Vehicle Module Process Map – V205 Salesperson Task List - Salesperson Task List.pdf · Vehicle Module Process Map – V205 Salesperson Task List 2 ©Auto-IT Pty Ltd | This material

Process Map DJ Motors

Vehicle Module Process Code: V205 Salesperson Task List

DJ Motors Vehicle Module Process Map – V205 Salesperson Task List

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Contents

High Level Process Definition .............................................................................................................. 3

Process Flowchart ............................................................................................................................... 4

Business Policies ................................................................................................................................. 6

Procedures .......................................................................................................................................... 7

Salesperson Task List ....................................................................................................................... 7

Statement of Work ............................................................................................................................. 9

Introduction .................................................................................................................................... 9

Salesperson Task List ..................................................................................................................... 11

Marketing Task Types ............................................................................................................... 12

Reception Call ........................................................................................................................... 12

Prospect Follow Up ................................................................................................................... 15

Marketing Event ........................................................................................................................ 16

Salesperson Task ....................................................................................................................... 17

Delivery Expected ..................................................................................................................... 18

Expired Quotes .......................................................................................................................... 19

Diary Notes ................................................................................................................................ 20

Service Appointments ............................................................................................................... 21

Program Parameters ......................................................................................................................... 22


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High Level Process Definition

Process Name SALESPERSON TASK LIST

Process Intent

To manage Salesperson’s Tasks / monitor Vehicle Delivery / monitor Quote expiry / create and manage Internal Diary Notes / be alerted to customer service activity for their customer that day

Process Owner Sales Manager

Process User Sales Consultant

Process Starts with Daily Review of Salesperson Task List

Process Ends with All items for day actioned

Process Customer Customer Sales Manager Sales Consultant


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Process Flowchart


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Business Policies The following Business Policies are applicable to the execution of the processes defined and referred to in this Process Map.


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Procedures

Process Description: Salesperson Task List

Process (Major) Steps Procedure Internal Policy

1. Prepare for Diary Use

Objective: To prepare for utilisation of Salesperson Task List

a. Open Salesperson Task List window

b. Enter PIN (if PIN is for a Manager select

Salesperson to view)

c. Select date for display

2. Reception Call Items

Objective: To complete action required on items referred from Reception Call Manager

a. Select Item to open Edit Task pop up

b. If no further action is to be taken Close the Edit

Task pop up

c. If Prospect has an ID Enter / Select / Search for ID

ELSE Click ellipses button to open Prospect

Maintenance window; Complete Prospect Details

and Close

d. Complete action in Edit Task window and close

e. Salesperson Task Created

3. Prospect Follow Up Items

Objective: To complete action required on items referred from Prospect Maintenance

a. Select Item to open Prospect Maintenance window

b. Complete required action

4. Marketing Events

Objective: To complete action required on Marketing Events referred from Marketing programs

a. Select Marketing Event entry

b. Edit Task pop up displayed

c. Maintain Task as required

5. Delivery Expected / Expired Quotes

Objective: To facilitate management of My Deal events

a. Click on relevant Diary Entry to open My Deal

application

b. Take required action

6. Diary Notes

Objective: Create and / or maintain random Diary Notes

a. If a new Diary Note is being created point to Date /

Time and Right Click to select New Diary Note

b. Complete Diary Note pop up and Save

c. If an existing Diary Note is to be maintained click

on Diary Entry

d. Maintain entry in the Edit Diary Note pop up

e. Save


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Process Description: Salesperson Task List

Process (Major) Steps Procedure Internal Policy

7. Service Bookings

Objective: To alert Salesperson to a Service Event associated with a Workshop Vehicle to which the salesperson is assigned

a. Click on the Service Appointment entry in the diary

b. Display the Service Booking pop up

c. Take action as appropriate


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Statement of Work

Introduction

The Salespersons Diary (also known as the Salesperson Task List) displays all current / outstanding marketing tasks to be completed by pre-set times. It is used to ensure commitments to customers and prospects are fulfilled by the appropriate time and also serves as a daily diary for all business and personal tasks.

There are a number of sources for these tasks:

• Manually entered items by salespersons or their managers

• Email messages from various parts of the system

• Output from marketing programs which require salesperson's input

• Reception Call Manager – refer Process Map V200 – Reception Call Manager

• My Deal – refer Process Map V160 – My Deal

In this process, the salesperson can complete a task by selecting the type of action performed. It is intended to keep the salesperson’s task preparation time to a minimum by displaying all the prospects details and notes on this screen and then allowing recording the execution of the task and notes of what transpired during this event.


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Outstanding tasks/ events are in bold fonts. Different yellow shadings shows business open and close hours (Light yellow = Open; Dark yellow = Close). These hours are set in System Configuration.

