become a data-driven organization with sage alerts & workflow · a data-driven organization is...
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Become a Data-Driven Organization with Sage
Alerts & WorkflowDon Farber
Co-Founder; Sage Alerts & Workflow
Amber BohannonSenior Consultant; BKD CPAs &
Advisors
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TO RECEIVE CPE CREDIT
Individuals Participate in entire webinar Answer polls when they are providedGroups Group leader is the person who registered & logged on to the webinar Answer polls when they are provided Complete group attendance form Group leader sign bottom of form Submit group attendance form to [email protected] within 24 hours of webinarIf all eligibility requirements are met, each participant will be emailed their CPE certificate within 15 business days of webinar
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Because organizations have seen results such as . . .
1. . . . reducing clients’ time-to-pay by 30%.
2. . . . avoiding five (5) supplier price increases in the past year.
3. . . . reducing late shipments by 18%.
4. . . . increasing monthly A/R collections an average of $11,000.
5. . . . freeing-up 100 hours of staff time every month.
(And that’s just for starters . . . )
Why Become Data-Driven?
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Got your interest?
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A data-driven organization is one that uses the details of their business activities to help them increase both their profitability and their productivity.
Being data-driven expands an organization’s visibility into their data in real-time. This allows organizations to avoid making business decisions based on incomplete data or assumptions rather than on facts.
“Data-Driven” Business Intelligence
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. . . are the exclusive domain of managers and executives.
C-Level staff are typically tasked with analyzing KPIs and other metrics which they then use to reach the best possible business decisions that positively impact the future success of their organization.
C-Level staff are given analytical tools (e.g., business intelligence “slice-and-dice” technologies) as well as the time to accomplish their research.
And yet . .
In the Past, Data-Driven Initiatives. . .
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Isn’t it true that the ‘big-picture’ success of your executives & managers is based on the collective ‘little pictures’ of success
that are accomplished by non-managerial staff?
A data-driven approach to business should be adopted by all members of an organization.
So . . . what do you say to giving every member of your staff access to a traditional, “slice and dice” BI analytical tool, allowing your users to
analyze business activities every which way from Thursday???
Should Only Managers Be Data-Driven?
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Heck, no!
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Different people need different types of business intelligence.
Organizations need to match the right kind of intelligenceto the right people.
And that brings us back to the subject of data-driven business intelligence and how that intelligence is used.
Fit the Intelligence to the User
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Managerial staff use business intelligence to gain insight into their organization’s successes, failures, and how they manage exceptions.
To accomplish this, managers use BI solutions that . . .
1. Let them analyze business activities to detect trends, spot anomalies, and uncover organizational inefficiencies.
2. Allow them to postulate ”what-if” scenarios to help predict future business behavior, and thus support changes in corporate direction and policies.
BI . . . For Managers
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This is NOT what you want to give to your operational staff.
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Non-managerial staff need business intelligence that helps them complete their daily tasks more easily, more quickly, and
more intelligently than before. To do this, non-managerial staff need a BI solution that does two things:
1. Gives them a greater visibility into (& a better ability to respond to) the individual, time-sensitive tasks that make up the majority of their daily work.
2. Lessens their workload by automating repetitive tasks that they used to do manually. (“if this happens, then do that.”)
BI . . . For the Masses
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And that’s . . .
Operational Business Intelligence
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More Visibility:
“Tell me what has happened that applies to me.” “Tell me what I need to do to complete my part in the process.”“Deliver this information to me when I need it and how I need it.”
Task Automation:
“When a new order is placed, send a confirmation to the client.” “If a stock item is running low, generate a re-order.”“Every Monday at 9 AM, give me a list of jobs starting this week.”
Operational Business Intelligence
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Let’s consider a typical challenge faced by operational staff within
an organization . . .
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You sell products and/or services to clients; sometimes they fail to pay you on time.
Do you . . .
. . . run reports or analytics to look for delinquent clients?
. . . notify certain people? (the client, the salesrep, your CFO . . . )
. . . deliver related documents? (the invoice or statement to the client)
. . . need to do additional research? (e.g., run an Aging report for the client)
. . . take additional steps? (put the client on hold; change their payment terms)
If you answered ‘yes’ to any of the above questions . . .
Late Payers – We’ve All Got ‘Em!
