VI-82: Meeting Marketing Challenges with Vision CRM€¦ · VI-82: Meeting Marketing Challenges...

VI-82: Meeting Marketing Challenges with

Vision CRM

Laura L. Poole, President, Poole Fire Protection, Inc.

Jennifer Berks Blake, CPA, Jennifer Blake Consulting Services LLC

VI-82: Meeting Marketing

Challenges with Vision CRM

Laura L. Poole, President, Poole Fire Protection, Inc.

Jennifer Berks Blake, CPA, Jennifer Blake Consulting Services LLC

©2016 Deltek, Inc. All Rights Reserved 3

Laura Poole

30+ years of business experience exclusively in the engineering industry

including time spent as a computer programmer/analyst

Vision user since 2009 and I consistently ask: “How can Vision help us

streamline our processes and enhance our data integrity?”

President of Poole Fire Protection, Inc.

[email protected]

www.poolefire.com

913-747-2040

http://www.poolefire.com/


Poole Fire Protection, Inc.

Woman-Owned, Small Business

In the industry since 1991

Staff of 15 with multiple offices

Licensed in 49 U.S. States and in all U.S. Territories (Guam, Virgin

Islands, Puerto Rico)

Perform services World Wide

Clients include both Private and Government

Perform complete range of Fire Protection Engineering and Code

Consulting Services


Jennifer Berks Blake, CPA

30+ years of experience exclusively in the engineering and architecture

industry

ERP system consultant since 1994

Vision consultant since 2002

Implementations, Reviews & Improvements to Existing Systems, Workflows

& Custom Reports

[email protected]

www.jenniferblakeconsulting.com

816-746-6797

http://www.jenniferblakeconsulting.com/


Agenda

Centralized Client/Contact information

Opportunity Capture Management

Proposal Preparation

Monitoring Data

Critical Reporting

Marketing Campaigns

Centralize Client/Contact Information

Billable Clients

Owners

Team Members

General Contractors

Competitors


Clients/ContactsCentralized Data


Centralized Data accessed from anywhere with mobile tools for those who are not in the office

- Call from App

- Add Client Notes

- View Addresses

- View Contacts

- Add new contacts for the client

- Review Activities

- Add Activities

- View Project Listing

- Add Opportunities

- Associate Employees with the client

Similar functionality with Contacts

- Email from App


Client/ContactsCustom Fields Besides basic info,

capture key metrics that

are important to your firm

like:

Client Type

Annual Revenue

Employee Count

Specialty

Set overall payment

terms

Review & Update Status

Review & Update

Relationship


Client/Contacts Custom Grids Ability to customize to

meet the firm’s needs

Capture attendance at

Firm Presentations

and Seminars

Capture Bad Debt

incidents to help with

decision-making on

whether to do

business with the

client again


Clients/ContactsClient Feedback Survey client to determine

satisfaction

– Link to Project

– Provide questions &

answers on each project

Client Feedback is critical

to maintaining client

relationship

Follow up after survey

Enhance/Repair client

relationship

Utilize Survey Results in

Employee Performance

evaluations

Opportunity Capture Management


Required Fields

– Primary Client

– Stage

– Revenue

Custom Fields

– Multi-Client checkbox

– Newforma links

– Due Dates

– Submittal Dates

Workflows for QA/QC

– Create Newforma folders

– Create Activity logs

– Sync Stage & Probability

– Sync Stage, Status, Date Closed

Workflow Email Alerts


OpportunitiesCreation


OpportunitiesClient/Contacts Link Ability to track

entire project team

Ability to associate multiple primary clients

– Multiple client opportunities are indicated with an MC in the name to prevent double counting potential revenue

– Clients we provide bids to are denoted by checking the client box


OpportunitiesProject Codes Can customize your own list

of values and reduce the

standard list to work your firm

does

Track additional information

you know about the project

and scope of services

Trending and tracking can be

used to determine what type

of projects you bid on

throughout the year

Required for SF330 proposal

submissions (Federal work

as well as other

governmental entities)


OpportunitiesIQ Info

Are you doing Federal Work?

Searches/Report on the status of the

opportunity can be used for client

communication.

– For example if status is

awarded and opportunity is still

active, you can reach out to

your client to discuss

GOVWIN provides direct access to

updates on opportunity


OpportunitiesGovWin


OpportunitiesCompetition

New tab added in V 7.3

Can’t report on yet

using Standard or

Advanced Search

functionality

Can use SQL Where

Clause

Start using to enable

Trending & Tracking

of the Competition to

help improve win

record


OpportunitiesGo/No-Go

Created Custom Process to evaluate Go/No Go decision making tab to help determine best use of resources

Helps to associate points to determine an overall value as to whether firm should pursue the opportunity

While still somewhat subjective, by assigning values, it attempts to make it more objective

Forwards recommendation to Marketing Director for final approval


OpportunitiesClient Reachout/Scope Discussion Created Custom Process to

help ensure that Proposal staff were contacting client to clarify scope and maintain client communication

Proposal Coordinator (Responsible person on Proposals tab) is individual responsible for Client Contact and completion of row info

Scheduled Workflow fires 3 days prior to proposal due date for reminder

Give us ability to monitor staff involvement and help assure we complete proposal timely



Tracking proposal progress and time spent putting together a proposal is of utmost importance

