Kế hoạch tổng thể tăng cường ứng dụng công nghệ thông tin và thương mại điện tử nhằm nâng cao hiệu quả quản lý và kinh doanhe

The Board of Directors assigned a mission to your group to set up “the overall
plan to improve the application of information technology and electronic commerce
to enhance the efficiency of management and business”. The plan established on the
basis of study of at least 03 ERP solutions of the world's leading firms (or the specific
solution in the industry). Funding, personnel, time, and the target has been proposed
specifically from that.
INDEX
Page
1. Enterprise Introduction.

3

2. The reality IT, IS, e-commerce applications

4

a. The reality IT & IS applications

4

b. The reality of e-commerce applications

5

3. SWOT analysis (related to IT, IS, e-commerce).

5

4. Comparisons with competitors and business environment analysis.

8

a. Identify and assess your competition
b. Business environment analysis

8
11

5. Analysis of experience and the lessons to be learned.

11

6. Find out the solution for IT applications.

12

a. Analysis of the solution

13

b. Comparison between domestic and foreign ERP solution

14

7. The IT and e-commerce application strategy to 2013-2020

15

8. The goals

16

a. Overall goals

16

b. Specific goals

16

9. Plan of action

17

a. Deployment plan

17

b. Plans for the duration

19

c. The total investment costs

21

d. The elements ensuring success

21

THE CONCLUSION

23


REFERENCES

23

2


THE OVERALL PLAN TO IMPROVE THE APPLICATION OF
IT AND E-COMMERCE IN ORDER TO ENHANCE THE EFFICIENCY
OF MANAGEMENT AND BUSINESS
The development of science and technology are making increasing use of
technology in the operation of the business. This means asking about the quality of the
product, the information technology services (information technology) should also be
adequately advanced, applications must support more diverse, more fully the activities
of the business.

However, with the wealth of valuable resources on their customers, most
businesses do not care about how to manage and exploit the most effective. How to get
a comprehensive view of its customers? How to exploit the data warehouse has about
its customers to search more new customers and forecast or evaluate market trends?
How to assess the level of effectiveness of the Sales Department? … Lots of questions
left open affecting the sustainable development of enterprises.
The combination of information technology and management experience which
has allowed managers to optimize the operation processes as per standard management
system. A system with network, thus requiring the development people must have deep
huge vision, generalization is not only about information technology but also strategic

vision in management.

3


1.

Enterprise introduction
Company name:

VIPCO HALONG COMPANY LIMITED.

Trading name:

VIPCO HẠ LONG

VIPCO Ha Long Company Limited (formerly Branch of Waterway petroleum
Transportation Company I "VIETPETROCO") based in Halong city with industries to
provide marine services to ships. In 2006, VIPCO was founded with the model is a
subsidiary of independent subsidiary (directly belongs to the Vietnam Petroleum
Transport Joint Stock Company - VIPCO). Currently, VIPCO Halong concentrated in
two main business areas are marine fuel supply services (bunkering) and maritime
agency services. The total number of employees have 60 people in that office with 20
people including: the Director, Deputy Director, Business Department, Shipping
Agency Department, finance and accounting, General and 40 employees working on
05 bunkering barge,.
The vision
Become one of the leading service providers in Vietnam in the field of bunker
and is the hub of the ship agent for transport companies.
Mission

VIPCO Halong has the mission to build the brand through the fuel supply
services and the maritime agency services with professionalism, quality and highefficiency, eco-friendly environment.
Core Values
• Diligent and thoughtfulness in providing services.
• To provide the services in accordance with with international environmental
protection laws as well as in local.
•

Appreciate the time value of customers when planning services for ships.

Key to success
Based on the criteria always improve the quality of services and long-term
business history with good reputation makes the current success of VIPCO Halong.

4


Organizational model diagram
Board of
Directors

Chairman

Director

Deputy Director

Business
Dept.

2.

Shipping
Agency
Dept.

Financial
and
Accounting

General
Dept.

Barges
1. TH 01
2. TH 08
3. TH 09
4. TH 10
5. H 24

Status of applications of information technology, information systems,
electronic commerce (e-commerce) in the company
a. The status of applications of information technology, information systems
All staff working on the office of the company is equipped with low

configuration computer due to equipped in 2009. The company has built an intranet
with the server having the Exchange email system. The staff recruited to work at the
corporate offices are in informatics for office, Internet using skills, communication
proficiency in English, reading, listening, writing, pretty or more depending on the
position work (For example: Business and Shipping Agency Dept.).

