Purpose
The Analysis screen in Tour de Force is used to provide a summary of company performance for Account Roots and Account Packages.
The Analysis screen shows several key areas of information such as Sales Information, Summary of Activity at Accounts, Account Information, Summary of Contacts at Accounts, Summary of Opportunities at Account, Summary of Phone Calls at Accounts, Summary of Forecasts at Accounts, and Summary of Expenses at Accounts. The Analysis Screen also provides a Top/Bottom Accounts grid where users can view the top or bottom Account records for the selected Account Packages.
This document is designed to provide instructions how to use the Analysis screen and also show how the information is gathered for each data point.
This technical bulletin contains the following sections:
- Overview of the Analysis Screen
- Accessing the Analysis Screen
- Using the Options Menu to Configure the Analysis Screen
- Using the Sales Data Summary Section
- Using the Top/Bottom Accounts Grid
- Printing the Analysis Screen
- Data Points in the Summary Data Section
- Overview of the Analysis Screen
The purpose of the Analysis screen is to give companies a snapshot of performance at the Account Root or Account Package level. This information is useful for regional managers to view the sales performance of each region and to create a score card for the sales representative for each region. The information available on the Analysis screen allows regional managers to look at sales for the region compared to the goals originally set for each sales region assigned to a sales representative. This information is useful for checking to see whether or not a sales region is being developed and that sales representatives are entering meaningful Account records.
For example, one of the key data points to check is the Accounts with zero Activities section. Even though a sales territory may have a lot of Account records, if a majority of those Account records have zero Activities then the Account records are not very meaningful.
The Analysis screen is divided into two main sections. The first section is the Summary Data for the Account Roots or Account Packages selected.
There are several key functions on the Summary Data section:
- Options – This button is used to set the options for the information displayed in the Summary Data section. The Options menu contains several functions that allow users to set date ranges, hide and show fields, and choose the sales/goals source.
- Current Item(s) – This button is used to select which Account Roots and Account Packages display in the Summary Data section.
- Print – This button is used to print the currently selected information. Useful for creating scorecards to give to sales representatives and review performance.
The second section of the Analysis screen is a grid view that displays the top or bottom Account records for the Account Roots or Account Packages selected.
The number of Account records displayed can be adjusted in the Top/Bottom field. The summary used can also be changed to depending on what type of information is being checked by the regional manager or sales representative.
For example, the % of Activities option is useful information for a regional manager to check to make sure that the number of Activities being created by a sales representative is being created for a single Account record.
- Accessing the Analysis Screen
The Analysis screen is located in the Managers Console. The information available on the Analysis screen is dependent upon the permissions set up for the Account Roots and Account Packages set up for each user.
Use the following procedures to access the Analysis screen:
- Click the Managers Console icon on the Tour de Force tool bar.
- Click the Analysis tab to access the Analysis section of the Managers Console.
- Click the Analysis button to open the Analysis screen.
- Using the Options Menu to Configure the Analysis Screen
The Options menu is used to configure what information displays after an Account Root or Account Package is selected. The Options menu is used for setting what information displays in the Summary Data section, setting a date range for the data, and set where sales/goal source.
Use the following procedures to configure the Analysis screen:
- Access the Analysis screen.
- Click the Options button on the Analysis screen.
- Select the Show/Hide Fields option.
- In the Edit Section & Field Visibility window, choose the sections and fields that display in the Summary Data section.
For example, to remove the Summary of Activity at Accounts section, uncheck the checkbox next to the Summary of Activity at Accounts field.
- Uncheck the desired sections and click the OK button to confirm the selections.
- Open the Options menu and click the Set Date Range option.
- Choose a primary date range.
For example to view information from the first quarter of last year, select Last Year in the Select a Year field.
- Select the Quarter 1 option and click the OK button.
- Choose a secondary date to compare to the primary date selected.
For example, to compare the first quarter of last year to the first quarter of the current year select This Year in the Select a Year field.
- Select the Quarter 1 option and click the OK button.
- Open the Options menu and highlight the Select Sales/Goal Source option.
- Choose where to pull the sales/goal data from that displays in the Summary Data section.
Note: The information that can be viewed is based on permissions set up for the user.
There are four options available:
- AcctPkg Goals – The Sales Goal field information is pulled from the sales and goals set up for the Acct Package selected in the Current Item(s) menu.
