Well, not really, but when implemented properly, software should certainly simplify a business, not complicate it. The idea behind software is to do just that, simplify processes. Especially repetitive processes such as data entry, report generation, purchase order creation, bookkeeping and more. When a business starts getting weighed down by their systems, whether they’re bypassing the system to export their data into a spreadsheet or database, they have to jump through too many hoops (screens) to get the data they need, or more likely, the systems don’t have all of the features or functions the business requires, that’s the time to re-evaluate business processes, systems and required functionality.

Recently I found myself trying to explain ERP software (Enterprise Resource Planning) to a client and why it might not be the right investment for her business at the moment. I’m not saying ERP software isn’t a good investment for many businesses, because it definitely is. What I was trying to convey to her is that it wasn’t necessarily right for her business at this point in time. She’s a small apparel manufacturer, with 5 million in sales last year, who needs to track sales orders, purchase orders, raw materials, finished goods and have some sort of integration to a general ledger. She and two other people in her office are handling everything manually right now, with the exception of her bookkeeping, which is on Quickbooks. Finding a solution for her will not be a problem. There are many affordable options for her to choose from which will allow her business to keep growing.

Software is an ever-changing commodity, or at least it should be. Much like the automobile industry, software is constantly being updated. New features are added all the time. New cars arrive every year and even your old favorite cars (Honda Accord, Toyota Camry, Ford Explorer) are re-designed every few years. System updates, or patches to fix bugs or problems, are constantly being released. Once you buy or lease software, you should expect to stay current with your support contracts in order to receive new updates and system support. You don’t buy a car and never have it serviced, do you? The same can be said for your software. At some point your business may change or outgrow your existing systems and it’s time to buy something new. Remember those carefree days driving a two seat convertible? Now you’re driving along in a seven passenger SUV or minivan. Times change, so should your software, or it should have the ability to change with you (not as easily done with a car!)

As businesses grow, so do their requirements. As it grows, the owners and employees will need a more fully integrated suite of software solutions – Product Lifecycle Management (PLM), Warehouse Management (WMS), possibly pattern making and grading software, maybe Customer Relationship Management (CRM) or ecommerce and point of sale retail management, forecasting and planning, and most definitely integrated accounting. The thing is, a growing business needs tools to help manage all of the existing pieces, and if done properly, allow the business to keep growing by integrating additional software or migrate to more robust solutions. Without the people-power to enter data, run reports, analyze information, etc. however, the systems create more work than can be handled by the business, leading to frustration and complications.

Different types of businesses may have different system requirements as well. Privately held businesses have different needs than publicly held businesses reporting to shareholders, board of directors and the ever-present Sarbanes-Oxley accounting and reporting requirements. Transparency and accountability are the cornerstones of any publicly held company and, as such, have much more stringent accounting requirements. ERP solutions are designed to meet Sarbanes-Oxley guidelines and truly do simplify business processes, at least from an accountant’s standpoint. Business owners may not like having such stringent reporting and accounting requirements, but the government demands it and these systems provide the tools to manage it.

The key to simplifying business software is to understand the business – customers, services, products, reporting and accounting needs, then finding the right solution to support it. There’s no one single solution that’s right for all businesses, which is why there are so many software companies out there. It’s the same with automobiles. There are so many different types of cars out there to meet so many different needs. Figuring out the right solutions for a business takes time. Understanding what the business looks like today and what it may look like three years from now is an important exercise when trying to plan out the system architecture and how it will support the needs of the business now and into the future.

Jill Mazur is an independent apparel business and technology consultant working with Fashion Business, Incorporated. Email: jill@fashionbizinc.org

Well, actually, October was National Cyber Security Awareness Month, so it’s a little late to post this, but it’s never too late to be aware of your cyber and network security. National Cyber Security Awareness Month (NCSAM), sponsored by the Department of Homeland Security, has been conducted every October since 2001, and is a national public awareness campaign to encourage everyone to protect their computers and our nation’s critical cyber infrastructure.

What does this have to do with YOU? Everything. If you’re reading this blog you must be using a computer or some type of tool that allows you to access the internet. If you can access the internet, it’s possible that someone or something can access your data or network. Identity theft is on the rise. Malicious viruses and network hackers always seem to be looming close by. What can you do to protect yourself and your business?

1: Be smart about your computer, your network and especially your passwords. Computers and networks should be running up to date security software which scans for viruses, spyware and more on a daily basis. If you work in an open or public location, log off of your computer when you step away from your desk. Yes, it’s irritating to have to log back in, but better safe than sorry. Don’t share your passwords, ever. And don’t use the same password for all of your email, online accounts, banking and more. See below for some hints on how to create strong passwords. What should you do if you find your computer is the recipient of a virus? See #3 on the list.

