Opportunity Summary
Leixir Dental Group is a network of full-service state-of-the-art dental labs which offer a complete range of leading-edge dental products. The labs are located strategically to provide dentists with superior services. The labs represent a perfect balance between innovative technology and traditional methods. They are the leader in state-of-the-art cosmetic and restorative dentistry, and labs are committed to providing their customers the best, most up to-date products and services.
Leixir offers a complete range of crown & bridge, implant, surgical guides, dentures and even provide intraoral scanners to their dentists. Leixir CAD/CAM systems enable us to create dental restorations, from the initial design to the completed case. Every Leixir Dental Group laboratory within the network provides the advanced technology and dental solutions needed to help grow customer dental practices.
- Aggressive growth plans via organic growth (market penetration) and merger/acquisition
- Targeting doubling of revenues in three years
- Primary customer base is in the US
- Industry is highly fragmented with many small players ($1-5MM in revenue, <50 employees) operating locally
- As such, ERP is relatively unknown in this industry; there are essentially zero case studies of ERP implemented effectively in a dental laboratory
- Very few individuals at the company have experience with ERP solutions or a true understanding of benefits and capabilities of a well-implemented ERP
- Leixir is strategically consolidating players in the industry to create a nation-wide enterprise that can service any customer, regardless of location
• They are aggressively promoting digitization of the product intake process (i.e. dental impressions) to enable sourcing from anywhere in the world
• There are limited internal resources for implementation, due to size of the company
• Primarily two types of customers:
- Retail Dental Offices. Traditional dental offices owned/operated by a small group of dentists. Dentists are both business owners and practitioners.
- Dental Service Organizations. Large, nation-wide dental conglomerates with offices across the US. Dentists in DSOs are primarily employee practitioners, not business owners.
Discovery Highlights
Leixir is looking for completely cloud-based software for their Business Management. The system must be accessible to all 80 users, while the remaining(500-600) users must have access to the manufacturing component. No staff should be denied access. Additionally, a customized one will not function; they primarily prefer standard ones. They probably have 250 finished goods, and each one can be produced at many sites. They have about 5000 items total, including all the raw materials and completed goods. Currently, Quickbooks is used to manage all of their financial and inventory operations; however, they will need to quit using Quickbooks once they switch to ERP.
In their current system, myLabConnect, the dentist will create the case. He can provide the work to any of the locations. The doctor can contact the technician at any time to interrupt the work that is currently being done. Once the case has been created, the sales order must be created in NetSuite. Manufacturing will be assigned based on qualification. No approval processes are required. There is no deep requirement for fixed asset management. In the end, integration with FedEx and UPS are all possibilities. They currently utilize Sugar CRM, which was only marginally successful and has to be replaced.
Sites and Locations
United States
- Four manufacturing labs in the eastern United States
- One additional regional sales office (non-manufacturing) in the southeast that receives orders for outsourcing (either to India manufacturing site or to partners in China)
- About 250 employees
- Administrative functions (AR, AP, Supply Chain, IT) are found throughout the US sites
- US sites operate primarily on a single day shift (8:00 AM to 5:00 PM), five days per week
India
- One manufacturing site with primary customer being the US sites
- One design/engineering center servicing 90% of all design work for the company (US and India)
- About 500 employees
Leixir seeks to replace its legacy systems for order-to-cash, plan-to-produce, procure-to-pay, and financial reporting. Integration with existing Case Management, CRM, and BI systems is required.
User Overview
- Executive Overview
The documents include both information about the ERP Software and the ERP Implementation services.
As we read the RFI document, it became clear that the organization has offices spread out over a large region that are all connected to one another. Additionally, the Indian entity works several shifts 24 hours a day. Therefore, it is always required that processes that have already occurred be done so in real-time, and anyone logging into an account must be aware of its present status. Like this, the Leixir may face numerous issues which can be resolved by a single ERP system. NetSuite offers Dental community with:
- An extremely scalable system that allows practices to organize their mission- critical business operations. The NetSuite platform makes it effortless to include the latest practices, new business lines and noval services.
- Robust reporting abilities that provide practices greater insight into production data and practice area profitability.
