Case Study - SAP Business One - JETKING INFOTRAIN

SAP Customer Success StoryHigher Education and Research

JETKING INFOTRAINLEADING EDUCATIONAL INSTITUTE STREAMLINES ADMINISTRATION PROCESSES WITH SAP

“We were impressed with the maturity

of SAP Business One as well as SAP’s

reputation for excellent customer

support and its significant presence

in India.”

Suresh G. Bharwani, Chairman and Managing Director, Jetking Infotrain Ltd.

SAP® Solution and ServicesSAP® Business One application

Implementation Highlights• Phased rollout across geographically

dispersed learning centers• Implementation in 5 months• Quickly accomplished customizations to

meet business needs

Why SAP• Complete enterprise resource planning

solution appropriate for requirements and size of company

• Maturity of SAP Business One application• Potential for rapid implementation• SAP reputation for excellent customer

support and significant presence in India

Benefi ts• Higher lead conversion rates with real-time

data access• Tighter control over budgets with detailed

insight into financial data• Improved communication between geo-

graphically dispersed business units• Increased staff productivity and efficiency

with automated processes• Enhanced visibility of student inquiries and

control over admission

Existing EnvironmentTally 9 accounting software

Company• Name: Jetking Infotrain Ltd.• Headquarters: Mumbai, India• Industry: Higher education and research• Products and services: Computer

hardware and network training• Revenue: US$31.5 million• Employees: 300• Web site: www.jetkinginfotrain.com• Implementation partner: CitiXsys

Technologies Limited

Challenges and Opportunities• Increase sales and enrollments with

instant access to leads• Eliminate time and costs for manually

tracking and administering student data• Improve information sharing between

geographically dispersed learning centers• Gain tighter control over financial data to

ensure on-time tuition payments

Objectives• Unify all student profiles and financial

information in one database• Enable real-time access to leads to

increase prospect conversion rates• Streamline tracking and reporting via

role-based access in all training centers• Provide consolidated financial reporting

QUICK FACTS

SAP delivered the ideal solution to help Jetking convert prospects into students and efficiently administer its education and finance programs for thousands of students across India. Using the SAP® Business One application, Jetking can now capitalize on leads more effective-ly, while real-time access to complete student and financial information com-bined with consolidated reporting has eliminated inefficient manual adminis-tration processes.

Growth Requires Greater Control over Data

Starting as a small electronics compa-ny in the late 1940s, Jetking has grown into India’s premier educational institu-tion for training in computer hardware and networks. Through its network of training centers, more than 200,000 professionals have been educated in subjects ranging from basic electronics and computer usage to advanced courses in wireless network administra-tion, firewalls, Linux, and more. An ISO 9000–certified company, Jetking has an impressive record of placing its stu-dents in major companies such as IBM, Hewlett-Packard, Reliance, Samsung, and Tata.

Administering Jetking’s far-flung net-work required extensive manual effort.

Regional centers captured data using tools such as Microsoft Excel, which served as the basis for gathering infor-mation about prospects, current stu-dents, class enrollments, tuition pay-ment plans, and schedules. These spreadsheets were then shared among the branches and with the Jetking head office in Mumbai.

“We lacked timely access to the infor-mation we needed, and it was often fragmented and incomplete, making it difficult for us to efficiently manage our learning and financial programs or com-municate with our regional centers,” says Devender Pal Gulati, assistant manager of accounts at Jetking’s re-gional office in Delhi. The extensive manual workload and lack of real-time data was particularly noticeable when following up on leads generated through the company’s Web site – Jetking counselors could not immedi-ately capitalize on the opportunity to convert prospects to students.

In addition, without consolidated report-ing, Jetking could not easily administer and track student progress or payment programs. Jetking needed much higher visibility into which courses each stu-dent was taking, which students were about to graduate, and how many tu-ition installments had been paid or not.

Often, duplicate records existed, requir-ing two to three reports to be generat-ed to gain a complete profile of each student.

Jetking decided to launch an initiative to create a real-time single access point to all organizational data. Gulati explains the company’s business goals: “We needed to manage a wide range of information, including leads gene-rated through the Web site, student profile data, courses, and tuition pay-ments. We were sure that a single source for information would enable us to gain better control over regional offices and training centers, our inqui-ries and admissions processes, and our student installment and fee plan.”

SAP Offers the Right ERP Solution for Jetking’s Needs

Jetking’s requirements called for an enterprise resource planning (ERP) solution that would unify all student and financial data and provide consolidated reporting. With this solution, the com-pany would gain a single point of ac-cess to all organizational data so that it could centrally manage student rela-tionships, finance, sales, and other processes.

