Purpose of iMAK 2.0 Software

The current version of iMAK ERP Software is running with all required functionality. However, there are few bugs, functional flaws, technical issues such as slow loading time, version compatibility, data redundancy etc. We aim to develop a new ERP from scratch for this purpose basically with an aim to resolving current bugs, flaws, issues as well as improving operational efficiency, enhancing decision-making processes, smartly using the latest technology like Artificial Intelligence and ensuring data accuracy.

In the process of ERP enhancement in addition to the current functionality, we propose to work on the following major objectives to fulfill our requirement:

• AI Generated Suggestion for Work Order Assignment

The AI-generated suggestion for work order assignment is a cutting-edge feature within the Enterprise Resource Planning (ERP) system that leverages artificial intelligence algorithms to intelligently recommend optimal assignments for tasks and projects related to work orders. This functionality is designed to enhance the efficiency of workforce management and streamline the overall work orders assignment process. 

The AI system will check the  data related to current assignments, technician availability, number of projects assigned, geo-location based proximity and other relevant parameters.

It learns patterns and associations from this data to develop a predictive model that understands the relationships between different variables.

The system continuously integrates real-time data from ongoing projects, considering factors like project progress, unexpected challenges, and resource availability.

This ensures that the AI model remains up-to-date and adapts to dynamic project requirements.

These recommendations are presented to users during the work order assignment phase, providing valuable insights for decision-making.

• Inventory Management Module

The Inventory Management Module is a critical component within the Enterprise Resource Planning (ERP) system designed to efficiently control, monitor, and optimize all aspects of inventory related to swimming pool and garden cleaning and maintenance projects. This module ensures that adequate stock levels are maintained, materials are readily available when needed, and inventory-related processes are streamlined for maximum efficiency.

The module starts by creating a comprehensive catalog that lists all the products, materials, and supplies required for swimming pool and garden maintenance projects. Each catalog entry includes details such as product descriptions, specifications, suppliers, and relevant pricing information.

The system maintains real-time tracking of inventory levels for each item in the catalog.
Users can easily view current stock levels, including quantities on hand, on order, and in transit, providing a clear and updated picture of the inventory status.

Users can create and manage purchase orders directly from the module, streamlining the procurement process. Purchase orders are linked to inventory levels, ensuring that the system updates stock quantities upon order fulfillment.

The Inventory Management Module plays a pivotal role in ensuring the projects have the right materials at the right time, minimizing disruptions, reducing carrying costs, and contributing to the overall efficiency of the organization's operations.

The current accounting and financial transactions are done through Zoho Books only. We shall add the finance module to our ERP system wherein the users will be able to carryout financial operations from the iMAK itself. 

This module focuses on the efficient management of payments, invoicing, and financial transactions, ensuring seamless synchronization with Zoho Books for accurate and up-to-date accounting records.

This includes Invoice Generation and Customization, Users can record and track various types of payments, including online payments, checks, and cash, Automated reminders can be set up to notify clients about upcoming or overdue payments etc.

Security features, including role-based access controls, ensure that sensitive financial data is accessible only to authorized personnel.

The data will be synchronized with Zoho Books in real time making it available on both the platforms concurrently.

• Reduce efforts and time

One of the important aims is to reduce efforts and time of the personnel in doing various tasks within the company and onsite.

We shall employ a user-centric design approach to ensure that the ERP system is intuitive and aligns with the user-friendly models. Create a unified dashboard that provides a quick overview of essential information, such as project status, pending tasks, and inventory levels.

The flow of data and work will be improved to ensure the work is done with minimum efforts and quickly.

We shall implement intelligent automation to handle routine and repetitive tasks automatically. For example, use AI-driven suggestions for work order assignment, automated invoice generation, and smart task scheduling to reduce manual input.

We shall implement quick action buttons and keyboard shortcuts to expedite common tasks. Allow users to perform actions with minimal clicks, reducing the time and effort required for data entry and navigation.