- A stronger development platform with excellent flexibility that offers practices to adapt the system to fulfill their distinct needs. NetSuite API (Application programming Interface) simply integrates with your CRM and case management systems.
- In-built business intelligence that provides real-time insights into fundamental business performance indicators for a combined prospect of the practice.
- A cloud-based system that is safe, secure, and authentic. Each of NetSuite’s data centers offers data reproducing, disaster rehabilitation, and fail-over abilities for the other. The NetSuite application is multi-tenant and every server, storage, and hard drives are developed on certain layers of redundancy.
- NetSuite permits you to acquire over 200 previously prepared reports with the click of a button.
Anytime, anywhere access allows you to work on your schedule with high security so that you can better serve the dentists.
One of our clients, “Enlightens Smiles,” a UK-based dentistry company, has been working with us for the past two to three years. Both the NetSuite system and the eCommerce division receive full customer support from us.
- Strategic Planning
We appreciate you asking the best question you could. Both systems have their advantages and disadvantages. Our recommendation is to go with a single-vendor ERP. The single-vendor ERP provides all functionalities and allows us to integrate with third-party systems. Furthermore, it has the following advantages.
- Minimal maintenance
- Cost effective compared to best of breed solution.
- All the modules have the same interface and then easy to manage.
- Employees need to be trained in one single system.
- One user login and password only need to be remembered.
The best-of-breed system will provide the quality needed for the business but with poor price performance. Both systems can be evaluated based on each business only. For Leixir, we recommend a single-vendor ERP. Our customers generally use a single-vendor ERP with a better integrated option. In some cases, NetSuite has replaced all their QuickBooks, Tally, CRM, and other software because of its user-friendly interface.
During implementation and user training, we will require personnel from the relevant departments. After that, if any customizations are required, the staff using that lifecycle must contact us. Or the administrator can act as a point of contact between us, managing all activities from the Leixir side.
- Software Solution
3.1 Solution Overview
NetSuite ERP is an all-in-one cloud business management solution that helps organizations operate more effectively by automating core processes and providing real-time visibility into operational and financial performance. With a single, integrated suite of applications for managing accounting, order processing, inventory management, production, supply chain and warehouse operations, NetSuite ERP gives companies clear visibility into their data and tighter control over their businesses.
As per our assumption, Leixir Dental Group needs the below mentioned NetSuite Products.
1. SuiteSuccess financials Premium
2. NetSuite Sandbox account
3. Oracle Learning Portal
The following modules will be required for the functioning of the Leixir:-
- Fixed Asset Management
- Light Manufacturing
Integration is possible with any vendor solution that provides the API details. We have done both one-way and Two-way integration with third-party systems. For Leixir we can do the integration with the CRM, Case Management Tool, QuickBooks, Tally and Lab management systems. We can integrate with the CRM system, which is great, but we also want to point out that NetSuite has its own CRM module. It is possible to conduct all actions involving potential clients successfully. The entire QuickBooks and tally systems can be replaced by NetSuite, only if you wish to do so, we advise waiting until you are satisfied with the new ERP system and have verified that NetSuite is effectively handling all the processes now taking place in the old system.
We are aware that a sudden shift in the ERP will be challenging for you, but NetSuite makes it highly user-friendly, and in addition, we will provide ongoing assistance for all your business.
3.1.1 General Setup
In the general setup session, J&J consultants configure the basic configuration for the above-specified modules. J&J will configure the NetSuite basic configuration (Rename Records/Transactions, Business segments, Currency and exchange rates, Tax nexus configuration) as the first task. The customer shall identify and propose at this time any additional custom fields to be included in the sample import. After completing the basic configuration of the modules and sample import, the fundamental QA process would be executed. The configurations and the sample data import are planned to be executed first in the Sandbox if available or else it would be done in the production itself. Upon confirmation from the customer, it will be finally implemented with the actual data.
Implementation would progress as follows.
