VI-56: Customer Spotlight: Salesforce to Vision · − SQL code instead of Apex ... Pulled it down via SFDC API three ways − Enabler4Excel − Microsoft PowerQuery − Separate
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©2016 Deltek, Inc. All Rights Reserved 2
TABLE OF CONTENTS
Who We Are
The Decision Process
Customizations Made
Moving the Data
How we utilized this opportunity to add business processes and efficiency
What We Learned and Gained Through This
©2016 Deltek, Inc. All Rights Reserved 4
RUFFALO NOEL LEVITZ
Formerly Ruffalo Cody and Noel Levitz
Professional Services Firm specializing in helping non-profits meet financial
goals
Headquarters in Cedar Rapids, IA with locations around the world.
800 CRM Users
6,500 Active Projects
4,000 Opportunities created this year
©2016 Deltek, Inc. All Rights Reserved 5
THE TWO OF US
Darrell Aaron
RuffaloCODY Legacy
Since 2013
Salesforce Admin
Data/Reporting/ Analysis
Guy
Derek Boren
Noel-Levitz Legacy
Since 2003
Deltek Admin
©2016 Deltek, Inc. All Rights Reserved 7
TIMELINE
August 2014 – Merger is announced
January 2015 – Vision chosen as accounting system
September 2015 – Vision chosen as CRM
January 2016 – Vision launches to whole company as CRM
©2016 Deltek, Inc. All Rights Reserved 8
MAJOR REASONS FOR CHOOSING VISION
True client relationship management
− Ability to track them through their entire lifecycle
− Accounting & CRM combined allow easier and more complete data analysis
and insight into our business
Speed of business
Greater control of our own data
Better reporting
− We can now do whatever we want easily
− Stronger automation through SSRS
©2016 Deltek, Inc. All Rights Reserved 9
OTHER REASONS FOR CHOOSING VISION
More experienced admin
− SQL code instead of Apex
− Deeper knowledge of the system and its capabilities
Integration with other systems already existed
Time tracking
©2016 Deltek, Inc. All Rights Reserved 11
CUSTOM INFO CENTER: Products
A place to store information about each product that will be part of
the contract
Allows us to slice our pipeline in many different ways
©2016 Deltek, Inc. All Rights Reserved 13
PRICING GRID ON OPPORTUNITIES
Basically the exact same as opportunity products in Salesforce
Lists the specific components of each opportunity
Shows the quantity, discount and estimated delivery start and end
dates
How we handle approving pricing on deals
©2016 Deltek, Inc. All Rights Reserved 15
PRIMARY CONTACTS
Allows us to list someone as a primary
Puts them in a much smaller, easier to find grid
©2016 Deltek, Inc. All Rights Reserved 16
A FEW EXTRA FIELDS
Expected Close Date
Salesforce ID for ones we transferred over
©2016 Deltek, Inc. All Rights Reserved 18
GETTING THE DATA OUT
Pulled it down via SFDC API three ways
− Enabler4Excel
− Microsoft PowerQuery
− Separate BI ETL process for the warehouse
Things to be careful of
− Auto-archives tasks & opportunities
− Commas and return characters
©2016 Deltek, Inc. All Rights Reserved 19
GETTING THE DATA IN
Matching up records
Cleaning the data over and over
State codes
Numbers in number fields
Country codes
Mapping tables (stages, User IDs, etc…)
Loaded with the Data Import feature in advanced utilities and the
help of a Deltek Consultant.
©2016 Deltek, Inc. All Rights Reserved 20
BUT WAIT, THERE’S MOREWe also added business processes as part of integration
©2016 Deltek, Inc. All Rights Reserved 21
1-1-1
One opportunity, one contract, one project
We used to have a new opportunity for every year of a multi-year
contract
Now we can know how many true renewals we have, the total value of
a contract
©2016 Deltek, Inc. All Rights Reserved 22
Contract Process/Tracking
Contracts used to be tracked off system
Now the request and entire contract lifecycle is in system
Analyze how long contracts take on average, what months are the
slowest, what products are slow, etc.
©2016 Deltek, Inc. All Rights Reserved 24
Pricing Approvals
In order to request a contract through the system, your pricing must be
approved by Finance
We have plans to make this a much more automated system
©2016 Deltek, Inc. All Rights Reserved 25
CHANGE ORDERS
We used to have an opportunity for every change to an existing
contract
Allows us to keep our opportunity list more concise
Allows us to see all the changes to a contract in one place
©2016 Deltek, Inc. All Rights Reserved 27
THE GAINS
Speed & Insight
Contracts
Backlog & Pipeline
Control over our business
Efficiency through workflows
One RNL
©2016 Deltek, Inc. All Rights Reserved 28
WHAT WE LEARNED
Importance of definitions
More time would have been good but not necessary
Imported duplicates
Lost some activity data
Pricing Approval & Change Order systems were clunky
CLEAN YOUR DATA!
Training…
©2016 Deltek, Inc. All Rights Reserved 29
MORE LEARNIN’
Executive Buy-In
Identifying Key Stakeholders is…key
Mid-process changes = bad
Only mission critical updates should be made on the fly
Everything else can wait
©2016 Deltek, Inc. All Rights Reserved 30
SUCCESS!
Happiness with our CRM has increased dramatically
Know more
Control more
React and change our future
Draft 2017 revenue budget done by the first week of October.
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Learn More
Get plugged in
• Join a user group (regional, virtual)
• Interact in Kona – Client Advisory Council
(CAC) and more! (VisionPSM@Deltek.com)
• Join the MVP program
Visit the Vision kiosks in the Expo Hall
Follow the Vision Blog @ http://bit.ly/Vision_Blog
Attend a live VPM, CRM, Resource Planning,
demo or sign up for an upcoming webinar at
Deltek.com
©2016 Deltek, Inc. All Rights Reserved 33
Contact Information
Darrell Aaron
Darrell.Aaron@ruffalonl.com
Derek Boren
Derek.Boren@ruffalonl.com
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