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Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D. [email protected]

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Copyright, Jonas Berlin 2002 Background: Levels of CRM Sophistication Some of the assumptions: The core of all customer relationship management is information, analytics, and business intelligence The primary goal of CRM is to create a dialog with the customer The group/groups in most organization that have the primary responsibility for starting and continuing this dialog is the marketing group Analytics Channels CRM Customer Experience CLM Batch Real-time Web Call Center -Mgmt Call Center

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Page 1: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Do’s and Don’ts When CreatingYour CRM Systems Architecture

Jonas Berlin, Ph. [email protected]

Page 2: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Overview

• Marketing Background• Architecture Background• Best Practices of Marketing Components• How to Make it Work in Your Enterprise

Page 3: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Background: Levels of CRM Sophistication

Some of the assumptions:

The core of all customer relationship management is information, analytics, and business intelligence

The primary goal of CRM is to create a dialog with the customer

The group/groups in most organization that have the primary responsibility for starting and continuing this dialog is the marketing group

Analytics

Channels

CRM

Customer Experience

CLM

Bat

ch

Real-tim

eE-M

ail

Web

Call C

enter

Email-M

gmt Call Center

Page 4: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Background: Customer Scorecard

• Customer scorecard is the basis for creating your marketing strategy

• The customer scorecard is a set of reports focused on measuring customer behavior and value

• It measures the health of your pool of customers• Contains metrics like “customer lifetime value”,

“customer retention”, “customer acquisition rate”, “customer satisfaction”, sales, etc.

Page 5: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Background: Closed Loop Marketing (CLM) Process

Closed loop marketing is the process of measuring the effectiveness of each marketing initiative

Closed loop marketing introduces a scientific “test and learn” approach to marketing

The loop is closed by explicitly measuring the success of the whole customer interaction process

The a tracking code can be used at different levels of granularity depending on what needs to be tracked

Program PlanningCustomer Engagement

Identify Opportunity

TestProgram

Develop Program

Measure &Analyze

ImplementProgram

Wrap-Up

Page 6: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Background: Multi-Wave Marketing Campaigns

Marketers use multi-wave marketing campaigns to increase the overall success

In a multi-wave campaign each person is treated according to a “decision tree” or “work plan”

The decision trees can be created by the marketers and then execute “automatically”

The decision tree uses some type of rules engine, and can evaluate individual customer information as part of the branching condition

Send Email withProduct Offer A

If ResponseMake Outbound

Phone Call

If PurchaseSend Thanks

Email

If no ResponseSend Reminder

Email

If no ResponseRemove FromTargeting List

If ResponseMake Outbound

Phone Call

If PurchaseSend Thanks

Email

If no Purchase Inquire about

Need

Page 7: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Overview

• Marketing Background• Architecture Background• Best Practices of Marketing Components• How to Make it Work in Your Enterprise

Page 8: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Touch Point Systems

Background: An Architecture Framework

Capture:• Customer interaction information• Transaction informationAnalyze:• Measure customer metrics• Segment customers• Measure marketing performance• Identify opportunities for

improvementPlan:• Plan the communications

including– Overall communications plans– Who will receive what offer– What is the follow up offer if the

first one fails– Generate tracking codes for all

communicationsExecute:• Execute the planned

communications whether online, through email, direct mail, …

CaptureExecute

AnalyzePlan

Page 9: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Touch Point Systems

Background: Front Office vs. Back Office

Touch Point Systems and CRM Front Office•Simple logic•High availability•High security•Guaranteed response times•Fail over

CRM Back Office•Advanced logic•Lower availability•Lower security•No response time guarantees

CaptureExecute

AnalyzePlan

Page 10: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Background: Components and DecouplingA component is a unit of a software system with clearly defined responsibility and interfaces

The specification for a component consists of the interfaces the component supports, and the interfaces it requires to do its job

Minimizing the dependencies between components improves reliability and makes it easier to replace a component

Maximizing the cohesion of the functionality of a component simplifies the implementation, makes the system more understandable, and maximizes the chance of reuse

C1

C5

C3C4

C2

Page 11: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Background: Data Based ArchitecturesData is copied (replicated) between different databases and applications as needed

