Database Needs Analysis

Transcription

1 Database Needs Analysis This document will help you evaluate your top priorities for establishing a sales and marketing database for your company. It will also help us estimate the investment costs of your wish list. Complete as much as you can, fax or it back to us, and we ll formulate a proposal for you as the next step in your evaluation process. Aviva understands that your priorities can be a moving target. Just base your answers on your situation as you see it today. Your actual solution can be designed with the flexibility to change or be modified as your needs change. TABLE OF CONTENTS PAGE # DATABASE NEEDS ANALYSIS 1 Bird s Eye View 2 Database Management 3 Sales Pipeline / Sales Process Management 4 Database Marketing Activities 5 Automated Response Tools 6 Where Do You Stand? 7 Please Prioritize 7 Additional Information you would like us to know about your current situation: 8 SYSTEM REQUIREMENTS FOR ACT! BY SAGE 2007 AND POPULAR ADD-ONS 9 Which version of ACT! is right for you? 9 ACT! 2007 Minimum System Requirements: 9 Client installation 9 Database Server Installation 9 Palm OS Minimum Device Requirements 10 Pocket PC Minimum Device Requirements 10 Workgroups 2007 Minimum System Requirements: 10 Client Installation 10 Database Server Installation 10 Palm OS Minimum Device Requirements 11 Pocket PC Minimum Device Requirements 11 ACT! 2007 and Workgroups 2007 Works With: 12 ACT! by Sage Premium for Web 2007 (9.0) Minimum System Requirements: 12 Web Server Installation Operating System: 12 Additional Web Server Requirements: 12 Database Server Hardware and Software Minimum System Requirements: 13 Database Server Installation Using Microsoft SQL Server 2005 Express Edition: 13 Using Microsoft SQL Server 2005 Standard Edition 13 Additional Database Server Requirements: 13 Remote User PC Web Client Requirements: 14 Popular ACT! Add-On Software System Requirements 15 Companionlink (Links ACT! to your PDA) 15 ACT! Link for QuickBooks 15 ACT! Link for Peachtree 15 SwiftPage 16 P: F: Page 1 of 16

2 Contact Information Name Title Company Address City/State/Zip Phone Bird s Eye View 1. Please give us 2 dates and times you are available to discuss this document after you return it to us: First available time/date: Second available time/date: 2. Have you ever used a contact manager or are you using one now? No Yes Use now (which one) 3. How many ACT! users (licenses) will you need? 4. Of those, how many will work in your main office on a shared network drive? 5. How many users work remotely (away from the office on a PC or laptop?) 6. How many ACT! users need synchronization to a handheld device and which ones? Palm OS Pocket PC Blackberry 7. For those working remotely, would you prefer they have website access to your database (via Internet connection) or PC/laptop access that would be synchronized through a VPN or Internet? Website access PC or Laptop access Don t know yet 8. Do you have a separate server available for your master database? YES NO If yes, what version of server software and how much RAM and speed do you have? 9. If no, are you willing to buy one or upgrade your hardware, if necessary? YES NO (Please see the System Requirements at the end of this document for more information) 10. Do you have an Exchange Server? YES NO 11. What system do you use and what version is it? P: F: Page 2 of 16

3 12. Do you need contacts grouped by Sales Territories? Companies (ie., all contacts rolled up to a corporate entity or division within a company)? 13. Do you have a staff member (or be willing to hire/appoint someone) to be company s assigned ACT! Administrator to manage your database? YES NO The ACT! Admin is the official go to person for ACT! questions, basic troubleshooting and execution of basic database management and marketing functions? Check here if you d like to receive Aviva s Job Description for this person. 14. What is your time frame for implementing a new system or upgrading your existing one? Urgent; drop everything! Within days Within 6 months No urgency, just researching 15. Who is the decision maker on this project and/or what is the process for getting this project approved? Database Management 1. How important is it to you to have a single shared customer database? 2. Name all the sources your contact information will come from: Previous version(s) of ACT! Accounting Software Which one? Excel Access Outlook or other program Palm or other PDA Other contact manager Which one? Other 3. How important is it to share a corporate calendar? 5. How important is it to attach incoming/outgoing s to each customer/contact record? 6. How important is it to develop and capture a complete history of customer calls and activities? 7. Will you need customized fields for industry-specific data collection? YES NO P: F: Page 3 of 16

