What is Institutionalization Kit?

The ERP project is an important transition tool that enables an business to increase the efficiency of extracting its processes. Unfortunately, many businesses cannot manage this process correctly, making large investments and not using more than a simple accounting program can do. SCIENTA ERP software, which we have created with 10 years of experience as BilTAY Technology, has been used in 5 factories in the USA and a department of the State institution, 9 factories in Europe and 1 university in Japan and the purpose of education is shown to the students. SCIENTA different modules are used in a total of 40 businesss in Turkey. Some of them are Turksat, Afyon Chamber of Industry and Commerce, Akar Machinery, Inte, Emi Map, Karcan, Design Engineering (Eysan Kitchen), Dermanli Packaging, Maya Mechanics and so on.

We have developed methods and applications for the success of an ERP project. When this process is entered into, as BilTAY Technology we treat our customers with a solution-oriented approach. The requirements of the system are as follows.

– A powerful server system varies between 2,000 ₺ and 30,000 ₺ depending on the size of the business.

– In order to reduce the costs of the project and ensure the continuity of the system, 1 industrial engineer is required to take part in our project full time.

     Even if he is not an industrial engineer, he must be someone who knows business processes with analytical intelligence. As BilTAY Technology, we also provide job placement services for our customers with newly graduated industrial engineers that we provide training.

– The senior management should be ready for this project and have sufficient human resources.

What does the ERP project bring to the business? What we offer to you during ERP Project? As BilTAY Technology, during the ERP project, we ensure the institutionalization of your business, identify the gangren areas in the business that have been accumulated for years and make the institution profitable. BilTAY Technology offers a corporate culture not software. When we come to the business, we examine you for 1 week and check all the processes. The audit and control form examines the processes in the business and identifies all missing structures.

Human resources are the basis for making the factory profitable. For this reason, Human Resources Management System (Başarım) is established. By conducting business analyzes of recruitment, determination of personnel salaries, etc. human resource needs of the business are determined. The reason for this is that human resources are the most important factor that emphasizes the competition between the two companies. As a result of the job analysis, the salaries of the personnel are evaluated.

As a second step, if the production area in the business needs to be regulated, operations such as arranging the stock area, determining the production areas and selecting the road lines are performed. After making arrangements in stock areas, stock lists are determined and product indexes are created by industrial engineers in our office. Then the prepared product indexes are loaded into the system. This is the heart of the work. The more product indexes are designed, the greater the benefit to the business. That is why your industrial engineer should work intensively with us during this process. Technological facilities are utilized during the arrangement of the production area. These are stock and warehouse management with hand-held terminals and software and hardware that enable monitoring and managing instant production with barcode RFID systems and so on.

After this stage, the ERP project flows easily and quickly. Other modules such as purchasing, inventory management, project management and document management are activated.

TPM or Lean Manufacturing and Quality Management System is given if requested after establishing ERP project. In this way, the profitability of the business is increased. With the work carried out with lean production teams, targets are determined in the business and a Corporate Management System is established according to these target parameters.

This process takes a minimum of 2 years in total and although it varies according to the business, a profit increase of 20% – 40% is achieved.

During this process, the following trainings are provided to improve the visions of senior executives and eliminate common mistakes. In this way, these steps need to be realized in order to increase the profitability and institutionalization of the business.

      1. Başarım – Human Resources Management System

It is necessary to make your business more efficient, more effective, to make the successes permanent by making the employees happy and satisfying the customers, and to establish a working relationship and environment between the employer and the employer with systematic rules. Considering the fact that purchasing costs are equalized due to the internet today, Human Resources is the most important and distinctive factor that makes the precedence in competitiveness. The operation of qualified personnel ensures that the processing is organized regularly and efficiently… For this purpose,

– Establishing a corporate structure in your workplace,

– Determining the internal rules and put them in writing,

– Establishing the Human Resources structure in order to increase employee productivity and motivation,

– Establish a fair wage and performance system based on goals and innovations,

– Training related personnel on Human Resources issues such as Labor and Social Security Legislation, Selection and Placement, Performance Evaluation, Wage Management, etc.

– SCIENTA Human Resources Management Software aims to standardize and simplify human resources management processes.

Activities to be carried out:

      • Investigation of business practices, determination of deficiencies and taking necessary measures within the framework of Labor Law No. 4857,
      • Preparation of personnel regulation and revision of labor contracts,
      • Preparation of discipline regulation,
      • Preparation of human resources guide,
      • Establishment of wage system,
      • Establishment of performance evaluation system,
      • Giving necessary trainings.

