homebuilder front

Pivotal CRM | Solution Sheet

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Pivotal homebuilder Front office– enterpriseone integration Benefits

Tight Integration - • share data seamlessly and streamline processes with tightly integrated applications

Productivity - • improve efficiency and prevent errors by synchronizing key information between the front and back office

Ease of Use - • benefit from a single point of data entry; automate processes to simplify and coordinate your maintenance of communities, inventory home and lot availability, sales and construction stages, and plan, elevation, and option assignments

Flexibility and Scalability - • leverage a standards-based solution to reduce the cost and complexity of integration

Feature/Function highlightsGeographic structures such as divisions, •communities, and phases are maintained in EnterpriseOne and integrated with Pivotal CRM

Existing EnterpriseOne address-book •contacts are integrated with Pivotal CRM; new buyers, co-owners, lenders, and realtors are passed back to the EnterpriseOne address book

The EnterpriseOne product library—•including plans, elevations, options, and lot inventory—is maintained in EnterpriseOne and integrated with Pivotal CRM

The complete options list, including option •packages and wildcards, is brought into Pivotal CRM for option selection.

Buyer-selected options, contracts, •addendums, and changes are brought back into EnterpriseOne

Pivotal CRM tracks the history and •relationships between homebuyers, realtors, lots, contracts, and options for the life of the customer—and the home

the Pivotal CRM team offers business-integration solutions and implementation services, reducing the cost and complexity traditionally associated with integration to oracle JD edwards enterpriseone hMs. With Pivotal CRM solutions, homebuilders can deploy best-in-class applications in the back and front office, and optimize their cross-application business processes—quickly and effectively.

Homebuilders benefit from a cost-effective, seamlessly integrated front-office-to-back-office solution

Pivotal CRM Homebuilder Front Office Integration with Oracle JD Edwards EnterpriseOne HMS

Homebuilders have invested heavily in their EnterpriseOne Homebuilder Management System to increase business-process efficiency. But these investments yield maximum value only when they are integrated with a flexible, robust Customer Relationship Management (CRM) system, providing a crystal-clear, 360-degree view of the homebuyer that can be used to make informed business decisions, improve efficiencies, add value to every customer touch, and improve the overall homebuyer experience. As the marketplace becomes more competitive and homebuyers become more discriminating, homebuilders that embrace a customer-for-life philosophy can optimize their processes to present a unified face to prospects, homebuyers, and homeowners, who demand a consistent, personalized experience across all departments.

The Pivotal CRM team has partnered with Pervasive Software to rapidly connect EnterpriseOne and Pivotal Homebuilder Front Office, reducing the time, cost, and risk associated with enterprise application integration. This partnership gives homebuilders the best of both worlds: EnterpriseOne, a stable, proven back-office homebuilder management system, and Pivotal Homebuilder Front Office, a flexible, enterprise-wide marketing, sales, and customer care solution that tightly integrates processes across functional departments and geographic markets. No single vendor can provide this today. Most homebuilders choose EnterpriseOne and Pivotal CRM independently because they find each to be the best product to meet their business needs. Now Pivotal CRM efficiently links these critical information systems together to build customers for life.

The Pivotal CRM team has also partnered with Pervasive Software to deliver comprehensive integration services and a cost-effective integration solution for homebuilders. Leveraging the combined

expertise of the Pivotal Professional Services team and Pervasive integration specialists, homebuilders benefit from unrivaled, world-class EnterpriseOne and Pivotal CRM integration expertise. This expertise can assist homebuilders in integrating other functional areas, such as scheduling or home mortgage operations. Pivotal CRM delivers industry best practices, a proven methodology for implementation, preconfigured integration framework templates, and easy-to-use middleware technology to enable homebuilders to deploy a comprehensive integrated enterprise that includes a complete, flexible Homebuilder Front Office CRM system fully integrated with an EnterpriseOne back office, at a low total cost of ownership.

Fully integrated Applications Designed to meet the needs of high-production homebuilders, integration between Pivotal Homebuilder Front Office and Oracle JD Edwards EnterpriseOne offers support for the entire homebuyer lifecycle. With this solution, complete end-to-end front-office and back-office integration improves data flow and management access to shared data. Integrated processes cut manual steps, redundant data entry, and multiple user interfaces, dramatically improving efficiencies.

Any time information is maintained in more than one location, data synchronization problems can occur, and the administrator needs to ensure that each system maintains the same version of common data. For most companies, this means manually entering the same data in both locations. With fully integrated applications, however, Pivotal Homebuilder Front Office and EnterpriseOne can coexist and work together by transferring data bi-directionally between the two systems, dramatically reducing the risk of lost data and lost opportunities.


The transfer of data is typically done in a batch mode, with information visible in both systems upon completion of the batch transfer—completely eliminating the need to log and make updates in both applications, and mitigating costly data errors. Scheduling of the data synchronization is controlled by the homebuilder and can be automatically executed as frequently as desired, from every few minutes to hourly or daily. Integrated data is then immediately available to front-office and back-office users online, and is automatically

synchronized with disconnected mobile users.

