Cloud System Integration

Challenge

SeCan is an industry leader in supplying certified seed to Canadian farmers. Although they serve more than 1,000 members engaged in seed production, processing and marketing, their computer systems were outdated and lacked the sophistication needed to allow them to share key information with their members in a timely and efficient manner. In addition, SeCan associates were challenged with databases which were not compatible with each other. To remain at the forefront of the industry, SeCan needed to take a giant technological step forward. That’s when they sought the expertise of 3DA.

Process

3DA took on the challenge of transitioning the current SeCan computer system and its many departmental databases into an advanced Web Portal. In order to understand the entire SeCan process, they conducted indepth interviews with industry experts... SeCan associates themselves. They identified the challenges for both internal and external users, determined each department’s needs and began mapping a solution.

SeCan’s computer system did not allow associates to share information within all of the organization’s departments. Each department relied on their individual database as an accurate information source. When client information needed updating, changes had to be input into each of the separate databases. In order to be more efficient, save time, frustration, and error, SeCan needed a central database which could be accessed by the entire company.

Charting Progress the 3DA Way!

The experts at 3DA started from square one—mapping out the issues. They created a flow chart of all the information needed for SeCan to operate more efficiently. They then identified the needs of each department, confidentiality of certain information, membership access to industry data and so forth. With the help of SeCan associates, they reviewed and analysed a series of procedures unique to each department. They disected each database and the many databases nested within. In doing so, they were able to eliminate redundancies, correct inconsistencies and ensure that all client information was accurate and appeared in one central file. Once 3DA followed the flow of information, they re-mapped it based on their results.

This was a lengthy and precise task but in the end, the flow of data allowed internal and external users to access pertinent information efficiently by moving with ease throughout the system.

By streamlining the storage management process, 3DA was able to merge several databases into a central data system built on 3 main components. They created a series of interfaces and used the Manage it Right information access system. The system was designed to allow specific departments to log in and access only the information they required. Other departments such as Accounting and Human Resources were provided with the capabilities to do deeper data mining.

By the end of the project, 3DA had successfully created a system with multiple modules:

Accounts Payable ; stores client records, account information and balances

Transactions & Inventory ; enables SeCan members to review inventory of seeds and trade among other members

Document Library ; provides detailed information about every crop and seed variety grown in Canada. Identifies owners of the genetic rights to a crop and all seed-related documents can be accessed through this module.

People Search ; enables sales associates to identify each member’s crop, location of the crop, acreage, sales, soil type, etc.It also enables the sales team to share information with other farmers and guide them in their purchases.

Report Builder ; this interface enables SeCan members to generate reports to show who grew what and where. It also helps with the entire seed production process and is a critical tool for SeCan associates.

Corporate Motion Inspector ; the mini shopping centre for products. Members can purchase signs for identifying their crops, purchase ads in magazines, buy shirts, banners and logos.

This Project Was Successful On Many Levels

For SeCan associates, this upgrade fosters greater collaboration between each department. An up-to-date system simplifies management tasks, and propels workers to new heights of productivity. One centralized computer system greatly reduces valuable time wasted by staff, resulting in improved productivity, less frustration and greater control. Once employees update a client’s file, the information is accurate throughout the entire company. The sales team can print information on demand which allows them to provide greater assistance to the farmers when they make their sales calls. This also empowers them without interrupting the daily activities of SeCan staff members.

For SeCan members, a state-of-the-art system allows them to be self-sufficient by providing them with direct access to their sales, purchases and account information. They can view account transactions from the past month or the past year.

For SeCan Management, being able to turn to 3DA for their system integration needs (rather than corporate giants like IBM or Microsoft) allowed them to reap the rewards of working with an industry leader with the same knowledge and capabilities of larger corporations, while saving a significant amount of money which could then be reinvested in the business.