The data represents the first level of reuse in enterprise systems

Often done using point to point integration

As long as the process is simple this type of integration stays manageable

Often this type of integration results in business logic being replicated in many systems

FTP

ETL

MessagingMiddleware

ReplicationSoftware

Page 12: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Background: Services Based ArchitecturesDifferent services are provided by various physically instantiated components

Each service is used by multiple clients (callers)

Each client can use multiple services to perform its work

Represents the second level of reuse, both data and some logic is reused between applications

Services based architectures allow for distribution of compute resources on the network

Examples of common services are authentication, name services, file servers, print servers, CRM services, …

Some services can provide information and catalogues of other services

Enterprise Information Portal(Customization)

ReportingEngine

Customer Site

Data Mart AccessTicketingEngines

Business RulesEngine

CatalogEngine

PersonalizationEngine

Data MartData Base

Web Application Catalog Mgmt Community Mgmt Campaign MgmtCall CenterApplication

Rule Base

Venue Site Internal Site

CommerceEngine

SessionEngine

Observation

PaymentEngine

E-MailEngine

Page 13: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Overview

• Marketing Background• Architecture Background• Best Practices of Marketing

Components• How to Make it Work in Your Enterprise

Page 14: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Touch Point Systems

Background: An Architecture Framework

Capture:• Customer interaction information• Transaction informationAnalyze:• Measure customer metrics• Segment customers• Measure marketing performance• Identify opportunities for

improvementPlan:• Plan the communications

including– Overall communications plans– Who will receive what offer– What is the follow up offer if the

first one fails– Generate tracking codes for all

communicationsExecute:• Execute the planned

communications whether online, through email, direct mail, …

CaptureExecute

AnalyzePlan

Page 15: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Best Practices: Capture: ETL

Txn Systems

StarSchemasEnd User

Tools

Staging

Transformation

WarehouseNormalized

Shared DataWarehouses

Staging

Transformation

Inmon Kimball

Format asTxn System Optiona

l

Page 16: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Best Practices: Capture: Observation Server

An observation server is a shared service that can be called from several different applications

It captures information about customer behavior and customer events across multiple channels

Each of these events is referred to as an observation

In the example to the right the marketing code is captured together with one or more transaction keys in four different observations

The information captured may be used to assemble a complete picture of the customers behavior as a result of the marketing campaign

123ABC

123ABC

123ABC

123ABC

ObservationServer

Call Center

Web SiteRetail Store

Tracking Code: 123ABC

Marketing Automation

Page 17: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Touch Point Systems

Background: An Architecture Framework

Capture:• Customer interaction information• Transaction informationAnalyze:• Provide 360 degree customer view• Segment customers• Measure marketing performance• Identify opportunities for

improvementPlan:• Plan the communications

including– Overall communications plans– Who will receive what offer– What is the follow up offer if the

first one fails– Generate tracking codes for all

communicationsExecute:• Execute the planned

communications whether online, through email, direct mail, …

CaptureExecute

AnalyzePlan

Page 18: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Best Practices: Analyze: Star SchemaDimension tables represent dimensions like customer, product, channel, time, etc.

Fact tables represent events like purchase, contact, claim, etc.

Synthetic integer keys are are generated to minimize the physical size of the fact tables

Dimension tables may have additional tables attached to represent rollup taxonomies

The physical size of a record in a dimension table is large

The physical size of a record in a fact table is small

StateStateKey

RegionRegionKey

StateKey (FK)

Order_FactCustomerKey (FK)TimeKey (FK)StoreKey (FK)ProductKey (FK)

QuantityPurchasePriceItemTotal

Store_DimStoreKey

RegionKey (FK)

Product_DimProductKey

SKUProductIDSystem1NameDescription

Time_DimTimeKey

TimeHourMinuteSecond

Customer_DimCustomerKey

CustomerIDSystem1CustomerIDSystem2NameAddress1CityState

Page 19: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Best Practices: Analyze: Star SchemasDimension tables are reused between multiple fact tables

This reuse makes it possible to join data in multiple fact tables through the dimension tables

First fact tables containing transaction details are loaded

The transaction details may then be aggregated and transformed into higher level metrics that are then loaded into separate fact tables

