winBSC
©
5.0
Product Description
CORPORATE
BUSINESS PROCESS MANAGEMENT AND BUSINESS INTELLIGENCE SYSTEMS WINBSC© 5.0 – THE EASY-TO-USE BUSINESS PROCESS - MONITORING SYSTEM YOUR ADVANTAGES
EXAMPLES FOR USING WINBSC© 5.0.
WINBSC©5.0 ANALYSES ALL BUSINESS PROCESSES
USER PROFILES FOR WINBSC©5.0. WINBSC© 5.0 DETAILS
REQUIREMENTS AND BASIC CONDITIONS
DATA IMPORT INTO WINBSC©5.0 DATA EXPORT –DIAGRAM MODULE
HARDWARE &SOFTWARE REQUIREMENTS
STAND ALONE SOLUTION
MULTI –USER SOLUTION
OPERATING CONCEPT OF WINBSC© 5.0 ROLE AND OPERATOR ADMINISTRATION
ROLE „USER“
ROLE “DIVISIONAL ADMINISTRATOR”
MAIN TASKS FOR DIVISIONAL ADMINISTRATORS:
ROLE “SYSTEM ADMINISTRATOR”
MAIN TASKS ARE:
PRODUCT FEATURES OF WINBSC© 5.0
ADVANTAGES OF WINBSC© 5.0 COMPARED TO DATA WAREHOUSE SOLUTIONS AND SPREADSHEET CALCULATIONS
Business Process Management and Business Intelligence Systems
For more than 20 years companies have been putting emphasis on optimizing key figure systems. Differentiated analysis systems have been developed in order to measure business processes and improve corporate management. ERP-systems have conquered the business world. Elaborated data warehouse technology has been invented to fulfil every wish of insight into process management. But these data warehouse solutions are requiring large-scale, time and money consuming analysis as well as considerable financial investments in hardware and software.
According to our consulting experience many companies are afraid of the risk of costly investments into business intelligence systems for monitoring purposes. They are creating their own evaluation tools, mostly spreadsheet programs.
But by doing this, limitations are quickly reached. Studies are supporting our experiences:
• More than 90% of all spreadsheet programs with more than 150 lines are containing at least one serious mistake.
• 70% and more of a company’s resources for controlling are used for data processing, i.e. compiling, interrelating, and performing plausibility checks of data.
• Corporations are investing every year up to two full time equivalents for simple editing of data. In contrast to this winBSC© 5.0 is a cost saving management tool which provides access to company key data in an easy way at any time.
winBSC© 5.0
• reflects the experiences of numerous analysis and implementation projects
• shows the advantages of a prefabricated product that can be customized to all kinds of processes and reporting needs with little expenditure
• does not require investments in technical infrastructure
• has configurable interfaces and thus can be connected to existing database systems • minimises time and effort for preparing and evaluating data
• can be implemented within short time with a minimum of testing • can be implemented step by step and keeps instruction costs low
winBSC
©5.0 – The Easy-to-Use Business Process - Monitoring
System
Your Advantages
• Information on your business performance can be retrieved anytime at your fingertips.
• Working with winBSC© 5.0 is quite easy and does not need much training due to the fact that it is a dialog-based Windows application.
• Self-configurable interfaces allow interconnection to ERP and other systems.
• Via terminal server winBSC© 5.0 can also be used remote with notebook and data card • winBSC© 5.0 can inform you automatically via e-mail about changes of key figures.
• Special processes guarantee high performance even if the data volume surmounts several GB. • Individually configurable interfaces allow a flexible integration of further data sources within
short time.
• While importing data into winBSC© 5.0 raw data are checked on consistency and completeness. Errors are reported on cell level. Therefore time-consuming manual checks are avoided.
• Reporting is supported through traffic light colours.
• A special design method guarantees that winBSC© 5.0 can be fit to your companies key figure system. The list of ratios stays flexible and can be configured by a trained system administrator.
Examples for using winBSC
©5.0.
Monday morning the managing director requires an updated overview of the operating results.
Two possibilities are existing:
• Viewing a report generated by winBSC© 5.0. • Navigating through the latest data in winBSC© 5.0.
While the report must be once defined and therefore is standardised, information can be enquired ad hoc, when using the navigation in winBSC© 5.0.
Just some mouse clicks for setting the desired filters are necessary to view the current status of e.g. business volume and revenues and open orders. Divergences to the target figures are indicated in figures and through traffic light colours.
Figure: View (general manager)
If the colour „red“ shows a negative divergence of a key figure relative to the target, the manager may be interested to go into more detail to locate the causes.
Various filter criteria exist: Product group/ division, Geographical area, Sales person/ sales partner.