Information technology applications, enterprise information system as follows:
• Informatics in office: MS Word, Excel, Exchange, digitized documents for
business, management and storage service...
5


• Information processing dealing with customers via email, Skype, Yahoo
Messenger.
• Data mining (via the internet): partners, customers, competitors, conferences,
journals, reference information, research materials, expertise, etc.
• Administration: statistics, data reporting, business operations management of
goods, import exists, the accounting profession, the fixed assets. The company
is currently using dedicated software PBM - Accounting Business
Administration petroleum by Petrolimex Informatics Center (now is informatics
and telecommunications Petrolimex JSC) deployment.
• There is also the mandatory application of the tax authorities, Customs, port
authorities (shipping procedures), Border Guard and other state authorities...
b. The reality of e-commerce applications
• So far the company posted the promotion of company information on some the
websites

as





;

;

;
;


• The company has registered the domain name ;
but not to build a website to promote the company's
image, services, products ... as well as not applying Infomation technology
strategy in implementing B2B e-commerce, eMarketing, customer relationship
management, supply chain management and human resources management...
• The company is in the development stage information Trade (i-Commerce).
• No person in charge of recruitment plans Infomation technology.
3.

SWOT analysis (related to information technology, information system, ecommerce).
SWOT analysis is one of the five steps of the business strategy of an enterprise.

To establish the development strategy of information technology, information systems,
e-commerce,businesses have analyzed the strengths, weaknesses, challenges, and
opportunities from which to build model suitable for the application of information
technology in inmanagement and business.
6


Strengths

Weaknesses

• Most of the officials and employees • Top management companies do not
of the company have qualified pretty

have

management

experience

or

evenly, responsible, dedicated and

experience inappropriate, understanding

passionate about the work. The

Information technology and English too

relevant skills, experienceare well-

little hospitality management formal

educated.

training, basically.

• Director broad has solid relationships • Restrictions on the relationships with
with

PETROLIMEX

Group

and

• The company lacks direction, no clear

partner companies.
• Capable of quick response sensitivity
for the job and market.
• Computer

system

foreign customers.
goals, no specific strategy in times of
crisis.

synchronized, • Professional skills of the Business

stable operation.

Manager are not high.
• The financial situation is difficult
because of the prolonged debt clients, or
inability to pay (due to the shipping
industry is going down, low rates ...).
• No officers are dedicated to the field of

information technology.
Challenge

Opportunities
• For

several

years

information • The

merger

and

restructuring

technology is one of the industry to

organizational

model

achieve the highest growth rate in the

generate more surplus labor.

companies

economy of Vietnam. . During the • Transport market is quiet; this difficult
past decade, the average growth rate

situation can last for a few years.

of the industry is 20 - 25%, in the • The

competition

of

professional

field of software growth of 30 - 35%.

brokerage companies in the same

During the current crisis, the demand

industry, even suppliers.

for applications in production and • Customers in countries not yet ready for
Information technology business is

the

technological

development

of
7


not affected, even more favorable by

cognitive psychological habit.

information technology is one of the • Rare bank or business that stands out as
effective measures to cut costs,

a financial guarantee of the seller and

improves efficiency of production and

buyer, to prevent risk in trading e-

business activities.

commerce.

• Promotional

information

on

the • Legal corridor is uncompleted, difficult

internet is widely popular. Demand

to implement.

for payment of the products or
services through the network are
growing.
• The company is approaching the
foreign clients therefore e-commerce
is also one of the factors that create
trust, convenience for the clients in
transactions and is a trend in the
integration period.
• The Government of Vietnam has
many incentive policies to promote
the development of e-commerce.

8


4.

Compare with other competitors and Business environment analysis.
a. Identify and reviews competition:
The Vietnam Ocean Shipping Agency (VOSA)
• VOSA is the oldest Maritime Agency (established in 1957) has much strength
in business lines with long experience in the market of transport and has the
support from senior state management organs in the field of marine affairs. As
the hub agent is known by many ship owners and have branches in most of the
ports.
• Their computer system is modern and just uses the email for transaction.

