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BT2 - Business Transformation Project Release 3 Executive Walkthrough May 5 , 2008 . Prospect to Customer. Prospect to Customer - Release 3 Business Requirements. Prospect to Customer encompasses Lead and Sales Pipeline Management, Quoting/OI and New Customer Creation. Sales. Customer Master.
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BT2 - Business Transformation ProjectRelease 3 Executive WalkthroughMay 5, 2008
Prospect to Customer - Release 3 Business Requirements Prospect to Customer encompasses Lead and Sales Pipeline Management, Quoting/OI and New Customer Creation Sales Customer Master • Ability to initiate prospect creation when a lead is created • Ability to centrally store all Quality Cabinets prospects • Ability to have visibility to sales “pipeline” showing future sales volume • Ability to calculate win/loss ratio with competitor references by various parameters • Ability to standardize and track the qualification process • Ability to have a central repository for customer information • Ability to centrally store all customer information • Ability to maintain a flexible customer hierarchy • Ability to share addresses for multiple business purposes (Ship-To, Bill-To, etc.) • Ability to centrally store all customer attributes related to Order Management and Invoicing (Statement Preferences, Salesperson, Price list, etc.) • Ability to store attributes for business specific reporting requirements (BTA, Market, Customer Care Team, etc.) • Ability to centrally store credit information and place a customer on a credit hold
Prospect to Customer - Release 3 Business Requirements (cont’d) Quoting/OI (After Quality Construction Enhancement is complete) • Ability to integrate the OI and Quoting processes in one system • Ability to create a quote containing configured and discrete product across all brands/product lines and outside products (except Masterpiece) • Ability to quote a customer without an account • Ability to Import Designs (PlanIT & 20/20) • Ability to change factors at the plan and room level • Ability to have multiple price list years in one quote • Ability to have visibility to Quote status • Ability to Price Increase a quote by percentage and to adjust factors automatically • Ability to have the OI based on actual SKU’s quoted including installation and tops • Ability to track No Charge Changes • Ability to process all customers through the OI tool • Ability to escalate prices and costs to next year • Ability to utilize “What If” tool for Sales/Pricing to fine-tune prices/OIs • Ability to automatically load existing programs and costs
Prospect to Customer - Release 3Scope Business Processes • Qualify Leads and Manage Opportunities • Manage “Pipeline” Forecast • Create and Maintain Quotes and OI’s • Create and Maintain Customer Master Geography/Facilities/Departments • QID & Branch Sales Departments • Eastern and Western Contact Centers • Customer Financial Services New Account Coordinators (Adrian) • Marketing (Adrian Geo-demographics) Oracle Software Modules • Sales • Trading Community Architecture (TCA / Customer Master) • Quoting & OI Extensions (After Construction Enhancement)
Prospect to Customer - Release 3What’s NOT in Scope Sales • Consumer Leads for Dealer Customers • Oracle Sales Offline (Mobile Sales Application) • Oracle Trading Partner Management Module Customer Master • Automated customer setup process (until Quoting and OI are live) Quoting • Masterpiece product
Prospect to Customer - Release 3Sales Design Decisions Leads and Opportunities for all new Quality Cabinet trade customers will be entered into Oracle Sales Leads • All product inquiries or sales prospects for new trade customers will be initiated as a lead by Sales, Marketing, or Customer Service • Leads will automatically be assigned to Sales Representatives or Sales Management using geographic and brand parameters Opportunities and Sales “Pipeline” • All opportunities will have a forecast, no current customers will be included in the opportunity forecast • Sales Management will have summary and detail visibility to new trade customers • Predefined tasks have been established and embedded in the process to facilitate the Field Sales process
Prospect to Customer - Release 3Customer Master Design Decisions Customer setup will be initiated during the sales process and completed during the account creation process Account Setup • All customer setup approvals will remain manual until OI / Workflow Tool is available • New interim account setup form will be completed by sales • Faster customer setup process as most of the customer information will be entered during the sales process • Customer setup team will enter credit, collections, and transactional information • Quality Customers will be converted at go-live for each location • Customers will keep their existing customer numbers with the exception of duplicates. Legacy customer numbers will be stored on all Oracle records for cross reference purposes. Current Release 3 Process Design Book is available in eRoom