WinBSC© 5.0 analyses all business processes
Therefore winBSC© 5.0 is the tool that can visualise your overall business performance.
User profiles for winBSC
©5.0.
• Key figures indicate the performance of business processes o at a general level
o as well as in details. • Controllers are supported through
o systematised data and o consolidated information. • Area manager get actual data
o at a general level,
o as well as at level of employees or divisions.
• To employees in Sales, Product Management, Marketing, as well as to managers of production units and logistics relevant data is provided
o for managing their areas of responsibility.
process
z.B.: sales purchase installation productioncustomer
Financial
input
manager
employee
Clear Key data Order receipt Volume Backlog Process amount: value, unit, cost, amount of coverage, … optimal behavior costratewinBSC
©5.0 Details
With winBSC © 5.0 we are not staying at the surface of your key figures but we can provide you a wide range of detailed information.
• On a temporary basis
o Daily view, weekly view, monthly view o Free configurable ratios
• For different divisions o Sales
o Purchasing
o Assembly / Production o Controlling / Accounting • For different processes per division
o Sales
Incoming orders
Business volume
Order backlog Complaints
Visits to customers / prospects / distributors o Purchasing department Ordering Delivery Delay in delivery Delivery fault Saving in ordering Stocks
o Assembly & Production Services Installation Guarantees • Units
o Average of unit and value
o Business cases ( e.g. customer calls )
o Product types ( for sales and purchasing department ) o Time (labour-, travel time, etc.)
o Dynamic data (e.g. business volume) o Inventory data (e.g. stock)
o Costs
o Variable gross margin • In scheduled steps
o Actual value per time unit
o Target target and result scores per time unit (different variables) o Previous year value per time unit
o Future through different methods of extrapolation • Quick recognition of trends
Requirements and Basic conditions
• winBSC© 5.0 can be used with following databases
o MS Access™
o MS SQL™
o Oracle™
• Interfaces to other databases are feasible.
• winBSC© 5.0 had been developed on basis of .NET (2003, 2005, 2008) and can be used in any environment that can run MS Windows.
Data import into winBSC
©5.0
For the data import into the sales module you only need a spreadsheet containing the following fields: Product number, Product name, Date, Quantity, Value, Customer number, Sales person
While importing data into winBSC© 5.0 raw data are checked on consistency and completeness. Errors are reported on cell level, thus time-consuming manual checks are avoided.
In the same way master data regarding product, customer and target values can be imported.
Moreover master data can be maintained in a very comfortable way by using entry- and editing masks. You can start calculating the key figures at one finger-tip. Within a few minutes raw data turn into expressive information.
Raw data of other processes (e.g. production, purchasing) can equally be imported.
Data export – Diagram module
You can export a BSC either into Excel sheets or if into „Crystal Reports“.
Hardware & Software requirements
Stand alone
Perfect for one user analysing his area of responsibility Desktop with
• Processor with 1,4 GHz • 1 Gbyte main memory
• > 2 GByte free hard disc storage unit (thereof just 10 MByte are used for the winBSC© 5.0 software, the rest depending on the amount of the processed data) • screen resolution 1400x 1024 or higher
• Windows XP
• depending on database ACCESS 2000 or higher Therefore winBSC© 5.0 can be implemented on a notebook.
Multi – User Solution
Perfect for a multi-user environment, where users have different roles and may be spatially separated. Mobile access via terminal server and data card can be provided.
Since data storage is centralized, data inconsistency is impossible. In the multi-user environment you need:
• Processor 2 GHz or more • 2 Gbyte main memory or more
• > 10 GByte free hard disc storage unit (thereof just 10 MByte are used for the winBSC© 5.0 software, the rest depending on the amount of the processed data) • screen resolution 1400x 1042 or higher
• Windows XP
• Depending on your databases in use ACCESS 2000 or higher
Operating concept of winBSC
©5.0
winBSC© 5.0 supports a user concept based on different user profiles. Thus each user can use the features and data he is permitted.
Three types of users are existing: 1. User Profiles 1.1. Manager 1.2. Employee 2. Divisional administrator 2.1. Sales 2.2. Purchasing 2.3. Assembly / Production 2.4. Accounting 3. System administrator
Roles are differentiated through the scope of functions available • Individual starting screen
• Adjustment of filter criteria (date, country, employee, type, unit and process (Actual, Target, previous year))
• Definition of key figures • Printing of customized reports
• Data administration (Maintenance of master data, import of raw data,etc)
• Administration of system operations (changing threshold values, configuration of key figures, administration of user profiles etc. )
Role and Operator administration
The log-in screen dialogue presents all the modules the user is allowed to enter (BSC-data areas, administration tool). The administration tool secures that only authorised users can access the
database.
