knowledgesync brochure

Vineyardsoft [email protected]

(800) 850-8055

The Data-Driven The Data-Driven Organization:Organization:

Intelligent Intelligent Decisions to Decisions to

Empower Your Empower Your Entire CompanyEntire Company

AlertsAlerts

ReportsReports

WorkflowWorkflow

Communicate More Efficiently

Do Less Manual Work

See Problems Before They Happen

Have You Ever Said . . .

“. . . if only we had known . . .”

Data-Driven: Definition

A “data-driven” organization is one in which your business datapro-actively presents you with insight into indicators that warranta logical business decision.

Reversing the Flow

Currently – Execs make a decision then find data to support it

Should Be – Data tells you not only that a decision needs to be made, butalso often tells you what that decision should be.

Managers should be responsible for tempering the decision based on what the data shows.

Data-Driven: The Voice

“Giving Your Data a Voice”

Too many managers spend too much time wading through voluminousreports. That’s not “listening” . . . That’s “searching”.

Few – if any – of the folks “in the trenches” are even given access toreporting, as that’s a potential black hole for time spent.

So . . .

. . . If you can identify what it is you want your data to tell you, thenit’s possible to empower your data to speak to you (and to the folks inthe trenches) when those business conditions exist.

Data-Driven: Examples

What can your data say to you?

“Hey – this item is approaching re-order.”“Did you know that client ‘abc’ has significantly lowered their purchasing level?”“Uh-oh – someone’s trying to push thru a 27% discount.”“If you pay this AP invoice today, you can still get the early pay discount.”“This item is going to be delivered late to Acme, Inc. . . . ““Customer ‘xyz’ has more than 3 invoices that are overdue for payment”“We have a project that is less than 50% done, but has used up more than50% of its budget.”“Someone just put Acme, Inc. on credit hold.”“Salesrep Lisa Smith has just entered a new sales opportunity that would putthe client over their credit limit.”“You sold a lot less of item ‘456’ this quarter versus last quarter.”

Data-Driven: 8 Conditions

How to decide what you want your data to say?

1) Date-sensitive conditionscreate date, due date, or expiration date is today, tomorrow or past. . .

2) Approaching thresholdssales over ‘x’ dollars, clients nearing credit limit, item nearing re-order point . . .

3) Things that have not happenedcustomer who has not purchased, lead follow-up not made . . .

4) Exceptions to normal processing too many late deliveries, profit margin too low

Exception Management

To achieve “exception management”, you need to . . .

1) Run exception reports2) Review the reports3) Take action based on the reports’ content

Consider this:

1) Auto-monitor for exceptions2) Auto-deliver the reports to the appropriate recipients3) Auto-execute the appropriate action(s)

(E.g., check to see if a client has overdue invoices, if so, auto-send the report to the salesrep, auto-send the statement to the client, and automatically put the client on credit hold.)

How to decide what you want your data to say? (con’t)

5) Data Integrity duplicate invoice numbers, invalid phone numbers, missing email addresses . . .

6) Trend Analysis customer is buying less than they used to, less of an item sold this quarter. . .

7) Data Inconsistencies project ‘x’ percent done, due in ‘y’ days, step #3 started, step #2 unfinished . . .

8) Data Changes credit status/limit changed, item cost changed . . .

Data-Driven: 8 Conditions

Data-Driven: Technology

Enabling Your Data to Use its Voice

Business Activity Monitoring (BAM; also known as “operational business intelligence”)

-- Automated Monitoring(to look for relevant business conditions)

-- Alerts(to tell people about these conditions)

-- Reports & Forms(to include relevant content in the alert)

-- Workflow(to update your applications)

What happens if youare not

Data-Driven?

Scenario:

• You have a customer who normally pays within 30 days

• They currently have $30k that is 45 days old, but …

… you don’t know it because you run your A/R reports at month-end

• Today you deliver another order worth $25k to them

• At month-end you identify this issue and discover that the client is having serious cash flow problems . . .

By not being data-driven, you . . .

