assemblage case studies - trumpet, inc

Case Study: Flexible Plan Investments, Ltd.

Flexible Plan Saves Time & Money in Quarterly Reporting Process The Need for Automated Workflow and Por5olio Report AssemblyBefore engaging Trumpet, “my family was used to me disappearing during reporAng months. The reporAng processes were so Ame-‐consuming that over-‐Ame was inevitable,” according to Sherry King, OperaAons Manager at Flexible Plan who oversees the delivery of over 10,000 client reports each quarter. “But, based on working with Trumpet in the past, King states, “I knew they could help.”

The Assemblage SoluAon in AcAonTrumpet recommended Assemblage, and today Flexible Plan uses the soQware to automate eight different office procedures across two different departments. These processes range from sending daily welcome packets and special mailings, to preparing quarterly statements and performance reports.

Quarterly Performance Repor2ng

Each quarter, Flexible Plan sends por5olio reports to their clients that include a leUer from the President, an On-‐Target Report and a Client Summary Statement. To automate this process, Trumpet used the 5-‐step workflow system in Assemblage:

Step 1: Gather | Assemblage gathers client data and por5olio informaAon in the form of PDF files from directories on the Flexible Plan server.

Step 2: Split | Assemblage then splits out each report per recipient. Flexible Plan splits approximately 50,000 pages worth of data in about one hour.

Step 3: Assemble | Next, Assemblage electronically collates over 10,000 unique reports in less than an hour.

Step 4: Deliver | Once assembled, Assemblage uploads the reports to a secure web server. Assemblage also creates over 1,000 representaAve quarterly report files in less than 25 minutes.

Client

Flexible Plan Investments, Ltd.

Bloomfield Hills, MI

Industry

Investment Management

Need

Automated Workflow and Por5olio Report Assembly

Solu?on

Assemblage SoQware

Results

‣ Automated eight workflow processes across two different departments

‣ Quickly transiAoned quarterly reporAng from twelve hour work days requiring eight to ten staff to just three hours for a single employee

‣ Delivers reports to clients one week sooner than before

‣ DramaAcally improved employee morale

Assemblage saved us a whole week [of work], and now I can deliver the reports much earlier in the month.

Trumpet is a leading consul2ng firm helping financial advisory firms improve their business through the innova2ve use of technology. To learn more please visit www.trumpe2nc.com.

4327 E San Gabriel Ave | Phoenix, AZ 85044(480) 961-‐6003 | [email protected] Copyright © 2011 Trumpet Inc.

http://www.trumpetinc.com/


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Step 5: File | Lastly, Assemblage files each report into the firm’s Worldox document management system uAlizing Assemblage’s Worldox Autofiler.

Time-‐Saving and Effort-‐Reducing ResultsBefore Assemblage, Flexible Plan would print 20,000 PDF pages from mulAple database systems and hand-‐collate each report with the help of eight to ten staff members. Now King only uses one addiAonal staff member who spends just three hours automaAcally preparing, delivering and archiving over 10,000 client reports and 1,100 representaAve reports. Plus, “because the Assemblage process saves me at least five business days, I can deliver the reports much earlier in the month,” says King.

To King’s delight, she has also eliminated overAme. “Before I was pucng in twelve-‐hour days during reporAng months, but now I can go home at a reasonable Ame and spend it with my family,” says King. “Everyone in the office jokes that I’m a ‘happy camper’ now that I have Assemblage – and it’s true!”

About Flexible Plan, Ltd.

For over 30 years, Flexible Plan Investments, Ltd., a registered investment advisor, has provided comprehensive investment management services, working with over 30 custodians to acAvely manage mutual fund and insurance products on behalf of financial advisors across the naAon.

“Everyone in the office jokes that I’m a ‘happy camper’ now that I have Assemblage – and it’s true!”







Case Study: Plancorp, LLC

Plancorp, LLC Saves Time and Money with Automated Portfolio ReportingSearching for a Solu/onWhen Plancorp, LLC realized they needed a different solu/on for preparing, sending and filing tailored performance reports to their 700 client households each quarter, they evaluated a variety of technology vendors. Eventually, they consulted their partners at Charles Schwab and were directed to workflow experts at Trumpet.