CustomerDimension

ProductDimension

CampaignDimension

Claims History Fact

PaymentHistory Fact

TimeDimension

Aggregationand Metrics

Page 20: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Best Practices: Analyze: Use of External BI Tools

Any business intelligence created by specialized tools should be treated as data and integrated into the star schema data structures

Any customer communication information created in a marketing automation tool should also be treated as data worth integrating

Staging

Transformation

Segmentation

ScoresResponse PropensityX-sell Forecasts

Comm

unication PlanSegm

entation Inform

ation

Page 21: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Best Practices: Analyze: Reuse of Data Components

Once created facts and dimensions should be reused between physical data marts

Each data mart can be constructed from the available facts and dimensions as needed

If a dimension has been designed containing a hierarchy each data mart may be loaded at different levels of the hierarchy

TransformationCustomerDimension

TimeDimension

ProductDimension

ChannelDimensionCampaignDimension

Sales Fact

Claims FactBilling Fact

Contact History Fact

MarketingResponse Fact

Page 22: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Touch Point Systems

Background: An Architecture Framework

Capture:• Customer interaction information• Transaction informationAnalyze:• Measure customer metrics• Segment customers• Measure marketing performance• Identify opportunities for

improvementPlan:• Plan the communications

including– Overall communications plans– Who will receive what offer– What is the follow up offer if the

first one fails– Generate tracking codes for all

communicationsExecute:• Execute the planned

communications whether online, through email, direct mail, …

CaptureExecute

AnalyzePlan

Page 23: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Best Practices: Plan: Campaign Hierarchy

Marketing initiatives are organized in a hierarchical structure

Metrics (budgets, revenues, costs, …) can be rolled up from one level or the hierarchy to the one above

The lowest level of the campaign hierarchy is the cell or event

The cell has a customer list and is associated with creatives, offers, channels, lists, etc

The act of turning a cell active is referred to as “launching”

Campaign

Program0..n

Creative

Channel Offer

CellTracking Code

0..n

1

1 1..nCustomer

List1..n

1..n

1..n

1 1..n

0..n

0..n

1

1..n

Page 24: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Best Practices: Plan: List Selection

The complete 360 customer view should be available to generate customer lists by creating ad hoc queries

This 360 view should include any previous sales and marketing attempt to each customer with the results of these attempts

If a proprietary cube is used to provide the ad hoc query capability make sure that it supports drill through capability down to the individual customer

The target list is normally extracted and imported into a campaign management tool for further processing

Ad HocQuery Tool

CustomerList

Page 25: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Best Practices: Plan: Marketing Tracking Codes

• Marketing tracking codes are the tracking codes that are carried through the closed loop to allow measurements of marketing effectiveness

• The codes are normally random numbers that can be used to for lookups of the targeting information

• If possible the codes should be generated at the intersection of customer-offer-cell

• The same type of codes should be used across all types of customer targeting if possible (direct mail, call centers, web, email, …)

Page 26: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Touch Point Systems

Background: An Architecture Framework

Capture:• Customer interaction information• Transaction informationAnalyze:• Measure customer metrics• Segment customers• Measure marketing performance• Identify opportunities for

improvementPlan:• Plan the communications

including– Overall communications plans– Who will receive what offer– What is the follow up offer if the

first one fails– Generate tracking codes for all

communicationsExecute:• Execute the planned

communications whether online, through email, direct mail, …

CaptureExecute

AnalyzePlan

Page 27: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Best Practices: Execute: Publish Subscribe

When a marketing program is launched the targeting information is published to the middleware

The messaging middleware has a channel (C1) set up for targeting information

Each touch point system that that has the capability to support targeting subscribes to the information

The targeting information is loaded into the touch point systems execution mechanism

Many touch point systems have the execution capability needed as long as the targeting information is loaded

CampaignLauncher

TouchPoint

System

TouchPoint

System

C1 C2M1

M2

M3

M4

Subscribers

Publisher

MessagingMiddleware

Page 28: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Best Practices: Execute: Customer ContextA customer context is the basic information about one customer plus additional information like recent transactions, preferences, …

Preference

Contact

OrderItem

Cell

Tracking Code(from Campaign) Offer

(from Campaign)

Customer(from Campaign)

List(from Campaign)

Product

ProductFeature

Channel(from Campaign)