• . . . will carry $55k in receivables for this client• . . . may have to write off $55k if they close shop

Consider This . . .

. . . before another order is placed for this client . . .

• . . . the salesrep is notified about them.

• . . . your finance dept starts collections.

• . . . the client is resent their statement.

• . . . The client is placed on credit hold.

And this would have been done by:

KnowledgeSync Alerts & Workflow

If You Are Data-Driven . . .

KnowledgeSync . . .

What is KnowledgeSync?

It is a “Business Activity Monitoring” (BAM) solution. Its history:

-- Started in 1999-- Over 6,000 clients

Our History:

-- TMCLabs “Editor’s Choice”-- ISV of the Year-- Partner’s Choice Award-- VARBusiness Five-Star Award-- Sage Software “Endorsed Partner” for Alerts & Workflow-- 2009 Forbes’ “Top Productivity Enhancing Tool”

ERPMonitoring

KnowledgeSync identifies any conditions such as . . .

Overdue receivables (re-send invoice or dunning notice)

Payables coming due

Terms discounts that are about to expire

AP invoices due to be paid (or overdue)

Receipts against purchase order lines

Orders with unapproved discounts

Changes to recurring invoices

Clients whose monthly sales dropped by at least ‘x’ percent (trend analysis) Clients put on / taken off credit hold Clients on credit hold who have open sales opportunities in a CRM system

Financial Conditions

KnowledgeSync also monitors for . . .

Stock that is running low

Sudden increases in stock prices

Order configuration errors (missing components)

Product price & cost errors, gross margin too low

RMA alerts; reported defects

Customers who have not ordered within ‘x’ days

Early or late shipment deliveries

Customers who have changed their buying habits Special pricing begins or ends within ‘x days Purchase Order receipts against backordered line items

Stock, Ordering, & Fulfillment

ERPMonitoring

Other Apps(e.g., CRM)

Other Apps(e.g., HR)

CRM Business Conditions

KnowledgeSync identifies conditions such as . . .

Opportunities that are overdue for closing or have not been followed-up on

Client contracts that are due to expire

Customers who have not been contacted in over ‘x’ days

Missing or erroneous data

A client whose credit rating has changed

Opportunities with unapproved discounts

Salesreps who are “rolling over” their activities from one day to the next

Leads that come in from your website or from an email campaign New or updated sales literature Time-sensitive pricing or promotions

Remote salesreps who have not synched in over ‘x’ hours

KnowledgeSync works with HR to monitor & respond to . . .

Applications that have been received, reviewed, or approved/rejected

New hires or terminations effective today

Changes in an employees benefits

Certifications that are about to expire

Employee drug test results

Unusually high number of absences or vacations

Upcoming employee performance reviews

Pay rate changes

Employee leave of absences starting or ending soon

Training class reminders or certification of completion

Human Resources Conditions

(Link)E-MailMonitoring

DatabaseMonitoring

KnowledgeSync monitors and auto-processes incoming email messages, such as . . .

Email messages sent to generic account such as “finance” or “sales”

Order-related emails – such as questions about delivery dates

Emails that are from existing clients, partners or vendors – matching the sender of the email with the corresponding contact record in your Accounting database

Emails that are from new clients – automatically creating the appropriate account record in your Accounting databases

Website requests for information, automatically sending back the requested materials

Website form registrations, automatically updating your applications with the details of who signed up for what

Web form content, automatically sending a receipt confirmation back to the person who filled out the form, and notifying your staff about that visitor

Incoming Email Monitoring

EnterpriseMonitoring

E-MailMonitoring

DatabaseMonitoring

Uncompleted activitiesChanges to sales opportunitiesDips in a salesrep’s pipelineProspects not contacted in ‘x’ daysLimited-time specialsChanges in buying habitsSalesreps who don’t synchOverloaded support repsRepeat buying incentivesLeads not followed-up on

Clients put on/off credit holdOverdue receivables/dunning noticesSending order confirmationsStock that is nearing its re-order levelDelayed order/part shipmentAuto-gen picking listsOrders with un-approved discountsEarly payment discountsMatch incoming stock with backordersTime-sensitive stock

KnowledgeSync can combine data from across an organization and analyze it jointly, such as calculating whether a new sales opportunity in the CRM data

would put a client over their credit limit based on information within their ERP data.