“We talked to a lot of vendors, but Trumpet had two advantages over the rest,” noted Bob Tucker, Vice President of Plancorp, LLC. “First, they had a beOer understanding of our business. And second, the soQware they presented was easier to use and more cost-‐effec/ve.”

The Assemblage Solu/on in Ac/onTrumpet implemented the Assemblage soQware to prepare reports for a variety of purposes, including quarterly performance reports.

At the /me Plancorp, LLC was sending 700 client reports with varied content, including a personalized leOer, up to ten different PorSolio Center reports, informa/on from an Excel spreadsheet, a disclosure statement and a quarterly newsleOer. As the company con/nued to add clients and produce more reports, it was important to give Plancorp, LLC a solu/on that would not only customize content, but also grow with the business. Addi/onally, Plancorp, LLC already had considerable repor/ng informa/on within their contact management system. Therefore, they needed a solu/on that could read that data electronically, rather than having a staff member reenter that informa/on into another soQware applica/on.

“We started the implementa/on process by sending Trumpet examples of our exis/ng repor/ng process and they quickly came back with a solu/on,” reported Tucker. The Trumpet team u/lized the Assemblage 5-‐Step workflow system to automate the process:

Step 1: Gather | Assemblage gathers PDF files from directories on the Plancorp, LLC server for each client, including disclosure statements, quarterly newsleOers, personalized leOers, Excel spreadsheets and porSolio reports.

Client

Plancorp, LLC

St. Louis, MO

Industry

Investment Management

Need

Automated PorSolio

Report Assembly

Solu7on

Assemblage SoQware

Results

‣ Automated quarterly repor/ng processes

‣ Reduced report delivery /me from over 2 weeks to just 5 days

‣ Automa/cally populated client web portal with client-‐specific reports

‣ Drama/cally improved report review process

‣ Saved a significant amount in paper and prin/ng costs, and employee /me



“Trumpet had two advantages over the rest...a be5er understanding of our business...and so8ware [that] was easier to use.”





Step 2: Split | Assemblage then splits out a personalized report cover for each recipient from a mail merge document generated from Plancorp, LLC’s contact management system.

Step 3: Assemble | Next, Assemblage reads data from Plancorp LLC’s contact management system and electronically collates each report per recipient in the desired order, dynamically inserts a table of contents and applies branding such as logos and other graphical elements.

Step 4: Deliver | Once assembled, Assemblage prints reports for mail delivery or uploads them to Plancorp, LLC’s secure “client vault”, depending on the recipients’ preference as noted in Plancorp, LLC’s contact management system.

Step 5: File | Finally, Assemblage automa/cally files each report by client into a document management system.

Time-‐Saving and Effort-‐Reducing ResultsBefore Assemblage, Plancorp, LLC used to print preliminary copies for approval. Once approved, final reports were printed and up to five staff members spent many business days hand colla/ng each report. “That doesn’t even include the /me it took to complete the approval process,” Tucker pointed out. “It used to take us days to gain approval, and we went through reams and reams of paper.”

Once the reports were hand-‐collated and ready for delivery, an addi/onal staff member would spend 3-‐4 days scanning and electronically filing each report before they could be mailed to clients.

With Assemblage, the firm is now able to prepare, deliver and file customized reports in a frac/on of the /me -‐ just five days.

Reports are now sent to financial planners for electronic approval, saving the firm both /me and paper costs. Once approved, it only takes two staff members less than three days to mail reports to clients who s/ll want paper copies. Electronic versions of the reports are now automa/cally stored in the firm’s document management system and published to the client web portal in a maOer of minutes.

About PlanCorp, LLC

Since 1983, Plancorp, LLC has provided financial advice, estate planning services and asset management to high net worth individuals and families and to small and mid-‐size ins/tu/onal clients. Currently, Plancorp, LLC oversees more than $1.5 billion in assets (October 2010).



“Not only have we saved significant Ame and resources, but we can now provide a be5er experience for our clients.”





assemblage case studies - trumpet, inc

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