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CRM for JAFFER AGRO SERVICES
| Date post: | 16-May-2015 |
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CRMfor
JAFFER AGRO SERVICES
OBJECTIVES OF THE PROJECT Objectives are based on the input and suggestions taken from JAS department for
implementation of CRM software.
1. Software application must ensure that the users have instant access to the relevant and up-to-date information.
2. Software application should also provide a menu-driven interface to manage, analyze, and generate report from data.
3. CRM Software should be a tool to ease follow up of customers from different aspects of our business related activities and provides access to users to store / view data and use extracted reporting templates to fulfill their needs.
4. A point-and-click interface guides the users through every task involving accessing, managing, analyzing, and presenting data.
5. The software must be offering a wide range of business reporting tools, providing a choice of styles for dynamic display and interactive analysis.
6. The software should include a multidimensional data viewer and a variety of reporting formats.
7. Interactive, user-friendly interfaces combined with comprehensive functionality in the software, providing access to the users for effective decision making.
PURPOSE OF CRM FOR JAS
Business Creation Business Realization Business Follow up
Identify Farmer
Prospects
Farmer Reports
Acceptability Level
NICL
HEIS
PURPOSE OF CRM FOR JAS• The Purpose of CRM is that HEIS and NICL will work into a loop to enhance the
business growth for JAS.
• The NICL team will follow up HEIS Customer so that they deliver additional services among the customer list of HEIS.
• CRM will be a marketing tool to increase the knowledge about individual customer.
• CRM will be covering activities performed by HEIS as well as Visiting reports maintained by NICL while visiting a particular farm to keep updated information about farm and customer satisfaction.
• CRM should be able to generate extracted reports based onto the data available in the database.
• CRM should be accessible to regional locations of NICL / HEIS.
• CRM should be efficient enough to understand who are the customers and what are their needs?
““All Information About The Individual Customer Should All Information About The Individual Customer Should Be Available To HEIS, NICL and Marketing Department”Be Available To HEIS, NICL and Marketing Department”
• CRM should be a cost efficient Marketing Tool.
• CRM should support JAS marketing team to understand their customer and their needs?
Work Flow of
JAS Business Processes
Overall Work FlowFarm Visits For Potential
Farmers
FSQSoil/
water report
Design Engineer
Selective farms
Design Proposal
To verify the design
Farmer
Reject/ ask for modifications in the design
Govt issues a WO
Accept the DesignAfter
Verification of material
dispatchInstallation of system (FSE)
Commissioning / Delivery of
Farmer book and Log Book
FSEAgronomist
HODD signs the document
Govt Verifies the similarity of designed and implemented
system
FSE test the system for accuracy
• Visit• Training• Farm
management• Recommend
crop for cultivation
• Maintain and update visit report
• Maintain and update system report
• Ask farmer to maintain a logbook for future reference
After Finalizing financial issues
(Invoices/ Payments)
NICL Staff Visit the Farm and maintain a visit Report
Form Templates used by JASFarm Visits for Potential Farmers
Farm Survey Questionnaire (FSQ)
Soil and Water Report
Design Proposal
Commissioning Form + Farmer Book
Agronomist Visit Report
NICL Staff Periodic Visit Report
Agronomist Follow up Visit
and system Report
Agronomist Prospect Visit
Report
Flow of Form Templates used by JAS
Farm Visits for Potential Farmers
Farm Survey Questionnaire (FSQ)
Soil and Water Report
Design Proposal
Commissioning Form + Farmer Book
Agronomist Visit (Prospect / Follow Up) & system Report
NICL Visit Report
Work Flow - FSQFarm Visits for Potential Farmer
Select Multiple potential Farms
Prepare FSQs of Selected Farms
These FSQs are sent to Design Department
Design Department prepares designs for all farms based on the information provided in the FSQs
Then designs are sent to farmer for checking and verification purpose according to the needs
Proposals are prepared for that particular projectIf Approved
If FSQ has been prepared for 30 farms then approximately 30% from the total will go for Installation phase
If 100 farms have been Visited then approximately 30 will go for FSQ process
If modifications are desirable
Proposals are sent to Farmer for approval
Designs are sent to Consultant for Approval
Installation Process is started after Receiving WO & first installment of payment
Work Flow - Commissioning
After installation of the project
Commissioning process starts to verify the performance of the system including training of farmer and delivery of farmer book
Commissioning template is filled by Agronomist
5 to 10 % variations are allowed in the designed and
actual performance of
the system
Commissioning template is sent to Design Department
HODD signs the template after reviewing and checking all information provided in the form.