- AcctRoot Goals – The Sales Goal field information is pulled from the sales and goals set up for the Account Root selected in the Current Item(s) menu.
- SalesmenID – The Sales Goal field information is pulled from the sales/goals set up for the SalesmenID selected.
- Select a salesperson – This section is used in relation to the SalesmenID option. This section is used to choose the salesperson.
Note: The only field affected by choosing a sales goal, is the Goal fields in the Summary Data section.
For example, to view sales and goal information related to a specific salesperson, click the SalesmenID option and then click the Select a salesperson option.
- In the Select a salesperson window, select the necessary salesperson(s), and click the OK button.
For example, if the Analysis screen is being configured to show the performance of Bill Pargeon for an Account Root or Account Package, selecting Bill Pargeon displays his top Account records, as well as his sales and goal information in the Summary Data section.
Note: An Account Root or an Account Package still needs to be selected in the Current Item(s) menu.
- Using the Analysis Screen
After the Analysis screen has been configured, the Analysis screen can be used to provide a snapshot of either the Account Root or Account Package selected.
Use the following procedures to use the Analysis screen to show a company snapshot based off of a specific branch:
- Access the Analysis screen.
- Use the Options menu to configure the Analysis screen.
- Click the Current Item(s) button.
- In the Current Item(s) menu select the necessary Account Package.
For example, if the user using the Analysis screen is the regional manager of the Boston Branch, select the corresponding Account Root or Account Package.
Note: Selecting what Account Roots or Account Packages to view is dependent upon how the Tour de Force Folder Structure is set up in the Administration Console.
The information related to the Boston Branch displays in the Analysis screen.
The AcctPkg/AcctRoot field in the Summary Data section displays all of the Account Packages and Account Roots currently selected in the Current Item(s) menu.
Below the AcctPckg field is the date range currently selected in the Options menu. The date range selected also controls what information is displayed in each section.
For example, in the Sales Information section the two columns of information displayed is the Primary date range and the Secondary date range. In this example, the Primary date range is This Year, YrTD (this year, year to date) and the secondary date range is the Last Year, YrTD (last year, year to date).
The primary and secondary date ranges are applied to all of the visible sections on the Analysis screen as well as the Top/Bottom Accounts grid.
- Click any of the hyperlinks available to access the details for that data point.
For example, in the Summary of Activity at Accounts section to view all of the Accounts with no Activities click the hyperlink in the appropriate column. To view Accounts with no activities for the current year click the hyperlink in the This Year, YrTd column.
Note: Any data point with a hyperlink can be used to display information in the details tab.
- After clicking the hyperlink, click the Details tab to view all of the Account records related to the data point selected.
Note: This information can be forwarded by email by clicking the Forward button in the Details grid.
- Using the Top/Bottom Accounts Grid
The Top/Bottom Accounts grid is used to view the top or bottom Account records for the Account Packages selected. There are several ways to view the top or bottom Account records. Key indicators such as Total Sales and Total Profit can be used when sorting Account records.
Using the Top/Bottom Accounts grid useful for checking to see how healthy or unhealthy the top or bottom Account records are for the current branch. One issue that can be identified is how much time a salesperson is spending on each Account record by checking the percentage of total activities for each Account record. This is a good way to see if too much time is being spent on one Account record while other Account records are neglected.
Use the following procedures to view percentage of total activities in the Top/Bottom Accounts grid:
- Open the Analysis screen and choose the Account Packages in the Current Item(s) menu.
- To view the top Account records click the Bottom hyperlink to switch the grid to the top Account records.
To view the bottom Account records click the Top hyperlink to switch the grid to the bottom Account records.
- After choosing whether to view the top Account records or bottom Account records, enter the number of Account records to display in the Top/Bottom field.
For example to display the top or bottom ten Account records type in 10 or use the arrow buttons.
- In the accounts by field, select % of Total Activities.
- Click the Refresh button.
The Account records are now organized by the % of Total Activities column.
- Print the Analysis Screen
One of the key features of the Analysis screen is the ability to use the Analysis screen as a grade card for a salesperson or as a snapshot of the performance for a territory that can be used in sales meetings. The current Analysis selected can be exported and can be printed off as a hand out for quarterly reviews or sales meetings.
Use the following procedures to export the currently selected Analysis screen:
- Access the Analysis screen.
