Implementing an ERP system for non-profit legal services to Enhance CPLS's Operations
Question
Task: What ERP system for non-profit legal services should CPLS implement to manage its expanding volunteer-based legal services and enhance operational efficiency?
Answer
Introduction
Chris and Patricia have come up with an innovative idea whereby they offer free legal services and advice to needy people. The ideas have registered a high rate of success and constantly attracting more volunteer legal practitioners who are joining the initiative and offering their legal services for free to needy citizens. Despite of being a free service, it’s important that CPLS services are deliver high quality services to ensure justice is delivered despite the citizen's financial stature. As the number is volunteers joining the organization increases the need to monitor and manage the operations it also growing.
CPLS has approximately 50 volunteers distributed in three branches, but many more volunteers are joining each year. The number is underprivileged clients is also increasing at the same time making it important that a digitalized management system be put in place. This has made it important to incorporate an Enterprise resource planning (ERP) system which would allow the organization to better coordinate its operations and improve performance (Leon, 2013).
With over 50 members distributed across three branches and several dozen clients, the need to have an effective management system in place is critical towards the organization smooth operations. To help select an effective ERP system for non-profit legal services to install to the organization, it's important the certain points related to the ERP are first evaluated thus delivering better clarity regarding the ERP and how as well as whom it will benefit once added to the organization's management system.
Overview of the ERP purchase process and considerations on requirements
The first point to take into consideration is that CPLS is a volunteer legal advisory and representation organization which means the organization does not have any source of income from services offered. All legal volunteers only offer their legal services and expertise with no financial assistance. CPLS has been received funding from an anonymous donor thus making it important for the organization to carefully plan the fund's utilization with the objective of improving CPLS operations. With the number of operations increasing, having an ERP has been identified as being a necessity for CPLS to integrate to its operations as this system would allow CPLS to manage its operations in a more synchronized manner and improve its operations (Magal & Word, 2011). With the help of the ERP, the organization can manage all its operation online via cloud services thus making the operation more efficient for the volunteers as well as clients seeking legal advice.
Vendor research and information gathering
With the decision related to acquiring ERP having been finalized, it’s important for CPLS to turn its focus towards the research and information gathering related to the ERP before a final decision on the ERP model can be made. Once again it’s important to keep in mind that CPLS is dependent on volunteer and donations which come randomly and thus cannot be planned for. With only a single donor promising to donate $25,000 per year, the ERP being considered must have certain characteristics which ensure the ERP remains viable and operation over the next few years (Satzinger et al., 2008).
This is important due to technology having a tendency to be upgraded rapidly over short periods of time thus the ERP must also have certain attributes such as being upgradable rather than needing replacement. This will ensure CPLS’s ERP system for non-profit legal services remains functional over the longest possible period without requiring the can organization to replace the system (Gunasekaran, 2009). It’s also important for CPLS to consider contracting an affordable ERP maintenance team who would be responsible for managing the Enterprise resource planning system.
Detail evaluation of short-listed vendors / ERP system for non-profit legal servicess
Vendor selection also requires proper planning and management due to CPLS having a limited amount of funding. This makes it important for CPLS to approach reputed brands known for delivering high-quality ERP system for non-profit legal servicess as well as after-sales services for an x number of years. It is advisable to approach reputed brands as the brands are also likely to consider CPLS current situation with regard to its limited financial backing and be able to offer some attractive offers as part of the brand's contribution towards the cause.
Today many major organizations are contributing towards community development programs thus is also capable of benefiting from this program which falls under corporate social responsibility (Bradford, 2015). Microsoft, Oracle, and SAGE among many other major ERP developers are all major contributors towards CSR thus increasing the likelihood of the organizations offering attractive discounts and value-added services to CPLS on purchasing the ERP from the organization due to the social contribution CPLS is offering to underprivileged members of the society.
Top vendor / ERP system for non-profit legal services
CPLS is a small to medium size organization which is demonstrating an aggressive growth rate thus it’s important for the organization to look beyond its current size and focuses on the organization size in the coming 5yearperiod. This is important as it would help the management determine the organization's size thus allowing CPLS determine the best brand and model of ERP they need to invest on (TechnologyAdvice, 2017).
As mentioned earlier CPLS does not have a constant or definite source of income or investment thus it’s vital for the organization to invest in the very best and upgradable ERP system for non-profit legal services with available funds which will ensure future up gradation as well as be able to handle the increased workload. With these points in mind, CPLS will have to focus their attention towards purchasing an ERP system for non-profit legal services from the following brands which are top rated on the global ERP market.
• Microsoft Dynamics
• Oracle E-Business Suite
• SAGE
• SAP Business One
• Infor Global Solutions
• NetERP from NetSuite
• Lawson Software
Remaining with reputed ERP developers and systems will ensure CPLS invests on a system which remains operational over a long-term period and capable of up gradation thus allowing the system to remain operations and handle the workload as the number of volunteers and clients increases.
Conclusion
While CPLS has several restrictions limiting its purchases, it’s important to keep in mind this approach related to investment in an enterprise management system or asset must be followed by all organization. It’s important for every organization to follow a similar evolution and scrutinizing system as that followed by CPLS as this will ensure the organization make the wisest investment which will ensure long-term returns with the least reinvestment occipital thus delivering the highest rate of return on the investment and reduces the overall cost of the investment
Recommendation
It is vital the CPLS consider each element linked to investing on an ERP system for non-profit legal services which will remain functional over a long term perspective. The system must be the latest version available on the market as well as upgradable thus allowing the organization to utilize the equipment over the longest period of time. This will also help limit the expenses incurred by the organization thus helping relieve the final constraints experienced by the organization
References:
Bradford, M., 2015. Modern ERP: Select, Implement, and Use Today's Advanced Business Systems. 3rd ed. Lulu.com.
Gunasekaran, A., 2009. Organizational Advancements through Enterprise Information Systems: Emerging Applications and Developments: Emerging Applications and Developments. Hershey: IGI Global.
Leon, 2013. Enterprise Resource Planning. 3rd ed. New Delhi: Tata McGraw-Hill Education.
Magal, S.R. & Word, J., 2011. Integrated Business Processes with ERP system for non-profit legal servicess. Wiley.
Satzinger, J.W., Jackson, R.B. & Burd, S.D., 2008. Systems Analysis and Design in a Changing World. Boston: Cengage Learning EMEA.
TechnologyAdvice, 2017. Best ERP Software Vendors 2017. TechnologyAdvice.