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Whose job is it to detect these clients . . . how are they detected . . . & how soon are they detected?
Who notifies the appropriate people . . . how are they notified . . . & how soon do they get notified?
Who generates the needed docs . . . how are they generated . . . & how soon are they delivered?
Who does the additional research . . . how is it done . . . & how soon is that research produced?
Who decides what actions to take . . . how are they taken . . . & how soon do they get executed?
Ask Yourself the Following . . .
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Who does this . . . . . . . . . . . . is . . . . . . . . . . . you and your staff.How you do this . . . . . . . . . . is . . . . . . . . . . . mostly manually.How soon you do this . . . . . is . . . . . . . . . . . not soon enough.
To be competitive, the processes of detection and response must be automated.
That’s what Operational Business Intelligence does. It . . .
. . . auto-detects important business conditions and activities.
. . . auto-notifies the appropriate people . . . regardless of location or device.
. . . auto-generates required documents . . . and delivers them.
. . . auto-triggers additional research . . . based on real-time data.
. . . auto-updates your applications . . . so that both people and systems are in sync.
If You’re Like Most Businesses . . .
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So – let’s take a look at how this works with:
Sage Alerts & Workflow.
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How it all works . . . Auto-detectSage ERP
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Late deliveries
Overdue receivables
Discounts about to expire
Stock approaching re-order
Unapproved discounts
Overstocks
Clients not ordering Clients put on / taken off hold Clients changing their buying habits
Project delays
Cost overruns
RMA alerts
Gross margin too low
Order configuration errors
Changes to project start/end dates
Tasks requiring approval Special pricing begins/ends
Plus . . . Monitor Other Apps (CRM, HR . . . )And Even Incoming Email
Automated Detection
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Auto-notify
Auto-detectSage ERP
How it all works . . .
Alerts Via:
Email Text Web Dashboard Fax Instant Message FTP
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A “Business Snapshot”
Web Alert
Delivery Methods Include:
Text Message
Instant Message
Web browser
Fax
FTP
Alerts & Notifications
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Auto-notify
Auto-generateForms & Documents
Invoice
Purchase Order
Statement
How it all works . . . Auto-detectSage ERP
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All of your organization’s
standard forms.
In any format you require:
HTML
Word
Excel
RTF
Form & Document Delivery
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Auto-generate Forms & Documents
Invoice
Purchase Order
Statement
How it all works . . . Auto-detectSage ERP
Auto-triggerAnalytics
Auto-notify
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“Scheduled” & “Triggered” reports
Date-sensitive (e.g., last week, next week, this month)
First or last day of the period
Special weekday & holiday handling
In any format (e.g., PDF, HTML, Word, Excel)
Delivered via email, web browser, fax, or FTP
Attached or embedded within emails
Multiple recipient addresses (e.g., work vs home delivery)
Reports-on-demand for mobile staff
• A/R Aging
• A/P Check Reconciliation
• Stock Status
• Job Completion
• G/L Summary
• Today’s Sales Orders
• Items on Backorder
• Shipment Confirmation
• Overdue Customers
• RMA Details
Analytics: Triggered & Scheduled
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Auto-generate Forms & Documents
Invoice
Purchase Order
Statement
Auto-triggerAnalytics
Auto-triggerGraphical Analytics
How it all works . . . Auto-detectSage ERP
Auto-notify
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Bar, pie, line, & other chart types
Pre-configured (& custom) charts
Comparative performance charts
Scheduled or attached to real-time alerts
Deliverable to staff, customers, vendors/suppliers
Customizable size and appearance
Multiple currency and numeric formatting options
Multiple recipient addresses (e.g., work vs home delivery)
Accessible via email or web browser
Graphical Analytics
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Auto-generate Forms & Documents
Invoice
Purchase Order
Statement
Auto-update Applications
How it all works . . . Auto-detectSage ERP
Auto-triggerGraphical Analytics
Auto-notify
Auto-triggerAnalytics
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A data-driven solution drives data back into your ERP (& related) applications, such as . . .