However, while needing a broad range of ERP capabilities, Jetking did not want to engage in a massive or long-term implementation. Through re-search, Jetking identified SAP and its SAP Business One application as the best fit for its requirements and size. SAP Business One provides easy-to-use business management software specifically for small busi-

Jetking Infotrain Ltd. faced the challenge of growing its student en-rollment while efficiently managing a large, geographically dispersed organization with over 100 training centers, 300 employees, 2,500 associated faculty members, and more than 30,000 students at any point in time.

nesses. “We were impressed with the maturity of SAP Business One as well as SAP’s reputation for excellent cus-tomer support and its significant pres-ence in India,” Suresh G. Bharwani, chairman and managing director of Jetking, cites as the main reasons for selecting SAP. Jetking also recognized that SAP is a stable company with a strong continuous improvement pro-gram that delivers ongoing enhance-ments to its software.

SAP Business One enables companies to manage business functions across sales, distribution, and financials with a single integrated system that offers

a complete, real-time view of the busi-ness. The application provided many of the features that Jetking was looking for in an ERP solution. “We really ap-preciated the fact that SAP Business One is easy to customize. Combined with its reporting and drill-down capabil-ities, we knew it was the right choice for us,” Gulati says.

As part of its selection process, Jet-king chose CitiXsys Technologies Limit-ed, which is the largest services part-ner for SAP Business One globally. A gold-level SAP channel partner, CitiXsys provides planning, deploy-ment, customization, integration servic-es, and help desk support to SAP part-

ners and customers worldwide. In its engagements, CitiXsys works closely with SAP to implement SAP Business One.

The implementation at Jetking began with the regional office in New Delhi. As part of the deployment, SAP and CitiXsys worked with Jetking to quickly customize SAP Business One in order to capture leads from the Web site and manage student installment payments. The deployment was completed in just five months. The rollout continued across the regional centers in Calcutta, Bangalore, Secunderabad, and the head office in Mumbai. “The implemen-

tation went very smoothly, with strong engagement between the project team and the end users. Most notable was the professionalism of the project team, with documentation prepared for all phases,” Gulati says.

Greater Control, Higher Efficiency, and Happier Employees

The real-time data access and detailed reporting have yielded multiple bene-fits. Counselors can now track leads through SAP Business One and imme-diately follow up with prospects via e-mail and telephone. The data from all business units is fully integrated, lead-ing to greater transparency, efficiency,

“With SAP Business One, we have gained the ability to properly analyze

leads, and we are now in a position to identify future business as well as

know precisely how much revenue has to be received from our students.

This has enabled us to run our business more efficiently and capitalize

on revenue opportunities we once missed.”

and improved communication between staff members. Because all personal, class, and financial data can be gener-ated in a single report, reporting is more accurate and timely and elimi-nates the need to create multiple re-ports for each student. In addition, the reporting drill-down capability has given managers tighter control over budgets. “With SAP Business One, we have gained the ability to properly analyze leads, and we are now in a position to identify future business as well as know precisely how much revenue has to be received from our students. This has enabled us to run our business more efficiently and capitalize on reve-nue opportunities we once missed,” says Subhash Chander Gupta, manag-er of accounts in the Delhi regional office.

The reaction from the Jetking staff to the SAP Business One implementation has been nothing but positive. “Our employees are pleased that they now have a single window into the entire organization’s data, knowledge, and resources – with complete access and control. As a result, our manual work-load has come down drastically,” Gupta notes.

Since the implementation, SAP Busi-ness One has proved a valuable tool with which Jetking supports its particu-lar business needs, and the company is planning to deploy additional functional-ity in the future. “We consider SAP Business One to be a future-proof foundation that will help us continuous-ly improve Jetking’s operations,” concludes Gulati.

Subhash Chander Gupta, Manager of Accounts, Delhi Regional Office, Jetking Infotrain Ltd.

“Our employees are pleased that they now have a single window into the entire

organization’s data, knowledge, and resources – with complete access and

control. As a result, our manual workload has come down drastically.”

Subhash Chander Gupta, Manager of Accounts, Delhi Regional Office, Jetking Infotrain Ltd.

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50 092 824 (08/12) ©2008 by SAP AG. All rights reserved. SAP, R/3, xApps, xApp, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP Business ByDesign, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world.

Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Business Objects S.A. in the United States and in several other countries all over the world. Business Objects is an SAP company.

All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifi cations may vary.

These materials are subject to change without notice. These materials are provided by SAP AG and its a! liated companies (“SAP Group”) for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.