Cash management

 Petty cash replenishment (Settlement)

 Purchase fund Management

 Purchase Fund Replenishment (Settlement)

4. Asset Management

 Fixed Assets: Register and track company assets.

 Depreciation: Automate depreciation entries.

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  User Card Management:

 Asset Possession: Log asset transfers between departments or locations.

5. Taxes

 Tax Templates: Create tax rules for different jurisdictions.

 Tax Calculation: Automated in sales and purchase transactions.

 Tax Reports: VAT, GST, withholding, etc.

6. Financial Reporting

 Profit and Loss Statement

 Balance Sheet

 Cash Flow Statement

 Accounts Receivable/Payable Aging

 Trial Balance

 Bank Book / Cash Book

 Employee Payroll Report

 Employee Salary Bank Payment Report

 Employee Payroll Loan

 Employee Payroll Cost Sharing

 Employee Payroll Other Deduction

 Employee Payroll Penalty

 VAT & Withholding Declaration R

 Void Cheque Report

7. Cost Centers & Dimensions

 Cost Centers: Track income/expenses per unit or project.

 Accounting Dimensions: Add tags like project, department, or region to financial

entries.

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8. Integration with Other Modules

 Inventory: Value flows into COGS and stock valuation.

 Payroll: Salary slips impact journal entries.

 Projects: Financial tracking per project.

 Procurement: Connect with Purchase Order.

9.2 Human Resource HR) Module

1. Employee Management

 Employee Master: Store all employee information (personal, work-related, IDs, etc.)

 Employee Onboarding: Automate hiring process (offer letter, onboarding checklist)

 Employee Separation: Exit workflows and clearance forms.

2. Attendance & Leave

 Attendance: Manual entry, biometric integration, or Excel import.

 Leave Application: Employee leave requests.

 Leave Allocation: Allot leave balances per employee.

 Leave Policy: Define accruals, carry-forward rules, etc.

 Holiday List: Set public holidays and custom calendars.

3. Payroll Management

 Salary Structure: Define components (basic, allowances, deductions).

 Salary Slip: Auto-generated based on attendance, structure, and other rules.

 Payroll Entry: Batch processing of salary slips.

 Additional Salary: Bonuses, overtime, or adjustments.

 Salary Advances: Handle advance payments and deductions.

4. Recruitment

 Job Openings: Post internal and external job vacancies.

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  Job Applicant Tracking:
Application forms, resume handling.

 Interview Rounds: Schedule and document interviews.

 Offer Letter Generation: Integrated with applicant records.

5. Training & Development

 Training Events: Schedule employee training sessions.

 Training Feedback: Gather feedback post training.

 Skills Management: Track employee skills and certifications.

6. Performance Management

 Appraisal Templates: Set up KPI-based evaluations.

 Employee Appraisal: Capture performance feedback and scoring.

 Goals Tracking: Set, monitor, and evaluate individual and team goals.

7. Shift & Work Schedule

 Shift Types: Define different shift timings.

 Shift Assignment: Assign employees to specific shifts.

 Employee Attendance Tool: Manage bulk attendance with shift-based logic.

8. Employee Benefits

 Loan Management: Define and track employee loans and repayment schedules.

 Expense Claims: Employees submit reimbursements for approval.

 Per Diem Management: Daily allowances for travel or field work.

9. HR Reports

 Attendance Reports (monthly/daily)

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  Leave Balance Report

 Salary Register

 Appraisal Summary

 No of Employees By Education Level and By Division

 No of Employees By Place of Work and Title

 No of Employees by Titles and by Place of Work

 No of Employees by Place of work

 No of Employees by Titles

 No of Employees by Salary Range by Department

 No of Employees by Salary Range by Place of Work

 No of Terminated Employees by Place of Work

 No of Titles By Place of Work

10. HR Letters

 Internal Memo
 Outgoing Letter
 Payment Termination Letter
 Termination of probation
 Probation Letter
 Letter Of Contract Employement
 Employment Letter
 Incoming Letters
 Probationary work performance Request

11. Integration with Other Modules

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  Payroll : Accounts: Auto journal entries
for salaries, deductions, and contributions.