• Website of VOSA company:

9


Website with introduction of information, little update on the status of the market,
the deal may reasonable be some internal information.
Fratelli Cosulich Bunkers (HK) Ltd
• This is one of the big brokers in the industry for bunkering. The company
inherited the customer relationship from the parent company that is based
in Italy. The parent company is the family company was founded 150
years ago with a lot of experience and multidisciplinary activities in the
field of transport.
• There are branches in the U.S., Hong Kong, Singapore, India ... and
Vietnam.
• Internal IT system is rather good, in business applications such as
receiving orders, order processing ... at all branches.
• The company has no own Website but often promote on specialized sites,
including

;

;

...
• The Website of the company Fratelli Cosulich:

10

11


B12 Petroleum Company (B12).
• B12 is a very big company in the petroleum business on land with long
experience in the oil industry is the most supplier of the northern region
(B12 Company - founded in 1973).
• Abundant resources, the computer system is equipped and upgraded
regularly. The application of information technology to manage the
business, with PETROLIMEX- ERP and implementing by FPT Company.
• Has high competitive ability due to they can adjustable their sale price.
• Website: />
Website of B12 is updated regularly on the status of the market, business and
internal information.
12


b. Business environment analysis
Transport situation in the short term is difficult to forecast, with high risks.
In 2012, the international transport continues to have problems because of many
reasons. It is the European debt crisis has not ended; the signals have difficulty in
finding financial resources to get rid of the risk of recession, in addition to being
the heavy impact of the public debt crisis. The economy is still in a State of slow
growth (especially the slowdown of the Chinese economy)...
According to economic experts, in 2013 is actually a difficult year for the
global economy. Marine transport market continues to weaken, freight rates
continued to decline in the long periods. Oversupply situation of the world
market is still expected to extend through 2013.
Consequently, the current market situation greatly affected the revenue of
the company not to mention stiff competition from companies that have the same

field of activity.
5.

Analysis of experiences, lessons learned from other companies at home and
abroad.
So far the demand the application of information technology in business

operations, analysis, monitoring customer needs, receive orders, process orders ... is
essential.
-

Vietnam Petroleum Corporation (PETROLIMEX) system has been operating
successfully Petrolimex - ERP and implemented in most of the member
companies nationwide. The system helps corporate leaders understand the
situation of goods, market demand assessment ... thereby making the right
decisions and accuracy in business and management.

-

Adaptec Group improved production activities through e-commerce.When
buyers purchase requirements, the program will launch their new system and
send orders to suppliers. The process takes only a few minutes compared to 4-6
days as before. Annual savings of inventory costs up to $ 10 million, giving the
company the ability to change the technical standards easier, improve business
relations... (References - Information Systems Management - PGSM).

-

In addition, foreign bunkering broker firms have succeeded in the application of
information technology.

13


6.

Search the solution applications of information technology in the industry.
According to research conducted on a global scale, in addition to three common

solutions for large and medium companies are SAP, Oracle and Microsoft (the
segment I), is also the solution for small and medium companies (segment II): Baan,
Epicor, IFS, Infor, Lawson, Exact, Netsuite, Syspro, Sage and many other solutions.
The ERP brands are on the market today is the SAP, Oracle and Microsoft. More
than 70% of companies have deployed ERP segment I, while 23 percent chose the
solutions of the segment II.
The average time to implement an ERP project is from the 18 to 22 months. ERP
implementation costs depend largely on the elements: the solution, the level of
customization, deployment size, scope, complexity of production processes, and
implementing strategies. According to the survey, there is a significant difference
between SAP, Oracle (the largest cost) versus Microsoft and solutions in segment II
(minimal cost). The total cost of the average deployment of the ERP project is about
8.5 million USD (about 148 billion local); in which the difference between SAP,
Oracle and the solutions segment II up to 10 million dollars (about 175 billion local)
(see table below). The figures do not include the cost of deployed in multinational
organizations with large scale, estimates of the average deployment cost in these
organizations up to 34 million USD (about 595 billion).
Summary results study ERP solutions
SAP
Duration (months)

Oracle Microsoft Segment II

On
average

20

18.6

17.8

19.8

19.8

16.8

12.6

2.6

3.5

8.5

Satisfaction (%)

73.0

62.0

69.0

70.0

67.0

The level of risk (%)

50.0

56.9

57.7

61.8

54.0

The cost to deploy
(million US $)

14


a.