1-Related to Labor Legislation:

      • The business’s current practices in business legislation will be examined. Identifying the issues that may be problematic in the future, which are incomplete or not applied at all, and taking necessary measures,
      • Personnel registration files,
      • Labor contracts, job descriptions, annual leave plans and forms,
      • Wage papers and bordereau, official declarations, documents that must be hung on,
      • Necessary studies on Occupational Health and Safety,

2-Related to Employees:

      • Working conditions, duties and responsibilities that they will depend on the recruitment of personnel, the continuation and termination of business relations,
      • Personnel recruitment, working order, rules to be applied, dressing style, basic rights and responsibilities, permits, reports, temporary assignment, per diem, wages and other payments,
      • Task changes,

3-Discipline Subject:

      • Determining the necessary rules for the resolution of the events that will occur during the continuation and termination of the business relations of the personnel within the framework of Labor Law No. 4857,
      • Working style and disciplinary penalties,
      • Receiving defense and minutes,
      • Rescission of labor contract, termination documents,
      • Termination of labor contract and rules to be followed.

4-Human Resources: Detailed in the handbook;

      • Determining the human needs that will make the business mission, vision and values permanent and recruitment activities within the necessity,
      • Creation and implementation of the orientation program, which facilitates the adaptation of new employees to the job and the business,
      • Preparation of procedures and forms related to Human Resources so that employees are aware of the business’s practices and operations,
      • Job descriptions of all jobs within the Performance Management System (PMS),
      • Consultancy to business employees,
      • Support for the dissemination and implementation of the proposal award system,
      • Personnel personnel transactions,
      • Reports on various statistical information about employees,
      • Supply and institution of high school and university trainees within the necessity,
      • Motivation increasing activities,
      • Various HR projects,
      • To inform the managers about the human resources information and studies.

5-Wage Management:

      • Establishing a wage system in line with the business’s mission, vision, objectives and human resources policy,
      • Determination of jobs, selection of job valuation method, conducting job valuation, obtaining market wage data, establishment of wage structure, informing employees, operation of system,

6-Performance Management:

      • Setting standards and targets,
      • Determination of performance standards,
      • Establishing a performance evaluation system,

The Labor Law No. 4857 limits the employer’s freedom to dismiss employees. They cannot be dismissed without a justifiable reason (a cause arising from employee productivity or behavior). For this reason, even if notice and severance pay is paid, the courts return these persons to work.

As a result of performance evaluation, precise and documented information is obtained about the employee’s work efficiency. The determination of the person’s failure as a result of performance evaluation is a legally valid reason for dismissing the employee. Performance evaluation system has become a mandatory application in terms of labor legislation and also it provides added value and efficiency to the institution.

7- Training and Development Activities:

      • Preparation of training and development activities procedures and forms,
      • Determination and implementation of internal and external training needs in order to accelerate the technical and personal development of our employees,
      1. SCIENTA ERP Project Project Plan
      1. Document Management

4.1. Document Definition

You can define the documents that are included in the Quality Management System and all the documents that are valid in the business such as law, regulations and legislations.

4.2. Document Approval

You can perform approval procedures and follow up approval, all documents that have been previously defined in the system and require approval.

4.3. Current Document List of User

You can follow the documents you are authorized to see in accordance with your institution’s privacy policies. 

4.4. Document Revision

Over time, the functioning of your institution changes depending on environmental and internal factors. In this context, your documents also need to be updated within the framework of changing operation. With the Document Revision System, you can revise your documents and follow the revision history of your documents.

4.5. List of Outsourced Documents (Library, CD, Book, Catalog)

You can view all documents (books, CDs, DVDs, promotional materials, etc.) coming from outside your institution and keep track of who has these documents.

4.6. Document List (Library, CD, Book, Catalog)

It is the place where the documents coming and going to your institution are scanned and archived and all documents produced within the institution are converted into documents and archived. Users can view and distribute documents within their authority.

      1. Internal Communication

5.1. My Callers

You can see and follow your callers during your day in your institution.

5.2. Quick Guide

Within the framework of the activities of the institution, you can access the contact information of the individuals, institutions and organizations that you are in close relationship with.

5.3. Internal Communication

You can follow up all announcements, communications and announcements within the institution.

5.4. Meeting Record

You can access the contents and minutes of all meetings held within the framework of the activities of the institution and follow up the decisions taken.

Customer Relations Management

5.5. Potential Customers – Customer Groups and Customer Management

Within the framework of the marketing plan, you can follow the institutions and organizations that are thought to be customers in the near future. Within the Potential Customers System, you can follow up your conversations related to this group of customers, opportunities that arise after the interviews and offer them. You can also schedule your subsequent conversations by assigning tasks to potential customers.

5.6. Customer List – Customer Grouping

You can create action plans within the framework of your marketing strategy by grouping your existing customers according to their income, business potentials, references and bilateral interview responses.                         

3.3. Opportunities (Customer, Environmental Opportunity Management)

In line with your marketing plan, you can manage the opportunities that arise as a result of negotiations with potential or existing customers.