 Projects: Track employee hours and costing.

 Asset Assignment: Allocate company equipment to employees.

9.3 Procurement Module

1. Material Request (MR)

 Purpose: Internal request to purchase or transfer items.

 Types:

o Purchase

o Material Transfer

o Material Issue

o Manufacture/Repack

2. Supplier Management

 Supplier Master: Store details like tax IDs, payment terms, contact info.

 Request For Quotation: creates RFQ for

 Supplier Quotation: Receive and manage supplier offers.

 Supplier Quotation Comparison: Compare multiple quotes based on price, lead time,
etc.

3. Purchase Order (PO)

 Creation: Auto from Material Request, Supplier Quotation, or manually.

 Features:

o Multiple taxes and charges

o Terms and Conditions

o Supplier-wise price list

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  Approval Workflow: Based on amount or
other rules.

4. Purchase Receipt (GRN - Goods Receipt Note)

 Purpose: Confirm receipt of items from suppliers.

 Stock Update: Increases inventory levels.

 Quality Inspection: Optional check before accepting stock.

5. Purchase Invoice

 Link to PO / Receipt: Ensures three-way match.

 Accounting Impact: Creditor ledger, tax, and expense booking.

 Automatic Payment Entry: After invoice approval.

6. Payments

 Payment Entry: Track partial or full payments.

 Withholding Tax: Deducted as per rules.

7. Procurement Reports

 Pending Purchase Orders

 Supplier-Wise Purchase Summary

 Material Request Summary

 Received Items to be Billed

 Purchase Analytics Dashboard

8. Integration with Other Modules

 Stock: Purchase Receipts increase warehouse stock.

 Accounts: Purchase Invoices and Payments hit financial ledgers.

 Projects: Link purchases to specific projects for budgeting.

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 9.4 STOCK (Inventory Management) Module
1. Item Management

 Item Master: Central record for each product/material.

o Includes UOM, default warehouse, valuation method, barcode, serial/batch info.

 Item Group: Categorize items for better reporting.

 Item Price: Manage buying and selling prices.

2. Warehouse Management

 Warehouse Structure: Create hierarchy (e.g., Main > Sub-Warehouses).

 Warehouse Types: Stores, transit, scrap, WIP, etc.

 Bin Management: Tracks quantity per item per warehouse.

3. Stock Transactions

 Stock Entry: Internal movements (Material Receipt, Issue, Transfer, Repack,

Manufacture).

 Purchase Receipt: Adds stock when receiving from supplier.

 Delivery Note: Reduces stock when delivering to customer.

 Material Transfer: Move stock between warehouses.

4. Inventory Valuation

 Valuation Methods:

o Moving Average

 Stock Ledger: Detailed movement history of stock items.

 Stock Balance Report: Real-time view of current quantities and value.

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5. Stock Reconciliation

 Purpose: Adjust stock quantities and/or valuation to match physical count.

 Use Cases: Inventory audit, correcting stock mismatches.

6. Serial Number & Batch Tracking

 Serial Numbers: Track individual units (e.g., electronics).

 Batch Numbers: Track grouped items (e.g., sparepart).

 Expiry Dates: Manage shelf-life and prevent expired stock usage.

7. Stock Reservation

 Reserve Stock for Sales Orders: Avoid overcommitting inventory.

 Projected Quantity: Real-time calculation including reservations.

8. Quality Inspections

 Inspection Templates: Set test parameters.

 Linked with Receipts or Deliveries: Approve/reject stock before accepting or sending

out.

9. Stock Reports

 Stock Ledger

 Stock Balance

 Stock Aging

 Serial No./Batch-wise Stock Report

 Reorder Report

 Bin Report (Qty of item in every warehouse)

 Fuel Consumption Reports 2

 PR Report

 PR Info

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  PR Vs Po

 Purchase Receipt Report

 SR Vs PR

11. Integration with Other Modules

 Procurement: Purchase Receipts affect stock levels.

