Your DMS: Convert to Another or Accept What You … · Your DMS: Convert to Another or Accept What...
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Your DMS: Convert to Another or Accept What You Have Take the inertia and fear out of the equation when deciding whether or not to switch DMS providers. Sandi's step-by-step process and checklist. With Sandi Jerome Moderated By Mike Bowers, Executive Editor with DealersEdge
Transcript of Your DMS: Convert to Another or Accept What You … · Your DMS: Convert to Another or Accept What...
Your DMS: Convert to Another or Accept What You Have
Take the inertia and fear out of the equation when deciding whether or not to switch DMS providers. Sandi's step-by-step
process and checklist.
WithSandi Jerome
Moderated ByMike Bowers, Executive Editor with DealersEdge
Sandi Jerome consults and lectures on automotive business management, expense control, profit retention, and computer utilization for CPA firms, state associations, AICPA, 20 groups, manufacturers, and DMS providers and has been a top 10% rated workshop speaker at NADA. She has helped hundreds of dealerships select DMS systems and then survive during and after the conversion process. She is a CPA with a degree in accounting, but also has the unusual combination of 3 years in F&I and another 2 years as an assistant general manager. She has developed numerous technologies and publications for the industry including a new DMS system, DealerStar, that is being used by seven dealerships and will be released nationally in 2012-2013.
Sandi Jeromewww.DealerStar.com www.superconsultinggroup.comwww.sandijerome.com [email protected] line: 360-504-5601Voicemail - cell phone notification 360-406-5062 Ext. 706Fax 503-715-5600
A step-by-step process for taking all the angst out of a DMS conversion or accepting the DMS you already own
by Sandi JeromeSandi Jerome Computer Consulting
“If only they were like a monkey”“ If you teach a monkey to press the Ctrl key, he’ll happily press it all day for a treat. Teach a human and they’ll say, “but on my old system I used the shift key”
Law of Employee inertia – employees will continue in their current state unless they are encouraged to act otherwise
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Acceptance� Technology committee� IT director� Controller� Parts Manager� Internet Manager� General Manager/Dealer
Mission Statement: The Technology Committee is the forum for reviewing, evaluating, and recommending strategies, plans, and policies for dealership information technology. The specific elements of the committee's charge include:Identify strategic directions, capabilities, and objectives IT support, including learning technologiesIdentify opportunities where IT can help achieve the dealership’s goals and recommend prioritiesEnsure a coordinated implementation of the dealership’s IT projects and initiatives
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Training made easy"I hear and I forget. I see and I remember. I do and I understand."
What is the best way to train your employee to use the DMS better?
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Training methods�Manuals, Knowledge-base, FAQ�Live instruction�One-on-one�Result-based�Level 1 – Data Entry�Level 2 – Search, Report�Level 3 - Results
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Result-Based TrainingList your needs and results
� List of used vehicles over 60 days old� Customer’s service
history� Expenses over $500
�Where did they come from?�When was the last time
they had their tires checked?�Which ones have
increased over the past year?
Why are DMS systems so difficult for humans?
� Integration with factory� Reduced innovation� Getting better with Star Standards
� 30 years of limited choices� Uses want it to be the same� Keyboard/form-based systems
� Integration with “modules
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How do you determine if you need to change DMS providers?� Cost, cost, cost – need 30% savings� CRM needs� Integrated vs. Interfaced� Access to the data
� Contract is up� New contract is too long or costly� Contract is too complicated
� Outgrown the systemwww.sandijerome.com
Can you change systems? Take this Quiz
1. Stable workforce2. Controller /Parts manager “on board”3. IT director/manager to help4. Cost savings – 30%5. Your data can be converted – not archived or held
captive6. Your CRM is not held captive by their server
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How do you select?
� Budget range� Technology needs – what can’t you live without? –
Case Study;� Multi-company� CRM interface/integration� Report writer – with Excel output
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What is Multi-Company?�Payroll - distribution�Payables – Checks, one per vendor�Stock transfers, “views”� Parts�Vehicles�Combined reporting�Combined “view” of Customers – one file
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What is a Report Writer?� Access to your main database files and transactions
with security� Ability to select fields, criteria� Export to csv, XML, Excel
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What is CRM?The Big 3
1. Prospect and Lead Management2. Data Mining of your sold customer
database for service/sales3. Contact management of actions, letters,
emails
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What are Tier providers?
Creating your own Tier 1, 2, 3 providers� Tier 1� ADP, DealerStar, R+R (ERA and Power)
� Tier 2� DealerTrack/Arkona, ACS, Auto/Mate, MPK,
DealerBuilt,, PBS, Quorum� Tier 3� AutoSoft, System 2000, DPC, DDS
Example: Based on CRM/Multi-Company/Report Writer
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Other Items� Parts scanners� Driver’s license scanners� Labor time guides� Service pricing guides� Internet site - inventory� Internet leads� Titling � Audit – CPA firms� Sales tax reporting� Credit Bureau
• Service Scheduling• Appointment Scheduling• F&I Menus• Desking• Contract submission• Rental vehicles• Data warehousing• Automated parts picking• Parts locaters • Parts catalogs
• Service Scheduling• Appointment Scheduling• F&I Menus• Desking• Contract submission• Rental vehicles• Data warehousing• Automated parts picking• Parts locaters • Parts catalogs
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Value matrix methodItem Your
Value- AADP Drive –my rate B
ADP score A*B Arkona - D Arkona Score A*D
True ASP – ease of upgrades 10 5 50 8 80
Integration with Ford 6 9Training required vs training proposed
4 8
Less training required 7 3Setups and conversion required 7 2
Future price increases 2 9Proposed CRM 5 9 6
Total Scores
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Manufacturer integrationWhat do you
really use?
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Manufacturer IntegrationThe Big 5
� Financial statement� Parts orders�Warranty submission� Parts tapes� Labor time guides
But how much does it cost you?
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How to Save Money� Combine technologies; CRM, DMS, Payroll� Use a company that has fixed pricing� Avoid annual price increases by considering a contract
and read your contract� Understand EVERY item on your billing� Compare the pricing on items you can buy elsewhere � Printer ribbons� Credit bureau fees� Paper, toner, forms
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Should you Upgrade?� Required?� Space, Speed� Newest versions – will you use
these featuresWatch the “it will cost less” pitch!
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Conversion Checklist
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� Take the “can you change?” test again� Pick a perfect date; end of quarter, no vacations, no
other major changes� Make a training plan (not too early, not too late)� Determine a “go-no go” date and how to access� Document what data will be converted� Backup data that won’t convert; GL detail, parts sale
detail� Consider steps; Parts and Service, Sales, Payroll
Before you go “live” – 25/2 Rule�25 Repair orders�25 Parts Tickets�25 Car deals�25 Checks�25 Receipts�Parallel payroll – 2 runs
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Tips for getting great support� Use their support website� Be clear � Screenshots� Examples; On job 3700 when I bring up repair order
CV120330, the customer address2 field shows Suite 36instead of 362. Instead of “customer fields are too short.”
� Keep your own support log
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Questions?Sandi Jerome
www.DealerStar.com [email protected]
Phone 360-406-5062 x 706Fax 503-715-5600
www.sandijerome.com