This program manages processes until they are completed and generates detailed history of contact and mailing to customers and prospects. The Salesperson Task List can be used by each salesperson to follow up prospects / clients and also to check all data prior to being sent. As an added convenience, the salesperson’s first five programs on their Favourites list are readily accessible from the Task List interface.


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Salesperson Task List

To access the Salesperson Diary open the Salesperson Diary window and enter the PIN.

UNITS will validate the PIN and display the salesperson’s Diary for the current date. By default all Marketing Task Types will be checked.

Program Parameters (refer specific section below) can be defined to limit the ability of a Salesperson to deselect the Marketing Task Types.

Where the PIN entered relates to a Salesperson (as distinct from a Manager) only that salesperson’s diary will be displayed. However where a Manager’s PIN is entered the diaries for all salespersons reporting to that manager will be accessible either individually or collectively.


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Marketing Task Types

The images above show a number of entries that relate to the following Marketing Task Types and the following notes describe the source of each type and the actions that may be taken by the appropriate salesperson.

Reception Call

Refer to Process Map V200 – Reception Call Manager if a detailed description is required of the process leading to the entry and display of a Reception Call in the Salesperson’s Diary.


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Click on the Diary Entry to display the following ‘Edit Task’ window containing all information relative to the call. Note - the Prospect ID is “**Reception**”.


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The primary action is to enter a Prospect ID (if one already exists – use SMARTSearch if required) or

create a new Prospect ID in the Prospect Maintenance Window access by clicking the ellipses button adjacent to the Prospect ID Field.

When data entry is complete click OK to return to the Edit Task window.

Select the appropriate Radio Button for the Action to be taken and complete the appropriate text fields to record the event / action / follow up.


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Prospect Follow Up

Prospect Follow Up entries are created from Prospect Maintenance or Edit Task.

Click on the Diary Entry and the Prospect Maintenance window (Follow Up / Event History tab) will be displayed. Refer Process Map V210 – Prospect Maintenance.


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Marketing Event

UNITS supports the creation and maintenance of marketing programs (not included in these Process Maps) and when predefined events occur prompts are sent to the Salesperson Diary and appear as follows

Clicking on the entry will result in the ‘Edit Task’ pop up being displayed for the salesperson to record any pertinent notes. When complete click Save or Done.


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Salesperson Task

These are tasks that have created by or for the Salesperson.

Clicking on the Task Entry will display the ‘Edit’ Task’ pop up enabling pertinent data to be recorded and saved. To enter a new task, click the Add Task button or point the cursor at the desired time slot, right click and select New Task.


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Delivery Expected

The My Deal program (refer Process Map V160 – My Deal) will load ‘Delivery Expected’ messages to the salesperson’s diary and messages will display as follows

Clicking on the entry will open the My Deal program to allow appropriate action to be taken.


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Expired Quotes

The My Deal program (refer Process Map V160 – My Deal) will load ‘Expired Quote’ messages to the salesperson’s diary and messages will display as follows.

Clicking on the entry will open the My Deal program to allow appropriate action to be taken.


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Diary Notes

These are extra or personal notes the salesperson writes for themselves or that are added by their manager.

A diary Note is not related to a prospect.

To enter a new diary note, click the Diary Note button or point the cursor at the desired time slot, right click and select New Diary Note - the Add New Diary Note screen opens.


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Service Appointments

Service Appointments are loaded to Salesperson Diary when the ‘Sold By’ field in the Workshop Vehicle record holds the name of the Salesperson. Any Repair Order raised for the vehicle will be notified to the Salesperson Diary.

Clicking on the entry in the Salespersons Diary will display the Service Booking pop up showing the details of the booking (this is a read only display).

Where the enterprise policy is to maintain an ongoing relationship with the owner following a sale, an internal procedure should be maintained to ensure that workshop vehicle assigned to terminated salesmen are transferred to a current employee in order to maintain the ongoing relationship.


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Program Parameters

The following notes define the parameters applicable to the application described in this Process Map.

Parameter Name Parameter Function

DisableTaskTypes To disable access to a certain list of Task Types. Eg. Eg. DisableTaskTypes=RC,ME,ST (User not allowed to deselect Reception call, Marketing Event and Salesperson Task); Valid Values: RC: Reception call, ME: Marketing Event, DE: Delivery Expected, Diary Notes, PF: Prospect Follow-up, ST: Salesperson task, EQ: Expired Quotes, SA: Service Appointment Default Value: Not Set: All task types are not allowed to change

Documents

Vehicle Module Process Map – V205 Salesperson Task List - Salesperson Task List.pdf · Vehicle Module Process Map – V205 Salesperson Task List 2 ©Auto-IT Pty Ltd | This material