If your business employs sales representatives who travel frequently, these individuals may require access to customer history, pricing information, and current inventory availability while on-site. Additionally, they might need to place electronic orders on behalf of their customers or during tradeshows. Such capabilities are often available through online order portals integrated with some ERP systems, as well as third-party applications interfaced with ERP, providing remote access.
However, what happens if your sales representatives need more comprehensive information? Or if other staff members require remote access? Consider the purchasing representative at a supplier's site, the accountant on vacation (accountants rarely take time off), or the CEO at an offsite meeting. In these scenarios, it is common for individuals to use laptops or tablets to access critical information. Companies utilizing a hosted ERP solution can easily access the system from any location with an internet connection. This feature is a significant advantage and a key selling point for hosted (or cloud-based) solutions.
What is less apparent to non-IT professionals is that even locally installed ERP systems (on-premises) can be accessed remotely with the appropriate software and configuration.
Benefits of Mobile ERP Solutions
Increased Flexibility and Productivity
Remote desktop functionality enables users to log into a server or specific computer on a network via an internet connection. Once authenticated, remote users gain access to that server or computer as if they were physically present. This access includes ERP software and other essential applications typically used in the office. This feature is invaluable for employees needing to access specific information and systems while traveling or working remotely. However, this functionality is contingent on the availability of a stable internet connection.
Real-Time Data Access
Real-time data access in mobile ERP solutions enhances swift decision-making by offering immediate visibility into critical operations. Decision-makers can respond promptly without waiting for reports, allowing for superior long-term planning and adaptability to market changes. This capability helps companies remain competitive by enabling quick, informed choices. Efficient collaboration is further improved as real-time data ensures all departments are aligned, fostering teamwork and productivity. Additionally, real-time analytics within ERP systems identify trends, monitor key performance indicators (KPIs), and support data-driven decisions that positively impact the bottom line.
Streamlined Operations
Moreover, remote access to ERP systems can help streamline your operations by reducing the need for manual data entry and allowing your team to focus on more value-added tasks. For example, sales representatives can enter orders directly into the system while on-site with customers, reducing the risk of errors and ensuring that orders are processed quickly and accurately.
Ensuring Data Security for Remote ERP Access
Of course, providing remote access to your ERP system comes with its own set of challenges, particularly around data security. It is essential to ensure that all remote connections are secure to protect sensitive business information.
This can be achieved through the use of secure VPN connections, encryption, and multi-factor authentication. Additionally, regular security audits and updates can help to ensure that your ERP system remains secure against potential threats. By taking these steps, you can provide your team with the flexibility they need to work remotely while keeping your business data safe and secure.
Seamless Integration and Real-Time Data Access
Integration Across Devices and Locations
So back to that accountant on vacation now. He had actually planned on having a break from work on his vacation, so he didn’t take his laptop with him. Wouldn’t you know though, while he was sitting on the beach reading an e-book on his tablet his boss called with panic in her voice. A business opportunity has arisen, and they need the most up-to-date financials immediately. Being the good employee that he is and looking to get brownie points with the boss, the accountant logs into the hosted ERP software or the remote desktop software directly on his tablet (using the data hotspot from his phone) and prints the financials directly to the printer on his boss’ desk. The boss is happy, and the accountant doesn’t have to worry about getting back to the office and the boss being upset at him for having taken his hard-earned vacation.
If the accountant hadn’t taken his tablet with him and was actually reading a paperback, could he have accomplished the same thing on his cell phone? While not ideal, due to the screen size and potential difficulty pressing the correct buttons on the screen, the answer is yes. With the proper setup of the remote desktop application on the phone and a data connection, an ERP system can be accessed.
Advantages of Real-Time Data Access
Although this is just one example of using remote access, it should be obvious how beneficial this technology would be for those employees who are often not in the office. This holds true for employees who work from home on a regular basis as well. However, it does require technical know-how in order to set up these connections and maintain them. This is often a benefit to choosing the cloud version if you require remote access on a regular basis, as this setup and management become the responsibility of the software vendor.
Conclusion
In conclusion, the integration of mobile ERP solutions has revolutionized how businesses operate by offering flexibility, real-time data access, and streamlined operations. The ability to access ERP systems remotely is a game-changer for employees who are frequently on the move or working offsite. However, the importance of robust data security measures cannot be overstated. By employing robust authentication methods, encryption protocols, stringent access controls, and regular security audits, businesses can confidently leverage the benefits of mobile ERP solutions while safeguarding their critical data. As technology continues to evolve, businesses that adapt and implement these comprehensive security measures will undoubtedly maintain a competitive edge in the market.
