Sales Performance And Forecasting System  

Executive Summary

Our client ABC Company is a leading IT Services Provider Company that helps align business goals with technology. It has provided a single point of excellent & cost-effective service for all its customer's ICT (IT Support, Cloud & Telecom) requirements for over 15 years. They work with their customers to develop a cloud strategy that aligns with their business needs. They have vast experience in IT Support, Telecom & cloud services for aligning business goals with technology with the help of expertise & advanced technology.

Problems faced by ABC

ABC was already using the Autotask PSA system, an IT business management platform consisting of a service desk, project management, account management, documentation management, time tracking, billing, contracts, resource management, inventory and procurement, and reporting. Despite these features, the client faced problems like ABC could not assess the sales team's monthly performance. 

And along with this, another part of the business was unable to be tracked down by the management through the Autotask PSA, which was to track down LOBs [Line of Business] such as IT Support, leased lines, mobiles, etc. To allow them to set how far forward they want to see upcoming LOB opportunities for each service and how far in the future to see upcoming contract renewals from their clients, which they currently have for each service. 

Also, a team of managers could not find a way or graph to view increasing or decreasing sales for each line of business services and were not able to capture the information which salespersons all were trying to up sales.

ABC also wanted a chart or Matrix-like view to show each LOBs, highlighting them with color coordinated in a single view for every four statuses, sold, unsold and unavailable, unsold with date, unsold with the number sold for this month and last month. They can further toggle to be this month/last month to this quarter/last quarter and this year/last year or choose a specific date range that would show along a graph for each LOB.

In this Matrix view, ABC also wanted a feature to directly add a new LOB sold, a date for an upcoming LOB opportunity or to mark a LOB as unavailable, and contracts where you can see the contracts associated with the lines of business and their expiry date.

Our Solution

To help ABC overcome this issue, we recommended ABC use a web-based portal to control the entire internal business process. Tracking upcoming LOB opportunities for each service to see how soon upcoming contract renewals from their clients will occur for each service and assess the sales team's performance.

Our team created an integration between the Autotask PSA and our newly designed web portal. This portal has an auto-scheduled import system, which executes hourly. This import scheduler is responsible for bringing the latest data from Autotask PSA.

With the help of our web portal, ABC can now conveniently track the LOBs and monitor the sale of services using our web solution.

This web-based portal offers comprehensive information in a Matrix-like view as ABC required. This information is imported from Auto task PSA by our auto-scheduled import system to bring accounts, contacts, contracts, LOBs & their services to the system, along with their contracts expiration dates. Our web portal further analyzes this information in the required way our client needs, which Auto task PSA could not do.

Key Features of Portal

The online portal provides a user-friendly interface with the following key features:

• • The dashboard displays the information in terms of percentages for all lobs respectively on selected timeframe, upcoming LOB expirations to upsell, and current contracts expiring. To indicate any dates for contract expirations or LOB opportunities that are passed.
• • Allows the user to manage records of customers, contacts of each Account manager, and their associated contracts & leads, as well as keeping track of the entire process of sold services against the line of business on a timely basis.
• • The Diary section allows users to view Lead follow-up & ready renewal contracts with respective dates by reflecting monthly on the Diary.
• • Provides the feature of viewing records, updating & delete records depending on provided permissions to users.
• • The system can produce a variety of reports to evaluate how well account managers and the sales team are doing at pitching services against lines of business.
• • Users of the system can view the profit matrix with all the accounts, whether active or inactive, unavailable, unsold with a date, or unsold without a date. One or more services should be displayed here, with their status as won or lost, unsold with no date, unsold with date, or unavailable.
• • Allows changing lead status as won, lost, can't buy, and won't buy.
• • Provided portal users with security roles such as Admin, Account manager & salesperson. Users can have their login credentials for viewing data, but only the admin can provide role permission against existing entities in the portal.
• • Portal provides the auto-import facility. All records in CSV files from the Auto task system dumped in the portal are imported by each hour of the day.
• • Provided numbers of reports like: Services by each LOB, Sales by LOB, LOB Statistics, Sales by timeframs, Profit Matrix & Lead details.

Benefits

With the help of our system, the client observed that their managers could more accurately monitor their sales team's performance, and their sales and up sales also improved.

• • The client can evaluate sales activity over the selected timeframe by monitoring a single platform. They don't require to drive with multiple systems.
• • The portal provides the user security option to grant permissions for roles such as admin Account Managers & Sales Representatives to access the portal. This feature eliminates a lot of uncertainty among ABC staff.
• • Automatically import fires every hour of the day without human intervention, which helps our system be up to date with the latest transaction data from the Autotask system.
• • The portal enables users to manage the line of businesses and their services.
• • The dashboard shows prospective lead follow-ups to increase upselling of current services & contract renewal dates that act as a prompt to update contracts with end dates closer to the current date.
• • The dashboard lets users assess the overall & individual account manager's current sales of services for all the lines of business against their existing customers in the system.
• • Available Diary feature on the portal to quickly remind about the dates of upcoming leads to convert into opportunity and contract termination dates for renewal of contracts.
• • The profit matrix offered on the site shows how customers and lines of business are related. This relationship enables users to rapidly assess how well the sales process works for various account managers. Users collect data about whether customers are receiving service, upcoming follow-up dates, the status of leads, and contracts for LOBs concerning their current clients.
• • With the aid of the multiple reports provided on the portal, the client can now keep an eye on the sales team's performance, create efficient sales tactics, select a method for sales forecasting, and—most importantly—maintain or shorten the sales cycle.