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21
Jun

ERP License and SaaS Cloud Subscription – Pros and Cons

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WHAT IS ENTERPRISE RESOURCE PLANNING (ERP)?

Enterprise resource planning (ERP) is one of the productivity-enhancing applications used by businesses. Every manufacturer needs ERP to automate their workflow by linking all departments and ensuring improved profits through operational productivity and cost control. When it comes to ERP in today’s world, you have a lot of choices – not just in terms of vendors and products, but also in terms of how the program will be approved and deployed.

One critical decision is whether to use cloud-hosted ERP or install the application on-premise on your own servers (or third party hosted servers). Each of these alternatives has its own set of advantages and disadvantages. Financial considerations, functionality, security concerns, personal preference, or a combination of these factors can influence your deployment decision.

WHAT IS THE DIFFERENCE BETWEEN CLOUD ERP vs ON-PREMISE ERP?

CLOUD ERP vs ON-PREMISE ERP

The primary distinction between these ERP solutions is the method of deployment. Cloud ERP bases on the cloud and is typically provided directly from the ERP publisher or its hosting partner (online host and typically accessed via a secure web browser or online login). Instead of installing ERP on your servers and machines, it will be hosted by the provider, and your business will access it through a mobile app, a web browser, or both.

In addition, the provider will be responsible for database and operating system license costs, as well as system maintenance for the entire platform, including servers and the ERP application itself. On-premise ERP, on the other hand, is installed directly on your organization’s hardware and internal computer network. In addition, management of the software and servers will be the responsibility of your in-house IT department or a contracted IT service provider.

Before we compare these two ERP deployment options, let’s take a look at some of their benefits and drawbacks.

Pros of SaaS Cloud ERP systems

1. Rapid Implementation:

Because of the location of cloud-based ERP, it can be implemented more quickly. Because the system is web-based and does not require human intervention, your company will not face the challenges of investing in new hardware or dealing with slow updates. Everything has been installed, and the initial configuration has been provided to streamline the process.

2. Increased Functionality:

Cloud-based ERP systems are typically updated automatically by the publisher, ensuring that you have access to the most recent updates as soon as they become commercially available. Having said that, some ERP publishers have some restrictions when it comes to cloud versions of their applications. You should inquire with ERP vendors about which features are not available in the cloud versus on-premise deployment (and vice-versa as some features may only be available in the cloud).

3. Reduced Infrastructure Costs:

By deploying the ERP system in the cloud, your company will not have to invest in any hardware for implementation, including not only expensive servers but Computers would also be necessary to access web applications, as most existing computers would be enough. Furthermore, because the database and operating systems are hosted and managed by the vendor as part of the cloud deployment, you can expect to save money on IT administration.

4. Improved Data Management:

Using a cloud ERP solution helps to improve data in a variety of ways. First, the data is always backed up, ensuring that you do not lose critical information. Second, the data is typically updated in real-time, implying that the data should be accurate and up to date for reporting. Thirdly, the sharing of data with external users such as ERP advisors, clients, sellers, and even remote employees is much easier.

SaaS Pros and Cons

Cons of SaaS Cloud ERP System

1. Security:

Because of the perceived lack of control over access, many people regard Cloud ERP deployments as less secure. This could be true if you have a world-class IT department that is knowledgeable about IT security. Having said that, today’s cloud-based business applications are frequently more secure than any locally hosted applications. Consider this: will your internal IT department provide a more secure system than a multi-billion-dollar organization like Microsoft or Amazon (or other large hosting providers)? Most likely not.

2. Limited Customization:

This is highly dependent on the ERP vendor and their cloud offering, but many cloud offerings have some customization limitations when compared to installed applications. Check with your ERP provider to see if there are any customization restrictions. To truly understand customization capabilities in the cloud and on-premise, you will need to delve deep.

3. Cost Increase:

This is a tricky one. Some people consider cloud applications to be more expensive, and they certainly appear to be so because the application costs for cloud applications are typically the same as purchasing a perpetual license for the software with maintenance and support for 30 to 36 months. Cloud ERP is typically less expensive in the first few years but more expensive in subsequent years. Companies that plan to use their ERP system for a decade or more may see some savings from an on-premise deployment, but you should conduct your own detailed analysis to determine how much (if any) you will save.

