The Tools console is your centralized administration tool for these tailoring functions. Use Tools to:
■ Set up queries, reports and output processes
■ Manage system-wide security
■ Set up iMIS modules
The Intelligent Query Architect (IQA) simplifies data access for reports, mailings, and letter merges. The user interface makes it easy for a user with limited SQL experience to perform SQL-like query building tasks. The queries created in IQA use business objects and other queries as data sources to best represent the database schema in a context that is meaningful to your organization.
The Document System is a server-side file system that gives you the power to set up a structure for queries, reports, processes, and templates. In addition, you can add process engines that define business processes, such as adding new opportunities automatically based on specific criteria.
Tips for developing action plans
■ Notifications can be sent at the end of each stage, so make your stages large enough that stakeholders are not inundated with minor notifications.
■ Make sure each task serves a purpose. Be realistic about task due dates.
■ Use notes carefully. They are an excellent instructional tool, but action plans cannot be advanced until the note is marked complete.
■ Discuss what events might require an alternate plan: fast track, bypass a stage, stop the action plan.
■ Determine industry standards and use those as your guide.
Action plan example: Sales action plan
This example shows a possible action plan for selling a new product to existing customers. First, we define the stages of the plan:
|
Stage |
Description |
Win Probability |
Change Status to |
|
Qualification |
Process to qualify prospect |
0% |
Relationship Building |
|
Relationship Building |
Calls and customer visit |
0% |
IT Briefing |
|
IT Briefing |
Customer visit |
25% |
Custom Demonstration |
|
Custom Demonstration |
Present a customized demo to staff |
25% |
Executive Meeting |
|
Executive Meeting |
Address executive issues |
25% |
Web Strategy Meeting |
|
Web Strategy Meeting |
Present web strategy |
25% |
Competitive Review |
|
Competitive Review |
Review and discuss product vs. competition |
50% |
Proposal Presentation |
|
Proposal Presentation |
Prepare and present proposal |
75% |
Contracting Process |
|
Contracting Process |
Confirmation of award |
100% |
Complete |
Next, we define the tasks for each stage:
|
Stage |
Task |
Description |
Owner |
Day |
Duration |
|
Qualification |
Initial Overview Meeting |
Review of Information Process |
Sales Manager |
0 |
1 |
|
Prospect Profile |
Complete profile |
Sales Rep |
0 |
1 | |
|
Evaluation Plan |
Complete and distribute plan |
Sales Manager |
1 |
1 | |
|
Process Signoff |
Letter confirming mutual interest. |
Sales Manager |
2 |
1 | |
|
Relationship Building |
Questionnaire |
Call prospect and ask questions about organization needs |
Sales Rep |
3 |
1 |
|
Pre-demo Survey |
Complete survey |
Application Engineer |
4 |
1 | |
|
Pre-meeting Checklist |
Complete checklist |
Sales Rep |
4 |
1 | |
|
Customer Visit |
Local on-site customer visit |
Sales Rep |
5 |
1 | |
|
IT Briefing |
IT Preparation |
Prepare for IT briefing |
Product Manager |
7 |
2 |
|
IT Briefing |
IT and Product Management briefing Present Buy or Build concept |
Product Manager |
9 |
1 | |
|
Custom Demonstration |
Prepare Demo |
Customize demo to prospect |
Sales Rep |
10 |
2 |
|
Custom Demo Meeting |
Present solution to staff |
Sales Rep |
12 |
1 | |
|
Executive Meeting |
White paper |
Present white paper to execs |
Sales Manager |
14 |
1 |
|
Executive Briefing |
Meet with executives |
Sales Manager |
16 |
1 | |
|
Web Strategy Meeting |
Prepare Web Strategy |
Prepare presentation for meeting |
Sales Rep |
12 |
2 |
|
Web Meeting |
Present web strategy to staff + IT |
Sales Rep |
14 |
1 | |
|
Competitive Review |
Competitive Review |
Read recent competitive information Prepare for discussion |
Sales Rep |
13 |
1 |
|
Competitive Meeting |
Meet with decision maker to discuss advantages of product |
Sales Rep |
14 |
1 | |
|
Proposal Presentation |
ROI Analysis |
Prepare analysis |
Sales Rep |
17 |
1 |
|
Proposal Prep |
Prepare proposal |
Sales Rep |
15 |
3 | |
|
Proposal Presentation Prep |
Prepare presentation |
Sales Rep |
17 |
1 | |
|
Proposal Review |
Onsite proposal review meeting |
Sales Rep |
18 |
1 | |
|
Proposal Follow-up |
Answer outstanding questions, contact participants |
Sales Rep |
19 |
3 | |
|
Contracting Process |
Legal Review |
Prepare legal documents |
Counsel |
17 |
2 |
|
Win |
Confirmation and signing of documents |
Sales Rep |
22 |
1 |
Mapping action plans
Mapping out the action plans for your organization before you implement Process Manager helps you build action plans quickly and correctly.
1. Interview stakeholders to determine what processes your organization uses and what are considered “best practices.”
2. For each action plan, map out the stages (high-level view) of the process. Specify the win probability for each stage and the change in project status when each stage is complete.
3. Plan the detailed tasks within each stage. Assign relative start dates and the duration of each task.
4. Determine if notes should be attached to tasks. Be aware that notes are not included in the task list and must be accessed separately.