CRM App ERP App

Enterprise-Wide Analysis

Cross-Application Analysis

DeliveryMonitoring

E-MailMonitoring

DatabaseMonitoring

O/SMonitoring


TriggeredAlerts

DeliveryMonitoring

E-MailMonitoring

DatabaseMonitoring

O/SMonitoring

Email Cell Phone

Pager/PDA Fax

Screen Pop Web


AlertDashboards

Email WebFTP

Forms, Documents& Reports

TriggeredAlerts

DeliveryMonitoring

E-MailMonitoring

DatabaseMonitoring

O/SMonitoring

Email Cell Phone

Pager/PDA Fax

Screen Pop Web

Invoice

Picking List

A/R Aging


KnowledgeSync generates & delivers Forms, Documents, and Reports either as scheduled, or based on business conditions, such as . . .

Delivering Invoices for newly-created orders

Sending out monthly customer statements

Generating Picking tickets / Picking lists

Producing daily, weekly, or monthly reports, such as Stock Status or A/R Aging reports

Auto-sending dunning notices for clients who are behind on their payments

Delivering work orders for mobile service technicians

Generating purchase orders for items nearing their re-order level

Reporting on leases and contracts about to expire

Sending out thank-you letters, surveys, birthday greetings, etc. Enabling customer self-service reports

Form, Document, & Rpt Generation

TriggeredUpdates

API ToolsetEmail Cell Phone

Pager/PDA Fax

Screen Pop Web

TriggeredAlerts

DeliveryMonitoring

E-MailMonitoring

DatabaseMonitoring

O/SMonitoring

Email WebFTP

Forms, Documents& Reports

Invoice

Picking List

A/R Aging


KnowledgeSync can auto-update ERP as well as other applicationsyou may be using, such as . . .

Creating a scheduled follow-up call after an order is placed

Copying order details from an ERP system to a CRM system

Updating the status of an “approved” request

Re-assigning a project that has reached a certain stage

Updating a client’s history with the details of an overdue invoice

Exporting financial data to a spreadsheet, Access database, or external file

Updating a client’s records with the details of a received email message

Creating a new client record based on a web inquiry or order

Auto-placing a client on Hold based on overdue receivables Synchronizing data between multiple applications

Triggered Data Updates

Enterprise Edition Alerts $1,799 $399Sends alerts about any conditions via any device;

Add Reports Module $499 $99 Add Actions $999 $199

Monitor an Additional Application $1,799 $399

Monitor Unlimited Applications $8,695 $1,700Includes all functionality plus monitoringthe O/S & Incoming Mail

License M&S

Licensing & Pricing

ROI AnalysisROI AnalysisInitial Investment

One Connection Alerts/Reports/Actions $3,295Maintenance & Support (Annual) 650

Total Cost $3,945 Payback

Cost to print, deliver and review Stock Status, Sales Analysis, Shipping, and other reports looking for problems - 1 hr per day @ $25/hr or $500/month. Pay back in under 8 months.

Using our examples, just one order saved or one customer not written off - $________. At $3,945 how soon does that mean your organization pays KnowledgeSync off?

Using our example, keeping just one customer from leaving – means you spent $3,945 to generate over $_______ in revenue?

Conservative

Realistic

Aggressive

Vineyardsoft [email protected]

(800) 850-8055

The Data-Driven The Data-Driven Organization:Organization:

Intelligent Intelligent Decisions to Decisions to

Empower Your Empower Your Entire CompanyEntire Company

AlertsAlerts

ReportsReports

WorkflowWorkflow

Communicate More Efficiently

Do Less Manual Work

See Problems Before They Happen

knowledgesync brochure

Documents

data shows

datadriven organization

business data pro

credit limit

credit hold

item cost

business conditions

logical business decision