Spyder Active Sports manufactures high-end apparel for skiing and other outdoor sports. The company has experienced rapid and sustained growth and expects this trend to continue. In response to this challenge, Spyder reviewed its business operations and IT systems to identify the greatest constraints on future growth. Amadeus Consulting assisted with this assessment and identified two primary business challenges.
1. Sales Order Form Distribution and Order Processing
Twice per year Spyder produces multiple versions of a dozen product catalogs representing over 15,000 SKUs. Corresponding order forms are produced for several different currencies. The order forms were distributed via e-mail, completed in the field and e-mailed back to company headquarters. This process was inefficient and not scalable to manage the distribution and receipt of sales order forms for Spyder's international network of sales representatives and retail dealers.
2. Generation of Dealer Sales Order Forms and Integration with ERP System
Spyder's dealer order forms were manually created in Excel using raw data exported from the company's ERP system database. Completed order forms were manually transcribed by customer service representatives who spent many hours managing changes to orders and frequent updates to forms after initial distribution. This process was extremely inefficient and not a sustainable, scalable process for a rapidly growing company.
Dealer Extranet
Amadeus Consulting proposed a Dealer Extranet to manage the distribution and receipt of sales order forms. A phased roll out was planned to allow for gradual adoption by the diverse international user base. However, the new process was quickly embraced by most users, and additional applications for the system quickly emerged including digital asset management.
Primary system features include:
- The centralized, web-based system handles document distribution, tracking and digital asset management - no more e-mailing order forms as attachments
- Excel order forms are uploaded with selective access to appropriate versions based on the user's assigned user group
- Completed order form files are automatically renamed upon upload for version control and file management
- Order cycle deadlines are enforced by an automatic download access function with color-coded status
- An order confirmation e-mail is auto-generated with the order summary and sent to the user
- Order status reports are available by sales rep and retail outlet
- The system uses Secure HTTPS User Authentication, and passwords are encrypted as non-reversible hashes
- Forgotten passwords are reset by e-mailing link to a Web page with password reset
- Multi-level User Roles are defined and managed by the system administrator
- Received order files are checked for format errors and flagged if non-compliant
- Selective access to digital assets such as Sales Sample Kits and product images are based on user group
- Product Images are presented in Flash to prevent unauthorized copying and saving
- Audit trail tracking includes system activity by user account and IP address
- The system is integrated with the HBX Analytics website tracking solution.
Automated Generation of Dealer Sales Order Forms
Amadeus Consulting developed a custom Windows application for auto-generation of the Dealer Order Form. Each Excel order form is now created in a few seconds instead of many days. Primary system features include:
- The application is accessed via an Excel "Add-in" component on the Excel Tools menu
- The new forms are identical to the old forms and compliant with field data format requirements.
Integration with ERP System
The utility accepts text data files exported from multiple backend databases of Spyder's ERP system (JD Edwards/Peoplesoft) and pre-ordering manufacturing system. Confirmed orders are transferred and imported in to the ERP system
Amadeus Consulting completed both projects with immediate improvements in operational efficiency and cost reduction. The projects were completed on time and on budget within the project scope estimates. By using existing Amadeus .NET Core Components, testing time and change requests were minimized and total project time was less than two months.