SPID E R B USINESS S YSTEM Dave Mitchell Channel IT
Slide 2
Business ProcessBusiness Process 1 Explore System
FeaturesExplore System Features 2 Next StepsNext Steps 3 Topic
Overview
Slide 3
Running a business can often be a balance between appearing on
the outside to be professional, structured and controlled..
Slide 4
..whilst remaining calm about the organised chaos that reigns
on the inside.
Slide 5
Standard Process Implementation and Delivery Resource So how is
it possible to manage varying processes, tasks and timescales in
depth, using only one system.? With. SPIDeR
Slide 6
Business Tools
Slide 7
A Typical Sale Mailshots Email Campaigns AdvertisingSales
Visits CRM Quotes Orders Installation Invoicing Word Excel Line 50
Sage SPIDeR There are plenty CRM systems that allow you to contact
customers and generate opportunities.. but once you have the
opportunity; there is a huge process to go through that can
generate word documents, forms, spreadsheets, notes etc. How do
manage these core tasks and activities all in one place? Then of
course, you have to type it all into Sage. Not just sales invoices
but supplier invoices. This is requires more resource and leads to
more typo errors. SPIDeR takes a one entry approach to it all
Slide 8
Key Features of SPIDeR Records all Jobs One client database.
Handles business clients and consumers. Add contacts to jobs.
Attach multiple files, documents and photos. Add notes with date
stamps. Auto populates your forms. Organises Jobs into steps. Gives
warnings when job slips. Monitors progress Sets timescales. Can
link to Activities and Check points for quality control.
Diary/Appointment System. Multi- template job types. Complaints
system. Employees Accreditation Records. Suspend and cancel
jobs.
Slide 9
Contd Handles multi contacts and branches by client. Filter by
project. Search jobs features. Quote builder and bundle builders.
Generates Sales invoices. Basic Order management system. Holds
Client controlled documents. Access control for users. Sales
Invoice generation. Recurring Invoice generation. Supplier Invoice
matching. Sales and Supplier Invoice export to Sage Line 50. Basic
Client Inventory System. Issue controlled document library.
Flexible Tagging system for auto Form generation. Keeps backup
issue controlled copies of attachments.
Slide 10
Contd Asterisk VOIP integration. Click to dial from screen.
Incoming Sales desk (Screen popping of account) Sales screen allows
new jobs to be created from Incoming call. Displays purchase
history of calling clients. Handle high volume incoming documents
to cases. Scan documents from scanner directly to job. Classify
scanned document as document type. Bulk Activity monitor (Building
Industry) Use Teams on a job instead of assignees. Optional
Features CRM Campaign Mailer Mailshots to potential clients.
Help/Support Desk ticket system. Bulk Client contacts import.
Slide 11
Y OUR B USINESS P ROCESS Starts with a Request from your
client. That requests leads you to follow a number of steps to
fulfil the request. These steps can be Strategic Tasks or less
strategic, but just as important, Activities. Data is being
collected. Quality checks are being completed. Documents are stored
and versioned. Safety is being maintained. At points along the
process you may also have checkpoints to ensure :
Slide 12
Business Process Creation You build your process in Layers: New
Business Process Site SurveyQuote Prepare Tender Tender Review
Submit Tender CloseV&A Provider Funding Survey? Activity?
Consider initial documentation and decide whether we can tender for
it. Start to get a flavour of the size and scope of the request.
Decide which process template to use. Safety CP Survey is a
critical path activity so becomes a strategic task. Check Survey
required
Slide 13
Strategic Process Steps Validate Request Prepare Tender Review
Tender Submit Tender Client Response Next Steps Record Documents
Prepare Quote Register Client detail Site Survey Assess Survey
Strategic Tasks Take Photos Take measurements Do Safety Assessment
Safety Check Points recorded Activities/Check- Points Work
Instructions
Slide 14
Process Terminology Request Any request for products or
services originating either from a client or internally. Task Any
Critical Path milestone that requires specific data collecting or
standard Management Information measurement. Activity Any milestone
that has ownership but can be carried out in parallel with
Strategic tasks and does not require specific data recorded. Check
Point Any Activity that can be carried out in parallel with other
Tasks/Activities but requires a record of the check being made and
by whom. It is intended to underpin Quality Management checks.