 Finance: Stock valuation affects balance sheet

9.5 Equipment and Maintenance Module

Maintenance Management

 Fuel Request for Equipment Form

o Used to request fuel for equipment, ensuring proper tracking and approval
of fuel consumption.
 Tyre Request for Equipment Form

o Manages tyre replacement and procurement, ensuring that tyres are

replaced based on wear and tear.

 Maintenance Request Form

o Used to report equipment maintenance needs, allowing maintenance
teams to schedule and prioritize repairs.

 Maintenance Work Order

o A formal document issued to authorize and track maintenance tasks

performed on equipment.
 Miscellaneous Cost Request

o Used to record and approve additional maintenance-related expenses that

do not fall under regular maintenance categories.
 Annually Preventive Maintenance Schedule

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 o A predefined schedule that
outlines the annual preventive maintenance tasks for equipment and
machinery.

 Maintenance Schedule

o Specifies planned maintenance tasks to prevent unexpected failures and

prolong equipment life.

 Maintenance Visit

o Tracks maintenance visits conducted by technicians, detailing work

performed and equipment status.
 Outside Repair Permission Form

o Used to request and approve sending equipment for external repairs when
internal maintenance is not feasible.

Equipment Administration
 Equipment Daily Time Utilization Register

o Records daily usage hours of each equipment to monitor utilization

efficiency.

 Daily Machine Status Data Entry

o Logs the operational status of machines on a daily basis for performance

analysis.
 Down Equipment Daily Status Data Entry

o Tracks equipment that is out of service, documenting reasons and

expected repair timelines.
 Equipment Birth Certificate Form

o Registers new equipment, capturing key details such as make, model, serial
number, and purchase date.

 Garage
o A centralized module for managing maintenance and repair workshops.
 Garage Selection

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 o Facilitates the
assignment of equipment to specific garages for maintenance and repairs.

 Garage Selection Template

o Standardized form used for selecting and assigning garages based on

repair needs.

Insurance
 Insurance Follow-up Form

o Tracks insurance policies of equipment, ensuring timely renewals and

compliance.

 Insurance Renewal Request Form

o Used to request the renewal of insurance policies for equipment and

vehicles.

Rental Management

 Rental Agreement

o Documents the terms and conditions for renting out equipment to third
parties.

 Rental Attendance

o Logs daily equipment usage for rental purposes, tracking working hours
and performance.
 Rental Equipment Assets Registration

o Registers rental equipment and manages their availability, usage, and

maintenance history.

Reports

 EQUIPMENT MASTER

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 o A comprehensive database of
all registered equipment, including details like specifications and status.

 Equipment Monthly Utilization

o Reports on the monthly usage of equipment, helping in assessing

efficiency and maintenance planning.

 Equipment Cost Summary Report

o Summarizes maintenance and operational costs of equipment for financial

analysis.
 Fuel Request Report

o Tracks all fuel requests and usage, ensuring proper fuel management and
cost control.

 Tyre Request for Equipment Form Report

o Records tyre requests and replacements, aiding in inventory control and

budget planning.
 Consumed Spare Part

o Reports on spare parts consumed during maintenance, helping in stock

management.

 Labor Cost

o Summarizes labor expenses related to equipment maintenance and repair

work.
 Rental Payment Summary

o Tracks payments received from rental equipment, ensuring accurate

financial records and collections.

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 Conclusion

The ERP implementation at Mesay Oli General Contractor has laid the foundation for a unified,
transparent, and highly efficient operational framework. With core modules like Finance, HR,
Inventory, Procurement, and Maintenance fully implemented, the organization now has the tools
to manage its operations in real time with greater control and visibility.

The collaborative effort between the implementation team and the internal departments
ensured that the system was not only configured according to industry best practices but also
tailored to the specific needs of Mesay Oli. All phases of the project—from planning to post-Go-
Live support—were executed successfully.

As the organization moves forward, this system will serve as a strategic asset in driving data-
informed decision-making, improving resource planning, and achieving higher levels of
operational excellence.

Thank you

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