KẾ HOẠCH ỨNG DỤNG CÔNG NGHỆ THÔNG TIN tại CÔNG TY cổ PHẦN NAM dược e

KẾ HOẠCH ỨNG DỤNG CÔNG NGHỆ THÔNG TIN TẠI CÔNG TY CỔ PHẦNNAM DƯỢC

PLANNING APPLICATIONS INFORMATION TECHNOLOGY IN NAM DUOC COMPANY

1. History of Formation:

Nam Duoc Joint Stock Company was incorporated on 1st January 2004 InSeptember, 2006, the Company completes construction of pharmaceuticalmanufacturing plant under such standards as GMP - WHO, GSP, GLP Its CharterCapital is VND 56,800,000,000 (Fifty six billion, eight hundred million dong).The Company is specialized on purchasing, sales, consignment of pharmaceuticalproducts, cosmetics, foods, medical instruments; Consultancy, training andtransfer of technology in pharmaceutical and cosmetic fields; growing, purchasing,processing and trading of medicine.

2 Analysis of Reality

a Reality of awareness: In spite of active updating and application to take fulladvantages of development of technology information, the Company’sleadership has not released overall and consistent strategies on applicationand exploitation of information technology to the Company Plans onapplications are only limited to solutions.

b Reality of infrastructure: Nam Duoc Company has recently facilitated theworks of entire officers and staff with computers, including personalcomputers and laptops; 100% of management officers are offered with

laptops 100% of computers are connected to internet via ADSL or Dcom –3G However, Nam Duoc Company has not owned a server to savedatabase which is controlled by servers or rented hosts of external partners c Reality of software application: about 50% of computers are equipped withWindow XP copyrighted operating system; In addition, 100% of computersare installed with BKAV antivirus or Kapersky The other softwareapplications are provided sufficiently to meet requirements and to improveperformance and their work

d E- information portals and website of the Company: Nam Duoc Companyis currently one of the companies with the largest website in pharmaceuticalindustry The websites, in addition to purpose of brand advertisement of theCompany, are information connection channel between the Company andconsumers and daily consulting place for consumers There are tens ofthousands of accessing turns into Nam Duoc’s websites

e Reality of the human resource: At present, Nam Duoc Company has onlyone website administrator who is in charge of information technologyaffairs meanwhile other websites are controlled by Brand Managers Thewebsite administrator assists departments in monitoring, management,maintenance of computers and internet connection

f Reality of e-commerce application: Nam Duoc Company has beenreconstructing its proper website system to apply e-commerce and onlinesales However, its activities are in shortage of strategic vision, notimplemented drastically and associated with the overall marketingstrategies

g Reality of application of ERP software system to management work: atpresent, Nam Duoc is coordinating with FAST Software Company toconstruct accounting software management

system between the Holding company andsubsidiaries It is expected to officially put the

system into operation on 1st January 2013 In addition, the Company isnegotiating to continually construct sales administration system

3 Evaluation of weaknesses and strengths of SWOT model- based products

Equipping computers and other key facilities toall officers and staff In particular, 100% ofmanagement staff are provided with laptop forworking.

Application of copyrighted software to commonsoftware

Construction of websites of the Company and theprestigious and aesthetic brands, meetingdemands on information of clients

Young personnel who have basic knowledge andquick approach to information technology

The leadership does not havecomprehensive visions to the systemso decisions and visions are limited.Future using level of computers hasnot been considered so theirconfiguration may be out-of-date assynchronous application of newsoftware.

Specialized and advanced softwarehas not been applied.

