data, data, data. - force.com
TRANSCRIPT
DATA, DATA, DATA. Why maintenance is important and how to get started
V2 | September 2018
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Why is maintaining your data so
important?
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WHY IS MAINTAINING YOUR DATA
SO IMPORTANT?
productivity
compliance
informed
decisions
helps identify business
opportunities
improves reputation
reduces risk
targeted business operations
increasing digitalisation
greater volumes of data being collected
“…working to collect the best
data possible can give you a significant advantage in improving profitability or
achieving your mission.” - Experian Data Quality
Imp
roves c
usto
mer
exp
eri
en
ce
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WHY IS MAINTAINING YOUR DATA
SO IMPORTANT?
Experian Data Quality conducted a survey to look at global trends in data
quality in 2017.
This chart provides a snapshot of their findings from their annual Global Data
Management Benchmark Report.
(Source: EDQ website)
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Data & Mortgage Brokers
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WHAT DATA DO YOU COLLECT
AND WHY?
Personal &
Contact
details
Details
of
employment
Financial position
(income, assets, liabilities,
expenses)
Applicants’
financial
requirements
Lender
information
(products, policies)
reasonable enquiry due diligence relationship-building
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I wonder what’s happening to that client?
I wonder if the client has done anything
about an Investment property?
Why won’t that client respond to
my email?
Would it be better if all their information was in
one place?
I’ve NEVER entered that information for the client!
I should let the client know where the application is at!
Who entered this information for the
client?!
I should send a message to the
client for Christmas!
I haven’t got time to read the
paper file…
When did I last speak
to the client?
I must remember to call that client! I should take
a look at that client’s file…
CAN YOU RELATE?
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Consequences:
what happens when you don’t
look after your data?
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THE COST OF
DATA NEGLIGENCE
“The challenges posed by improving data quality can be daunting and obscure the benefits and
possibilities that good-quality data enables, but the costs of doing nothing are high.
Gartner measures the average financial impact of poor data on businesses at $9.7 million per year. These costs, however, are not solely financial; businesses can see loss
of reputation, missed opportunities and higher-risk decision making as a result of low confidence in
data.”
(Forbes Insights, 2017)
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THE COST OF
DATA NEGLIGENCE
2005 – Poor information management caused Rio Tinto to fail to renew its lease over
some mining tenements in WA
= $300m in assets at risk*
2011 – GS1 Australia calculated that over the next
five years, Australian grocery retailers and
suppliers would experience $350m in profit
erosion and $675m in lost sales due to
bad data**
reduced efficiency
poor decisions & outcomes
missed opportunities
lower quality insights
increased exposure to risk
*Source: The Advertiser, 2016
**Source: GS1 Australia, 2011
mediocre customer service
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Getting Started with Data
Maintenance
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WHERE & HOW DO I START?
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WHERE & HOW DO I START?
LOCATE PRIORITISE CLEANSE
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WHERE & HOW DO I START?
LOCATE PRIORITISE CLEANSE
Where do you record information and why?
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WHERE & HOW DO I START?
LOCATE PRIORITISE CLEANSE
What information do you currently have that you need to
keep? Is it fit for purpose? Who uses the data?
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WHERE & HOW DO I START?
Podium is committed to being the number one broker platform
WHERE & HOW DO I START?
LOCATE PRIORITISE CLEANSE
What needs to go or be relocated? What needs to be updated?
Who’s responsible for cleansing the data?
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Data Cleansing Supplies:
Reports, Dashboards, & An
Import Wizard
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SCENARIOS
A. You want to check that your clients with birthdays coming up this month have
updated mobile phone numbers in the database because you’ve recently
started a birthday SMS campaign. Use the Advantedge Standard Broker
Dashboard, a standard report and the Data Import Wizard to update your CRM. (See next slides for Standard Report and Dashboard examples)
B. You noted down lead details on post-its whilst on a ‘Digital Detox Retreat’ last week. You were unable to record information in your CRM due to recent
internet connection issues – so you opted for a spreadsheet instead before
shredding the post-its. Now that you can access your CRM again, use the
Data Import Wizard to add new leads to your database.
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DATA CLEANSE WITH REPORTS
This report is included in the Advantedge Standard Broker Report suite.
Export this report in Excel spreadsheet
format to update any empty fields in the the ‘Person Client: Mobile’ column; before
importing the updated version back into CRM
via Data Import Wizard!
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OR YOUR DASHBOARD
The ‘This Month’s Birthdays’ dashboard object is readily available in the Advantedge Standard Broker Dashboard. It is a high level summary of the report on the previous page!
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Here’s a glimpse of what comes up on the Podium Knowledge YouTube channel when you search Reports (this is just the start of the list!)
MORE ON R &D (REPORTS & DASHBOARDS)
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…And here’s what you’ll find by searching for ‘Dashboards:
MORE ON R &D (REPORTS & DASHBOARDS)
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If you prefer to read, the following resources are available in the Podium Guides folder in
the Podium Library:
• Advantedge Standard Broker Reports Guide
• How to Generate an Application Pipeline Report
• Opening Application Pipeline Report in Dashboards
• Commission Data Reports Guide (note that you need to have Commissions Data into
CRM turned on to access these reports)
MORE ON R &D (REPORTS & DASHBOARDS)
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THE (DATA IMPORT) WIZARD!!!