ChannelCost

C P

Page 29: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Best Practices: Execute: Customer Context Servers

A context server serves context requests from different systems

Each context is centered around a specific object (customer, product, …)

Several different systems may contribute to each context request, and each one can serve a part of the request

In most implementations a context is sent back to the requesting system in the form of an XML document

Some context server will preload and cache the data needed to serve context requests

TouchPoint

System

RequestingTouch Point

Systems

ContextServer

ContributingSystems

TouchPoint

System

Page 30: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Best Practices: Execute: Business Rules SystemsA rules engine abstracts business rules out of an application

A set of rules pertaining to a specific problem domain is referred to as a rule base

Creation and maintenance of the rules (rule base) can be performed by various management tools

Rules like marketing rules that are likely to change a lot over time are the first ones to be candidates for abstraction

Rules engines can be provided with the data necessary to evaluate the rules by the caller, or retrieve it as necessary

RulesEngine

TouchPoint

System

TouchPoint

System

ContextServer

ContributingSystems

RuleBases

Page 31: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Touch Point Systems

Background: An Architecture Framework

Capture:• Customer interaction information• Transaction informationAnalyze:• Measure customer metrics• Segment customers• Measure marketing performance• Identify opportunities for

improvementPlan:• Plan the communications

including– Overall communications plans– Who will receive what offer– What is the follow up offer if the

first one fails– Generate tracking codes for all

communicationsExecute:• Execute the planned

communications whether online, through email, direct mail, …

CaptureExecute

AnalyzePlan

Page 32: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Best Practices: Overall Logical Architecture

Access ofLaunch Information

RulesEngine

ListSelection

ObservationServer

List Access

EmailBroadcaster

SMTPServer

CustomerContextServer

ContextRequest

MailClient Browser

LandingPad

ContextAccess

Bulk Distribution ofLaunch Information

CustomerEvent

ResponseEvent

Marketing Automation

LaunchHistory

Promo CodeGenerator

Cell and CampaignHierarchy Manager

Launch ListGenerator Data Loading

Mechanism

AnalysisStar Schemas

OLAP &Reporting

SegmentationModel

Generator

SegmentationTool

ResponseEvent

Follow Up LaunchTriggered by

Decision Tree

Store and OtherWeb Properties

DataStaging

Messaging DataAcquisition

ETL BulkData Acquisition

Analytics

CallCenter

Application

MessagingMiddleware

Bulk LaunchInterface

Scheduler

ProfileQuery

ContextRequest

CustomerInformation

Access

Page 33: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Overview

• Marketing Background• Architecture Background• Best Practices of Marketing Components• How to Make it Work in Your

Enterprise

Page 34: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Your Solution: The Plan

Set Analysis

ScopeFind

Actors Document

Requirements

InventoryCurrentSystems

CreateLogical

Architecture

IdentifyExistingReusable

Components

Shop forTools

Create Implementation

Architecture

Perform Design of

CustomComponents

Create Deployment Architecture

Create Implementation

Plan

Outlinethe

Vision

Page 35: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Your Solution: The Vision

• The vision is the highest level of the requirements• It is the main vehicle to communicate the overall intent

of the project• For a CRM system it should describe the view of the

system from both the customer’s and the marketer’s view

• Should describe how the system will work with respect to all marketing channels considered

• A few examples of different marketing scenarios should be included

Page 36: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Your Solution: Set the Scope

Phase 1 Architecture

Phase 2 Architecture

Phase 3 Architecture

Cha

nnel

Reg

ion

Segment CapabilityNorth America

Europe

Individual

Sm

all Business

Large Business

Bus

ines

s In

telli

genc

e/A

nal y

tics

Clo

sed

Loop

Mar

ketin

g

CR

M

Retail

Reseller

Direct Sales

Web

ChannelDirect MailWeb

•Online Store•Other web

Direct SalesReseller Retail

CapabilityAnalytics

•Measure•Predict•Optimize

Closed Loop Marketing•Campaign Management•Batch vs Real-time

Customer Relationship Mgmt•Call Center Management•Customer Service•Customer Support

Sales ManagementChannel ManagementProduct MgmtMaster PlanningInformation Resource MgmtSupply Side

