vi-56: customer spotlight: salesforce to vision · − sql code instead of apex ... pulled it down...

VI-56: Customer Spotlight:

Salesforce to Vision

Merging CRMs and Businesses

©2016 Deltek, Inc. All Rights Reserved 2

TABLE OF CONTENTS

Who We Are

The Decision Process

Customizations Made

Moving the Data

How we utilized this opportunity to add business processes and efficiency

What We Learned and Gained Through This


WHO WE ARE


RUFFALO NOEL LEVITZ

Formerly Ruffalo Cody and Noel Levitz

Professional Services Firm specializing in helping non-profits meet financial

goals

Headquarters in Cedar Rapids, IA with locations around the world.

800 CRM Users

6,500 Active Projects

4,000 Opportunities created this year


THE TWO OF US

Darrell Aaron

RuffaloCODY Legacy

Since 2013

Salesforce Admin

Data/Reporting/ Analysis

Guy

Derek Boren

Noel-Levitz Legacy

Since 2003

Deltek Admin


THE DECISION PROCESS


TIMELINE

August 2014 – Merger is announced

January 2015 – Vision chosen as accounting system

September 2015 – Vision chosen as CRM

January 2016 – Vision launches to whole company as CRM


MAJOR REASONS FOR CHOOSING VISION

True client relationship management

− Ability to track them through their entire lifecycle

− Accounting & CRM combined allow easier and more complete data analysis

and insight into our business

Speed of business

Greater control of our own data

Better reporting

− We can now do whatever we want easily

− Stronger automation through SSRS


OTHER REASONS FOR CHOOSING VISION

More experienced admin

− SQL code instead of Apex

− Deeper knowledge of the system and its capabilities

Integration with other systems already existed

Time tracking


HOW WE DID ITCustomizations Required


CUSTOM INFO CENTER: Products

A place to store information about each product that will be part of

the contract

Allows us to slice our pipeline in many different ways


PRICING GRID ON OPPORTUNITIES

Basically the exact same as opportunity products in Salesforce

Lists the specific components of each opportunity

Shows the quantity, discount and estimated delivery start and end

dates

How we handle approving pricing on deals


PRIMARY CONTACTS

Allows us to list someone as a primary

Puts them in a much smaller, easier to find grid


A FEW EXTRA FIELDS

Expected Close Date

Salesforce ID for ones we transferred over


HOW WE DID ITMoving the Data


GETTING THE DATA OUT

Pulled it down via SFDC API three ways

− Enabler4Excel

− Microsoft PowerQuery

− Separate BI ETL process for the warehouse

Things to be careful of

− Auto-archives tasks & opportunities

− Commas and return characters


GETTING THE DATA IN

Matching up records

Cleaning the data over and over

State codes

Numbers in number fields

Country codes

Mapping tables (stages, User IDs, etc…)

Loaded with the Data Import feature in advanced utilities and the

help of a Deltek Consultant.


BUT WAIT, THERE’S MOREWe also added business processes as part of integration


1-1-1

One opportunity, one contract, one project

We used to have a new opportunity for every year of a multi-year

contract

Now we can know how many true renewals we have, the total value of

a contract


Contract Process/Tracking

Contracts used to be tracked off system

Now the request and entire contract lifecycle is in system

Analyze how long contracts take on average, what months are the

slowest, what products are slow, etc.


Contract Process/Tracking


Pricing Approvals

In order to request a contract through the system, your pricing must be

approved by Finance

We have plans to make this a much more automated system


CHANGE ORDERS

We used to have an opportunity for every change to an existing

contract

Allows us to keep our opportunity list more concise

Allows us to see all the changes to a contract in one place


GAINS, LESSONS AND SUCCESSES


THE GAINS

Speed & Insight

Contracts

Backlog & Pipeline

Control over our business

Efficiency through workflows

One RNL


WHAT WE LEARNED

Importance of definitions

More time would have been good but not necessary

Imported duplicates

Lost some activity data

Pricing Approval & Change Order systems were clunky

CLEAN YOUR DATA!

Training…


MORE LEARNIN’

Executive Buy-In

Identifying Key Stakeholders is…key

Mid-process changes = bad

Only mission critical updates should be made on the fly

Everything else can wait


SUCCESS!

Happiness with our CRM has increased dramatically

Know more

Control more

React and change our future

Draft 2017 revenue budget done by the first week of October.

Please submit a survey for this session via the

mobile app.

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Learn More

Get plugged in

• Join a user group (regional, virtual)

• Interact in Kona – Client Advisory Council

(CAC) and more! ([email protected])

• Join the MVP program

Visit the Vision kiosks in the Expo Hall

Follow the Vision Blog @ http://bit.ly/Vision_Blog

Attend a live VPM, CRM, Resource Planning,

demo or sign up for an upcoming webinar at

Deltek.com

mailto:[email protected]

http://bit.ly/Vision_Blog


Contact Information

Darrell Aaron

[email protected]

Derek Boren

[email protected]



vi-56: customer spotlight: salesforce to vision · − sql code instead of apex ... pulled it down...

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