Pros of On-premise ERP systems

1. Controlled Implementation:

Your IT department is solely responsible for implementing an on-premise ERP system, and you will have more control over the process. This is rapidly changing and will differ between ERP vendors, so be sure to ask questions to find out if this is the case with the ERP application and provider you’re working with.

2. Customization and Integration Options:

In general, an on-premise ERP deployment gives you more customization and integration options. Again, this varies a lot from one ERP publisher to the next, and from one ERP product to the next. Furthermore, there is a strong movement and compelling reasons to avoid costly customizations that can code-lock you into your current version, making it difficult to upgrade to newer versions with new features, so carefully consider customizations that require source code modifications. Instead, focus on creating custom integrations that can withstand product updates.

3. Managed Security:

Because your IT department will have complete control of the system, issues like data breaches may not arise, and if they do, you’ll know the blame is entirely on your shoulders. Again, many cloud-based ERP platforms are more secure than self-hosted on-premise applications, but you feel less in control because you don’t see all of the work done behind the scenes by the ERP publisher and their hosting partner(s). It is critical to conduct extensive research to determine whether your internal team can actually provide a more secure platform than the ERP publisher. In the same cases, you could, but in most cases, it is unlikely.

Cons of On-premise ERP systems

1. Costly Implementation:

To deploy an ERP system on-site, you must invest in hardware, install and configure the operating system and database, and train your IT department on these platforms. In addition, unlike cloud applications, software must be installed and configured, which takes time (could be weeks or longer in some cases). Furthermore, the capital outlay for hardware servers and supporting technologies, as well as the establishment and training of an in-house IT department, should not be overlooked.

2. Data Security:

Unless your organization establishes proper data security protocols, your systems may experience data breaches regardless of the presence of the IT department. Data breaches can occur as a result of both external attacks and internal data breaches by your own employees when data is not locked down and security is not properly configured.

3. Delayed Updates:

With on-premise deployments, your company decides when to apply updates and when to migrate or move to new versions. This has both advantages and disadvantages.

4. Delayed Implementation:

The processes involved in deploying an on-premise ERP may jeopardize the organization’s goals or plans, particularly time-sensitive goals. On-premise implementations are almost always more time-consuming than cloud deployments. This can range from a few days to several weeks or months of additional work for on-premise implementations.

Considering factors before implementing the systems

1. Total Cost:

In the short term, the cost of implementing an ERP cloud is usually lower. We saw that a company could spend more on using the system. But all system maintenance costs are borne by the supplier. On-site ERP requires enormous hardware server capital spending. The IT staff, updates, training, and support will also cost continuously.

2. Project Time:

On-site ERP generally requires more time to acquire and complete the relevant infrastructure. However, ERP implementation on the Cloud is almost always faster, because the provider has all the infrastructure and the system is often pre-configured to save time on the deployment process.

3. Updates:

Usually, upgrades and upgrades are quicker with a cloud-based ERP. The upgrades will be automatic and will be handled by your supplier after business hours. On site ERP requires your partner’s presence in your office(s) that could lead to several hours of downtime. As for expansion, this can be done remotely on an ERP cloud system, but ERP on-site installation or additional hardware is necessary.

4. Features:

Cloud ERP systems are usually conceived to meet the needs of larger users and are limited to a specific environment. Often (but not always) – functional limitations – in the cloud compared with on-site things the app can simply not do. You need to understand the functional advantages and disadvantages of each deployment option. After all, if they do not apply to your industry or business needs you may not care for specific features.

5. Support:

Your IT department is usually responsible for providing vital support for the system and also for addressing all possible issues. But cloud-based solutions are remotely supported and the supplier deals with most of these problems.

6. Accessibility and performance:

Vendors usually need to find out during use with cloud ERP systems that offer high-quality support and service. Moreover, most cloud ERP platforms offer scalability which means more server power will be delivered during peak use so that your system will continue to process without a processing rate delay or depreciation. In contrast, because of restrictions on internal hardware and infrastructure, most host ERP systems cannot scale automatically.

Devanshi Sharma

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