KnowledgeSync Brochure

Alerts

The Data-Driven Organization:

Reports

Intelligent Decisions to Empower Your Entire Company

Workflow

Communicate More Efficiently Do Less Manual Work See Problems Before They Happen Vineyardsoft Corporation info@vineyardsoft.com www.vineyardsoft.com (800) 850-8055

Have You Ever Said . . .

“. . . if only we had known . . .”

Data-Driven: Definition A “data-driven” organization is one in which your business data pro-actively presents you with insight into indicators that warrant a 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, but also 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 voluminous reports. That’s not “listening” . . . That’s “searching”.

Few – if any – of the folks “in the trenches” are even given access to reporting, 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, then it’s possible to empower your data to speak to you (and to the folks in the 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 than 50% of its budget.”

“Someone just put Acme, Inc. on credit hold.”

“Salesrep Lisa Smith has just entered a new sales opportunity that would put the 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 conditions

create date, due date, or expiration date is today, tomorrow or past. . .

2)

Approaching thresholds

sales over ‘x’ dollars, clients nearing credit limit, item nearing re-order point . . .

3)

Things that have not happened

customer 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 reports 2) Review the reports 3) Take action based on the reports’ content Consider this: 1) Auto-monitor for exceptions 2) Auto-deliver the reports to the appropriate recipients 3) 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.)

Data-Driven: 8 Conditions 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: Technology Enabling Your Data to Use its Voice Business Activity Monitoring (BAM; also known as “operational business intelligence�)

-- Automated Monitoring -- Alerts -- Reports & Forms -- Workflow

(to look for relevant business conditions) (to tell people about these conditions) (to include relevant content in the alert) (to update your applications)

What happens if you are not Data-Driven?

Consider This . . .

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

If You Are Data-Driven . . . . . . 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

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”

ERP Monitoring

Financial Conditions

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

Stock, Ordering, & Fulfillment

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

Other Apps (e.g., HR)

ERP Monitoring

Other Apps (e.g., CRM)

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

Human Resources Conditions

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

E-Mail Monitoring

(Link)

Database Monitoring

Incoming Email Monitoring 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

E-Mail Monitoring

Database Monitoring

Enterprise Monitoring

Enterprise-Wide Analysis 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.

Uncompleted activities Clients put on/off credit hold Changes to sales opportunities Overdue receivables/dunning notices Dips in a salesrep’s pipelineSending order confirmations Prospects not contacted in Stock ‘x’ days that is nearing its re-order level Limited-time specials Delayed order/part shipment ERP App CRM inApp Changes buying habits Auto-gen picking lists Salesreps who don’t synch Orders with un-approved discounts Overloaded support reps Early payment discounts Repeat buying incentives Match incoming stock with backorders Leads not followed-up on Time-sensitive stock

Cross-Application Analysis

E-Mail Monitoring

Delivery Monitoring

Database Monitoring

Enterprise Monitoring

O/S Monitoring

E-Mail Monitoring

Delivery Monitoring

Database Monitoring

Enterprise Monitoring

O/S Monitoring

Triggered Alerts

Email

Cell Phone

Pager/PDA

Fax

Screen Pop

Web

Alert Dashboards

Database Monitoring

E-Mail Monitoring

Delivery Monitoring

Forms, Documents & Reports

Enterprise Monitoring

O/S Monitoring

Triggered Alerts

Invoice Invoice Picking List Picking List A/R Aging A/R Aging

Email Web

Email

Cell Phone

Pager/PDA

Fax

Screen Pop

Web

FTP

Form, Document, & Rpt Generation

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

Database Monitoring

E-Mail Monitoring

Delivery Monitoring

Forms, Documents & Reports

Enterprise Monitoring

O/S Monitoring

Triggered Alerts

Triggered Updates

Invoice Invoice Picking List Picking List A/R Aging A/R Aging

Email Web

Email

Cell Phone

Pager/PDA

Fax

Screen Pop

Web

FTP

API Toolset

Triggered Data Updates KnowledgeSync can auto-update ERP as well as other applications you 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

Licensing & Pricing License

Enterprise Edition Alerts

M&S

$1,799

$399

Add Reports Module

$499

$99

Add Actions

$999

$199

Sends alerts about any conditions via any device;

Monitor an Additional Application

Monitor Unlimited Applications Includes all functionality plus monitoring the O/S & Incoming Mail

$1,799

$399

$8,695

$1,700

ROI Analysis Initial Investment One Connection Alerts/Reports/Actions Maintenance & Support (Annual) Total Cost

$3,295 650 $3,945

Payback Conservative

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.

Realistic

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?

Aggressive

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

ROI Analysis Initial Investment One Connection Alerts/Reports/Actions Maintenance & Support (Annual) Total Cost

$3,295 650 $3,945

Payback Conservative

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.

Realistic

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?

Aggressive

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

Alerts

The Data-Driven Organization:

Reports

Intelligent Decisions to Empower Your Entire Company

Workflow

Communicate More Efficiently Do Less Manual Work See Problems Before They Happen Vineyardsoft Corporation info@vineyardsoft.com www.vineyardsoft.com (800) 850-8055