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KnowledgeSync Brochure
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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
EnterpriseMonitoring
TriggeredAlerts
DeliveryMonitoring
E-MailMonitoring
DatabaseMonitoring
O/SMonitoring
Email Cell Phone
Pager/PDA Fax
Screen Pop Web
EnterpriseMonitoring
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
EnterpriseMonitoring
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
EnterpriseMonitoring
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
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