4 8. How important is it that users/sales reps only see their own contacts, not everything in the database? Check your ideal security system: All users see all contacts Management sees everything Sales reps see only their own records All private contacts, meetings, calls, to-do s are seen only by those who entered/scheduled them Some fields need security so no one changes the information Other - Describe Sales Pipeline / Sales Process Management 1. What is the primary issue you want to accomplish with ACT!? 2. Does your company use a formal sales process such as (Dale Carnegie, Solution Selling, Spin Selling, Sandler, etc.) No Yes, Describe 3. How important is it to track leads to closure? 4. Do you need the ability to develop predictable sales forecasts? 5. How important is it for you to receive timely reports on sales/field activities? 6. Do you need to be able to track open and closed customer service issues? 7. Are you looking for a better way to track sales opportunities from initial contact to close? 8. Primary source of sales information: Current Hand generated call reports Excel Spreadsheets Other Would Like To Have Management runs call reports as needed No more reliance on Excel spreadsheets P: F: Page 4 of 16

5 9. Sales management information: Currently Receive Activity /Call Reports Scheduled Activities Sales Forecasts Sales Funnel/Lead Status Lead Source ROI Opportunity Tracking Open Customer Issues Closed Customer Issues Expiration or Due Dates Other Would like to Receive 10. Typically, how old is the sales management information you receive? Currently Would like to Have Current/Real Time <= 24Hrs. 1 Week 1 Month Quarterly Information not available Not important 11. What is your biggest challenge with sales reporting? Database Marketing Activities 1. What are your primary lead sources? Direct Mail Trade Shows Ads/Bingo Cards Purchased Lists Website Marketing: Currently On Wish List Other P: F: Page 5 of 16

6 2. What system do you currently utilize to manage prospects? Manual/Paper Based Excel Spreadsheet Access Database Outlook Other No system in place 3. Can you segment your customers/prospects by industry, potential, number of employees, etc. Yes No 4. Do you have a system to distribute leads to field reps and retrieve their input on calls made? Yes No 5. Do you have a reporting system that updates you on lead status on demand? Yes No 6. How do you nurture and follow up with leads? Phone Mailings Broadcast Fax/ Other 7. How important is it to track ROI back to marketing expenditures? 8. Do you need the ability to send broadcast s or faxes to targeted customer or prospects groups? 9. Do you know where each lead stands in your sales process? 10. What is the primary issue you want to accomplish with your database marketing? Automated Response Tools 1. Would you like to incorporate an automated follow-up system for trigger events in your sales process (like incoming leads, making a first purchase, reactivating old accounts, etc.)? Have one 2. Do you have or would you like to have standardized and direct mail templates for consistent follow up and/or literature fulfillment? Have Would like to have 3. Is website lead tracking automated? Is this a priority? Priority Not a Priority P: F: Page 6 of 16

7 Yes No Would like better control of this process 3. Do sales reps have the ability (and authority) to generate their own marketing campaigns? Yes No Would like better control of this process 6. How long does it take you to send a targeted communication from your database and how much of a priority is this to you? Priority Not a Priority Minutes Hours Days More than a week Not possible Where Do You Stand? 1. What does the success of a project look like for you? (How will you know you ve succeeded?) 2. Would you like information on consulting with Lori Feldman (The Database Diva) on: Customized Database Design/Layout Creating/implementing a sales/marketing workflow Creation/implementation of a drip marketing/database marketing system Please Prioritize If you are like most marketing or IT managers who complete this survey, everything is important! But in order to provide you with the best solution rolled out in the best order, we need you to prioritize your wish list. Please arrange the following list in priority from 1 to 5, with 1 being the most important and urgent. Database Management / Activities Tracking Sales Pipeline / Sales Process Management / Sales Reporting Database Marketing Automated Response Tools Consulting for Special Projects (Database Design, Workflow Design, Drip Marketing/Follow Up Systems) P: F: Page 7 of 16

8 Additional Information you would like us to know about your current situation: When you ve completed this survey, please FAX to 314/ Or to P: F: Page 8 of 16