- Configuration Workflow
- Design to Build
- Lead to Quote
- Order to cash
- Procure to pay
- Record to report
- Plan to produce
3.2 Product Summary
NetSuite is a unified Enterprise resource planning (ERP) software. It helps the enterprises to achieve business growth and progress by efficiently optimizing business processes. It also helps to automate the business processes and activities in a cloud platform with high-end benefits.
The business world is getting more competitive every day. Organizations are in desperate need of innovative technologies such as robust ERP software or an efficient cloud facility to manage business activities. Oracle NetSuite is always ahead in foreseeing these requirements and assists business organizations through the integration of NetSuite ERP.
3.3 Unique Requirements
It is appreciated that Leixir intends to exploit the best practices built into the standard baseline ERP. NetSuite suit the demands of the business, and some Customization will be required. The cloud – based ERP has high customization capabilities and our experts can help organizations to utilize its full capabilities by customizing it efficiently. NetSuite customization allows organizations to improve productivity. Our NetSuite customization development services with deep knowledge of API’s, Suite Script 1.0,2.0, Suite Talk, and other technologies will analyze your business and customize the ERP to cater to all your business requirements.
Customization requires expert knowledge in NetSuite tools and technologies. NetSuite customization is the best approach to automate all your organizational processes to boost productivity. Through this, you can get full control over all business processes such as shipping, inventory, product management, orders, and tracking.
To begin with, we will first take the request and produce a proposal paper that details the request, the solution, and the effort required. We will begin the development as soon as the client has approved the proposal. In the unlikely event that the customer is unsatisfied, we will work on it to find an alternative solution and meet all requirements.
We work along with our client through the whole customization process and engage them with the multiple aspects related to the customization process. We carry out several tests on the sandbox environment without disrupting your live system. We thoroughly examine your business processes and provide you with perfect industry standard customization solutions to address 100% of your requirements.
3.4 Test/Development Environments
We understand that Leixir is always engaging in finding new ways to fulfill the ever-changing needs of its customers with its innovative and cost-effective products. Change is always constant and inevitable. While considering these changes, it is also mandatory that the changes will not affect the live production of the business. In this case, NetSuite provides a sandbox account, which is a testing environment where we can test any customization or software before putting it into live production. The sandbox environment helps us in identifying any flaws or errors. It simulates live testing without interfering with the actual process. It acts as a copy of their current company database on a separate server. Our developers can do the development in the sandbox account and deliver to you after efficient and effective testing. Then after the confirmation, we can also move that work into the production account.
Every year, there are two updates to NetSuite, and the new versions are available for free under another environment called Release Preview. Release Preview is a temporary and isolated test account that is running the latest version of NetSuite software. Release Preview access ends and all tasks performed on that account will be deleted on the date your production account is upgraded to the new release. This date is listed on your New Release portlet. The Release Preview account enables you to become familiar with the new features in an upcoming release.
- You can verify that your existing business workflows function as expected before your production account is upgraded to the new NetSuite release.
- You can use the Release Preview account to test and ensure your NetSuite account and any associated applications are not dependent on a specific data center to store data.
- You can evaluate your applications for any data center-specific identifiers and replace them with data center-agnostic information.
The goal is to provide a smooth and seamless transition to a new release.
3.5 Software Maintenance
There are two updates to the NetSuite software per year. Every user will be working on a freshly updated version because the system will upgrade itself automatically.
Any changes to software carry the possibility that those changes will introduce new issues. Changes in design or functionality may affect existing solutions, particularly customizations. While NetSuite strives to make its upgrades as easy and painless as possible, it is important to know that help is available to manage this change. NetSuite has a robust quality assurance program and extensively tests all software prior to its two major releases each year. However, each user’s business processes, configuration, and customizations are unique. Therefore, customers need to test these items within your unique environment to ensure everything is working as intended. NetSuite offers a free Release Preview environment you can use to test your system prior to upgrading to the latest release and it does not have any impact on your current system.
Customers should opt for the Release Preview account, which is a temporary and isolated test account running the latest version of NetSuite software.
4. Implementation Services
4.1 Project Management Technology
As an official partner of Oracle NetSuite, we are committed to delivering the highest quality NetSuite Consultation services to our customers. We have a team of certified NetSuite consultants who have been leading various ERP implementations and helping clients across a wide sector of industries ever since 2012. With thorough industry knowledge and years of expertise, our NetSuite consultants propose real-time business solutions for our clients and smoothen the business process.