System’s accuracy and functionality are checked and verified by FSE
Logbook is maintained for analysis purpose of system performance after some period of time
After receiving Consultant Verification report
Work Flow – Agronomist Visit
Agronomist visits the farm
Train the Farmer on the practical use
Recommendation for crop under cultivation
Check the performance level of system, check logbook maintained by farmer and coach him on book usage for future reference
Farm – information Management
Maintain and update Prospect visit report
Maintain and update Follow up visit and
system report
Things to Remember…..
• Design department will prepare the design for all received FSQs.
• All designs and FSQ will be stored in the CRM.
• All FSQs will be useful for NICL to know about the individual customer, to visit the farm and to understand farmer acceptability level .
• A separate form template will be used by NICL which will contain all the information about the visit to a particular farm. And this form information will be available in CRM for future referencing.
• Agronomist will be maintaining two separate reports one is for follow up and one is for prospect customer.
• Agronomist will fill the form and then it will be uploaded to CRM.
• Each farm whose FSQ is being entered into CRM should be visited by NICL and all visiting information should be stored in CRM by using a specific form template.
Designed Sample
Extracted Report Templates
Sample Outlook Of Sample Outlook Of
CRM CRM for for
JAFFER AGRO JAFFER AGRO SERVICESSERVICES
CRM for JAS
Main MenuInput ProgramExtracted ReportsComplaints Handling SystemQueryUtilitiesHelp
CRM for JAS Input program
FSQ Record Add /Edit / Save / Delete
Water Sample Record Add /Edit / Save / Delete
Soil Sample Record Add /Edit / Save / Delete
Commissioning Record Add /Edit / Save / Delete
Agronomist Follow up / Prospect Visit Record Add /Edit / Save / Delete
System Record Add /Edit / Save / Delete
NICL Staff Visit Report Add /Edit / Save / Delete
Other Staff Visit Record Add /Edit / Save / Delete
Customer Complaint Record Add /Edit / Save / Delete
Note: Edit and Delete Options will be available to authorized person only.
CRM for JASMain Menu
Input Program Extracted Reports
Complaint Handling
Query Utilities Help
FSQ
Soil Sample
Water Sample
Commissioning
Visit (Agronomist)
Visit (NICL Staff)
System Status
Customer Complaint
Project Status
Agronomical
Hardware
Performance
Single CallStatus
Monthly/Weekly
ComplaintStatus
ViewComplete
RecordBook
Search a Record
ExportData
View Profile
Graphicalview
Of Data
Backup
Restore
Rebuild
Help Contents
Search
AboutSoftware
Calculator
Calendar
Diary
Visit (other Staff)
NICL Visit Report
CRM for JAS
Extracted Reports Project Status Report Agronomical Report Hardware Report HEIS Performance Reports NICL Visit Reports
CRM for JAS
Project Status Report Month / Year Wise Project Status Analysis
Under DesignUnder Farmer ConsentPending with Consultant ValidationPending with departmentProjects in HandUnder InstallationInstalledCommissionedVerified by Consultants
CRM for JAS
Agronomical Report Potential Growers of Region Agronomist / Other Staff Periodic Visit Report Analytical Reports Based on Acres / Value and No of Projects Print
CRM for JAS
Hardware Report FSQ Report Soil Report Water Report Commissioning Report System Report by Agronomist System Maintenance Report by FSE Print
CRM for JAS
HEIS Performance Report
No of Projects Based HEIS Performance Report Agronomist Performance Report Based on WO approval against FSQ
Submitted FSE Performance Report Based on Projects Installed Print
CRM for JAS
NICL Visit Report
Visit Report for Individual farmer Report for periodic Visit. Print
CRM for JASExtracted Reports
Project Status Report Agronomical Report Hardware Report Performance Report
Year/Month wise project Status Analysis
Under Design
Under Farmer Consent
Pending with Consultant for validation
Pending with Department
Projects in hand
Under Installation
Installed
Commissioned
Verified by Consultant
Potential GrowersOf region
Agronomist / Other Staff Periodic Visits
Analytical Reports based on Acres/Value
and No. of Projects
FSQ Report
Soil Report
Water Report
Commissioning Report
System Report by Agronomist
System Maintenance
Report by FSE
No. of Projects based
HEIS Performance Report
Agronomist Performance
Report Based onWO Approval
againstFSQ Submitted
FSE Performance Report Based onProjects Installed
NICL Visit Report
NICL StaffVisits Report
For Individual
Farmer
NICL StaffReport for
Periodic visit
CRM for JAS
Complaints Handling System Single Call Status Monthly / Weekly Complaints Status Report based on:
Pending Resolved Product Wise Farm Wise Resolution Time Complaint Category
* Repairing
* Replacement View Complete Record book Search a Particular Record Print
CRM for JAS
Complaints handling System
Single Call Status
Monthly / WeeklyComplaint Status
Pending
Resoled
Product Wise
Farm Wise
Resolution Time
Complaint Category
Repairing Replacement
View Complete Record Book
Search a record
CRM for JAS
Query
Export Data to MS-Excel View
Customer ProfileCustomer ComplaintsAgronomist ProfileFSE ProfileLocation wise distribution list of * Region * Tehsil
Graphical representation of Data Print
CRM for JASQuery
Export Data to MS-Excel
View
Customer Profile
Agronomist Profile
FSE Profile
Customer Complaints
Location WiseDistribution List
Tehsil Region
GraphicalRepresentation
Of Data
CRM for JAS
Utilities
Backup Restore Rebuild
Help
Help ContentsSearch on helpAbout this softwareCalculatorCalendarDiary
FINDINGS
Meetings Organized For CRM Implementation
Date of Meeting Meeting With Purpose of Meeting Outcome of Meeting
December 07, 2009Nauman Fida
Haroon Rasheed
Shakeel Ahmed
To evaluate requirements for CRM Implementation at JAS.