E-commerce software has not beenapplied

The State is approaching and issuing so manyinformation technology application assistanceprograms to companies Nam Duoc is developinga large strategy to implement a synchronousstrategy

The finance invested in the plan oninformation technology applicationin 5 years is quite high meanwhile itis easily asynchronous if beingequipped from time to time

4 Analysis and making comparison with 3 competitors in the industry

internet-marketing Applications 8 7 4 7

5 Analysis of experience and lessons from other domestic and foreigncompanies

a Vietnam is making the best efforts to become the regional center forassembling electronic, telecommunication equipment and computers,production of several types of accessories, parts, and design of newequipment Information technology industry become key economic industrywith the average growth rate of 20 -25%/ year with the total revenue ofabout USD 6 -7 billion in 2010 Personal computers, mobile phones, andVietnam brand software is controlling the domestic market shares, and the

export value is over USD 1 billion (Source: Vietnam Telecommunication

and Information Technology Development Strategies by 2010 andorientation to 2020).

b Reality shows that the companies with strong development of informationtechnology application in corporate management and control promptlygain success, effectiveness and firm developments The most typical lessonthat is deserved to be review is from Vinamilk Company: it has faced withso many difficulties in connection to study to acquire technology; changein procedures of the Company to be in line with software procedure and toavoid risks in accounting works at the same time during its developmentprocess The clear decentralization facilitates its accounting and financialwork much more than it used to The Company controls inventories,distribution, corporate operation, relations with clients, production betterand reduces risks significantly; there is more smooth coordination betweensales and distribution; monitoring functions are implemented on basis ofreal time Information technology qualification of personnel in VinamilkCompany is improved significantly in comparison with it in the past.

Information technology infrastructure is consolidated, synchronous,standardized, and promoted.

6 Solutions to information technology application in the industry

a Pharmaceutical companies are basically late in application of informationtechnology.

b Some companies start to construct good online information system Somany companies establish their websites without proper care from time totime to become dead information channels to which there is unavailableviewer and innovated information

c E-commerce application in the industry is simple and insufficient Somecompanies establish online sales pages However due to bad infrastructure,online sales procedure is not good enough Online transaction quantity anddirect delivery are little so effectiveness is not high as it was expected.d Application of software and construction of database to manage and

decentralize are not good enough Most of companies have not ownedclient database management software Some advanced companies ownsoftware of client care, personnel management, supply, inventories, etc

II. INFORMATION TECHNOLOGY APPLICATION STRATEGIES INNAM DUOC COMPANY

1 E-commerce and informationtechnology application strategies

 ERP software integrates general functions ofan organization into the unique system Instead of parallel and independent use ofaccounting software, personnel- salarysoftware, production management software,etc, Nam Duoc targets to construct an ERPsystem consisting of all in 1 unique softwarein which functions are connected to eachothers.

 ERP helps increase productivity, sufficient and timely concentration and sharinginformation of the Company In addition, the information is protected absolutely.ERP enables to re-organize operations of the Company under professionalprocedures.

It is possible to summarize ERP’s advantages as follows:

 An entirely integrated information system

 Sufficient management sub-systems with varied functions, meeting differentrequirements on production, business, professions, and scope.

 Working under the standard and modern management procedure of leadingcompanies in the world

ERP owns overall and diversified management functions, meeting comprehensivedemands on corporate management in all departments, which are designed into modulesin organic relations to form a closed procedure with automatic median steps

Accounting – financial management: consists of financial – planning modulus,

General Ledger, Cash Management, Accounts Receivables; Accounts Payables, FixedAsset Management, cost accounting, civil construction accounting and account reports,financial management reports, and other reports under provisions issued by the Ministryof Finance such as balance sheet, income statement, VAT and cash flow statements.

Accounting transactions are integrated with other management sub-systems suchas inventory management, purchasing management of goods – materials, production andsales management Accordingly, as professional transactions happen, responding

Other sub-systemsOther resources

ReviewsingGeneral Ledeger

Revising

Processing

accounting entries such as increase, reduction of inventories (from inventorymanagement sub-system), account receivables (from sales management sub-system),Accounts Payables (from purchasing management sub-system), cost accounting (fromproduction management sub-system), are created automatically and recorded into theaccounting subsidiary ledgers The integration system permits minimizing time to entrydata with exact arising accounting figures

The specialized staff shall close the general ledger at end-term to completeaccounting work of the period The sub-system supplies reports as required by the Stateor management reports as required by the corporate management demands

- PO – Purchasing Order: ERP supplies the Information management procedure

from sales to payment, including such functions as management of purchasing requests,

management of orders, bills, payment documents and accounting records for purchasingand payment