Analysis of the solutions
SAP-On July 30, 2008, SAP has become the supplier accounts for the

largest share (35% market share on the market of SALE). SAP has extended

development time – 20 minutes compared to other solutions. Spread in time to
deploy for each SAP project also great compared to all the other solutions (except
Microsoft). However, the cost and time to deploy the greatest degree of
satisfaction and the actual interest gained by using SAP solutions is biggest.
Oracle eBusiness Suite (EBS)-Oracle are holding 28% of market share of
ERP, stands 2nd after the SAP. The average deployment cost of Oracle's 12.6
million USD (about 220 billion). The average duration of the Oracle is 18.6
months, spread in time to deploy for the different project not many (stable).
Microsoft Dynamics-According to the research, Microsoft are 14% market
share of ERP, equivalent to the total market share of of Baan, Epicor, IFS, Infor,
Sage and solutions in segment II combined. The popularity of Microsoft related
software pricing fit small and medium companies. Total cost of ownership (TCO)
Microsoft's average is 2.6 million USD (about 45 billion dollars). The average
duration is 18 months for an the ERP project.
Solutions segment II
A study including the ERP solutions in segment II: Baan, Epicor, IFS, Infor,
Lawson, Exact, Netsuite, Sage, Syspro and other solutions. The total market
share of segment II is 22.7%. In that divided as follows: Infor (2.9%), Baan
(2.3%), Epicor (1.7%), IFS (1.7%) and Sage (1.3%). The average deployment
cost 3.46 million USD (approx. 10 billion) lower than SAP and Oracle but higher
than Microsoft. However, this cost is the huge difference, can vary from less than
0.1 million to 65 million, the result of the customized solution for each project.
The average duration of the segment II is shortest (18 months).
The domestic ERP solution (Vietnam - ERP)
Until the middle of 2006, the market had appeared the ERP solution. The
accounting software development and modifications should be friendly and easy
to use. But yet there are international standard operation procedure should start
not inherited is the advanced management experience, besides programming

15

technology is also essential to integrate with other systems when the need is very
difficult.
Price
This is the biggest advantage of the internal ERP system for the Vietnamese
market compared with foreign products. Manufactured in place should the
internal ERP implementation consultants typically is also the manufacturer of the
software business should only have to outlay costs only for a single partner for
both royalty and money advice and implementation of 2 this was also just a
fraction of the cost of buying foreign exchange solutions.
The Vietnamese accounting system
One of the strengths of the internal ERP solution is the process of
accounting processing on software are all easily comply with the accounting
system, according to the Vietnamese regime. The introduction of the circular, the
decision on the change of the accounting regime also influence to enterprises to
adopt foreign software when not supported in time.
Dynamic and easy to modify software
Because produced in Vietnam and are deployed by major manufacturers
should work actively to change the software in case of necessity of the internal
ERP solution proved superior to the external solution. Businesses and vendors
can easily unite when there are differences between the procedures are applied
and the process on the software and thus facilitate successful ERP projects.
Some typical ERP solution in domestic
FPT.Success Software Solutions
Fast Business ERP Software Solutions
Perfect ERP software Solution
EFFECT-ERP Software Solutions
AccNet ERP Software Solutions
b. Comparison between domestic and foreign ERP

Advantages and disadvantages with the Vietnam market
The price is the first block because of the extremely expensive foreign ERP
systems. In addition to the cost of advice, software deployment, enterprises have
to pay large royalties to foreign manufacturers more approximated, the ERP
16


amount equal to the amount for software development consultant. For mid-sized
enterprises in Vietnam, this cost can be up to several hundred thousand dollars.
The project has the lowest foreign ERP also is worth several tens of thousands of
dollars. Now the price may be the biggest hurdle for foreign ERP software in
Vietnam.
The difference in the accounting system and accounting system software
The ERP products always have a module is integrated accounting module.
The accounting modules often receive a lot of data from the other modules of the
ERP software and put the automated accounting. This automated accounting
Chief create incompatibilities with Vietnam accounting mode of ERP software.
The differences are also reflected in the account system of accounting, processing
and financial management accounting as the accounting mode taxes, regulations
on the transfer, distribution costs and defined business results...
Consultant cannot entirely proactive technology for ERP
The foreign deployment of ERP products have to have professionalism and
very high informatics. Unlike the ERP implementation consultants of foreign
firms is inability to proactively change the software in terms of the programming
platform of products.
7.