- Select the Account Packages/Account Roots that need to be used for the analysis.
- After the information loads, click the Print button.
- In the Set Header and Footer Text dialog window type in the custom header and footer and click the OK button.
For example, if this is a handout for a quarterly review type in First Quarter Review 2011.
- On the Preview screen, click the print icon to print the analysis document.
- If necessary the analysis document can be exported to an Excel spreadsheet, a PDF, and HTML document.
- Data Points in the Summary Data Section
The data points located in the Summary Data section are key indicators that are useful for checking performance by a territory or salesperson.
The following information is how each of the fields located in the Summary Data section are compiled:
Sales Information
- Sales – This field is dependent on the date range selected in the Options menu and the Account Packages/Account Roots selected. Records that are marked for deletion are Inactive are not factored into the sales numbers.
- Year to Date – Data pulled from Sales_YTD from the bsi_history_view in SQL.
- Period – Data is pulled from Sales Period 01-12 from the bsi_history_view in SQL.
- Quarter – Data is pulled from the sum of P01-P03 for Quarter 1, P04-P06 for Quarter 2, P07-P09 for Quarter 3, and P10-P12 for Quarter 4.
- Sales Goal – Calculated from the sum of the period sales goal figures (P01-P12) for the selected date range weighted against the number of days elapsed in the year.
- Profit Goal – Calculated from the sum of the period profit goal figures for the selected date range, weighted against the number of days elapsed in the year.
- Profit - This field is dependent on the date range selected in the Options menu and the Account Packages/Account Roots selected. Records that are marked for deletion are Inactive are not factored into the profit numbers
- Year to Date – Data pulled from Profit_YTD from the bsi_history_view in SQL.
- Period – Data is pulled from Profit Period 01-12 from the bsi_history_view in SQL.
- Quarter – Data is pulled from the sum of P01-P03, for Quarter 1, P04-P06 for Quarter 2, P07-P09 for Quarter 3, and P10-P12 for Quarter 4.
- Variance to Sales Goal – This field is calculated by taking the Sales Goal minus Sales Actual (Sales Goal – Sales Actual).
- $ Open Orders (Today) – The count, order value sum, and largest order value taken from BSIorderview for the current date range and BSID selected.
Account Information
- Total Accounts – The count of Account records for the selected Account Package/Account Root set to Active, with a creation date occurring before the last day of the date range. Account records that are marked for deletion and set to Inactive are not included. Possibility of duplicates is taken into account.
- Total New Accounts – The count of Account records for the selected Account Package/Account Root with a creation date occurring within the selected date range. Account records that are marked for deletion and set to Inactive are not included. Possibility of duplicates is taken into account.
- Total Working Days – Total number of working days for the selected date range. Holidays and weekends are not included.
- Total Accounts w/No Linked Contacts – The count of Account records for the selected Account Package/Account Root created prior to the end of the selected date range, the AccountID does not exist within the Contacts_View, and whether or not the Contact record was created before the end of the date range. Account records that have been marked for deletion and set to Inactive are not included. Possibility of duplicates is taken into account.
Summary of Contacts at Accounts
- Qty of New Contacts – The count of Contact records for the selected Account Package/Account Root, and also within the Contacts_View in SQL, where the creation date is within the date range selected. Contact records marked for deletion and set to Inactive are not included. Possibility of duplicates is taken into account.
- Total Qty of Contacts – The count of Contact records for the selected Account Package/Account Root, and also within the Contacts_View in SQL, where the creation date is before the end date of the date range selected. Contact records marked for deletion and set to Inactive are not included. Possibility of duplicates is taken into account.
Summary of Phone Calls at Accounts
- Total Phone Calls – The count of all calls within View_PhoneLogging in SQL and within the BSID range and date range.
- Total Outbound Calls – The count of rows within View_PhoneLogging in SQL within the BSID range, date range selected, and incoming = 0.
- Accounts with Calls – The count of all Account records within View_PhoneLogging in SQL where the call has a start date within the selected date range. Account records marked for deletion are not included.
- Accounts with 1-5, 6-9, 10+ Calls – The count of all Account records within View_PhoneLogging in SQL where the call has start date within the date range selected, and selected from the number of calls made. Number of calls made is calculated from a sub query within View_PhoneLogging in SQL. Account records marked for deletion are not included.