There are 5 broad phases in this implementation before it can go live. They are:
1. Project Kick-off.
2. Enable NetSuite Features’ User configuration, Business process alignment.
3. Sandbox environment given for UAT and customer confirmation.
4. Sandbox to Production movement
5. Go Live
Successful implementation of NetSuite ERP helps the customer leverage a great work practice with efficient and seamless workflow between departments as well as enable its senior business users to have the desired quality business and financial reports for a well-informed fact-based decision making.
Jira software is what we use to manage projects. It is an Atlassian product that serves only as a tracking tool for software developers. The software can track all types of issues, tasks, and work items. Jira is applicable to a wide range of project types. Its project templates can help teams start a project quickly, or can be quickly customized to the team’s unique workflow. Teams can track issues, which are equivalent to tasks, and go through each workflow stage until completion. We can also grant access to Jira if you want to track the development of each task. Please be aware, however, that using this programme requires a separate fee.
4.2 Project Staffing
We will be assigning a project manager and a Technical Lead oversee the project’s. The remaining three to five NetSuite developers and consultants will work at our end. The Project Manager will add extra resources if they are needed for the project.
As our software is completely cloud, We advise you to use the off-site mode to work on the Leixir project., so no installation is required on your end during the implementation process. If you only have a laptop and a browser, the software is compatible. It is not application- or machine-dependent. We work remotely for more than 200 clients in different countries. We manage the projects by effectively communicating online and fulfilling the requirements. If it is on-site, it will add additional expense for Leixir and a smaller number of resources may only travel to that specific location. We have resources who work both full-time and part-time.
4.3 Project Roles
The administrator has the primary role with access to all aspects of the system. In addition to that NetSuite provides the following standard roles by default: –
- CEO
- CFO
- Employee Center
- A/P Analyst
- A/R Analyst
- Accounting Analyst
- Accounting Manager
- Controller
- Inventory Manager
- Purchasing Manager
- Sales Manager
- Sales representative
The roles listed above are just a few of the many that will be required. There are more roles if you look closely. There are standard roles provided by NetSuite, as well as custom roles that can be created based on the needs of the business.
4.4 Interface Development and System Integration
NetSuite, the most trusted cloud ERP system in the market, provides complete support for the rapid growth and long-term financial development of businesses of all sizes. NetSuite is a single integrated platform with all the essential features for automating your business processes. We provide seamless NetSuite integration solutions suitable to power up the business operations of our clients. We connect NetSuite with your business and cloud applications to align the data between NetSuite and your other 3rd party systems.
4.5 Data Conversion and migration
Data migration is an essential and critical phase of project implementation. It allows the customer to use the system as a continuation of the legacy system. As a best practice, we propose the customer migrates all the open data to NetSuite. J&J agrees to migrate the following data from the legacy system to NetSuite before going live.
J&J will do data migration following a 5-level process as given in the table below for the following databases.
In Each step, the customer would provide the corresponding data to be migrated into the NetSuite system. J&J will verify the data and rework the same if needed.
| Data Migration Levels | Details | Method | Status |
| Data Migration of static lists and sample relationships data and transactions (Level 1) | Load/Create Static Lists (Departments, Classes, Locations) | CSV | To Do |
| Load Expense Categories- Not mentioned now in the scope | CSV | To Do | |
| Load/Modify Chart of Accounts (Single book accounting). Multi-Book accounting is out of scope | To Do | ||
| Data Migration (Level 2) Full list of relationship | Employees | CSV | To Do |
| Customers | CSV | ||
| Vendors | CSV | ||
| Contacts | CSV | ||
| Item | CSV | ||
| Non-inventory | CSV | ||
| Service | CSV | ||
| Other Charges | CSV | ||
| Accounting Lists (COA) | |||
| Data Migration Open Data (Level 4) | Opening Balances (Trial Balance) | CSV | To Do |
| Open A/R | CSV | ||
| Open A/P | CSV | ||
| Open Credit Memos | CSV | ||
| Open Return Authorizations | CSV | ||
| Work Order | CSV | ||
| Project and Project task | CSV | ||
| Open Vendor Credits | CSV | ||
| Final Data Migration (Level 5) | Cutover of Lists | CSV | To DO |
| Cutover of Inventory | CSV | ||
| Cutover Open Transactions | CSV | ||
| Item Master Cutover, Cutover Trial Balance as of Go-Live | CSV |
4.5.1 Data Migration Assumptions
1. The customer does the data extraction, consolidation, and cleansing of legacy data and fills the templates provided by J&J. The implementer expects that the team from the customer side will follow the guidelines described in the data template provided.