S.No.
01 Understanding of the work flow of HEIS Business Processes
02 December 08, 2009 Abdul SamiTo show the process model of by explaining the requirements from
CRM for HEIS processes.
Design a process flow model for HEIS only and collect form
templates. Evaluate the market for a readymade software.
03 December 10, 2009 Shakeel AhmedTo show the process flow model and sample sketch of reporting
template
Update the Process Flow Model and modify the report required
from System.
04
December 19, 2009 Saleem UllahTo show sample reports required
from the system.Additional Reports suggested by
SUM.05
To Brief the reports suggested by SUM and sample outlook
designed.
Finalize the list of reports required from system and create
tables for input program.06
07
08 January 27, 2010
Abdul Sami
Nauman Fida
MC Members
To Explain overall progress of this project.
To Explain the activities, objectives, outcome and scope
of the CRM project
Summarize the findings and activities performed in the
project.
January 06, 2010
December 14, 2009 Abdul Sami
To show the revised Process Flow Model and report required
from System. Readymade software available in the market.
Finalize the Process Flow Model according to the logical sequence of form templates and collect desired
reports required from System. And the structure of DB will be RDBMS.
January 20, 2010
CRM should cover NICL and HEIS into the loop and it should
be a cost efficient marketing tool.
OUTCOME OF THE MEETINGS
• CRM should be a marketing tool which should cater detailed information about the customer for improving the interaction of company with customers for sales prospect and for providing technical support and services recommending effective solution to farmers on daily basis based on the current condition of crop for the usage of fertilizer and pesticides.
• The database structure for HEIS will be RDBMS because it is interrelating different processes, with a user interface having a server at backend for data storage and retrieval that will keep all the desired information for generating a complete report.
A Customized software is desirable that will be facilitating the information available in the provided forms only and all reports will be generated based on the available
information.
• Extracted reporting templates shown in this presentation are designed based on the available form templates and the input taken from the HEIS-team.
• The Sample layout of the required CRM software is designed to have an idea about the outlook of the desired software application.
All the information and requirement analysis are based on our meetings with HEIS team and will further be evaluated and finalized based on the suggestions and feedback
of MC members.
CRM Project Phases Initialization of Project
Problem Analysis
Data Collection
Requirement Analysis
Scope Analysis
System Designing
Programming
Implementation
Training
Phases that are left
Phases that have been accomplished
CRM Project MilestonesMilestones Initialization Date Completion Date
Project Initialization December 07, 2009
Problem Analysis December 07, 2009 December 09, 2009
Data Collection
Requirement Analysis
Scope Analysis
December 10, 2009
December 12, 2009
January 01, 2010
Initialization date is subject to the
quotation received from proposed software house.
Completion dateIs subject to the
quotation received from proposed software house.
December 11, 2009
December 31, 2009
January 22, 2010
System Designing
Programming
Implementation
Training
Summary
SCOPE OF THE PROJECT
B. Outcome of the Software Application
CRM Software should be able to manage customer associations in an automotive way and the HEIS related data will be viewed from different perspectives.
D. Timeline for Designing and Implementation Phases
Timeline will be according to the quotation received from proposed software house.
C. Cost of the Software Application
Costing is subject to the quotation received from proposed software house.
E. Limitations of the Software Application
The software application will only be able to handle the data related to HEIS, NICL and Marketing departments only. Data relevant to other departments will not be accessible from the software.
A. Goal of the Software Application
CRM Software should be a tool easing follow up of customers from different aspects of our business related activities in which data can be stored , information can be viewed and reports can easily be generated.
Thank You
