Sales pipeline reporting




Scenario

Create a Sales Pipeline reporting process to allow sales reps to capture their monthly sales forecasts quickly and easily.  Managers require access to these sales forecasts to track trends across product portfolios and regions. SharePoint is playing a pivotal role in collating and relaying the sales information back to the decision makers.



Business Challenge

Implement a process to capture monthly sales forecast from sales reps quickly and easily based on product divisions, customers and the sales reps geographical territory.

The process will replace existing work practise where the rep emails in an Excel file each month. Each of the reps spreadsheets are manually collated to a larger spreadsheet. This process is prone to delays and errors not to mention being resource intensive.



Microsoft SharePoint 2007
  • Nintex workflows
  • Microsoft InfoPath
4 weeks
Medical Manufacturing



  • Online sales pipeline form tailored to users territories and portfolios

  • Secure and real-time sales forecasts

  • Forecast data automatically checked
    and collated reducing time and effort


Approach
Initial planning and scoping sessions were held with project stakeholders to understand existing processes and the desired outcome. The manual sales pipeline spreadsheets was used as a template to map out data requirements. These requirements outline what was required in the final reports and also what could be used to improve the form filling experience. Where available, quality data from ERP systems was leveraged to speed up the form filling process and to reduce errors.

After reviewing all the requirements, a solution was proposed to implement a ‘Pipeline Management’ form using InfoPath and to process the captured data from the form using Nintex Workflow.

One of the benefits of InfoPath is its ability to support data in repeating sections. Repeating sections allowed each month to be completed in a consistent way reducing the amount of data required from each rep as often there was data repetition.

To ensure reps could not see each other’s sales data, content approval and workflows are enabled. This allows reps to create a form which is restricted to others until it had been processed by Nintex Workflow. Workflows are used to extract data from the form. This extracted data was securely stored in ‘rep’ folders in a SharePoint list which was used to generate reports.

Lastly, towards the end of each month a reminder workflow was scheduled to check if the reps monthly updates were provided. If no results are found, a reminder notification was sent with a follow up to their manager. This aimed to ensure all report data was provided prior to summary reports being generated using Excel.


We have had really good uptake with pipeline. Very happy with that.Kate Brown, Finance Analyst



Outcome

The pipeline report is now fully automated and it is used by all reps to capture sales forecasts and SMART objectives. The form is structures to ensure easy and accurate completion. All  mandatory fields are highlighted and a form can only be submitted when complete

The finance analysts no longer need to chase reps for an update as the system does it for them. If the rep ignores the reminder, it is escalated a week later to their manager.

The management report which previously took days to prepare is now generated in minutes. Macros in Excel create personalised reports and emails them to the appropriate area managers. What previously took days of effort is completed in minutes.