Application strategy of information technology and e-commerce to the 20132016, 2020.
-

The company will mobilize from many different sources of capital to
implement it applications in business operations effectively and cost savings.

-

The application, the falls IT effectively, develop their full potential, the
advantage to advance to the GREAT STRIDES development in order to
enhance the competitiveness of enterprises, the implementation of the
promotion, referral and search the market for the goods, products in social
international economic.

-

Scheduled to end in 2015 will renovated line, computer network companies for
all departments under uniform standards. IT training, e-commerce and foreign

-

language for the field staff involved.
Establish business strategy in line with the market situation, establish and
implement it strategy and technology-oriented business. Study, learn and
17


regularly updated information technology trends in the future to invest in the
right direction.

IPhone of year2020

Follow the principle: "Thinking Big - Start Small - Quick Action".

2017 - To fulfill the application of ERP systems and the application of new
technologies to serve company business and management.
8.

Goals
a. Overall goal:
-

Every step of the wide application of information technology in the
company activities to enhance the capacity, performance, management, fast,
convenient, save, more efficient.

-

Investing in information technology infrastructure, use the operating
management software, CRM, eMarketing ... improve operating capacity,
management and business.

b. Specific goal:
-

The investment to upgrade the company computer system. Expected the end
of 2015 will complete establishment new computer network system for all
departments according to unified standards. Recruiting qualified staff with
understanding of information technology and e-commerce.

-

Training in information technology and e-commerce for team leaders to
raise awareness about the role and the position of information technology in

the service of business, economic development, leadership training,

18


information system management information technology-oriented business
strategy and information technology.
-

Website construction, exploitation, promotion on various magazines and
specialized websites.

-

Invest to HR management System, CRM... to improve competitiveness.

-

Investing in technology, development and improvement of the quality of the
service, to maximize benefits, build competitive advantage, make a
difference.

9.

Plan of action
a. Deployment plan
ERP software needs to show all of the business cycle, which can manage
the resources of the company. The essential function of the resource planning
software companies including:
-

Sales management and customer relations

-

Financial and accounting management

-

Management of purchasing and supply management

-

Human resource management

-

Fixed asset management, physical facilities

Organizational project management, personnel deployment
Project Management Board expects 20 people includes the following parts:
the Board of the project, the project management group, main group, group
engineer, test group, representative of the user modules.
Process of ERP solution Selection
It is important for businesses to consider carefully before choosing a
solution suited to the peculiarities of business of the company. The cost for
deployment depends very much on the scale of business as well as job
requirements.
Step 1: determine the ERP implementation project goals
To determine the objectives of ERP projects, we usually start from practical

difficulties in managing the business of the company. The deficiencies of the
current management system will help the company identify the targets and
19


requirements needed for the ERP system. Besides, the objective of the project is
determined based on the overall business strategy of the company, including the
development strategy in the short term and the long term. ..
Step 2: determine the current state of the system
To determine the current state of management information systems, we
often reviews based on 4 basic elements: business processes, organizational
structure, systems, and business policies.
Depending on the case, the company can expand the survey organization;
evaluate the system's performance so far.
Step 3: Preparation of tender documents required
Based on the project's goals and current status details of the system are
determined in step 2 above, ERP project review group will hold discussions,
prepare tender dossiers. This profile includes 2 main contents:
- Listing, description of the business requirements.
- Listing, describes the technical requirements, the system.
Step 4: build the evaluation criteria
In addition to the criteria for the functional requirements, the criteria for
requesting phi functions such as budgeting, power suppliers and project schedule
was also considered. In parallel with the evaluation criteria are the weights
indicate the level of importance of each criterion.
Table of software evaluation criteria and evaluates suppliers is important to
the company is the ERP selection decisions impartially, fairly and promptly.
Step 5: perform reviews of the ERP system
After the tender dossiers are sent, usually several weeks after the provider
will file the table answered for requesting bids and tenders. ERP selection

evaluation team will conduct analysis, reviews and gave the answer of the
supplier based on the evaluation criteria from the table (as outlined in step 4).
Based on the results of this calculation, ERP evaluation team will pick out
from 3 to 5 ERP vendors to offer to perform software (demo). This is the chance
of exposure, direct questioning between the ERP Evaluation Group with ERP
providers in order to identify more clearly potential response of the ERP system