9 System Requirements for ACT! by Sage 2007 and Popular Add-Ons Which version of ACT! is right for you? Important Note: In a shared environment, ACT! by Sage 2007 (9.0) is designed to work with up to 10 users. If you intend to use workgroup functionality or share a database with more than 10 users, you must purchase ACT! by Sage Premium for Workgroups 2007 (9.0) or Web 2007 (9.0). You must purchase one license of ACT! per user. All minimum system requirements are based on a single user environment. Please see the Recommended Database Server Hardware, Product & Database Type by User Count tables below (ACT! and Web) for environments of more than one user. Customer registration and activation are required in order to use this software. Your system must meet the minimum system requirements. Technical support is not available for users who do not meet the minimum system requirements. ACT! 2007 Minimum System Requirements: Client installation Microsoft Windows XP Home (Service Pack 2), XP Professional (Service Pack 2), 2000 Professional (Service Pack 4), 2000 Server Standard Edition (Service Pack 4), Server 2003 Standard Edition, Server 2003 Enterprise Edition, Server 2003 Web Edition, 2003 Small Business Server operating systems (all Server 2003 operating systems need Service Pack 1) Note: Windows XP Home limits the number of concurrent users to 5. Windows XP Professional and Windows 2000 Professional limit the number of concurrent users to 10. Minimum 600 MHz Pentium III (or equivalent) processor Minimum 512 MB RAM Minimum 1000 MB of available hard disk space CD-ROM drive SVGA (800x600) or higher resolution monitor Note: Windows XP and Windows 2000 Professional limit the number of concurrent users to 10. Database Server Installation Using Microsoft SQL Server 2005 Express Edition: Microsoft Windows XP Home (Service Pack 2), XP Professional (Service Pack 2), 2000 Professional (Service Pack 4), 2000 Server Standard Edition (Service Pack 4), Server 2003 Standard Edition, Server 2003 Enterprise Edition, Server 2003 Web Edition, 2003 Small Business Server operating systems (all Server 2003 need Service Pack 1) Minimum 600 MHz Pentium III (or equivalent) processor Minimum 512 MB RAM Minimum 1000 MB of available hard disk space CD-ROM drive SVGA (800x600) or higher resolution monitor P: F: Page 9 of 16

10 Palm OS Minimum Device Requirements Palm OS Minimum 33 MHz or higher processor Minimum 8 MB or higher memory Minimum 500K free memory plus 1K for each contact HotSync Manager 3.5 and Pocket PC Minimum Device Requirements Pocket PC 2000/2002/Phone Edition (Windows CE 3.0); Windows Mobile 2003 (Windows CE 4.0 and ); Windows Mobile 2005 (5.0) (Excluding Smartphone Operating Systems) Minimum 133 MHz or higher processor Minimum 16 MB or higher memory Minimum 500K free memory plus 1K for each contact Microsoft ActiveSync versions Workgroups 2007 Minimum System Requirements: Client Installation Microsoft Windows XP Home (Service Pack 2), XP Professional (Service Pack 2), 2000 Professional (Service Pack 4), 2000 Server Standard Edition (Service Pack 4), Server 2003 Standard Edition, Server 2003 Enterprise Edition, Server 2003 Web Edition, 2003 Small Business Server operating systems (all Server 2003 operating systems need Service Pack 1) Note: Windows XP Home limits the number of concurrent users to 5. Windows XP Professional and Windows 2000 Professional limit the number of concurrent users to 10. Minimum 600 MHz Pentium III (or equivalent) processor Minimum 512 MB RAM Minimum 1000 MB of available hard disk space CD-ROM drive SVGA (800x600) or higher resolution monitor Note: Windows XP and Windows 2000 Professional limit the number of concurrent users to 10. Database Server Installation Using Microsoft SQL Server 2005 Express Edition: Microsoft Windows XP Home (Service Pack 2), XP Professional (Service Pack 2), 2000 Professional (Service Pack 4), 2000 Server Standard Edition (Service Pack 4), Server 2003 Standard Edition, Server 2003 Enterprise Edition, Server 2003 Web Edition, 2003 Small Business Server operating systems (all Server 2003 need Service Pack 1) Using Microsoft SQL Server 2005 Standard Edition: Microsoft Windows 2000 Server Standard Edition (Service Pack 4), 2000 Advanced Server (Service Pack 4), Server 2003 Standard Edition, Server 2003 Enterprise Edition, 2003 Small Business Server operating systems Enterprise Edition, 2003 Small Business Server operating systems (all Server 2003 need Service Pack 1) Minimum 600 MHz Pentium III (or equivalent) processor Minimum 512 MB RAM Minimum 1000 MB of available hard disk space CD-ROM drive SVGA (800x600) or higher resolution monitor P: F: Page 10 of 16

