Quickstart

How to customize OpenERP

for out-of-the-box approaches

Frd r i c G ILSONFunc t i ona l Consu l ta n t

OpenDays Ju ly 5th 2013

2Quickstart

It's all about mindset!

3Quickstart

What do I want to reach?

Reduce the time spent behind the screenGain of productivity: able to do other activities within the company

Less clicks to find the info Faster response time

4Case 1: Water machines

5Case 1: Water machines

A company of +- 5 people, selling water machines for restaurants. They sell around 100 machines a year.

Initial Customer demand:

Follow the prospection and gather all the information about customers; Selling water machines and maintenance contracts being invoiced monthly; Some machine are in stock, some are rent by customers, others are being tested

by customers or under repair at the workplace; Manage the stock of machines with full traceability on serial numbers and

maintenance operations (with complex sheet to fill in) on each machine.

6Case 1: CRM

How to manage the prospection and the contacts management?

OpenERP CRM: Leads created at the external call center (log calls) Custom Opportunities' stages:

New Test machined installed Negotiation Won or Lost Create offers from opportunities Agenda (meetings)

7Case 1: Invoicing

How to manage the selling/invoicing process?

Contracts Management: Automated recurring invoicing once a month Renewal date Full invoicing history Could be used later to compare costs & revenues

First step:invoice amounts manually added at the contracts creation (no services encoded so far)

8Case 1: Traceability

How to manage the machines moves & traceability?

What about the Task Kanban view? Edit the stages (In stock, at customer, at workplace, etc) Each machine is a task

Can be associated to a customer and to a contract The serial number is the task name

Simple process: no value added in using Stock, Serial Numbers, Repair, etc

9Case 1: Maintenance

How to keep track of maintenance operations?

Complex view customization?

NO!

Google Docs integration!

10Case 1: Do Not

Do Not: Do not offer custom developments It's a max 5 users company, their initial

budget is max 10k. Furthermore, there won't be any value added in that case! Do not deploy a server on premise: 3k extra for hardware and maintenance,

complexities for email gateway/servers, updates, migrations, etc. Do not propose complex modules:

e.g. Stock Management with serial numbers, full traceability and Repair module Too complex and no value added for 100 machines/year

Do not try to answer all their need as it, but find an alternative solution for all their need (i.e. no automatic accounting synchronization as a first step).

Do not try to automate everything, it's not a problem if some operations remains manual (e.g. produce the monthly invoice with information coming from the maintenance) today all these operations are manual.

11Case 1: Results

Very happy customer: 10k project including OpenERP Enterprise, training and support

Customer in production and regurlary buys extra services (1 or 2 days) for new demands

12Case 2: Service Company

The customer: Service company with 20 users

Initial Customer demand: Traditional service company: timesheets, contracts, sales,

invoices, projects Advanced reporting needs: sales commissions, forecasts of

sales, budgets, etc. Lots of interrests in extra modules: holidays management, Accounting need to be covered

13Case 2: Do Not

Do not propose custom developments for reporting purposes: risks of exploding the project budget for just 7 reports

Do no not answer all needs in one big phase: risks of having a blocking point in one application/department

Do not start analyzing customer need in all area (hr, management, sales, invoicing, ...)

Do not cover accounting unless you are sure the accountant is ready for this.

14Case 2: What we did

How did we answered customer need: All reporting need are covered by Google Spreadsheet integration, no

custom devs. (http://bit.ly/16NxQhs) Initially, the customer did not want a Google integration (security issues) but

we convinced him. what do you prefer? 15k of custom devs vs 2k of Google Spreadsheet integration

Instead of a GAP analysis of all it's need (sales, hr, accounting, ...): A good demonstration to convince him An offer of 5 days to cover the base operations: sales, timesheet, invoicing, reporting

All extra features (holidays management, analytic accounting,...) not included in the offer to limit risk of complex need to handle

No accounting integration for now on, to limit risk of resistance to change from the accountant. Will be discussed later.

15Case 2: Results

Very happy customer, 8k project including training, support

Customer already asked 5k of extra features to deploy

16Case 3: Expertise Company

Let's watch a short video...

17Case 3: Expertise Company The customer:

8 employees managing expert reports and about 20 external experts

Initial customer demand: Manage the service process:

Entering a new mission asked from an insurance company (lots of files attached)

Find the right expert according to the demand Subcontract the job to the expert Follow-up Invoice the insurance

With full traceability on all operations and automated emails

18Case 3: Do Not

Do not go for specific developments:The customer got a quote from an OpenERP partner for 40k, mostly in specific developments (limited training & support)The customer budget was 15k Do not be afraid of high customizations in terms

of views and automated actions

Do not start doing custom workflows (too complex and will end up in custom developments)

19Case 3: What we did

How did we answered customer need: Process managed by the Issues Kanban view in Project with

custom columns: Initial Demand, Find Expert, Case Filed, etc About 20 fields added in the Issues form view:

Broker, insured, etc Number of visits, description of the case, etc

High usage of base action rules to: Automate emails for each step of the process Automate transitions from one column to another

Why issues? To invoice from timesheets in a second step Traceability / Documents: chatter feature of v7

20Automated actions

Trigger server actions:

Assign responsibles / followers Send emails Change field values Etc.

21Summary

What do I want to reach?

Reduce the time spent behind the screenGain of productivity: able to do other activities within the company

Less clicks to find the info Faster response time

22Case 3: Results

Very happy customer, 15k project including training, support

Customer already asked 10k of extra features to deploy (+help in import)

23Summary

First step: OpenOffice Report Designer View customization Google Docs integration YOUR CREATIVITY... Try to stick to the most simple

modules! Second step:

More complicated modules Automated actions Google Spreadsheet synchronization Webkit for more elabored reports

24

And now... It's you to play!

Thank you!

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