Businesses in varying industries make use of operational software, which ensures that their operations are running as smoothly as possible. Digital Platforms receives enquiries about several kinds of operational software daily, and have thus become masters at analysing clients’ needs.

“The main reason we have found for this is that sometimes the off-the-shelf or even enterprise solution software packages are not what our clients require,” explains the Production Manager at Digital Platforms, Pierre Steenkamp.

“These types of packages and solutions are expensive in the long run with heavy monthly fees. Other times we have seen that off-the-shelf software is way too bloated, offering the client 100’s of features that are not required for their specific request.”

“At Digital Platforms we like to sit down with our clients and learn their business inside and out. Our methodology requires us to learn as much as possible about the daily operations of the company. Once we understand the processes, company rules, and software requirements, we will sit down and map out the software,” he added.

Digital Platforms ensures that they understand clients’ needs for custom software, which can include any number of functions. They then look at what can go wrong, and map out the various types of workflows that exist within an organisation.

“Most of the time clients have no existing software or run on legacy systems, so we assist them with the planning and steps needed to create effective and efficient custom software for their company,” said Steenkamp.

During the development process, Digital Platforms may learn more about their client’s needs, and add functions as required, ensuring greater productivity and ease of process.

Digital Platforms can also integrate their custom built software with already existing software their clients may be using, as an example, Sage systems. “This means that if finance changes or adds values on Sage, we sync it back to our software and vice versa,” explained Steenkamp.

“Once we had the base software covered and all business rules taken into account, we start the data migration to the new platform. We use manual and API inputs, pulling data from Sage and various older systems that are deprecated.”

Digital Platforms designs their software to ensure future scalability, and allows functions to branch out into other modules like logistics management, stock taking, and exports.

“Custom systems do take a while to build,” says Steenkamp, “but it is necessary to put time into all the ins and outs before making this type of investment.”

There are common pitfalls that companies may face when requesting custom software, including using a company that does not have the necessary experience to plan and implement the needed software.

“It is not just about coding a platform, rather it is about understanding operational requirements, understanding the specific industry with its unique workflows, and then understanding the company’s own workflow and business rules,” stated Steenkamp.

“Once you understand the environment as a whole, then you can build a custom solution. Digital Platforms prides itself on being able to understand the industry and client’s needs.”

Digital Platforms implements each client’s software based on their current and future requirements and expansions. The involvement with clients ensures that their operational systems remain up-to-date and ready for expansion.

“If you are looking to go paperless or update existing, outdated software your company is using, feel free to schedule a coffee with the Digital Platforms team, and discuss whatever custom software your operation may need,” concluded Steenkamp.

Digital Platforms’ Implementation of Custom Software:

As with a recent client focusing on the Agri industry, we planned, implemented, and executed a custom software solution that took their business from years of paper-based order books and additional documents to an automated online solution.

The request we received was to take current order books and sales receipts and digitise them. In this case, the client buys and sells alfalfa, meaning that, because of their current paper system, they could move bales around, grade them, and resell all via paper, but the documentation gets so complicated that you can lose track of the entire orders, never mind the logistics behind it.

So, after sitting down with them for 2 days and learning the entire in and outer workings of the buying and selling of alfalfa, the grading process, the export aspect and logistics behind it as well as when and where weigh scales need to be used, we came up with a workable online software, built specifically for them and according to their business rules.

Some of the components we build are the following: Online-based client manager to add and edit all of their clients and suppliers. Within this system, we added the function to create and edit sales orders and purchases with various steps for sign-off by management. On the sales or purchase order, you are also able to select your product, grade, and moisture content.

The salesperson will complete this form and send it through for approval, once approved it will sync with the logistics department to arrange for delivery and pickup.

We then incorporated a separate desktop application that integrates with the weighbridge at their premises. This allowed u to generate weigh certificates as well as capture images of the trucks on the scale. We did this by tapping into their current CCTV system and by leveraging our software to take images of a truck every time it is on the scale.

All of these documents get attached as one packet to a sale or purchase order.

The system will then take these orders and convert them into invoices that are automatically sent to their clients. We also keep track of payments received and outstanding as well as approved and accepted quotes. This allows them to log in in the morning and know exactly what is going on.

During the development process, we also learned about remittance reports, so we added the functionality to our system to allow them to generate these reports when needed.

One unique function we included is the ability to create multiple sales and purchases from different suppliers and clients on one transaction document. Meaning that they can combine multiple transactions within one big transaction, making record-keeping a breeze and reports even easier.

The software also is fully integrated with Sage and it is backward compatible. This means that if finance ads a product on Sage, we sync it back to our software and vice versa.

Once we had the base software covered and all business rules taken into account, we started the data migration to the new platform. We used manual and API inputs, pulling data from Sage and various older systems that were deprecated.

We are proud to say that the software is running smoothly, cutting down on time creating and managing orders and purchases. Their system is the go-to place for all records, certificates, orders, etc.

The system was also designed for future scalability and to be able to branch out into other modules like logistics management, stock taking, and exports.