11 The Database Server Installation requirements listed above are for a single user only. Recommended server system requirements for environments of more than one user are listed in the chart below. Recommended Database Server Hardware, Product, & Database Type by User Count Number of Users Recommended CPU Speed Memory Applicable Products Database Tested 1 10 Intel Pentium IV 1.8 GHz Server 1 GB RAM Intel Pentium IV 2.0 GHz Server 1 GB RAM Intel Pentium IV 3.2 GHz Server 2 GB RAM ACT! 2007 Workgroups 2007 (EX Workgroups 2007 (ST Workgroups 2007 (EX Workgroups 2007 (ST Workgroups 2007 (ST SQL Server 2005 Express SQL Server 2005 Express SQL Server 2005 Standard The foregoing recommendations are based on internal performance and scalability tests wherein, using simulated user loads, product performance was within 20% or 2 seconds (whichever was longer) of single user product performance. Databases used in the tests averaged 1000 contacts per user. Individual customer performance may vary based on actual database size, hardware variations, network traffic, and product usage. Palm OS Minimum Device Requirements Palm OS Minimum 33 MHz or higher processor Minimum 8 MB or higher memory Minimum 500K free memory plus 1K for each contact HotSync Manager 3.5 and Pocket PC Minimum Device Requirements Pocket PC 2000/2002/Phone Edition (Windows CE 3.0); Windows Mobile 2003 (Windows CE 4.0 and ); Windows Mobile 2005 (5.0) (Excluding Smartphone Operating Systems) Minimum 133 MHz or higher processor Minimum 16 MB or higher memory Minimum 500K free memory plus 1K for each contact Microsoft ActiveSync versions P: F: Page 11 of 16

12 ACT! 2007 and Workgroups 2007 Works With: Microsoft Outlook 2000/2002/2003 Microsoft Outlook Express 5.5/6.0 Lotus Notes 6.5 Eudora 5.2/6.0 Internet Mail SMTP/POP3 Microsoft Office 2000/2002/2003 Microsoft Internet Explorer 6.0 Adobe Reader 5.0/6.0/7.0 Peachtree Accounting 2007 QuickBooks Pro/Premier 2005/2006 ACT! by Sage Premium for Web 2007 (9.0) Minimum System Requirements: Web Server Installation Operating System: Windows XP Professional (Service Pack 2) Windows 2000 Professional (Service Pack 4) Note: Windows XP Home limits the number of concurrent users to 5. Windows XP Professional and Windows 2000 Professional limit the number of concurrent users to 10. Windows 2000 Server (Service Pack 4) Windows Small Business Server 2000 (Service Pack 4) Windows Server 2003 Standard Edition (Service Pack 1) Windows Server 2003 Web Edition (Service Pack 1) Windows Server 2003 Enterprise Edition (Service Pack 1) Windows Small Business Server 2003 (Service Pack 1) Note: Windows XP Professional and Windows 2000 Professional limit the number of concurrent users to 10. Additional Web Server Requirements: Microsoft Internet Information Services (IIS) Microsoft.NET Framework 2.0 Microsoft Internet Explorer CD-ROM drive Network Interface Card (NIC) Static IP address (recommended) 1000 MB free hard drive space VGA or higher monitor resolution High speed Internet and/or TCP/IP connection (Internet is optional, but required for Web access outside of your company's network) P: F: Page 12 of 16

13 Database Server Hardware and Software Minimum System Requirements: Database Server Installation Using Microsoft SQL Server 2005 Express Edition: Windows XP Professional (Service Pack 2) Windows 2000 Professional (Service Pack 4) Windows 2000 Server (Service Pack 4) Windows Small Business Server 2000 (Service Pack 4) Windows Server 2003 Standard Edition (Service Pack 1) Windows Server 2003 Web Edition (Service Pack 1) Windows Server 2003 Enterprise Edition (Service Pack 1) Windows Small Business Server 2003 (Service Pack 1) Using Microsoft SQL Server 2005 Standard Edition Windows XP Professional (Service Pack 2) Windows 2000 Professional (Service Pack 4) Windows 2000 Server (Service Pack 4) Windows Small Business Server 2000 (Service Pack 4) Windows Server 2003 Standard Edition (Service Pack 1) Windows Server 2003 Enterprise Edition (Service Pack 1) Windows Small Business Server 2003 (Service Pack 1) Additional Database Server Requirements: Microsoft Internet Information Services (IIS) Microsoft.NET Framework 2.0 Microsoft Internet Explorer CD-ROM drive Network Interface Card (NIC) 1000 MB free hard drive space, plus space for ACT! database and datastore VGA or higher monitor resolution TCP/IP connection The Web and Database Server Installation requirements listed above are for a single user only. Recommended server system requirements for environments of more than one user are listed in the chart below. P: F: Page 13 of 16