Reflect Geographic Data in Pivotal homebuilder Front office Construction planning forms the basis of what products are available for sale at any given time. All of that critical information is entered and stored in EnterpriseOne HMS, available to the back-office on demand, but virtually out of sight to the people who want it most: the sales team. Sharing information and updates from EnterpriseOne with Pivotal Homebuilder Front Office allows sales representatives to access every available release, lot, and inventory home within each region, division, and neighborhood that they are permitted to sell. Their jobs are made that much easier—they

always know exactly which lots and homes are available for sale and their current phase in the construction process.

Through this integration, homebuilders eliminate otherwise-daunting duplicate data entry in their CRM system. More importantly, it allows them to segment and assign sales teams and specific representatives to sales releases. When it is time to start selling, every release is optimally staffed, so sales associates can sell better, sell more, and sell faster.

Make options for each Construction Phase Available in the Front office Administrators set up available options for each neighborhood in the backend. With integration between Pivotal CRM and EnterpriseOne, these can be pushed live to the front office, so that the assignment of options to releases in each construction phase is accurately reflected in Pivotal CRM. This capability helps sales representatives work with customers to accurately build and select optimal preferences on the spot. After a contract has been signed, buyer-selected options are brought back into EnterpriseOne.


Once a community is set up in EnterpriseOne and pulled into Pivotal CRM, all related data, including pricing, is available in the Pivotal CRM system. Only lots with a release date in EnterpriseOne will be made available to the front-office. As the release progresses, subsequent changes to the price in EnterpriseOne are reflected in the Pivotal CRM system. Pivotal CRM supports the wildcarding option feature in EnterpriseOne, allowing for a minimum amount of data transformation to the CRM system. Accordingly, administrators only need to specify options once to make them available or wildcarded for all elevations, plans, and releases in each neighborhood. This integration leads to increased productivity and lower costs.

Make inventory homes Available in Pivotal homebuilder Front office Once geographic data and the option catalog are pulled into Pivotal CRM, the sales team can easily access the status and details of homesite inventory homes. The sales team can quickly identify and look up pre-planned inventory homes, and inventory homes that have been sold once but are again available for sale. With complete access to product plans/elevations for lots, sales representatives can look up divisions and see which plans are assigned to a neighborhood and which lots are available for sale, speeding up the sales cycle.

When sales representatives are with customers, they can use Pivotal Homebuilder Front Office to look up plans/elevations that are assigned to lots in EnterpriseOne. They can also look up the status of lots. The Pivotal CRM application facilitates the management of inventory homes by automatically handling the listing of an inventory home and its configuration when a contract is cancelled and the construction has already begun.

send Contact and Contract Details to enterpriseone Once a contract is signed, the execution of the contract can be set in motion. Unique buyer information is transferred from Pivotal CRM directly to EnterpriseOne, kick-starting the construction process and instantly providing needed information for accurate billing, releasing of purchase orders, setting up building schedules, and assigning work to subcontractors. Through this integration, homebuilders eliminate the need to re-enter information, which reduces errors and administrative costs.

As customers select new options or put the finishing touches on their plans, the systems are automatically updated to reflect the changes.

Contract details are sent from Pivotal Homebuilder Front Office to EnterpriseOne only after a homesite has been sold; all quotes remain in Pivotal CRM. Cancellations, transfers, and updates to contract details—such as the realtor, lenders,

adjustments, deposits, and contingencies—are all reflected in EnterpriseOne, for consistency across the business.

Maintain a shared Address Book Break down silos with a single system of detailed contact records. Key demographic data on customers and their relationships with lenders or brokers can be shared throughout the company—in both the back and front office. Bi-directional capabilities streamline data entry and ensure information entered in EnterpriseOne or Pivotal CRM is always in synch and up to date. Back-office personnel have everything they need to get the home built and financed, and front-office staff can easily access customer information to personalize follow-up, conduct marketing, and ultimately help find the right home for their customers.

The Integration Solution The Pivotal CRM and Pervasive teams provide a platform for integration that controls the most expensive and unpredictable portion of any integration project: the cost of development. Integration projects often start small but grow quickly as the need arises for custom coding and development to tackle the wide variety of situations an integration team often encounters during the course of a project.