2: Any information, data, files, pictures, etc. that has any importance to you or your business should ALWAYS be backed up to a separate, secure location. And I don’t just mean a little USB drive which can easily be lost. It’s worth the investment for yourself or your business to have secure, offsite storage of your files with a reputable company. You can usually backup your files on a daily, weekly and monthly basis to your server or to an online, internet data storage which should be accessible to you any place you can get an internet connection. If you’re like me and everything you have is on your laptop, what do you do if the darn thing crashes or gets stolen? It would take me a while to get a new laptop, but only a few minutes to get to all of my files. Backing up to a separate hard drive is also a good idea, but if you keep your hard drive in the same place where you keep your computer, it’s not a very good disaster recovery plan. Oh, and always, always, ALWAYS check your back up to make sure your data is actually there!

3: Know when to ask for help. Professional help, that is. Sole proprietors and small business owners are notorious for knowing “someone” who can help them with their computer or network. That “someone” usually turns out to be the next door neighbor’s 15 year old kid who’s a computer genius. Yes, he may be a genius but does he know what to do when your network is infected with a virus or your server is out of commission? Probably not. So what should you do? Well, I recommend establishing a relationship with an IT service provider who will help manage your network, servers, computers and more. Fees for these types of services can be very affordable depending on the service and support you need. Knowing that someone is keeping your network running smoothly, monitoring your system backups and keeping your security software up-to-date provides piece of mind to many businesses. Heck, you can even outsource your IT help desk to some of these service providers. In this case, what you don’t know about computer and network security can really hurt you or your business.

Some top tips from www.staysafeonline.org:

• Keep your web browsers and operating systems up-to-date. Internet Service Providers (ISPs) and software companies regularly update their browsers and operating systems not to annoy you (yes, I know it feels like this), but to fix security issues and bugs which may allow unintentional access to your systems. By keeping up-to-date on the latest releases you help close these security gaps.
• Back up important files – see #2 above. I would recommend you back up all files, because you never know what’s important until you can’t find it.
• Use caution with email attachments – many email programs have an automatic virus scan for all email attachments, make sure you use it. If something looks or seems suspicious, DON’T OPEN THE ATTACHMENT! Call or email the person who sent it to you and ask them to tell you what was in the attachment. If they don’t know or say they never sent you an attachment, it’s probably a virus and should not be opened anyway.
• Create strong passwords:
  • Don’t use passwords that are based on personal information that can be easily accessed or guessed.
  • Don’t use words that can be found in any dictionary of any language.
  • Use both lowercase and capital letters and/or a combination of letters, numbers, and special characters.
  • Use different passwords on different systems.
• Use security software tools as your first line of offense – there is no reason not to have up-to-date security software running on your computer and network. It may cost a monthly or yearly fee, but I can guarantee that fee is a lot less than the cost of having a professional come out and try to recover lost data from an infected system.

Jill Mazur is an independent apparel business and technology consultant working with Fashion Business, Incorporated. Email: jill@fashionbizinc.org

There’s a great article in September’s edition of Vogue entitled “What Price Fashion” by Teri Agins. Sorry, no hyperlink available. In summary, the recession has caused some of today’s biggest designers to get even MORE creative in the way they develop styles and bring products to market. The article goes on to discuss how designer Philip Lim merchandises and designs his line simultaneously. He only produces enough product to fill his orders and even then, only about 50% of his line consists of new styles. “Of the 240 pieces he created for Fall 2009, he wound up manufacturing them all – a perfect batting average…” How many of us can say the same?

What is it about Philip Lim’s process that would allow such a fantastic feat to happen? Produce ALL the styles he designed and ONLY enough to fill his orders? Think about how little waste that is. No excess inventory? No excessive sampling? No excessive design or merchandising staff? He knows what we all need to remember, too many samples or iterations of samples and too much production eat away at the precious bottom line.

As I was reading this article, I kept thinking “I wonder if he’s using a PLM (Product Lifecycle Management) system, and if so – which one?” I’m sure that was the first thought that crossed you mind, as well. Why does PLM cross my mind while reading Vogue? Well, precisely for this reason – how do you improve the creative process? How do you streamline product development? How do you save money when developing design samples? How do you track or calendar the important events and due dates in the design, merchandising and sales process? How do you create the best possible presentation of styles or samples to your buyers with the least amount of stress? How do you know which vendor to partner with when developing new styles? Even more important, how do you track the actual cost of developing new styles and samples?

If you’re not using a PLM system, you may want to think long and hard about making this investment in your business. Let me say first, PLM is not for every company, especially small businesses or businesses with very few new styles per season. However, as your business and/or product line grows you need to incorporate tools to allow your company and capacity to grow as well. Using collaborative PLM tools to track costs, due dates, product development and more, in one place, helps keep your business on track. The benefits of PLM are innumerable: increased speed to market, decreased product development costs, collaborative planning and workflow tools, visibility to the design, patternmaking, sampling and merchandising process and more.

These days, consumers are willing to spend on luxury items if they are of true quality and value. Are manufacturers willing to spend on software if it is of true quality and value to their business? 

Jill Mazur is an independent apparel business and technology consultant working with Fashion Business, Incorporated. Email: jill@fashionbizinc.org