Slide 15
Strategic Tasks
Slide 16
Templates
Slide 17
Activity Templates Configure parallel activities to start and
end at pre-determined points. Prevent strategic tasks being
progressed without completing associated activities.
Slide 18
Check Point Templates
Slide 19
Check-Point Template Assign
Slide 20
Business Process Pipe Concept Excel Approach Business Process
System
Slide 21
Job List
Slide 22
Jeopardy Management The system provides effective jeopardy
management for tasks in a users list, changing colour to signify
which state of jeopardy theyre in: Green Amber/Yellow - needs
attention as its been suspended or failed - passed its jeopardy
warning Red - passed its target date - within its target Blue
Target Dates & Jeopardy warnings (in working hours &
minutes) are set by owners.
Contact Types Consumer Individual consuming (receiving) the
goods and services. Client Individual raising and funding the
request. This could be Business client or single Consumer. User
Individual with a logon and password to the SPIDeR system. Assignee
Individual assigned to tasks, request or activities. Operative
(Sub-Contractor) External individual who [usually] has no logon
& Password. Assessor, Provider, Supplier (Non System) Multiple
contact types can be created and used to categorise a contact.
Slide 29
Notes
Slide 30
Notifications (SMTP Server required) Automated Switch on/off
automated mail distribution Both Notification & Jeopardy mails
available Alter message content Include/Exclude a predetermined
selection of recipients, but .configurable!
Slide 31
Scheduler
Slide 32
Reports
Slide 33
S ECURITY AND R OLE A CCESS SysAdmin Role - System Maintainer.
Has access to everything. Admin Role Access to Day to day
configuration, reports set up screens. Managers Role Access to all
screens but limited access s to configuration screens. User Role
Access to day to day operational screens. No access to
configuration or reports. Financial Access to User Role and
Financials.
Slide 34
Jeopardys The system provides effective jeopardy management for
tasks in a users list, changing colour to signify which state of
jeopardy theyre in: Green Amber/Yellow - needs attention as its
been suspended or failed - passed its jeopardy warning Red - passed
its target date - within its target Blue Target Dates &
Jeopardy warnings (in working hours & minutes) are set by
owners.
Slide 35
System Requirements Windows Server 2003 or later. IIS Server
(version 7 onwards) SQL Server 2008 Standard Preferred Tier 1
Server hardware. (Can be virtualised) Preferred Active Directory
domain System Separate IIS and SQL servers recommended but not
necessary.
Slide 36
Quote System
Slide 37
New Features (As of October 2013) Full Quote System Sage
Integration (For local server systems) Document Scanning and
progression Call Centre VOIP System for Help Desk calls Full Quote
System Sage Integration (For local server systems) Document
Scanning and progression Call Centre VOIP System for Help Desk
calls
Slide 38
Auto Populate Forms
Slide 39
Next Steps Business ProcessBusiness Process 1 Explore System
FeaturesExplore System Features 2 Next StepsNext Steps 3
Slide 40
Configuration Requirements Provide user names and email
addresses Provide Templates with Strategic Tasks. List any Parallel
Activities. List any Check-Points and hold points. Timescales and
Jeopardies for Tasks/Activities Provide Contact Type List for
configuration.
Slide 41
Time Jobs Processed Get Familiar Second Nature Adopting the
System Get Experienced
Slide 42
Customer comments Jefferson Hobbs ChannelIT have supported us
through numerous changes in our business model, and are flexible in
their approach to new requirements and support. This in turn allows
us to react quickly to changes in the business environment.
ProClaims When we first went to Channel-IT, we presented them with
a very tall order. Put our IT right, ensure our communications are
correct and design a system to allow us to handle more work without
taking on more employees They have done all of this, allowing us to
scale dramatically and more than quadruple our turn over. They are
without doubt, our preferred supplier. Wright Financial Advice As
financial consultants we know how important it is to get the right
advice. There isnt a lot that ChannelIT dont know about IT but if
something does crop up, we know they will research the Best
Practice advice, saving us time and money. SearchMove.co.uk In IT
terms, we knew where we wanted to go and what we wanted to achieve.
ChannelIT enabled us to put this strategy into action. This one
stop shop supplier has enabled us to treat our IT seriously,
without having to invest in IT employees.