14 Recommended Web & Database Server Hardware, Product, & Database Type by User Count Number of Users # of Servers Recommended CPU Speed Memory Applicable Product Database Intel Pentium IV 1.8 GHz Server 1 GB RAM Web 2007 (EX Web 2007 (ST SQL Server 2005 Express Intel Pentium IV 2.8 GHz Server 1 GB RAM Web 2007 (EX Web 2007 (ST SQL Server 2005 Express * Intel Pentium IV 2.8 GHz Server 2 GB RAM Web 2007 (ST SQL Server 2005 Standard These recommendations are based on in-house performance and scalability tests wherein, using simulated user loads, product performance was within 20% or 2 seconds (whichever was longer) of single user product performance. Databases used in the tests averaged 1000 contacts per user. Individual customer performance may vary based on actual database size, hardware variations, network traffic, and product usage. *Sage Software recommends employing separate Web and Database servers for more than 30 users. Remote User PC Web Client Requirements: Operating System: Windows 98 or 98SE Windows Me Windows NT 4.0 Windows 2000 Windows XP Home or Professional Web Browser: Internet Explorer Outlook Integration: Microsoft Outlook 2000, XP, or 2003 Microsoft.NET Framework 2.0 Hardware Intel Pentium 75 MHz processor or higher (or equivalent) NIC, 56K analog modem, Cable or DSL modem Network connection Internet and/or TCP/IP connection P: F: Page 14 of 16

15 Popular ACT! Add-On Software System Requirements Companionlink (Links ACT! to your PDA) Windows Versions: Windows 95, Windows 98, Windows 2000, Windows Me, Windows NT, Windows XP. ACT! Versions: 4.0, 2000/ 5.0, 6.0, ACT! 2005 & 7.0.4, ACT! 8 and ACT! 2006 CompanionLink moves your ACT! contact information to the built-in Address Book application on the Palm handheld. You can edit the information, and add new contacts, and that information will be synchronized back to your ACT! database. The synchronized information includes: Name, Company, Address, City, State, Zip and Country Five telephone numbers of your choice Four Custom Fields of your choice Notes, history or attachment information. Specify the number of contact notes to attach to the contact information (max. 25 per contact), to be visible in the Palm Address Book application. The Palm address book can hold 8000 characters, or about 10 notes that are 10 lines long. ACT! Link for QuickBooks Eliminate duplicate data entry and save time when you link ACT! and QuickBooks and share contact information ACT! Versions: ACT! 2006 or Workgroups 2006 QuickBooks: QuickBooks 2005/2006 Professional or QuickBooks 2005/2006 Premier Requires the appropriate security permissions in both ACT! and QuickBooks. Each ACT! Link user will be prompted to set up the link. Users that share an ACT! database must use the same QuickBooks company (database) when setting up the QuickBooks link. Import and update QuickBooks customers and vendors into ACT! at one time Create and Edit customer and vendor links between QuickBooks and ACT! Centralize information for a complete view of customer and vendor interactions ACT! Link for Peachtree ACT! Link for Peachtree is included with the purchase of ACT! 2005 or ACT! by Sage 2006 products or with the purchase of Peachtree 2006 products. ACT! Versions: Workgroups 2006 ACT! 2005, Workgroups 2005, ACT! 2006 or Peachtree Versions: Peachtree 2006 Products (Peachtree Premium Accounting, Peachtree Premium Accounting - Accountants' Edition, Peachtree Premium Accounting for Construction, Peachtree Premium Accounting for Distribution, Peachtree Premium Accounting for Manufacturing, Peachtree Premium Accounting for Nonprofits, Peachtree Complete Accounting, Peachtree Accounting, Peachtree First Accounting) Eliminate duplicate data entry to save time everyday Keep customer information current in marketing and accounting systems automatically View real-time accounting summaries from within ACT! P: F: Page 15 of 16

16 SwiftPage CAN-SPAM-compliant blast software that integrates with ACT! s address book ACT! by Sage 2005/2006 or ACT! by Sage Premium for Workgroups 2005/2006 Microsoft Windows 98/ME/NT/2000/XP operating system Internet Explorer 5.5 or higher, AOL 8.0 or higher, Netscape 7.2 or higher, Firefox 1.0 or higher Internet connection 28kb or higher P: F: Page 16 of 16