DATA, DATA, DATA. - force.com

DATA, DATA, DATA. Why maintenance is important and how to get started

V2 | September 2018

Podium is committed to being the number one broker platform

Why is maintaining your data so

important?


WHY IS MAINTAINING YOUR DATA

SO IMPORTANT?

productivity

compliance

informed

decisions

helps identify business

opportunities

improves reputation

reduces risk

targeted business operations

increasing digitalisation

greater volumes of data being collected

“…working to collect the best

data possible can give you a significant advantage in improving profitability or

achieving your mission.” - Experian Data Quality

Imp

roves c

usto

mer

exp

eri

en

ce


WHY IS MAINTAINING YOUR DATA

SO IMPORTANT?

Experian Data Quality conducted a survey to look at global trends in data

quality in 2017.

This chart provides a snapshot of their findings from their annual Global Data

Management Benchmark Report.

(Source: EDQ website)


Data & Mortgage Brokers


WHAT DATA DO YOU COLLECT

AND WHY?

Personal &

Contact

details

Details

of

employment

Financial position

(income, assets, liabilities,

expenses)

Applicants’

financial

requirements

Lender

information

(products, policies)

reasonable enquiry due diligence relationship-building


I wonder what’s happening to that client?

I wonder if the client has done anything

about an Investment property?

Why won’t that client respond to

my email?

Would it be better if all their information was in

one place?

I’ve NEVER entered that information for the client!

I should let the client know where the application is at!

Who entered this information for the

client?!

I should send a message to the

client for Christmas!

I haven’t got time to read the

paper file…

When did I last speak

to the client?

I must remember to call that client! I should take

a look at that client’s file…

CAN YOU RELATE?


Consequences:

what happens when you don’t

look after your data?


THE COST OF

DATA NEGLIGENCE

“The challenges posed by improving data quality can be daunting and obscure the benefits and

possibilities that good-quality data enables, but the costs of doing nothing are high.

Gartner measures the average financial impact of poor data on businesses at $9.7 million per year. These costs, however, are not solely financial; businesses can see loss

of reputation, missed opportunities and higher-risk decision making as a result of low confidence in

data.”

(Forbes Insights, 2017)


THE COST OF

DATA NEGLIGENCE

2005 – Poor information management caused Rio Tinto to fail to renew its lease over

some mining tenements in WA

= $300m in assets at risk*

2011 – GS1 Australia calculated that over the next

five years, Australian grocery retailers and

suppliers would experience $350m in profit

erosion and $675m in lost sales due to

bad data**

reduced efficiency

poor decisions & outcomes

missed opportunities

lower quality insights

increased exposure to risk

*Source: The Advertiser, 2016

**Source: GS1 Australia, 2011

mediocre customer service


Getting Started with Data

Maintenance


WHERE & HOW DO I START?



LOCATE PRIORITISE CLEANSE




Where do you record information and why?




What information do you currently have that you need to

keep? Is it fit for purpose? Who uses the data?






What needs to go or be relocated? What needs to be updated?

Who’s responsible for cleansing the data?


Data Cleansing Supplies:

Reports, Dashboards, & An

Import Wizard


SCENARIOS

A. You want to check that your clients with birthdays coming up this month have

updated mobile phone numbers in the database because you’ve recently

started a birthday SMS campaign. Use the Advantedge Standard Broker

Dashboard, a standard report and the Data Import Wizard to update your CRM. (See next slides for Standard Report and Dashboard examples)

B. You noted down lead details on post-its whilst on a ‘Digital Detox Retreat’ last week. You were unable to record information in your CRM due to recent

internet connection issues – so you opted for a spreadsheet instead before

shredding the post-its. Now that you can access your CRM again, use the

Data Import Wizard to add new leads to your database.


DATA CLEANSE WITH REPORTS

This report is included in the Advantedge Standard Broker Report suite.

Export this report in Excel spreadsheet

format to update any empty fields in the the ‘Person Client: Mobile’ column; before

importing the updated version back into CRM

via Data Import Wizard!


OR YOUR DASHBOARD

The ‘This Month’s Birthdays’ dashboard object is readily available in the Advantedge Standard Broker Dashboard. It is a high level summary of the report on the previous page!


Here’s a glimpse of what comes up on the Podium Knowledge YouTube channel when you search Reports (this is just the start of the list!)

MORE ON R &D (REPORTS & DASHBOARDS)


…And here’s what you’ll find by searching for ‘Dashboards:



If you prefer to read, the following resources are available in the Podium Guides folder in

the Podium Library:

• Advantedge Standard Broker Reports Guide

• How to Generate an Application Pipeline Report

• Opening Application Pipeline Report in Dashboards

• Commission Data Reports Guide (note that you need to have Commissions Data into

CRM turned on to access these reports)



THE (DATA IMPORT) WIZARD!!!