Dealer Channel Builder Channel Customer Account H Customer Account J OldenKamp Pulte Heather woods Bill to H J OldenKamp Merillat Bill to Pulte Heather woods Ship to Ship to Lot Ship to Bill to H J OldenKamp Ship to Lot QID Ship to Ship to Lot Ship to Ship to Lot Bill to H J OldenKamp Doors Ship to Ship to Prospect to Customer - Release 3Customer Master Design Decisions Customer structure represented using Oracle’s Trading Community Architecture (TCA)
Prospect to Customer - Release 3Quoting/OI Design Decisions Quotes/OI’s for Quality Cabinets customers will be entered using the future IntelliQuote after Construction Enhancement is completed. Quoting • Quotes may be created without a customer account • All quotes will need to have an Opportunity created before the Quoting/OI process can begin. • Sales will initiate the Quote/OI process by either accessing Oracle and entering information directly into Quoting tool or by completing the OI/Quote Worksheet and uploading the form into Oracle. • All Quotes/OI’s will be completed using Quoting tool • Quotes/OI’s will be work flowed automatically based on the status of the Quote/OI • All changes will result in a new revision of the Quote/OI • Users will have the ability to conduct a What If Analysis
Prospect to Customer - Release 3Quoting/OI Design Decisions OIs for Quality Cabinets customers will be entered using the future IntelliQuote after Construction Enhancement is completed. OI • OI processing occurs after quote detail is available • Thresholds for OIs to include upgrade steps as well as existing OI and factor thresholds • Utilize actual layouts to import SKU’s for true cabinet count, installation, tops and SKU information • Metreo tables to perform double duty – automatically load OI and Metreo Vision • Future structure to allow automatic approval of OIs (no Pricing up-front review) based on passing all thresholds and subject to audit rules • Include plan mix as well as product mix to improve quote/customer information • “What If” tool allows Sales/Pricing to adjust quote – automatically updates to live quote once decided
Prospect to Customer - Release 3Change Impacts Sales • Centralization of lead management in Oracle Sales regardless of source of lead • Sales Team • QID & Branch lead records (qualifying, assessment forms, and maintaining stages / statuses) will be managed in the Oracle Sales system • Sales process tasks (Geo-demographics recommendations, proposal changes, and approvals) will be managed using Oracle Sales • Leads assigned to Distributors, Dealers, and Representative Agencies will be managed and tracked • Interim account setup form will be completed until OI / Workflow Tool is available • Must access Oracle daily to identify all assigned leads • Users will sign on using their employee number (reports may have to be changed to see employee name) • Marketing • A Parent/Child Customer structure will be associated to a lead at time of lead creation • Geo-demographics analysis will be performed for new QID & Branch customers • Must access Oracle daily to identify all assigned tasks • New Account Coordinators • A high-level credit check and review with Field Sales will be conducted when a lead is converted to an opportunity • Must access Oracle daily to identify all assigned tasks
Prospect to Customer - Release 3Change Impacts (cont’d) Customer Master • All customers will have accounts and a generic “Miscellaneous” customer will not be utilized even for cash in advance customers • All new Quality Cabinet customer accounts will be created in Oracle?? Quoting/OI’s • Prior to Quoting/OI Process an Opportunity needs to be created • OI Approval Process occurs in the middle of the Quoting process – no longer in Excel • Quotes will not be converted into the future Quoting Solution • Designs will need to be converted to the new model level nomenclature • All customers will be processed through the OI Process • Quote revisions will flow through the OI Process • All Changes to a Quote or OI will cause a revision • Sales, Pricing, New Account Coordinators and BSC’s will receive workflow notifications
Order to CashRelease 3 - Business Requirements Order to Cash uses the Lot Management and Dealer Order Entry Extensions for Order Management, Standard functionality is used for Pricing and Receivables Order Management • Ability to accept EZ-Cab orders as well as enter orders manually for QID customers until EZ-Cab replacement is available • Ability to manage a street address (aka Lot) including pre-order activities and manual order entry • Ability to acknowledge entry of order as well as acknowledge ship dates • Ability to double check and allow changes prior to booking order • Ability to price orders automatically • Ability to group orders by Truck ID • Ability to track Builder Models & Lots Remaining per Subdivision • Ability to send and receive information from OTM • Ability for Customer Care to create all new ship to sites as needed • Paper Sales Order Acknowledgement will have both old and new doorstyle nomenclature and can be sent either fax or email. EDI acknowledgements will only have new nomenclature.