•Manufacturing•Fulfillment•Distribution

SegmentIndividualSmall BusinessLarge Business

RegionNorth America

Europe

Page 37: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Your Solution: Identify the LoopsIdentify the customer interaction scenarios you want to track

Decide at what level the interactions need to be tracked

Decide if the interactions need to be tracked explicitly (with a tracking code) or implicitly (by matching logic on timestamps and customer ids)

Decide how the tracking codes will travel through the interaction loops

Decide on what data will be captured and integrated to “close the loop”

MarketingAutomation

Email

CallCenter

Store

DataMart

DirectMail

Page 38: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Your Solution: Finding the ActorsUse the “loops” and the scope to identify the actors of the system

If available any documentation of the business process will help

Bringing all the actors along in the process of creating the architecture is the most important task

Create a few example marketing scenarios to use to explain the business problem

Use a few examples to explain best practices systems architecture

Customer

ProgramManager

Call CenterOperator

BusinessAnalyst

MarketingAgency

ContentManagement

Data WarehouseManager

Call CenterManager

EnterpriseArchitect

Page 39: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Your Solution: Finding the Requirements

• Employ use cases to describe the interaction of the end users with the system– About 20 – 30 use cases is normal in a large CLM system– About 5 – 10 of the use cases will be “architecturally

significant” and help point to the correct architectural solution

– The remaining use cases will help documenting requirements for tools selection and guide any custom development

• Employ table format requirements to describe the business metrics and reporting requirements– A standard survey format works well to identify these

requirements– Metrics you will find relating to the customer, the marketing

process, and basic financials

Page 40: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Your Solution: Process to RequirementsFollowing a documented process or the results of a business analysis will simplify the work of finding the correct use cases and metric requirements

Having the process documented also simplifies the review of the overall requirements

If no documentation is available consider including at least a light version of business process documentation/design

For each process step identify both the use cases and analytics requirements

Marketing Manager

(from Actors)

LaunchCampaign

(from LaunchCampaign)

Identify Opportunity

Develop Program

Test Program

Refine Program

Implement Program

Measure & Analyze

Wrap Up

Marketing Manager

(from Actors)

LaunchCampaign

(from LaunchCampaign)

LaunchCampaign

LaunchCell

Marketing Manager

(from Actors)

LaunchCampaign

LaunchCell

Marketing Manager

(from Actors)

Marketing Manager

(from Actors)

LaunchCampaign

(from LaunchCampaign)

Marketing Manager

(from Actors)

LaunchCampaign

(from LaunchCampaign)

LaunchCampaign

LaunchCell

Marketing Manager

(from Actors)

Page 41: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Example Context Diagram

Customer

ProgramManager

Call Center

AnalystSegment

Customers

Click onEmail Link

RetrieveTargeting

InformationReview

PerformancePrepare

List

ConfigureCell

LaunchCell(s)

Click onOpt Out

RedeemOnline Offer

Sub SegmentList

ContentManagement

PrepareCreative

Create/UpdateDecision Tree

Context Diagram – Illustrates the relationships between actors and use cases to gain an understanding of who interacts with the system and how the system provides value to the actors.

Actor - Those people or systems that will interact with the system.

A use case defines a sequence of actions a system performs that yields an observable result of value to a particular actor.

Page 42: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Your Solution: Logical: Interaction Diagrams

: Program Manager

: Cell Storage

: Promotion Code Generator

: Offer Storage

: Collateral/Creative Storage

: Decision Tree Engine

: List Storage

: Email Launcher

: Link Generator

: Coupon System

: Launch History

: SMTP Server

: Success List

: Bounce Manager

: Exceptions Manager

1: Select Cell

2: Retrieve

3: Retrieve

4: Activate

5: Retrieve

6: Generate

7: Feed

8: Retrieve

9: Create

10: Notify

11: Send12: Record

13: Send

14: Handle abort failure

Page 43: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Your Solution: Working out the Logical Architecture

• When creating the logical architecture– Include current systems that are going to be part of the

new system explicitly– Don’t include current systems that may or may not be part

of the new system. Include them as the analysis components

– Use the classes or components that were found using the interaction diagrams

– Try to organize the classes and components in coherent groups that minimizes the interactions between the components

