Customer Relationship Management. system for Chambers of Commerce

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1 system for Chamber of Commerce by Baltic Software Solutions CRM was developed to serve the needs of Chamber of Commerce, Industry and Crafts. CRM is handling the information of all typical activities of Chambers of Commerce: Organizations and Membership, Business proposals and Business mission's management, Advertising service, Events management (seminars, training, chamber club, etc.), Tasks management (internal tasks and tasks based on customer orders) and chamber Library information handling. System benefits: Fast implementation of standard solution. System administrator creates system users, assigns roles and the system is ready to use System can be easily customized for Customer specific needs CRM has a rich report set, providing the results of Chamber activities System is WEB based with Client Server architecture. System is accessible using Internet browser locally or via Internet No special requirements for the User workstations Multilanguage support Powerful search engine with result sorting lets easily retrieve the necessary information page 1 of 5

2 CRM consists of the following modules: 1. Organizations 1.1. Organization registry. Organization information is divided into the following parts: General part name of organization, type, tax number, VAT number; Address part organization and legal addresses; Communication part phone, fax, and web site; Organization specific data like year of establishment, number of employees and annual turnover; List of contact persons including contact details; Business part business type and business description; Membership part membership No, request date, membership start date, fee type; Countries of interest (list); Members and non-members preferable chamber services; Notes Sending s to selected Organizations Reporting: Detailed list of selected Organizations (PDF). Full Organization information will be displayed on the list each organization on separate page; Short Organizations report (PDF). In this report organization name, type, membership no, organization address, communications, number of employees and annual turnover, contact persons, business type and business description will be displayed; Very short Organization report (PDF). In this report organization name, type, membership no, communications and executive person will be displayed; Business report of selected Organization (PDF). In this report organization name and type, organization address, communications, executive person, business description and preferable chamber services will be displayed; List of Organizations for envelope stickers (MS Excel). This generated document is used as data source for mail merge tool in MS Word to create stickers for the mailing campaigns; Report of used services per Organization for specified period (MS Excel). In this report organizations and used services will be displayed. All Organizations reports are applied for the selected organization list. 2. Members 2.1. Handling of Membership data: Annual Members questionnaires: Create new, edit and review questionnaires received from Members; Membership fee calculation and registration of payments; Reminders for unpaid invoices Sending s to selected Members Membership reports: Summary of paid membership fee for specified period (PDF). In this summary the following information will be displayed: number of sent invoices, receivables, number of paid invoices, total fees paid and percentage of received payments; Report of paid membership fee for specified period (PDF). In this report the following information are listed: members, fees and paid sums; Summary of membership for specified period (PDF). In this summary the following information will be displayed: total number of members, number of new members and number of members, which have terminated membership; List of members (MS Excel). The following information is listed in: members, organization type, company address, communications, executive person and business description. 3. Tasks 3.1. Handling of task data: Create new, edit and review task. It is possible to assign the responsible employee, register requestor, task description, countries of interest, task completion date and notes. 4. Business Proposals 4.1. Handling of business proposals data: Create new, edit and review business proposal; Add organization, which has expressed an interest to business proposal Provided Reports: Summary of received business proposals for specified period (PDF). Business proposals are grouped according the types; Summary of received business proposals by countries for specified period (PDF). Business proposals are grouped by types and countries. page 2 of 5

3 5. Business Missions 5.1. Handling of business mission data: Create new, edit and review business mission; Register mission participants (Organizations); Register participant contacts Provided Reports: Summary of business missions for specified period (PDF). In this summary number of hosting and number of visiting organizations, contacts made during incoming and outgoing missions will be displayed; Business missions report for specified period (PDF). In this report the following information will be displayed: mission date, country, number of hosting organizations and visiting organizations during incoming and outgoing mission types; Business mission participant's contacts report for specified period (PDF). In this report the following items will be displayed: mission date, responsible of the mission, list of participants and list of hosting organizations. 6. Events (seminars, trainings, business club meetings, etc) 6.1. Manipulation with Events data: Create new, edit and review Event data; Register participants, lecturers, audience type, etc Provided reports: Summary of Events for specified period (PDF). In this summary the following items will be displayed: event count, number of participants, number of chamber members, number of non-members, and average of participants in the events; Report of Events for specified period (PDF). In this report the following items are listed: dates, lecturer name and title, name of event; Summary of most popular Events for specified period (PDF). In this summary events are grouped by type and sorted in descending order by number of participants; Plan of Events for specified period (MS Excel). In this plan the following information will be displayed: event date, lecturer name and title, event name and responsible person. 7. Chamber Library 7.1. Handling of library data Create new, edit and review library records. It is possible to store information about CD's, magazines, newspapers, catalogs, etc. which are stored at Chamber library. All library items can be assigned to the certain Business type. 8. Advertisements at Chamber of Commerce 8.1. Handling of advertisement data Create new, edit and review advertisement type and period for organization. This part is dedicated for tracking information about advertisement (newsletter, web site, etc) and its usage by members and non-members at the chamber of commerce. 9. Administration 9.1. User management; 9.2. Program settings; 9.3. Business classification configurator. It allows to add new entries into these lists: Publication type (Library); Advertisement type; Event participants group (accountants, sales & marketing, management, etc); Event type (seminars, trainings, etc); Members and non-members preferable chamber services; Task types. page 3 of 5

4 Future add-ins: 1. Business Proposals part will be expanded with possibility to assign proposal to the certain business type; 2. Capability to assign multiple business proposals to the single Organization; 3. Events part will be expanded by adding the following fields: Beginning and End of Event, Necessary stuff, Event place; 4. New reports. Each on Customer demand. Technical requirements for Workstation and Server: CRM for Chamber of Commerce is built on advanced Microsoft.Net platform. System is WEB based with Client Server architecture and accessible using Internet browser locally or via Internet from remote locations. Technical requirement for: 1. Server: 1.1. CPU running on 3 GHz or better; 1.2. HDD >40Gb; GB RAM; 1.4. Operating system Windows 2003 server family (Windows 2003 Server Web Edition); 1.5. DB Microsoft SQL Server 2000 family (MSDE up to 4Gb DB size); 1.6. WWW service - Microsoft IIS. 2. Workstation: 2.1. Access to the Server via local network or Internet; 2.2. Internet Browser Internet Explorer 6.0 SP1 or later; 2.3. Adobe Acrobat Reader 6.0 or better for preview and printing of PDF reports; 2.4. MS Excel for preview, printing or editing of XLS reports. page 4 of 5

5 System screenshots: 1. Organization screenshot: 2. Report sample: page 5 of 5

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