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1. EXPORT your report [if updating existing records]
2. UPDATE data on your spreadsheet and convert into a
CSV file
3. IMPORT into CRM
HOW IT WORKS:
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BEFORE YOU START…
Note: Match your client spreadsheet/CSV file column headings to the Account fields only
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BEFORE YOU START…
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ADDING NEW RECORDS
Select either ‘Person Accounts’ to import multiple new Clients or ‘Leads’ for new Leads
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UPDATE EXISTING RECORDS
Note: import updated client details as Person Accounts and not as Clients and Contacts to ensure complete data transfer. Podium CRM has been customised such that data needs to be imported into Person Accounts. You’ll have difficulty importing mapping details if you don’t select this option!
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UPDATE EXISTING RECORDS
The previous slide highlighted an option to ‘Match
Account by Salesforce.com ID’. It is best practice to
match data that you’re ‘returning’ to CRM – in other
words, existing records that you’ve just updated –
by this field.
This eliminates incorrect data import, especially when
you’re updating and importing updates for multiple
clients and/or leads who have identical names (e.g.
your database might have two John Smiths).
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Before exporting reports to update existing client and lead records make sure to customise the report to include a Client or Lead ID. (You’ll then need to map this to the Salesforce.com ID when importing)
UPDATE EXISTING RECORDS
Shown: Standard Report ‘Clients with Email Addresses’ being customised in report builder to include Client ID’
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MAPPING FIELDS WHEN
IMPORTING DATA
This is a screenshot of the second screen that appears when using the Data Import Wizard, after you have uploaded your CSV file. Notice that the ‘Client ID’ heading in the spreadsheet is marked as ‘Unmapped.’ Map this to your existing client’s Salesforce.com ID by: 1. typing “Salesforce.com ID”
in the Select field text box 2. Clicking “Map”
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WANT MORE DEMOS?
Click me to learn how
to import new
records into CRM on
Podium Knowledge
Click me to learn how to
update existing
records in CRM on
Podium Knowledge
Click me to learn
more about Data
Management on
Podium Knowledge
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Frequently Asked Questions
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FREQUENTLY ASKED QUESTIONS
Is there a recording of this webinar available?
A recording of this webinar is available on the Podium Knowledge YouTube channel.
I need more information on Reports and Dashboards. What resources are available?
Written Quick Reference Guides and report descriptions are available in the Podium Guides folder of the Library, which can be found in
the Training section. Video tutorials are also available on our Podium Knowledge YouTube channel. PLAN and CHOICE users: access the Training section by hovering your cursor over the Library tab and navigating to the ‘Training’ option in
the list. FAST users: access the Training section by hovering your cursor over the Library tab and navigating to the ‘Other’ option in the list. This will
take you to the ‘Training’ subsection.
Podium is committed to being the number one broker platform
FREQUENTLY ASKED QUESTIONS
I need more information on using the Data Import Wizard. What resources are available?
Video tutorials are available on the Podium Knowledge YouTube channel. A written reference guide is also currently being created and
will be published in the Podium Guides folder in the Library – keep an eye out for updates.
When updating mobile phone details in Microsoft Excel, I’ve noticed that ‘0’ in front of the contact number disappears. How can I
stop this from happening and make sure I’m importing accurate data into my CRM?
To stop Microsoft Excel deleting the ‘0’ in front of a mobile phone number:
1. Highlight the column where you’ll be entering in details.
2. Right click the highlighted column and select ‘Format Cells.’ 3. Navigate to the ‘Number’ tab and under the category heading, select ‘Custom.’
4. Under the ‘Type’ heading, enter ten zeros into the text field (this is equivalent to the total digits that make up a mobile number).
Is there a complete list of CRM fields that I can use to rename columns in my data import file?
Yes. Lists can be accessed by clicking on the ‘View a list of Salesforce data fields’ link in the ‘Before you Start’ image on the initial Data
Import Wizard page (see Slide 30 for a screenshots). Due to the customised structure of Podium CRM, you must make sure that any of your data import files relating to Clients map to the list of Account data fields (and not Contacts).
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FREQUENTLY ASKED QUESTIONS
Why won’t the Data Import Wizard allow me to upload my Excel data import file?
The Data Import Wizard finds it quicker to read CSV versions of files being used for import. Make sure to save your data import file as a
CSV prior to uploading it.
What if I have more data to import than the Wizard is capable of transferring into CRM?
The Data Import Wizard is a useful tool for uploading basic client and lead details for up to 50,000 individual records.
Where that data you want to import exceeds this figure, and/or you have application records to import, and/or you wish to import your
clients’ financial position details, please contact our Business Platforms team ([email protected]) for assistance.
How long does it take to complete a Data Import?
The time it takes to complete a data import using the Data Import Wizard will vary based on the volume of data you’re importing. Imports
are generally not immediate and can take up to several minutes.