– Keep the architecture framework in mind (capture, analyze, plan, execute)

Page 44: Copyright, Jonas Berlin 2002 Do’s and Don’ts When Creating Your CRM Systems Architecture Jonas Berlin, Ph. D

Copyright, Jonas Berlin 2002

Your Solution: A Logical Architecture Example

Email Broadcaster

List Management

Landing Pad

Access ofLaunch Information

Decision TreeEngine

Decision TreeStorage

Ad HocQuery Tool

ListStorage

ObservationServer

ValidatedObservationsForwarded

List Access

EmailPersonalizer

Link Generator

DirectoryServices

RetrieveCoupons tobe Mailed

SMTPServer

BounceManager

SuccessList

ContentManagement

Customer DataAccess

CustomerContextServer

ProfileQuery

ProfileQuery

MailClient Browser

LandingPad

Request: http getResponse: redirect

Offer Cache

RetrieveProfile

Information Offer InformationAccess

Bulk Distribution ofLaunch Information

OutcomeEvent

ResponseEvent

ResponseEvent

Marketing Automation

LaunchHistory

OfferStorage

CellStorage

Promo CodeGenerator

Cell and CampaignHierarchy Manager

Launch ListGenerator

EmailLauncher

Data LoadingMechanism

CLM DataWarehouse

OLAP &Reporting

SegmentationModel Generator

SegmentationEngine

ResponseEvent

Follow Up LaunchTriggered by

Decision Tree

Call CenterSupport

Observation

Server A

dapter

Store and OtherWeb Properties

ObservationServer Adapter

Opt OutEvent

Opt Out

ObservationServer Adapter

List Preparer

Dialer

Dialing List to DialerCallback to Call Center on Pick up

MetaData

Observation Server

DataStaging

Messaging DataAcquisition

ETL BulkData Acquisition

Analytics (see Data Architecture)

Decision TreeMgmt

Decision Tree (Rules Engine)

Call CenterSales

Observation

Server A

dapter

External ListLoading Interface

ToAgency

Name

Target List

<?xml version="1.0"?><LaunchInfo id=5678><DSid> 1234 </DSid><Offer id=123 date=04/30/01 expires=05/31/01>

<Name> 10% Off Memory</Name><PromoCode>abcd</PromoCode><Script> Read this </Script>

</Offer></LaunchInfo>

DSid

ListElement

<?xml version="1.0"?><Offer id=123 date=04/30/01 expires=05/31/01>

<Name> 10% Off Socks</Name><PromoCode>abcd</PromoCode><URL>http://store.com</URL><Script> Read this </Script>

</Offer>

<?xml version="1.0"?><Observation id=1234 verified="Y"> <Type>Response</Type> <Source>LandingPad</Source> <Interaction>a34ebc</Interaction> <Verb>Click</Verb> <Noun>EmailLink</Noun> <Context> <PromoCode>abcd</PromoCode> <OfferId>123</OfferId> </Context></Observation>

<?xml version="1.0"?><Observation id=1234 verified="N"> <Type>Response</Type> <Source>LandingPad</Source> <Interaction>a34ebc</Interaction> <Verb>Click</Verb> <Noun>EmailLink</Noun> <Context> <PromoCode>abcd</PromoCode> <OfferId>123</OfferId> </Context></Observation>

TransportMechanism

Bulk LaunchInterface

LegendExisting

Component

CustomersComponent

NewComponent

Messaging

ETL

File Transport

DB Access

CandidateExists

DataFormat

ObservationStorage

<?xml version="1.0"?><Launch id='1234'> <Campaign id='3456'> <Program id='6789'> <Cell id='7654'> <Name>G4 Deal</Name> <Offer>Get 5% off the G4</Offer> <Lead id='1234'> <Name>Jonas Berlin</Name> <Phone>617-555-1212</Phone> </Lead> </Cell> </Program> </Campaign></Launch>

Connect EventRegistration Event

CouponSystem

AccessAPI

Flat File

Scheduler

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Copyright, Jonas Berlin 2002