1. EXPORT your report [if updating existing records]

2. UPDATE data on your spreadsheet and convert into a

CSV file

3. IMPORT into CRM

HOW IT WORKS:


BEFORE YOU START…

Note: Match your client spreadsheet/CSV file column headings to the Account fields only


BEFORE YOU START…


ADDING NEW RECORDS

Select either ‘Person Accounts’ to import multiple new Clients or ‘Leads’ for new Leads


UPDATE EXISTING RECORDS

Note: import updated client details as Person Accounts and not as Clients and Contacts to ensure complete data transfer. Podium CRM has been customised such that data needs to be imported into Person Accounts. You’ll have difficulty importing mapping details if you don’t select this option!



The previous slide highlighted an option to ‘Match

Account by Salesforce.com ID’. It is best practice to

match data that you’re ‘returning’ to CRM – in other

words, existing records that you’ve just updated –

by this field.

This eliminates incorrect data import, especially when

you’re updating and importing updates for multiple

clients and/or leads who have identical names (e.g.

your database might have two John Smiths).


Before exporting reports to update existing client and lead records make sure to customise the report to include a Client or Lead ID. (You’ll then need to map this to the Salesforce.com ID when importing)


Shown: Standard Report ‘Clients with Email Addresses’ being customised in report builder to include Client ID’


MAPPING FIELDS WHEN

IMPORTING DATA

This is a screenshot of the second screen that appears when using the Data Import Wizard, after you have uploaded your CSV file. Notice that the ‘Client ID’ heading in the spreadsheet is marked as ‘Unmapped.’ Map this to your existing client’s Salesforce.com ID by: 1. typing “Salesforce.com ID”

in the Select field text box 2. Clicking “Map”


WANT MORE DEMOS?

Click me to learn how

to import new

records into CRM on

Podium Knowledge

Click me to learn how to

update existing

records in CRM on

Podium Knowledge

Click me to learn

more about Data

Management on

Podium Knowledge

https://youtu.be/XG20gQsS_Nw

https://youtu.be/DcuMIo__6mA

https://youtu.be/KfcKqnTWmAc


Frequently Asked Questions


FREQUENTLY ASKED QUESTIONS

Is there a recording of this webinar available?

A recording of this webinar is available on the Podium Knowledge YouTube channel.

I need more information on Reports and Dashboards. What resources are available?

Written Quick Reference Guides and report descriptions are available in the Podium Guides folder of the Library, which can be found in

the Training section. Video tutorials are also available on our Podium Knowledge YouTube channel. PLAN and CHOICE users: access the Training section by hovering your cursor over the Library tab and navigating to the ‘Training’ option in

the list. FAST users: access the Training section by hovering your cursor over the Library tab and navigating to the ‘Other’ option in the list. This will

take you to the ‘Training’ subsection.



I need more information on using the Data Import Wizard. What resources are available?

Video tutorials are available on the Podium Knowledge YouTube channel. A written reference guide is also currently being created and

will be published in the Podium Guides folder in the Library – keep an eye out for updates.

When updating mobile phone details in Microsoft Excel, I’ve noticed that ‘0’ in front of the contact number disappears. How can I

stop this from happening and make sure I’m importing accurate data into my CRM?

To stop Microsoft Excel deleting the ‘0’ in front of a mobile phone number:

1. Highlight the column where you’ll be entering in details.

2. Right click the highlighted column and select ‘Format Cells.’ 3. Navigate to the ‘Number’ tab and under the category heading, select ‘Custom.’

4. Under the ‘Type’ heading, enter ten zeros into the text field (this is equivalent to the total digits that make up a mobile number).

Is there a complete list of CRM fields that I can use to rename columns in my data import file?

Yes. Lists can be accessed by clicking on the ‘View a list of Salesforce data fields’ link in the ‘Before you Start’ image on the initial Data

Import Wizard page (see Slide 30 for a screenshots). Due to the customised structure of Podium CRM, you must make sure that any of your data import files relating to Clients map to the list of Account data fields (and not Contacts).



Why won’t the Data Import Wizard allow me to upload my Excel data import file?

The Data Import Wizard finds it quicker to read CSV versions of files being used for import. Make sure to save your data import file as a

CSV prior to uploading it.

What if I have more data to import than the Wizard is capable of transferring into CRM?

The Data Import Wizard is a useful tool for uploading basic client and lead details for up to 50,000 individual records.

Where that data you want to import exceeds this figure, and/or you have application records to import, and/or you wish to import your

clients’ financial position details, please contact our Business Platforms team ([email protected]) for assistance.

How long does it take to complete a Data Import?

The time it takes to complete a data import using the Data Import Wizard will vary based on the volume of data you’re importing. Imports

are generally not immediate and can take up to several minutes.

mailto:[email protected]

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