Order to CashRelease 3 - Business Requirements Order Management (cont) • Ability to calculate ship and request (arrival) dates based on product and customer combinations • Ability to plan branch shipments from plants in truckload quantities • Ability to match the external sales order to the replenishment order (plant to branch) and capture the ESO information on plant paperwork • Ability to level load the plant and track how many times we have pushed the order • Branches will have two inventories (bone pile and service parts) • Spoke branches and Chicago will not be inventory organizations • Ability to recognize revenue at time install is complete but still invoice when builder requirements are met
Order to CashRelease 3 - Business Requirements Pricing • Ability to honor current list pricing to customers • Ability to apply discounts based on existing customer pricing groups • Ability to price based on customer-selected configurator product attributes post go-live • Ability to maintain multiple pricelists • Ability to create SOX audit reports for list prices, discounts, order price overrides and customer pricing groups • Ability to apply freight charges based on new standardized program • Ability to export and import prices for price increase or new product implementation • Ability to automatically move customers to appropriate pricelist at price increase implementation • Ability to price based on driver models and SKU relationships within specific pricing categories
Order to CashRelease 3 - Business Requirements Accounts Receivable • Ability to generate and send a standardized Customer Statement via fax or email • Ability to generate and send a standardized Customer Invoice via fax, email, or EDI which will have both old and new product nomenclature • Ability to process credit memos efficiently and effectively utilizing a workflow driven system • Ability to support a Centralized Billing Team • Ability to process Cash In Advance Receipts • Ability to automatically generate Receivables reports currently produced manually • Ability to apply funds to Customer Invoices and identify unapplied Cash Balances • Ability to Short Pay and Over Apply funds to Invoices • Ability to create Invoice Adjustments that require approval before they impact customer balances • Ability to place a Customer on a Credit Hold • Ability to have automatic credit check at the time of order entry • Ability to charge sales tax for taxable customers
Order to CashRelease 3 - Scope Business Processes • Create and Maintain Sales Orders, Create ship-to sites, and Apply and release holds • Create and Maintain Price Lists, Customer Discounts and Option Based Pricing Attributes • Manage Accounts Receivable Geography/Facilities/Departments • Quality Cabinets – Mt. Sterling, KY, Duncanville, Texas, All Branches selling Quality brand • Customer Financial Services Representatives – ECC & WCC • Customer Care Consultants – ECC & WCC • Pricing and Billing Teams – Adrian, Michigan Oracle Software Modules • Oracle Order Management, Lot Management Extension, Dealer Order Entry Extension • Oracle Advanced Pricing • Oracle Accounts Receivable
Order to CashRelease 3 - What’s NOT in Scope • Pre-Configurator and string interpreter extension • Rebates – Trade Management Module • Data warehouse/Business Intelligence • Automatic Application of Cash Receipts to Customer Invoices using Lockbox or EDI interface • Auto Upload of Receipt Applications • WIFOE • Masterpiece Ordering • Converting Quotes to Orders (postponed until after Construction Enhancement) • Systematically managing Customer’s Schedules & Changes
Order to CashRelease 3 - Design Decisions Order Management transaction type workflow will be customized to include all customer - specific order flows Order Flow • QID Customers will be able to continue to order through EZ Cab • Builder Customer Care Consultants will enter and double check orders via Lot Management • Order Management will automatically check Branch Inventory for those orders being cross docked • Dealer Customer Care Consultants will enter orders via Dealer Order Entry Extension • Draft and Final acknowledgments will be automatically EDI’d, faxed or emailed to customers and can be reprinted manually as necessary • Imported orders (EZ Cab, Lot Mgmt & Dealer OE) will come into Oracle Order Management at a Booked status. • Minimum order changes can be made after the order is booked such as dates. • Plant to Branch orders must be grouped in truckload quantities and must tie directly to ESO Current Industry Print is available in eRoom
Order to CashRelease 3 - Design Decisions Pricing for Quality Cabinets will be maintained in Oracle Pricing • Maintain multiple price lists for current and previous year; multiple years going forward • Price list will default from customer master • Customer discount group will default from customer master • Option-based pricing will be set up using formula and factor (attribute) lists in Oracle Applications post go-live at next pricing opportunity • Each model will be priced using SKU relationships, driver models and pricing categories • Existing customer list pricing will be converted (programmatically) to Oracle and set up as discrete lists? • Freight will be applied as a charge on the sales order line based on location from assembly plant and order volume by ship date Current Release 3 Industry Print is available in eRoom