2.The customer is required to provide the data in the format submitted by J&J for transactional and master data migration. Upon request from the customer, J&J would help extract the data and validate with the customer at an additional cost.
3. Legacy closed data migration is considered as a change request and not part of the scope of this implementation proposal. Historical data migration is not included in it.
4. The customer agrees to conduct the necessary data reconciliation, validation, and verification before it sends the filled-in data template to the project manager of the implementer for open data migration.
5. J&J only migrates the data of To Do status in the data Migration List. If any change is needed, the same will be considered through a change request.
6. There will be 2 iterations approved and they will be chargeable if there are more.
4.6 Reporting
There are many standard reports available in the NetSuite. J&J will configure and set up the native features of Record to report to use it in the Business of Leixir Dental Group. If any customizations are needed it can be also done according to the requirement. There are wide variety of reports available by standard in the netsuite. We can share you some of the available reports :-
FINANCIAL
- Income Statement
• Comparative Income Statement
• Balance Sheet
- Comparative Balance Sheet
• Cash Flow Statement
• General Ledger
• Trial Balance
• Chart of Accounts
• Transaction Details
• Realized Exchange Rate
Gains and Losses
- Unrealised Exchange Rate
Gains and Losses
- Cash Statement
RECEIVABLES
- A/R Aging
- GST Reports
PAYABLES
- A/P Aging
- A/P Register
- GST Reports
BANKING & BUDGETING
- Bank Reconciliation Detail
- Bank Register
- Budget Income Statement
- Budget vs Actual
4.7 Business Process Workflows
We seek a document outlining all the organizational business operations. It is appreciated whether it is done so through a document or interactions. When we say business processes, it includes the entire cycle like Order to cash process, financials etc.
We need a requirement document which describes all the business processes in the organization. Whether it is through the document or via communication is appreciated. We need to know the entire processes that you want to be automated using the ERP, what are the processes happening in the existing ERP, business challenges and pains that you face today. Though the processes and the third-party systems have been explained in the RFI document, we need a how the real time business processes are happening. So that we can identify the more challenges and pains that you face today and solve them accordingly.
Our NetSuite consultant along with the functional consultant review the existing scope documentation and Business Requirement Document (BRD) if readily available or prepare these documents if not available. That is our cornerstone. Our functional team analyses and identify the business process that is not available in NetSuite as Out of the Box. We will inform you if there is a similar or better functionality available in NetSuite before we identify a process as Gap. Our NetSuite customization team proposes a solution to fill Gap.
4.8 Testing Tools
If we have a sandbox, we conduct all the tests there, and when a release preview is available, we do it there as well. The testing in production after the production deployment is a crucial step in making sure the modification is operating as intended. During internal testing, we will supply the customization after considering all potential testing scenarios.
We also use the NetSuite APM tool to control and monitor NetSuite performance for mission-critical operations.
4.9 Organizational Change Management
User training will be provided by us. Truth be told, the training is user-based. Initial management training will cover all the fundamentals. The specific users who will be employed during the business cycle will then receive training. Additionally, we stand by to provide you with ongoing support and to address any problems you have while putting the plan into action. In fact, we offer ongoing assistance and advice to the management of the firm, both during implementation and after. Our team works closely to you to understand your requirements, timeline, and risks involved to create an efficient plan to execute your requirements precisely. With the plan, we understand all the business processes in your company, detect the gaps and create a solution to rectify the gaps by configuring, customizing or changing your business processes.
