Hiris was given the opportunity to build a SALES, WORKFLOW AND ADMINISTRATION SYSTEMS for the client to manage their Customers, Sales, Workflow and Administration of their Bookkeeping business. The main objective of the project was to automate the process flow of Sales, Workflow and Administration of the business and remove the communication barrier between the Client’s Australia and India office.
Proposed Solution
Hiris provided a complete answer for all the requirements of the Client by building various modules like Sales/Customer Maintenance, Workflow and Administration including all day-to-day activities carried out by different departments of the business.
Technologies Used
PHP 5.x, AJAX, MySQL 5.x, Apache, Linux
Sales Module
The Sales module plays a major role in the system with various features like Add/Edit/Delete/Search of Customer Records. A customer record goes through different stages like Lead/Contract Signed/ Client.
Delegation
A customer can be delegated to a sales person/manager to handle and be delegated to other staff as the client stage switches over from Lead -> Contract Signed -> Client. Email Notification and Reminders are sent out to staff to perform the required actions. This eased the business process and eliminated 50% of time spent on delegating the jobs to India staff from Sydney.
Follow-ups
Microsoft Outlook style follow-up functionality built to help the sales persons to manage their appointments/follow-ups.
Security
Strong security logic is implemented to protect customer records being exposed to all staff. Only delegated staff can access the Customer records. Users are delegated different access roles by the Administrator.
Customer Information
Client was facing lot of hurdles to maintain the Customer information records. Hiris implemented Excel Style tab sheet to maintain Customer Information and replicated the manual process in more efficient method. This eliminated the necessity to maintain numerous EXCEL workbooks and documents by centralizing, organizing the information shared to and fro between the 2 offices.
Workflow
An effective WorkFlow module was built for the Client to manage/assign tasks to lower-level staff by creating Worksheets.
Worksheets
A worksheet is raised for every task that is performed on a day-to day basis. Worksheets are grouped by Customer for easy filtering. Worksheets which reached the due date are marked in red and the staff/ Team-Incharge are notified.
Worksheet Repeats
As per the business process the same task will be repeated on a Quarterly/ Monthly/Yearly basis for each Customer. Hiris built a simple and easy Worksheet Repeats module for the Team-Incharge to create multiple Worksheets in a click and schedule the tasks well-in advanced.
Cases
Cases module helps the staff to manage Adhoc Queries that rises occasionally. Cases can be easily monitored and closed.
Administration
The administration module includes Daily Timesheets, Employee/User maintenance, and Leave Request forms.
Users
The administrator can delegate access roles to the staff by creating User logins and assigning Add/Edit/Delete/View access for each form in the System.
Email Options
The administrator can configure the email notifications that are required at different stages of the process follow.
Administrator
The administrator of the system has full control to every module of the system and special rights to configure the System configuration, Lookup values, Users Access Roles, Approve/Reject Leave Request, Timesheet Billing and much more.
Reports
Custom Sales/Workflow Report
Hiris developed a Custom Sales/Workflow Report which helped the users to create Adhoc queries and generate a custom report that can be exported to EXCEL / PRINTED
The main features of the report include:
User can choose their own condition field on any entity of the system.
Choose any condition from the filter options.
Lookups enabled for dropdown/ Calendar control.
Any number of output fields can be chosen.
This custom report helped the client lot to summarize Leads Received, Sales person performance, Tasks Assigned to each staff, Overdue and much more as they require. The flexibility to phrase their own query and output was a key solution.