5.7. Proposal and Contracts (Proposal and Contract Tracking, Proposal and Contract Files)

You can monitor the status of the contracts and offers you have made with your potential or existing customers, and you can soft-load the offers and contracts realized.

5.8. Sales Management

You can convert offers and contracts given by your institution to sales and create payment plans for sales.

5.9. Collection Management

You can follow up the prices of products and services that your customers have purchased for each customer.

5.10. Campaigns (Campaign Management, Customer Based Campaign Management)

As a result of the analysis of your customer portfolio, you can manage the campaigns you create and plan the campaigns you will create.

5.11. Partners (Partners – Partner Portal Separate System)

You can follow up and analyze the institutions and organizations that are involved in the business partnership program and provide services to the institution in line with this objective.

5.12. Customer Portal

It is the communication e-port that enables your potential and current customers to follow their relations with the institution. Through this port, your customers can track and review payment histories, offers and contracts.

5.13. Partner Portal

Institutions and organizations involved in the partnership program can enter potential and existing customers through this port, follow up the offers and contracts of these customers and communicate with them.

      1. Project management

A project management model that was created with a hybrid methodology within the scope of CMMI ™ and ISO 9001: 2000 standards.

6.1. Active Project List

It provides the follow-up and management of the projects you are actively working on. In this context, you can enter project details, create milestones and project files, assign human resources to projects and follow the project steps.

6.2. Project List

You can examine all the projects in detail from past to present.

6.3. Expenses

You can observe all expenditure items of the projects.

6.4. Project Documents

You can store all of the structured documents (Word, Excel, Visio, etc.) that are created in the flow during the realization of the projects.

6.5. Backup Management

You can keep backups of project items where production takes place in virtual environments such as software project for project tracking and data security in accordance with ISO 27001 standards.

6.6. Error Management

You can record and track all kinds of errors that occur during the testing phase of software projects, analyze them statistically and open CAFs at these points.

6.7. Risk management

The most important factor in extending a project and exceeding its budget is the inability to manage risk properly. With risk management, you can identify potential risks that may occur in projects and ensure that measures are taken to prevent these risks from occurring.

6.8. Project Pool (Project Templates)

With the emergence of similar projects, project templates have emerged. By copying project templates, you can greatly shorten the process of project creation and project planning.

      1. Helpdesk and Service Management

The most important source of a customer’s satisfaction from the product or service purchased is the quality of the after-sales service provided by the seller. Help desk and service management therefore play an important role in a customer-oriented strategy.

7.1. Customer Care Plan

The efficiency of devices and equipment included in the products and services sold decreases as a result of use. Planned maintenance is a must for these devices and equipment to function consistently. From this point of view, you can follow up the after sales services of your customers depending on the maintenance agreements made with the customers in the Customer Maintenance Plan.

7.2. Help Requests

You can track and finalize customer assistance requests from your website or call centers.

7.3. Technical Support Requests

You can manage your technical support teams here by identifying emergency interventions as a result of customer requests for assistance.

7.4. Problems and Solutions

You can share the problems frequently encountered by customers and the solutions put forward by the technical team here.

7.5. Customer Requests and Complaints (Tracking of Customer Requests and Complaints)

You can follow up and analyze the requests and complaints of your customers through the website and call centers.

                               * Customer Portal Help / Technical Support Requests and Collects

      1. Purchasing Management

8.1. Demand Pool (Demand Pool Collected from Employees)

You can collect the demands that are formed in line with the needs of your employees in your institution and follow the process of evaluating these requests by authorized supervisors.

8.2. Supplier List

You can list all the information of the institutions and organizations that provide services and products to your institution, follow the purchasing transactions on the basis of customer item and evaluate each supplier within the periodical activities.

8.3. Bids (List of Bids Received from Suppliers)

You can propose your purchasing needs consisting of the demand pool or within the institution and monitor the status of the bids.

8.4. Bid Evaluation (Evaluation of Bids by Supervisors)

You can take the quotation from the supplier port and follow the evaluation process by the authorized authorities.

8.5. Orders

You can open orders for evaluation results or direct purchases and follow these orders.

8.6. Tender Tracking (Optional)

Optionally, you can monitor your tenders from here by turning your tender process to automation and manage your tenders by sending the tender files to the related parties.

      1. Stock management

9.1. Available Stock

You can check the status of your stocks here, how much stock in which position, this information will be very easy for you now.

9.2. Stock Products

The list of first materials and materials, bulk products, products and finished products in your stocks.

9.3. Product management

You can categorize and manage your stock products when managing them.

9.4. List of products

This is the list of products you are selling and finished products.

9.5. Stock movements

It is the place where the movements of all stocks entering and entering your business are registered. From here you can keep track of which stock goes and when. You can analyze this data to make product improvements.

