Developing a Custom Tab to Improve Data Sharing and Reporting … · 2016. 11. 2. · – Walk...

Developing a Custom Tab

to Improve Data Sharing

and Reporting

Mark Crisafulli, Senior Database Coordinator

Kristina Scutt, Director of CRM Training

Hill International

About Hill International

©2016 Deltek, Inc. All Rights Reserved 2


About Hill International

8th largest U.S. Construction Management firm as

ranked by Engineering News-Record (ENR) magazine

Largest Construction Claims group in the world

based on number of consultants

4,500 employees in 100 offices worldwide

Role of the CRM Team



Role of the CRM Team

CRM service department to our employees

Data Quality and Control

Project Updates

Bio Updates

Search and Maintenance Requests

CRM Training

What is a Hill “Bio”?


What is a Hill “Bio”?

Key tool used to promote our employee’s expertise

to our potential clients

Prepared for use in Hill Proposals

Developed according to Hill’s branding, standards,

and styles

Highlights employee’s Hill project experience and

previous employer experience

Imperative that each Bio stays accurate and up-to-

date with project information


Previous Bio Writing Process



Previous Bio Writing Process

Employee Hired

Employee’s resume sent from HR to one Data Manager in Marketing

(Delay)

Data Manager logs employee onto

spreadsheet saved on local desktop

Data Manager e-mails Employee’s resume to

Technical Writer

Technical Writer writes Bio, notes missing info to request from Employee,

and sends this info to Data Manager

Data Manager reaches out to employee to get

requested info

Upon receipt of requested information, Data Manager sends to

Technical Writer

Technical Writer completes Bio (Until

future project updates are necessary) and notifies

Data Manager

Problems and Challenges with the Bio Process



Problems and Challenges with the Bio Process

Single Data Manager, information bottlenecked

Spreadsheet used to track Bio completion status saved on local desktop

Delay in receiving Employee resume from HR after hire (2-3 months)

Multiple departments manually communicating through e-mail to check status

of Bio completion

– Marketing, Proposals, Human Resources

Need for Implementation of Custom Tab in CRM to Track Bios



Need for Implementation of Custom Tab in CRM to Track Bios

Fast paced proposal environment

“Bio Management” tab in Employees Info Center

Centralized shared area for bio data in CRM

Real time data and visibility for all users at any time

Reduce bottlenecking

Quick reporting

Implementation



Implementation – What’s the Plan?

New Hire Data is entered

Initial Draft

Creation

Final Draft/ Completion

Column Field Changes

• Overall Status

• Auto Populating Dates

Email Alerts

• Initiate Next Steps

(Final Draft, Quality Control, Closeout)

• Communication to Technical Writers


Implementation


Implementation- Configuring Workflows

Automatic Dates

• Checkbox Fields auto populate with a

date when the field is checked

• Allows for detailed reporting

• Saves time



• Email Alerts

• Emails sent to a designated user when

action is required

• When Applicant Resume Received is

checked, an e-mail is sent

• Reduces the manual step of drafting

an email to communicate



• Email Alerts

• An email is sent to the name in the

Technical Writer Field (Employee Lookup)

when they have been associated to the

employee record

• A second email is sent to the

technical writer when it is assigned


Implementation – Documenting Progress


Implementation – Training Users

WebEx training sessions

Help question marks throughout tab

Weekly Bio Team process meetings

Set of process guidelines created

Implementation - Summary

Review entire process to identify issues and goals

Create the initial process document

– Keep one source of truth for reference

– Walk through the steps, scenarios and samples

Set workflows, test workflows

Weekly meeting to discuss process

– Theoretical process vs actual process

– Training for the users

Set a date

Analyzing (3-month review)

– Is this working how we expected?

– Is the Data useful?

– Are our goals being met?

Results



Results

Positive feedback from users

– Improved productivity

– Reduction of manual e-mail communication

– Workload is more clear

Improved data sharing and reporting

– Better visibility for users and departments

– Advanced search functionality

– CRM dashboard reporting for writers

– KPI reporting

Please submit a survey for this session via the

mobile app.

28

Learn More

Get plugged in

• Join a user group (regional, virtual)

• Interact in Kona – Client Advisory Council

(CAC) and more! ([email protected])

• Join the MVP program

Visit the Vision CRM kiosk 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

mailto:[email protected]

http://bit.ly/Vision_Blog


Contact Information

Mark Crisafulli

[email protected]

1.215.309.7723

Kristina Scutt

[email protected] 1.215.309.7989



Developing a Custom Tab to Improve Data Sharing and Reporting … · 2016. 11. 2. · – Walk...

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