A preconfigured solution provides a solid footing for a reliable, adaptable integration and also takes as much account as possible of customers’ specific requirements. The pre-packaged integration solution between Pivotal CRM and EnterpriseOne includes:

Integration processes built using the Pervasive •Development Studio, running on the Pervasive Business Integrator

Customizations to Pivotal Homebuilder Front Office •required to integrate with EnterpriseOne

Configuration of forms and set-up processes•

The run-time environment and data repositories required to •support the integration

Documentation•

Professional services expertise from both the Pivotal CRM •and Pervasive teams, executing a proven integration methodology

Ongoing support•

Accelerated integration Methodology The Pivotal CRM team believes customers should spend time focused on their business, not on the business of technology. We understand the importance of leveraging data in EnterpriseOne from Pivotal Homebuilder Front Office, and vice versa. We have partnered with Pervasive Software to employ an in-depth and flexible implementation methodology, “PRIMe,” that powers the successful implementation of data-infrastructure projects and speeds customer achievement of value. The key to an on-time, on-budget implementation is


understanding what needs to be done and using professional, experienced project management and integration specialists to keep the project team focused on the goal: improving your business with tools that fit and optimize your processes.

PRIMe is a three-phase methodology consisting of the following:

Discovery Phase:1. this phase is dedicated to understanding the customer’s requirements and defining the project objectives, with the goal of producing a project plan and proposal.

Implementation Phase:2. Pervasive Professional Services team members assigned to the project review the approved design documents. Details are documented and clarified by working with the customer to resolve unknowns and mitigate risks. As milestones are reached or scope changes are identified, they are reviewed with the customer.

Acceptance Phase:3. the acceptance phase consists of three steps, which ensure that the project deliverables

have been completed, that the customer can receive world-class support, and that new best practices identified are implemented. Details of the scope of documentation, knowledge transfer, and production rollout will be defined explicitly in the initial proposal.

Each of the PRIMe steps may include one or more substeps based on your needs. These are the components that make PRIMe flexible enough to scale to many different types and sizes of data infrastructure projects.

PRIMe, combined with best practices in CRM and integration to EnterpriseOne, forms the basis for data-integration excellence. Not only will homebuilders benefit from a complete and scalable integration solution, they will also benefit from a proven methodology. Customers have found that by incorporating learning and best practices from initial projects, later projects are done more quickly, and more work can be reused. This produces faster time-to-benefit from application integration by minimizing learning curves within the organization. The complete solution of technology and

i. Discovery Phase ii. implementation Phase iii. Acceptance Phase

Key Activities:

Pre-project Assessment/Discovery

Detailed Requirements Workshop•

Proposal/Project Plan Development•

Customer Review and Acceptance•

Key Activities:

Detailed Design Workshops•

Integration, Mappings, and UI•

Specifications Development•

Technical Implementation •Documentation Development

Migration, Functional, and Technical •Design

Design Review•

Integration Configuration and •Development

Data Migration of EnterpriseOne •Records - Cutover Requirements and Strategy - Data Mapping Validation - Data Scrub and Population of Pivotal CRM

User Profile Setup •- Security Profiles - Validation - Employee Record Setup

Integration Functional and Performance •Testing

UI Testing•

Key Activities:

Client/User Acceptance Testing•

Conference Room Pilot•

Training and Education (optional)•

Integration Rollout•

Post-Project Review•

Deliverables:

Legal Documentation•

Project Plan and Proposal•

Deliverables:

Specification of Operational Design and •Customer Environment

Business Process Flow Diagram•

Documentation of Functional•

Requirements, Mappings, and UI •Specifications

Milestone Deliverables and Reviews•

Change Requests•

Testing Results Report•

Deliverables:

Support Documentation•

Project Overview (De-brief ) Session•

Documentation of Best Practices,•

Suggested Process Improvements, and •Other Intellectual Property

take the Pivotal step with Pivotal CRM for homebuilders & Real estateTo learn more about how Pivotal CRM for Homebuilders & Real Estate can help your organization increase efficiencies and improve client service, call us today at +1 877-PIVOTAL (+1 877-748-6825) or visit us at http://www.pivotal.com/homebuilders.Copyright © CDC Software 2007. All rights reserved. The CDC Software logo and Pivotal CRM logo are registered trademarks and/or trademarks of CDC Software.

methodology can help you move from current state to desired state smoothly, while helping you become self-sufficient for future initiatives.

About Pivotal CRM for homebuilders & Real estate Tailored specifically for the high-production homebuilders industry, Pivotal Homebuilder Front Office is designed to handle the complete marketing automation, lead management, sales automation, and customer care cycles of volume homebuilders—from the first point of interest through the complete sales cycle to the handling of service and warranty requests years after a home is purchased. Built on an enterprise-class, Microsoft-based platform, Pivotal Homebuilder Front Office offers industry-specific functionality, while still providing the flexibility to support each homebuilder’s unique business processes and operations. For more information, please visit pivotal.com/homebuilders.

About Pervasive software Pervasive Software is a global value leader in data infrastructure software. The company’s award winning products enable customers to manage, integrate, analyze, and secure their critical data, providing the industry’s best combination of performance, reliability and cost. Pervasive’s strength is evidenced by the size and diversity of its customer base, serving tens of thousands of customers in virtually every industry market around the world. With headquarters in Austin, Texas, Pervasive was founded in 1994 and sells its products into more than 150 countries.

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