Summary of Activity at Accounts
- Accounts with Sales > 0 – The count of Account records in the selected Account Packages/Account Roots with Sales_YTD > 0 for the current BSID and date range selected. Account records marked for deletion and set to Inactive are not included. Possibility of duplicates is taken into account.
- Total Activities – The count of rows within Activities_View in SQL, where TDF Copy and AccountID are not blank, and are within the selected date range. Activities that are marked for deletion and set to Inactive are not included.
- Average Activities Per Day – The number of Activities created divided by number of working days for the Account Packages/Account Roots selected and within the date range selected.
- Accounts with 0 Activities – The count of Account records in the selected Account Packages/Account Roots where the sum of total Activities equals zero and falls within the selected date range. Account records marked for deletion and set to Inactive are not included.
- Accounts with Activity – The count of all Account records in the selected Account Packages/Account Roots with at least one linked Activity. Account records marked for deletion and set to Inactive are not included. Possibility of duplicates is taken into account.
- Accounts with 1-5, 6-10, 11-20, 20+ Activities - The count of Account records in the selected Account Packages/Account Roots where the sum of total Activities falls within the appropriate data range and is within the selected date range. Account records marked for deletion and set to Inactive are not included.
Summary of Opportunities at Accounts
- $ of New Opportunities Created in Period – The sum of OpportunityValue in the selected Account Packages/Account Roots selected, within View_OpportunityValues in SQL, where the Opportunity records fall within the BSID range, and the creation date of the Opportunity records fall within the date range selected. Opportunities marked for deletion and set to Inactive are not included.
- $ of Opportunities Closed in Period – Count of closed Opportunity records in the selected Account Packages/Account Roots and the sum of their values within the BSID range and date range. Taken from stored procedure “GetClosedOpportunityDataBySalesStageDate”. Opportunity records marked for deletion and set to Inactive are not included.
- Opportunity Goal Information – Taken from data_opportunity_goal table in SQL where AcctPckgID is in selected BSID range for the selected fiscal year.
Note: Does not work in YTD date range selections.
Summary of Forecasts at Accounts
- Total Qty of Forecasts (Today) – The count of Forecast items in the selected Account Packages/Account Roots in OpportunityForecast_View in SQL. Forecast items marked for deletion and set to Inactive are not included.
- Qty of New Forecasts – The count of Forecast items in the selected Account Packages/Account Roots within OpportunityForecast_View in SQL and the creation date is within the selected date range. Forecast items marked for deletion and set to Inactive are not included.
- Total Forecast Dollars – The total sum of all Forecast dollars for the current BSID selection taken from OpportunityForecast_View in SQL and falls before the end date of the date range selected. Numbers from Forecast items that are marked for deletion and set to Inactive are not included. Possibility of duplicates is taken into account.
- Total New Forecast Dollars – The total sum of all Forecast dollars for the current BSID selection taken from OpportunityForecast_View in SQL and falls within the selected date range. Numbers from Forecast items marked for deletion and set to Inactive are not included. Possibility of duplicates taken into account.
Summary of Expenses at Accounts
Note: General Expense items are not included in any of the fields.
- Total Expenses – Sum of the total Expense items in the selected Account Packages/Account Roots for the current BSID selection where the Expense Date is within the selected date range.
- Average Expenses Per Day – The number of Expense items created in the selected Account Packages/Account Roots within the selected date range divided by the number of work days in the selected date range.
- Total Expenses at Accounts with Sales > 0 – Displays the total expense amount for the Account records in the selected Account Packages/Account Roots that have total sales greater than zero. Account records marked for deletion and set to Inactive are not factored into the expense amount. General Expense items are not included.
- Total Expenses at Accounts with Sales <= 0 – Displays the total expense amount for each Account record in the selected Account Packages/Account Roots that have total sales less than or equal to zero. Account records marked for deletion and set to Inactive are not factored into the expense amount. General Expense items are not included.
Summary
The Analysis screen is a useful tool for regional managers and salespeople to get a company or sales territory wide snap shot of performance at an Account Package or Account Root level. Several key indicators of performance are located on the Analysis screen. Information on the Analysis screen can be used to create grade cards or useful hand outs for sales meetings or quarterly reviews. The Analysis screen also contains a Top/Bottom Accounts gird that is a quick and simple way to identify Account records that are successful and also Account records that are struggling.
Version 4 of Analysis Screen
®2011 Tour de Force
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