Case Study
Automating Sales
Proposals
Smooth implementation of sales quotation
tool means better service, lower costs
By Scott Murphy
Background
3L Filters
Ltd. (3L) is an engineer-to-order manufacturer of
complex filtration pressure vessels, with two locations
in Cambridge, Ontario. In operation since 1965, the
company has 50 employees and sells its products in 17
countries.
When
prospective customers request a price quotation for a
new vessel, the sales staff at 3L would typically
require the Engineering group to perform a technical
evaluation of the customer's specifications and then
provide a proposed design solution and associated
drawings. 3L was finding, however, that supporting the
sales proposal work on its nuclear industry business was
consuming most of its engineering resources. As a
result, 3L was having difficulty responding to quotation
requests from its industrial-market customers and its
revenue was stagnating.
Objectives and Requirements
3L
selected the NeXtreme Automation system from Tryllium
Industries to help the sales team win more orders and
increase revenue. The system would give them an
automated sales quotation tool that would let them be
more responsive to customer requests.
The
NeXtreme Automation system required a robust and stable
IIS (web server), SQL (database) and Active Directory
(authentication) environment to operate effectively.
3L was
experiencing frequent business interruption related to
their computer systems. 3L required a stable network
environment to reduce business interruption and support
the NeXtreme Automation system.
Approach
Data
Perceptions met with 3L’s management team to review
their business requirements and objectives. Together
they reviewed workflow for the various departments and
identified supporting applications and processes.
Following
the meeting, Data Perceptions reviewed the existing
network systems at both locations and met with several
users to discuss issues, workflow and application use.
Through
this process, six key technical and business issues were
identified:
-
Desktop hardware, operating systems
and software were not standardized.
-
Server infrastructure would not
support the requirements of the NeXtreme Automation
system.
-
3L’s two locations could not
adequately share information electronically.
-
Network security was not in line with
business operations.
-
Sales staff required remote access to
network resources.
-
The existing network cabling would
not support required bandwidth or reliability
levels.
During a
second meeting with the 3L management team, Data
Perceptions reviewed the six key issues and potential
technology options that would address these issues. They
discussed options that were too high-end, too low-end,
and those at appropriate levels to ensure that the
management team was comfortable with the selected
solution.
Based on
this process, Data Perceptions documented an IT strategy
that would address these issues and provide a platform
that would support future requirements.
Solution
Data
Perceptions designed a solution that addressed the six
key technical and business issues. In phase 1, Data
Perceptions brought in one of their trusted cabling
partners to audit, repair or replace and certify the
network cabling at both sites. This simplified any
future troubleshooting as network cabling could be
quickly identified and eliminated as an issue.
In phase
2, Data Perceptions worked with 3L staff to identify
hardware and software requirements and obtained and
evaluated quotes from three suppliers. Data Perceptions
selected server hardware with significant redundancy (in
power supplies, processors, fans, etc.) to improve
reliability. Remotely manageable devices were selected
wherever cost effective to improve the supportability of
the network. All hardware included on-site maintenance
contracts from the manufacturer to ensure that any
hardware failure did not cause significant business
interruption.
Windows
2003 Server was selected to support the NeXtreme
Automation system’s requirements and improve the
performance and reliability of the overall network.
Data
Perceptions worked with 3L management to create a file
management and security design that would limit access
to the appropriate staff. Access to these shared
resources was automated based on security permissions
using scripts. They also developed a backup and
restoration strategy using the Windows 2003 Shadow Copy
feature for fast online restoration of lost, corrupt or
accidentally deleted files, and Computer Associates’
Brightstor Arcserve backup with an Ultrium backup drive
for offsite disaster recovery.
In phase
3, Data Perceptions managed and implemented the planned
deployment of new network equipment (including switches
and firewalls), new workstations and applications, and
servers.
Data
Perceptions put in place new firewall/VPN appliances to
secure and manage network traffic and support both VPN
site-to-site and software client remote access. New,
more reliable Internet connections were selected to
improve connectivity between the two locations.
Servers
were configured to support 3L’s workflow and supporting
applications including file storage, printer sharing,
network management, backup and remote access. Remote
access for sales people and for 3L’s second location was
configured using Windows 2003 Terminal Services. In this
case, retired engineering workstations were used in a
clustered environment to provide reliable remote access.
A SQL / IIS server was configured and Data Perceptions
supported Tryllium’s staff during NeXtreme Automation
installation and configuration.
After
testing, data migration completed after-hours ensured
that all data was migrated from the existing server and
then migrated to the appropriate new locations. This
reduced the potential for data loss or corruption.
In the
final phase, Data Perceptions brought in long-time
partner and thin client expert Todd Mathers to plan and
implement a Terminal Services cluster to support remote
access for 3L’s second site and remote workers. Terminal
Services gave remote workers controlled access to
applications and data similar to working on-site.
Results
By
addressing the six key business and technical issues
using Data Perceptions’ process for technology selection
and implementation, 3L has experienced reduced business
interruption, improved remote access, and reduced
support costs. The implemented system will provide a
solid foundation for future productivity improvements
using technology.
These
improvements supported the implementation of the
Nextreme Automation system. With the successful
implementation of Nextreme, 3L experienced improved
workflow, a significant reduction in the time and cost
it takes to prepare a quotation, increased quotation
success with an impressive quotation package, and the
ability to capture engineering knowledge.
"Our
products are typically highly engineered, requiring very
experienced people," says George Foss, owner of 3L
Filters. "By thinking a little outside the box, we found
a way to capture engineering knowledge permanently and
use it to our continuous advantage, thus reducing the
potential impact if there's any staff turnover."
Most impressively, at the 2005
Canadian Information Productivity Awards (C.I.P.A.) 3L
Filters was honoured with the competition's top prize,
the Diamond Award of Excellence. The NeXtreme Automation
application was recognized as the Technology Contributor
underpinning the win.
 Scott
Murphy is a Consultant and VP – Business Development at
Data Perceptions. Scott helps companies select best
available technologies to meet their business
requirements. In his role as Business Development lead,
Scott has helped develop Data Perceptions’ extended team
and the collaborative consulting model. Data
Perceptions has developed and maintains relationships
with over 80 independent consultants and 200 partner
firms to allow us to meet a larger range of our clients’
and prospects’ requirements.
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