Your Solution: Logical: Facts and Dimensions

• Use the reporting requirements gathered from the users• Identify the metrics in each report (totals, sums,

averages, counts, …)• Identify the dimensions in each report (by time, by

product, by channel, by customer, by campaign, …)• Create a logical schema consisting of facts and

dimensions• Try to reuse the facts and dimensions in as large extent

as possible• Raw transactional data should fit into the schema as

well even if not required by any report

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Copyright, Jonas Berlin 2002

Your Solution: Logical: Working out the Data Architecture

• Given the logical star schema identify the source system containing the data necessary to populate star schema

• Keep in mind how any data mining and statistical tools will fit into the data architecture

• Consider the different possibilities for data extract, transport, and load

• Consider how data will be accessed and delivered to the various business processes

• For the initial data architecture explicit data mappings are not necessary

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Copyright, Jonas Berlin 2002

Your Solution: The Data Architecture Diagram

DirectoryServices

SharedDataandDataWarehouseLayer

ApplicationLayer

CLMAnalyticApplications

MessagingTransport

CLM DataMart

Call Center Online StoreOrder Processing

Predictive modeling andcustomer segmentation

Complete 360 degree viewCustomers and Prospects

ProductRegistration

GlobalSales Data

Product andEvent Registration

ObservationServer

PublicationSubscriptions

Analyticdata sets

OnlineStore

CampaignManagement

Ad hoc QueryList Management

Data Extract andTransport

Logical Analytics Architecture

ETL Process

Transformation and LoadStaging

Data Extract and Transport

Booked, BilledOrders

Segmentation ScoresModel Scores

Data Extract andTransport

Customer WarehousePersonSign on

MarketingLists

ETL ProcessTransformation and Load

StagingData Extract and Transport

ProductRegistrations

CLMDataMart

Observations Opportunites

Campaign MgmtObservationsOpportunities

StandardReports

CustomApplications

Campaign Management

OLAPCubes

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Copyright, Jonas Berlin 2002

Your Solution: Implementation: Reuse Current Systems

• First look at current systems to identify any possibilities for reuse

• Consider wrapping current systems using new access technologies to simplify reuse

• Consider designing new interfaces or refactoring current systems to simplify reuse

• When reusing current systems be careful to analyze how systems qualities of the overall system will be impacted

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Copyright, Jonas Berlin 2002

Your Solution: Implementation: Shopping for Tools

• Identify components that are candidates for COTS (Commercial Off The Shelf) components

• Consider combinations of components as possible implementation packages

• For each component that will be bought prepare a requirements doc. Sort the requirements into binary (must have) and graded

• As the vendors are invited ask them to concentrate on the functionality and components they are being considered for

• Pay special attention to how the interfaces to the surrounding components will work

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Copyright, Jonas Berlin 2002

Your Solution: Implementation: Design for Custom Development

• Perform detail design of interfaces first• Chose the implementation technologies with the overall

solution in mind• Start with the high risk items and create a set of proof

of concepts

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Copyright, Jonas Berlin 2002

Your Solution: Deployment: Work out the Physical Architecture

• The deployment architecture outlines how the different components are allocated to different pieces of hardware

• The deployment architecture has a large impact on the reliability and scalability of the overall system; Don’t shortchange it

• Make a concerted effort to separate the CRM front office from the CRM back office

• High systems qualities are expensive. Don’t buy more of it than you have to

• Make sure that high quality components are only loosely coupled to lower quality components

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Copyright, Jonas Berlin 2002

Your Solution: Deployment: An Example

ERP CustomerDatamart

PartnerData

Physical Location 1 Physical Location 2

WAN

Physical Location 3

Context Server Context Server

CRM Services CRM Services

Touch Point Systems Touch Point Systems

SWSW

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Copyright, Jonas Berlin 2002

Your Solution: Finally: Delivering ValueTry to organize implementation iterations around complete loops

A partial loop does not deliver much value

Identify clearly what types of marketing programs can be supported by each iteration

Try to favor loop that generate easily measurable results (number of customers, revenue lift, …)

1234

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Copyright, Jonas Berlin 2002

Vision

Action Plans/Rewards

Capability to Change

Willingness to Change

Sense of Urgency

Successful Change

The process can break down if any of these five are not in place.

Your Solution: Finally: Change Management

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Copyright, Jonas Berlin 2002

Most Important

Do your homework before selecting tools and making implementation

choices