Schedule a follow-up call after an order is placed
Copy order details from ERP to CRM
Approve a PO
Re-assigning an overdue task
Update an account with incoming mail details
Auto-place an overdue client on Hold
If then this
Auto-Update Your Applications
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Auto-notify
Auto-generate Forms & Documents
Invoice
Purchase Order
Statement
Auto-triggerAnalytics
Auto-triggerGraphical Analytics
Auto-updateApplications
How it all works . . . Auto-detectSage ERP
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Live Demo:
Sage Alerts & Workflow
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Integrates with all of your business applications; not just Sage’s.
Reduces “data latency” – the amount of time between when critical business conditions occur and your organization’s ability to respond to them.
Delivers needed intelligence to any device.
Automates standard information-delivery processes, such as invoicing, purchase orders, etc.
Enables application-wide auditing.
Triggers “intelligent updates” to your business applications.
Includes the ability to monitor & respond to the content of incoming email messages.
Business Benefits
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-- Inexpensive to purchase (less than 1/10th of strategic BI)-- Quick and easy to implement (installed & running in less than 1 day)-- No “end user training” (it’s not an end user app)-- “Set it and forget it” (10,000+ clients; < 8 tickets/day)
-- “Editor’s Choice” & “Partners Choice” awards-- VARBusiness Five-Star Award-- Forbes’ “Top Productivity Enhancing Tool”
What Makes OBI Unique?
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Accounting Staff: Keep on top of pending client receivables.
Use: SAW generates and delivers clients’ invoices coming due (in 14, 10, 7, and 3 days) as well as past due amounts.
Benefit: Decrease DSO (days sales outstanding) by 30%.
Vendors/Suppliers: Avoid excessive price increases by suppliers.
Use: SAW monitors items for price increases greater than 15% and trigger alerts to staff & alternate suppliers.
Benefit: Found less expensive suppliers for 5 items in first year.
Shipping Dept: Improve fulfillment of shipments.
Use: SAW notifies shipping about today’s shipments and matches pending backorders with incoming receipts.
Benefit: Reduce late ships by 18%; increase cus-sat by > 20%.
OBI: Use Examples
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Multi-national manufacturer of ink for printing presses
• Problem: Staff manually reported on client account activities, payment & order status, etc. Had a very high DSO and bad debt ratio.
• Results: In 6 months, over 20,000 order, shipment, and payment related alerts and workflow processes were executed.
• Benefits: Reduced A/R write-offs; lowered DSO, improved average days to pay. Better insight into client activities & financial status.
• ROI: 100 work hours saved every month.
• A/R collections raised by $11k every month.
Case Study: Toyo Ink
“Alerts & Workflowdoes the work of 1 – 2 full time staff.”
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. . . do you have a lot of date-sensitive data?(due dates, expiration dates, promise dates, deliver dates, discount dates)
. . . do you have critical thresholds that should drive business decisions?(clients within 10% of credit limit, more than 3 late deliveries, gross profit below 20%)
. . . do you have activities that must happen . . . but sometimes don’t?(a client who hasn’t purchased in 30 days, a supplier who hasn’t responded in 7 days)
. . . do you use exception management to identify what’s not going right in your business?(duplicate item records, orders missing parts, excessive freight charges)
. . . do you use trend analysis to identify changes in your business?(clients who are buying less than they used to, suppliers with a high number of returns)
. . . do you need to know when critical data is changed?(credit limit, credit status, item MSRP, or expected delivery dates are changed)
. . . do you have manual repetitive processes that should be automated?(order confirmation, invoicing, statement generation, purchase order delivery)
Should You Become “Data-Driven”?
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Take The Needs Assessment
Any Questions?
Become a Data-Driven Organization with Sage
Alerts & WorkflowDon Farber
Amber [email protected] or 417-522-0383
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CONTINUING PROFESSIONAL EDUCATION (CPE) CREDIT
BKD, LLP is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be submitted to the National Registry of CPE Sponsors through its website: www.nasbaregistry.org.
The information contained in these slides is presented by professionals for your information only & is not to be considered as legal advice. Applying specific information to your situation requires careful consideration of facts & circumstances. Consult your BKD advisor or legal counsel before acting on
any matters covered.
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CPE CREDIT
CPE credit may be awarded upon verification of participant attendance
For questions, concerns or comments regarding CPE credit, please email the BKD Learning & Development Department at [email protected]
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Any Questions?
Become a Data-Driven Organization with Sage
Alerts & WorkflowDon Farber
Amber [email protected] or 417-522-0383