– Capture Proposal due date and personnel assignment

– Enter date submitted and estimate date of award for follow-up

– Track time spent on proposal

– Incorporate Plan and Revenue


Proposal PreparationOpportunities – Personnel Assignment and Due Date

Assign Employee as the Responsible

Person for the opportunity

Due Date is needed to assure we meet

the clients deadline

Scheduled Workflows provide

reminders to the responsible person

that the due date is approaching

Scheduled Workflows provide

reminders to the proposal coordinator

to make sure no deadlines are missed

Once proposal is submitted, the

submittal date is updated which fires a

workflow to change Opportunity Stage

and put in an estimated award date


Proposal PreparationOpportunities – Proposal Time Estimate Person responsible for the

proposal needs to estimate a budget to do the proposal

Promotional Project created to track time to do the proposal directly from Opportunity, removing Accounting involvement

Hours added to project planning for proposal time so Resource Management takes into account proposal time

Workflow reviews estimate threshold & notifies Marketing if too much time is allotted

Promotional Time can be easily reviewed and transferred to the project upon award


Proposal PreparationProject Planning

All fee proposals are done using

project planning

Scheduled Workflows from

Opportunities update Opportunity

Revenue information using

Planning values for quick view

and reporting

Custom Reporting is used to

generate a professional looking

Fee Proposal which is attached

to our cover letter and scope of

work

Modifying plans for scope

changes is easy

Centralized plan allows

accessibility to all


Proposal PreparationProject Planning (con’t.)

Additional Custom Reports

were created for clients who

need additional breakdowns

with Hours and/or Rate detail


Proposal PreparationProject Planning (con’t.)

Report used for internal

processes to know Vendors

associated by WBS

Aids in creating the Purchase

Order to assure the proper

WBS and cost amounts are

incorporated once

opportunity is awarded


Proposal PreparationSF330

Created Templates for

different project types as well

as different clients

Fill in as much of the data

that doesn’t change as

possible.

Update templates annually

Part I, Sections A-D and Part

II don’t change much during

the year

Part I, Sections E, Personnel;

F, Projects; and H, Additional

Info, will change based upon

proposal


Proposal PreparationSF330

Used for Federal projects as well as

some state and other governmental

agencies

Copy appropriate template to create

individual SF330 proposal for

submission

Update proposal specific sections

– Part I, Section E, Personnel

– Part I, Section F, Projects

– Part I, Section H, Additional Info

Monitoring Data



Monitoring DataOpportunity – Error Checks

Data integrity is a BIG issue

We wanted to empower people to fix their own mistakes vs. having a person do the QA/QC (time saving issue also)

We were also overwhelmed with emails alerts to do the QA/QC

Created an Error Checks tab for a stored procedure that does multiple checks and provides one easy place for the person to go to fix all issues with their opportunities

Easy to monitor to make sure corrections are being performed

Scheduled Workflow runs daily at 5am


Monitoring DataOpportunity – Error Checks (con’t.)


Monitoring DataOpportunity - Activities

User Initiated Workflow can

create Activities to see the

progress of the opportunity

Quick access to see progress

by all those who need to

know is always available

Information can be used in

performance management if

desired


Monitoring DataUDIC – Opportunity Follow-ups

Opportunity Follow-up is a

time consuming task

Created a User Defined Info

Center to better evaluate

data quickly

Data pulled from

Opportunities with certain

criteria

If Multiple Clients in an

Opportunity, one record

created for each client


Monitoring DataUDIC – Opportunity Follow-ups (con’t.)

List View allows for

easy sorting

We email the client

contact all the

outstanding proposals

Clients are very

receptive and very

responsive to help get

the opportunities

cleaned up

Critical Reporting



Critical ReportingDue Dates


Critical ReportingUpdates to IQ Opportunities

Used to update and sync info in GovWin and Opportunities


Critical ReportingFollow-up on Go/No Go Decisions

Used to check for Opportunities created in the last week but Go/No Go information was not

forwarded to Marketing


Critical ReportingHit Rate


Critical ReportingForecast

Marketing Campaigns



Marketing Campaigns

Track where we have been and

who we have met with

Use Contacts tab to capture

involvement at events

Follow-up with contacts

See success of Marketing

Campaign based upon Projects

and Opportunities resulting from

them

Use Files tab to keep info about

events in one place where many

can access

Monitor actual costs to

determine ROI


Call To Action

Centralize data

QA/QC information

Develop Procedures for Opportunity Capture and


– Don’t miss those deadlines

Monitor Data to keep it up to date and usable

Use Hit Report and Marketing Campaigns to determine if

Marketing dollars are being spent wisely


Jennifer Blake Consulting Services include:

Evaluates client’s needs in regards to new or existing Accounting and/or

Project Management systems

Selection of Accounting and/or Project Management systems that best fit

client’s requirements

Trains client staff on all areas of the software, stressing processes and

procedures to take advantage of automation and improve efficiencies

Creates Custom Reports & Workflows including stored procedures

Develops procedural documentation as well as training manuals for Project

Managers and Accounting

Assists clients with Federal Acquisition Regulation (FAR) compliance


Questions & Contacts

If you have any questions or need further assistance contact:

Jennifer Berks Blake, CPA

– [email protected]

– Office: 816-746-6797

– www.jenniferblakeconsulting.com

Laura L. Poole (also Kansas City Area Vision User Group Coordinator)

– [email protected]

– Office: 913-747-2040

– www.poolefire.com

http://www.jenniferblakeconsulting.com/

http://www.poolefire.com/

VI-82: Meeting Marketing Challenges with Vision CRM€¦ · VI-82: Meeting Marketing Challenges...

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