20


for the business requirements, technical specifications and other requirements
have been determined company.
Finally, the ERP Evaluation Group will form the comparative tables,
charting capabilities meet the requirements between the vendors together, from
which the ERP selection proposes matching.
Step 6: the proposal and decided to choose ERP
Based on the results in step 5, the ERP Evaluation Group will have text
presented the proposals, submitted to the Board of Directors to approve the poll.
To end the evaluation, selection of ERP and the opinion approved by the Board
of Directors, the ERP project evaluation team will embark on the preparation of
the agenda of the ERP project.
The points to keep in mind when applying the process
Meet the people that can work with them in the ERP deployment projects
and view the facilities of their work. Whether they have sufficient resources and
talent necessary for implementing ERP in company or not?
Besides, the selection of ERP needs to have the participation of the
individuals representing the room, Board and a member of the company.
The company can make the process reviews, ERP selection or independent
consulting firms hire outside assistance to implement this process.
b. Plans for the duration

The landmark is just assumed and depends on the requirements for the
progress of the owner as well as the capacity of the contractor.
Phase I
Expected deployment in 12 months
- Deploy server systems and network devices
- Deploy the modules software
 Sales management and customer relations
 Managing finance-accounting
 Management reporting system provides to leaders
Phase II
Expected deployment in 8 months with the following modules
 Human resource management
21


 Management of purchasing and supply management
 Fixed asset management, physical facilities
Deployment schedule
Projected deployment schedule of phase I as follows:
STT

The work

I

Deploy

I.1

Preparing the project, survey

I.2

Design analysis

I.3

Build and deploy the system

Month
2

4

6

8

In
10

12

2015

(hardware and software)
I.4

Operation

II

Warranty and support
Projected deployment schedule of phase II are as follows:

STT

The work

I

Deploy

I.1

Preparing the project, survey

I.2

Design analysis

I.3

Build and deploy the system

I.4

Operation

II

Warranty and support

Month
2

4

6

In
8

2016

The calculation of costs is based on the criteria as outlined above.

22


c. The total investment costs
On the basis of tenders of the provider, deploy ERP solution in Vietnam as
well as the actual reference cost of implementing ERP solutions for other
businesses and expected cost of ERP project implementation corresponding to
each stage of the company are as follows:
STT
A

The content
The total cost of implementing phase I

Value (USD)
107,000

1

The costs of purchasing hardware

40,000

2

The costs of purchasing software copyright

60,000

3

Hardware deployment costs

2,000

4

Cost of software deployment

5,000

B

The total cost of implementing phase II
1

The costs of purchasing software copyright

2

Cost of software deployment

43,000
40,000
3,000

C

Other costs

10,000

D

Prevention costs (A + B + C) * 10%

16,000

E

The total cost of the investment project
(A + B + C + D)

176,000

d. The elements ensuring success
-

The first element is the determination and direct observation of the highest
leadership of the company with a project related to the sensitive business
processes, requires much has changed even in how to think, how to manage
will definitely be more difficult.

-

Prepare enough resources. This is a system that the implementation requires
a high concentration of both human and financial. Moreover, while the other
projects are implemented within the company also requires resources.

-

Existing business processes will still be respected in the course of
implementation, however, requires changes in keeping with professional
systems. Consequently, the need to have preparation, have the necessary
compromise.
23


-

Timely settlement or in the deployment process. Good governance change,
especially change of thinking, professional thinking in both the Organization
and the individual.

-

The good coordination in the project group, among firms with consultants as
well as with units deployed.

-

The company's project team is qualified and experienced in terms of
application, software, system management and development, have
knowledge of financial management.

24


THE CONCLUSION
Understanding and proper application information technology will help
managers to have proper directions and decisions to achieve the desired results.

REFERENCES
1. Management Information Systems lecture 2. References - Information Systems Management 3.
4.
5.
6.
7.
8.
9.
10. Internal document of VIPCO HALONG

25