Ensuring a consistent user experience across all modules and functionalities will help us standardized design elements, terminology, and interactions to create a cohesive and predictable user interface.

• Feedback for Technicians - Customer Portal

This feature is required to create a valuable channel for communication, foster continuous improvement, and enhance overall customer satisfaction.

Design a clean and intuitive interface that allows customers to easily submit feedback without complications.

Create customizable feedback forms that cover various aspects of the service, including professionalism, punctuality, quality of work, and communication.

Implement a rating system (e.g., star ratings) to allow customers to provide a quick and visual indication of their satisfaction level.

Include an open-ended comment section for customers to provide specific comments or suggestions, allowing for more detailed feedback.

Integrate a feature that links feedback to specific projects or service appointments, helping technicians and managers understand context.

Enable real-time notifications to alert the management when new feedback is submitted, allowing for prompt response and improvement.

Periodically send automated surveys to customers after service completion, ensuring consistent feedback collection.

•  Support Ticketing System - Customer Portal

We shall implement an online Support Ticket System on the Customer Portal. Design an intuitive and easy-to-navigate interface for customers to submit and track their support tickets.

Customers can mark the priority to ensure quick and prompt response for high priority tickets. Allow customers to track the status of their support tickets in real-time, providing transparency into the resolution process.

Enable customers to attach relevant files, images, or screenshots to provide additional context for their support requests.

Integrate a Knowledge Base or FAQs to offer customers self-help resources and reduce the volume of support tickets for common issues.

Set up automated acknowledgment emails upon ticket submission, keeping customers informed about the receipt of their request.

Implement a notification system to alert customers when there are updates or changes to their support tickets.

Use data from support tickets to identify areas for agent training and development, improving overall customer service quality.

Conduct root cause analysis for common issues to identify systemic problems and generate insights to implement preventive measures.

• Data Restructuring & Ajax Based Data Loading for Faster Reports

Restructuring data and utilizing AJAX (Asynchronous JavaScript and XML) for data loading are effective strategies to enhance the speed and responsiveness of reports within an ERP system.

Evaluate the existing database schema and normalize it to reduce redundancy and improve data integrity.

Normalize tables to eliminate data duplication and create efficient relationships between entities.

Ensure that relevant columns used in queries are appropriately indexed. Indexing can significantly improve the speed of data retrieval operations.

Pre-calculate and store aggregated data to reduce the need for complex calculations during report generation. Use techniques like materialized views or summary tables to store aggregated results.

Enhance query performance by minimizing the amount of data that needs to be scanned.

Use AJAX to make asynchronous requests to the server for fetching data. Asynchronous requests allow other page elements to load independently, providing a smoother user experience.

Implement pagination for large datasets to load a subset of data initially and allow users to navigate through pages. Fetch additional data only when the user requests to view more records.

Optimize database queries to fetch only the required fields and records. This helps us minimize the data transferred between the server and the client.

Load essential and filtered data first and progressively load additional data as the user interacts with the report.

Choose front-end frameworks or libraries that are optimized for performance, ensuring efficient rendering and handling of data.

• Responsive Behavior for Mobile Devices

Ensuring a responsive design for mobile devices is essential to provide a seamless and user-friendly experience for stakeholders accessing the ERP system on smartphones and tablets.

Use a fluid grid layout that adjusts its components proportionally based on the screen size. This ensures that content is displayed appropriately on devices with varying screen dimensions.

Employ responsive images and media that can scale and adapt to different screen sizes. Use CSS properties like max-width: 100% to prevent images from overflowing their containers.

Implement CSS media queries to apply styles based on the characteristics of the device, such as screen width, height, and orientation. Define breakpoints to adjust the layout at specific screen sizes.

Utilize a mobile menu for navigation on smaller screens to save space and present a clean interface. Ensure that menu items are easily accessible and user-friendly.