For the communication of the ERP project, we first need a person who is familiar with all the organization’s fundamental procedures. A role called “Administrator” in NetSuite has access to all the ERP’s components. The system can be viewed in its entirety by the administrator. Everyone else will be given the permissions required for their function, as determined by the company in their point of view. Also, during the Implementation, we prefer the main roles from different departments for specific life cycle as mentioned below to join the meetings.
| NetSuite Cycle | Role |
| NetSuite Basics | Common to all users |
| Lead to Quote | Sales Team and Marketing Team |
| Procure to pay & Return to Debit | Procurement Team |
| Order to cash & Return to credit | Sales Team |
| Design to build | Item Master Planning team |
| Work orders | Finance Warehouse admin |
| Record to Report | Finance Team |
4.10 Training
Implementing a new system at a company is a big change for many employees. Many times, a new or upgraded solution will include new sections, tools, buttons and improved processes that will allow businesses to be more productive in the long run and reduce human error. However, because of all these changes and new processes, it is quite unlikely that all users (employees) will be on the same page when learning the new system on their own, which can prevent the company from seeing all the efficiencies the IT provider promised with the upgraded system. This is usually the moment where executives blame the software system and /or provider for not performing as originally planned. What many seem to forget is that software solutions can only show all of its benefits if used properly.
Therefore, investing in training will allow businesses to see the benefits that come with the implementation of a new IT system. Training before the system officially goes live at the company will give employees a chance to get acclimatized to any new processes and work out any problems with the system before it is implemented. This will also help with any resistance coming from employees who are hesitant to change. By teaching employees of the company’s various departments how to use the new system the way it was meant to be used, it will eliminate any doubts, misunderstandings, unnecessary errors and problems.
4.11 Timeline Recommendations
Normally the organization implementation will took a total of 90 working days(18 weeks, 1 week equals 5 working days)without factoring in any unforeseen issues emerging in between. The implementation time will be calculated by considering the actual list of requirements. It may vary according to the customizations that Leixir needs.
5. System Architecture
The figure below displays the standard NetSuite system architecture.
- A unified suite to manage customers, orders/invoicing. Procurement, and reporting.
- Eliminate manual bottlenecks by utilizing a single system integrated across various functions
- Built-in business intelligence with real-time dashboards, alerts and analytics
- Single source of truth for all master records and transactions – all maintained within NetSuite.
- Use exception based saved searches/reminders to drive business processes.
Other business process functionalities can be added based on the requirements.
6.Cost Schedules
6.1 Software Costs
Companies subscribe to NetSuite for an annual license fee. That license is made up of three main components: core platform, optional modules and number of users. Accounting, inventory management, and order management capabilities are included with the core NetSuite platform. NetSuite’s modular pricing design means customers pay only for what they need when they need it. As a business grows, it can easily activate new modules and add users — that’s a key upside of cloud software.
Because every module is different and delivers unique capabilities, license costs vary. There is also a one-time implementation fee for initial set up.
The standard implementation time will be 90 days, not including any customization or integrations. Advanced Manufacturing, fixed asset and work orders are only recommended if there are processes that must be handled in depth. If these extra modules are used, the price will rise in addition to the usual price. It can be identified only after further discoveries.
7. Queries
We have some questions after reading the RFI. Asserting that below Integrations
- We like to know how whether you have tax calculations in the entire process, If yes , how?
- According to the RFI, you require approximately 680 access points. The NetSuite price is determined by the number of users and the modules used. We recommend that you reduce the number of users and have minimal user access to the system with high security.
8. Conclusion
We appreciate that you contacted us in order to improve business management. As our assumption, Leixir Dental Group needs the following: –
- Suite success financial – Premium (But user count as per their requirement, may need 580 to 680)
- Light Manufacturing
- Fixed asset
- Learning portal
Only after a detail discovery session we will be able to finalize the exact modules required, a definite cost of subscription, and user count. Only if the firm needs those depths of functionality will the module need to be purchased. If not, we can automate the operations with some customization.
As per our understanding, we are submitting this approach note. We will require more information on the requirement to submit a full-fledged proposal