The procedure permit comprehensive purchasing management from initial request fororder until receipt of shipping and payment The procedure is implemented via sub-systems of purchasing, inventories, accounts payables, general ledger The procedurepermits managing such information as

+ Purchasing orders: thanks to integration of the system, purchasing orders can

be created automatically from the production management sub-system (As the systemcalculates materials and goods insufficiently to support production and sales out to themarket) The users enable to create purchasing orders manually from arising purchasingorders of goods and materials

Material demandsSource

Requests for QuotationPurchasing Order

Order sReceipt of goods

Payment

+ Order / Contract Management: the function helps save information in

connection to purchasing orders or contracts with sufficient information related topurchasing profession such as suppliers, date of purchasing, date of shipping, effectivedate, goods, quantity, unit price, payment terms, etc.

+ Goods receipt monitoring: the system has functions on receipt of goods and

making comparison among orders on basis of available orders In addition, it is possibleto control returns of sold goods (in case of redundant receipt or dissatisfactory purchasedgoods, etc).

+Bill management: the system allows creating bills automatically on basis of the

purchasing orders or manual entry of accountants into the system The functions areimplemented with accounts receivables sub-system.

+Payment: it belongs to accounts receivables sub-system and functions filing

documents related to payment against sales.

+ Book keeping operations: the book keeping operations are related to

purchasing procedure that automatically creates such transactions as inventories, returnsof sold goods, entry of bills, and payment The entries are saved into the subsidiary ledgerand updated into the general ledger as required by the General Accountant

- Order Management: manages the information in connection to sales contracts

or order, clients information, shipping to clients, comparison with orders and accountsreceivables The sales management sub-system permits entry and processing of orders,tax on revenue/ Value Added Tax, shipping plan, transportation, direct purchasing andsales (rather than via warehouses), suspending orders, credit tests, policies on price anddiscount, returned goods, etc

+ Procedure: monitors comprehensively since receipt of orders until shipping to

clients, issue of bills, money receipt and book keeping operations

+Sales: controls orders or Contracts The sub-system allows the Company to file

all contracts, orders The information of the orders consists of information on sold goods,quantity, unit price, date of delivery, payment terms, clients, designed address forshipping, etc In addition, order management function permits the Company to disclosepolicies on sales such as discount, devaluation, transportation management, etc

+ Shipping: the function helps monitoring information related to shipping to

clients The output information of the process is export goods from the warehouse andclients’ receipt

+ Creation of bills and payment: the system permits creating bills automatically

or manually to monitor debts of clients on basis of the information in the Contract/ Order.In addition, the system functions payment (receipt of cash) as clients pay against goods.The transactions are implemented with Accounts Receivables sub-system

+ Book keeping operations: the book keeping operations arising from sales

procedure such as export, bills and payment are accounted automatically and saved intothe subsidiary ledger Then, they are updated into the general ledger as required by theGeneral Accountant

- Customer Relation Management: CRM allows comprehensive client

management in entire process from potential clients, sales opportunities, salestransactions to warranty service, client care after sales CRM consists of sub-systems:

Entry of orders

Storage of goodsGoods exportDelivery

Automatic creation ofbillsAccounts

Bills

Money receipt Banking recordcomparison

management of client documents, management of sales opportunities, management ofcalendar and activities, management of client services.

- INV – Inventory: this ERP-based corporate management solution supplies

inventory management sub-system to meet demands on complicated inventorymanagement with so many physical inventories, varied types of goods and materials

+ Inventory organization: the function allows to report inventory ERP permits

to report inventory organization in varied plants, stockpile of materials, warehouse offinished products, etc The function helps share information related to inventories invaried inventories to concerned people.

- MFG - Manufacturing: PP – Production Plan, MRP – Material Resource

Planning, Bills of material, Costing, management of production, value and quantity inprogress (WIP – Work in Process).

Production Management Integration Modulus

Management procedure from demands on production to sales is illustrated in thefollowing diagram:

Capacity evaluation

SalesmanagementQuality Control

Materialdemandplanning

Costing

Management of warehouse, materialsand goods

Material ratings andmanufacturing phases