Situation
JS Humidifiers plc has been operating since 1980 and is a leading humidification specialist supplying humidifier solutions to over eighty countries across the globe. Based in West Sussex on a 25,000ft2 site, JS Humidifiers supplies a wide range of products along with servicing, spare parts and installation.
Since 2000 JS has diversified its product range into four separate divisions.
JS Air Curtains, offering a comprehensive range of air curtains. The
Air and Water Centre, an e-commerce website selling a range of products for domestic and light commercial situations.
JS Air Conditioners, offering nationwide sales and installation of air conditioning equipment.
JS Actuators, offering a large range of digital and analogue actuators.
To carryout the every day business activities of all five divisions JS relied on five independent databases. A CRM management database, a service management database, an accounts, purchasing and invoicing
database, a general supplier information database and an MS Access-based warranty database. However, none of these databases integrated with one
another, causing the business to run inefficiently. The company encountered a large amount of movement between paper and people, a lack of common data between departments, inefficient communication, poor visibility into operations and staff had difficulties in producing quotes and invoices.
"Having five different databases meant a large amount of time was allocated to manual duplication and movement of paper. There was also a lack of visibility into operations, hindering overall decision making."
Rik Prowen, Operations Director for JS Humidifiers.
Rik continued, "We recognised the existing system was inefficient and began searching for a new integrated system that would speed up quotation and invoice production, reduce the paper chase, give visibility into operations and make management activities more efficient and straightforward."
Having recognised this need, JS Humidifiers began searching for a system that would overcome these inefficiencies.
"We saw Microsoft Dynamics NAV as providing an opportunity to integrate all our databases into one system that would speed up all our operations."
JS Humidifiers looked at three companies and after a thorough selection process QSSD was chosen to implement Microsoft Dynamics NAV.
"QSSD took time in listening to what JS is all about and presented a detailed cost and benefit analysis that made a strong impression on us."
"We felt that we could work with QSSD as we knew this would not only be a long term project but we'd need continuing support after Go Live. After visiting good reference sites, the choice was simple."
Implementation
JS devoted their time and resources to the project to ensure that Microsoft Dynamics NAV worked best for their operations and that the implementation process was as smooth as possible.
"We put a lot of time and resources into training our staff prior to "Go Live" to get staff buy-in and reduce culture shock."
The "Go Live" process took a long weekend and just three days support on site. On the fourth day, JS were up and running on their own.
"Preparation had paid off. We now have a system that is unique to our business operations and the transition between the old systems to the new has been smooth."
Support
Microsoft Dynamics NAV provides support to each department at JS including Accounts, Purchasing, Sales and Marketing, Service and Despatch/goods in.
An example of an area that Microsoft Dynamics NAV has provided support for is the enquiry process.
Previously, an enquiry would be put onto the CRM database which was followed up by the salesperson who would manually type up a quote and post it to the customer. He would then use Microsoft Outlook to prompt him to remember to chase the quote up. Once the customer placed the order the data was manually typed into the accounting database, which produced an order acknowledgement. A copy of this order would be taken to works and once the goods were ready for despatch an invoice would again be manually typed. Five copies of the invoice were taken, 1 for accounts, 1 posted to the customer, 1 filed in the customer record and 2 to despatch.
Microsoft Dynamics NAV now supports a much more efficient enquiry process. An enquiry is entered onto Microsoft Dynamics NAV, which produces a quote with little manual input. This is then scheduled as an opportunity which automatically prompts the sales engineer to make contact. Once the order
is received Microsoft Dynamics NAV converts the quote into an order, an acknowledgement is sent to the customer and a pick note is produced on the printer in despatch. Despatch then picks up the note and once the goods are ready for despatch the invoice is automatically printed and sent off.
The new enquiry process is much quicker and straightforward creating less movement of people and paper. The duplication of data being eliminated.
"The support that Microsoft Dynamics NAV has given to all the departments has allowed us to reduce the amount of labour required to carry on the same level of business."
Microsoft Dynamics NAV has also provided support to the Directors and staff by giving visibility to information on a greater scale. Data is now accessible quickly giving all staff the ability to make more informed decisions.
"As Directors we now have better access to see current management account information."
As well as Microsoft Dynamics NAV supporting JS, QSSD are also relied on for the long term support of the company.
"We rely heavily on QSSD for Microsoft Dynamics NAV support, problem solving, new formats, and trouble shooting."
Benefits
Since Microsoft Dynamics NAV was implemented JS has seen significant improvements, including;
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Better communication throughout the company
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Reduction in time dedicated to certain work tasks
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No manual duplication
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Greater visibility and access to data - encouraging staff to make more informed business decisions
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Reporting facilities that enable staff to analyze results of real time data
"Microsoft Dynamics NAV has become the hub around which the company revolves and we are looking forward to getting more out of it."
Future Developments
There are a number of future enhancements that JS are planning with QSSD. First is the use of Commerce Portal, a web interface software that links Microsoft Dynamics NAV with the company's e-commerce site, The Air and Water Centre. This will allow customers to view current stock levels and place orders on account. JS is also looking at interrogating reports in Microsoft Dynamics NAV further using Business Scorecard Manager.
JS also plan to look at solutions to make the installation process and service engineer's reporting more efficient.
"We have a strong relationship with QSSD and, as future enhancements are developed, we are able to rely on QSSD for support as the company's needs develop."
All quote references to: Rik Prowen, Operations Director for JS Humidifiers.
For further information on JS Humidifiers visit their website at
www.jshumidifiers.com.