9.6. Material Request Slip

It is the point where the materials shipped to production are tracked, how much material is given to whom and how much. Access to this information will be much easier to analyze.

9.7. Subcontractor Material Delivery Slip

It is the point where the materials you deliver to your subcontractors are tracked.

      1. Production management

10.1. Product Indexes

You can keep track of which materials and equipments or bulk products that you produce, how many pieces are used, and product indexes, which are the cornerstones of material requirement planning, and facilitate your stock management.

10.2. Production Plans

As the main production plan, you can keep track of which product is produced and how long it is finished and in what condition.

10.3. Open Work Orders

It is the point where production work orders of bulk products and finished products are opened automatically by the system as a result of stock control or specially opened by the production planner. Thanks to the system that works integrated with Production Tracking system, you can see which work order is completed and how much it costs.

10.4. Material Requirements Plan

This sents automatically to the purchasing by creating the materials to be taken for production management after the stock control and the production manager can inspect the material supply conditions.

10.5 Product Production Instructions

It is the point where the production instructions for a product’s technical drawing are structured. Here you can track which product is produced and when.

11. Financial Management

11.1. Receivable Accounts

You can follow up your financial transactions such as Invoice, Credit note, Collection from your receivables account.

11.2. Payable Accounts

You can follow up your financial transactions such as Purchase Invoice, Debit note, Payment from debts account.

11.3. Journal

A journal that contains transaction records as a result of the daily transactions of the business and which you can edit with new journal entries.

11.4. Accounting Log & Ledger

You can observe your business resources simultaneously with the ledger, which includes the Uniform Chart of Accounts and the summary of the account movements in the journal book.

11.5. Budget

You can make budgeting based on department, project and function; You can compare these budgets that you created.

11.6. Bank Accounts

Here you can review the bank account statements where you can follow the movements in your bank accounts.

11.7 Fixture Management (Fixture Management maintenance, payment, follow-up)

You can manage the fixture information used within the institution, make legal follow-up to the use of fixtures and follow the locations where the fixtures are located.

      1. Human Resources Management

12.1. List of staff

You can enter the personal information of the personnel working in your institution, you can monitor and report everything related to personnel management, internal and external trainings received by your personnel, documents distributed to your personnel within your Quality Management System.

12.2. Open positions

You can manage and follow the efforts to ensure the selection of the best personnel in your institution or outside of the open positions formed within the human resource management in your institution through the human resources port.

12.3 Candidate Pool (CVs are collected from the Human Resources port)

All external applications for open positions are collected in the candidate pool through the human resources for. In this way, you can search for the most suitable external personnel and carry out activities for selection.

12.4. Training Planning (Employee Training and Planning)

You can collect and plan training requests in line with your institution’s annual targets, emerging regulatory preventive actions, demands of your department managers and career planning of your employees and follow up the realization of these plans.

12.5. e – Learning Port (Upcoming)

The large number of branches within your corporate structure makes it difficult to plan and follow up the training of all personnel, and this results in a great loss of time and cost. In this context, through 3. party software, you can make it easier to follow orientation trainings, reduce training costs and keep your employees’ feedback up-to-date with small and effective trainings, and monitor success rates between units, branches or regions through exams after trainings.

12.6. Personnel Attendance Tracking System

By defining shifts to employees, you can follow up the wages of the employees’ payrolls through the Dump Terminal which is placed at the entrance gate of companies working with time based wage system according to their entry and exit. At the same time, you can measure the performance of the employees thanks to the system that works integrated with the production monitoring system.

12.7 Performance Management (when applied with Production Management)

Performance Management is the reward system in which employees are supported with the added value they provide to the institution in parallel with the performance management model of your institution through records collected from SCIENTA Spa ™™.

      1. Maintenance Management

13.1. Annual Maintenance Plan (Tracking of Maintenance of Used Machinery and Equipment)

You can carry out the planning and follow-up activities of the maintenance which are required to be performed regularly for the stable operation of the machinery and equipment used in your institution.

13.2. Failure Record (Failure Records of Machinery and Equipment)

You can record the failures of machinery and equipment used in your institution and analyze your failures statistically.

13.3. Machinery Equipment List ( Tracking of Used Machinery and Equipment)

You can observe the machinery and equipment used for production in your institution, as well as make calibration follow-ups.

      1. Quality management

14.1. Corrective Preventive Activities

You can monitor and manage corrective and preventive actions that result from internal and external activities.

14.2. Inappropriate Product Service

You can follow up nonconformities as a result of external or internal customers’ informing, conduct statistical analysis of such nonconformities and open CPAs about inappropriate products or services.

14.3. Internal Audit

In order for the Quality Management System to function properly, different units should supervise each other. For this purpose, internal audit activities are carried out within the institutions. Thanks to the Internal Audit model, you can instantly track past internal audit records and create internal audit planning for the future.