Order to CashRelease 3 - Design Decisions Invoices will be created in Oracle and cash will be manually applied Receivables • Revenue will be recognized immediately upon invoicing for Dealers and delivery only Builders • Revenue will be recognized when installation is complete for Builders • Standardized Statement can be used for all brands • Manually create deductions with approval workflow • EDI (810) Invoice for customers requiring it • Over Application of Invoices to assist Collections team • Invoice includes same attributes as Sales Order Acknowledgement • Manual conversion for Open Receipts, CMRs, Deductions, and Back Charges • Automated conversion for Invoices and Credit Memo balances Current Release 3 Process Design Book is available in eRoom
Order to CashRelease 3 - Change Impacts The biggest changes are… • Limited changes can be made after orders are booked • Merillat Brand and Quality Cabinets Brand changing nomenclature • Order Numbers will not be limited to six digits • Users will sign on using their employee number (reports may have to be changed to see employee name) • Pricing restructured to attribute-based and resulting price changes – post go-live • Pricing groups will be used to group modifiers rather than each customer having their own record • Freight will be based on distance from main plant and shipment size for Dealers/Distributors • Billing Team will be located in Adrian • BCG will utilize one bank (PNC)
Schedule to InstallBusiness Requirements Requirements have not significantly changed from Vision Schedule to Install • Ability to schedule installs and service across multiple days • Ability to view technician install schedules systematically • Ability to grade installer • Ability to perform installation updates in one system • Ability to have one source for data collection and reporting of OTC & TTF • Ability to generate management reports • Ability to track profitability by lot or subdivision • Ability to produce a report confirmed installs that are happening farther than 1 day out • Eliminate the need to manually calculate box counts
Schedule to InstallWhat’s NOT in Scope • Installer Pay • Mobile Field Services
Oracle Software Modules • Oracle Field Services Schedule to InstallScope Business Processes • Schedule to Install • Manage Resource Schedules • Manage Service Workload • Manage Task Completion Geography/Facilities/Departments • Western & Eastern Contact Centers • Branches • Tampa • Orlando & Denver • Dallas, Houston, Phoenix and Las Vegas.
Schedule to InstallDesign Decisions Lot Management plus Oracle Field Service replaces SAM Schedule to Install • Chose Oracle Field Service over MCS Schedule to Dispatch extension • Schedules Resource not trucks • Closer match to SAM • Auto creation of Measure, Installation and Install w/Tops Service Requests • Based on triggers from Lot Management • OTC & TTF Reports will be Combined & Calculated Automatically • Revenue recognition will be tied to status changes within Installation and Installation with Tops tasks • Status triggers will be Installed and/or Installed & Complete on the install task. • Resource recommendation based on market, zone and installation grade • Grade definition will be determined by the markets uniqueness Current Release 3 Process Design Book is available in eRoom
Schedule to InstallChange Impacts Change Impact • Field Service with Lot Management = SAM • Resource scheduling on a calendar within the system. • Ability to handle multiple resources to a single task and/or multiple days installs • Resource recommendation based on task type and grade • Revenue Recognition at Installed or Installed & Complete • OTC and TTF will be automatically calculated • Deliver only markets will use Field Service for service trips
Transportation and LogisticsBusiness Requirements Requirements have not significantly changed from Vision Transportation Planning • Ability to plan LTL and truckload and multi stop truckload shipments • Ability to plan shipments to and from 3rd party cross docks • Ability to automatically send out freight tenders • The ability to auto accept tenders • The ability to be integrated with Oracle EBS • The ability to send information to one 3rd party freight payment company • The ability to see open AP
Transportation and LogisticsScope Business Processes • Transportation and Logistics • Manage Transportation • Manage Logistics data • Measure Logistics Performance • Manage Freight Audit and Accruals • EDI communications with carriers • MNFC codes used for LTL carriers Geography/Facilities/Departments • Masco BCG plants – outbound and interplant shipments • Branches – outbound shipments Oracle Software Modules • OTM
Transportation and LogisticsWhat’s NOT in Scope • Inbound logistics
Transportation and LogisticsDesign Decisions OTM for Quality Cabinet Plants consists primarily of outbound truckload shipments and some inter-plant shipments OTM • Will be integrated with EBS • Consolidation to one 3rd party freight audit company • Optimization for internal and external order shipments Current Release 3 Process Design Book is available in eRoom
Transportation and LogisticsChange Impacts Change Impact • All Quality Brand transportation planners will need to be trained • Transportation planning will move to a more automated process and will follow plant level loading • Cycle ship customers can be set up to automatically place orders on correct day of the week • New process in which carriers will communicate tender information.