The system administration tool allows configuration and supervision of all functions on a profile and user basis. The scope of data for retrieval and the functions available can be defined on an individual basis in the user profile. Ratios and configuration data are stored in distributed databases and can be
accessed from remote desktops.
Role „User“
Retrieval of the defined scope of BSCs is permitted.
Role “Divisional administrator”
This role exists for every division, e.g. sales, production, purchasing.
Main tasks for divisional administrators:
• Import of raw data (actual)
• Calculation of the BSC per mouse click • Import of target data
• Maintenance of master data
• Calculation of special key figures per click
Role “System Administrator”
The system administrator performs all trans-divisional alignments and configurations, as well as user administration and user-referred maintenance.
Main tasks are:
• Setup and administration of operator profiles • Making changes in the definition of sales areas • Administration of reports
• Configuration of interfaces for data imports • Maintenance of the scope of functions • Maintenance of the value ranges • Configuration of ratios
Product Features of winBSC
©5.0
List of functions Basis Standard
Administration of users and roles
Administration of users • •
Administration of roles • •
Display of key figures and ratios
Configurable financial year • •
Daily, weekly and monthly view • •
Extrapolation • •
Target achievement • •
Variable gross margin • •
Reports
Report administration o •
Report definition o •
Data export o •
Printing reports o •
Crystal Report Interface o •
Information & Workflow
Automatic information about key figures development via e-mail - configurable o •
Workflows for basic claims maintenance via e-mail - configurable o •
Automatically generated system message for administration via e-mail - configurable o •
Function of different roles
User (Manager/Employee) Specific, configurable ratios (daily, weekly, monthly view) adjusted to the financial year of
the company • •
Key figures on - general level, level of processes, subtotals and details • •
Key figures configurable in: units, monetary value, time, business case, costs, variable
gross margin, product lines and units • •
Target and result scores - configurable • •
Extrapolation for the whole year on basis of year-to-date data • •
Year-to-date calculation of units sold • •
Target and result scores together with special traffic light colour presentation o •
Formatting for printing as MS Excel spreadsheet • •
Setting filters for user profiles (process, phase, unit, region, employee) • •
Defining individual starting screen for users • •
Divisional administrator “Sales, Purchasing, Installation” • •
Data import • •
Data import of Targets • •
Automatic data maintenance of WINBSC when importing raw data (e.g. adding new
products, new customers etc.) • •
Dialog based maintenance of product group terms • •
Archiving • •
Calculation of key figures and ratios • •
BSC single calculation • •
BSC multi calculation • •
BSC data storage • •
Divisional Administration for “Accounting” • •
Cost center • •
Product cost • •
List of functions Basis Standard
System administrator o •
Data transfer between employees – previous to BSC-calculation o •
Data transfer between employees – BSC-calculation already done o •
Dialogue based administration of sales areas o •
Dialogue based maintenance of sales area allocation o •
Dialogue based administration of users • •
Dialogue based administration of reports o •
Dialogue based administration of countries • •
Dialogue based configuration of interfaces o •
Dialogue based configuration of all ratios and key figures o •
Dialogue based view of system reports o •
Dialogue based maintenance of value ranges (traffic light colour control) o •
Dialogue based maintenance of functions • •
Key figures – configurable units: monetary value, time, business case, costs, gross margin,
product lines, units • •
Combining key figures - configurable • •
Order of key figures – free definable • •
View of key figures and ratios – free definable • •
Name of ratios can be changed per definition • •
Extrapolation for the whole year and year-to-date comparison - configurable o •
Projection of targets – available o •
Target and result scores - definable o •
Advantages of winBSC
©5.0 compared to data warehouse solutions
spreadsheet calculations and add-on programs to ERP systems
Advantages of winBSC© 5.0 compared with Data Warehouse solutions: • winBSC© 5.0 can be implemented in short time without large-scale analysis
• Step by step implementation of business processes is possible. There is no need for a comprehensive data model. You can start for instance with sales data (incoming orders, business volume, revenue data). Within short time you are able to monitor your business performance on different levels.
A second step could be to create BSCs of your production and assembly processes or your logistics.
• Investments in technical infrastructure are either not necessary at all or marginal. Advantages of winBSC© 5.0 compared with Spreadsheet Programs:
• Clear concept of the mode of operation
• Transparency and comprehensiveness of the results during the course of time • Comparisons with target values and the previous year is integrated
• Definition of roles and individual users
Advantages of winBSC© 5.0 compared with add-on programs to ERP systems • Basic interfaces for loading data adjustable without effort
• Using winBSC does not require extensive training • Minimal testing requirements
• A change of the ERP system does not affect analysis with winBSC© 5.0. Just the interfaces have to be adjusted.
