This proposal covers the method for additional CRM capability for Vita Life Sciences. This proposal also covers the engagement scope of Jobin and Jismi It Services LLP, as official implementation partner Of Oracle NetSuite.

Proposal summary

Vita Life Sciences would like to structure sales activities done by their resources to be planned properly. They would like to have a process in place to record the Site visit details captured in the system, The training activities done by the employees along with its feedback. The employees would have visibility on the activity calendar in which they should be able to know the tasks they should do. The solution would help them to do proper planning. The store shelves details should be captured into the system per each store/customer. This document covers the solution for the above mentioned pain points by making use of custom records, forms and script.

Requirement 

Vita Life Sciences would like to structure CRM so that they can report properly on their sales team activities.

They would like to do below activities recorded in netsuite

Journey planning – ability for salespeople to make monthly store visit planning (not by creating tasks on each customer account). Mostly to be created based on geography.

Customer site visit report – report checklist changes month to month and things to do during a visit are assigned by the sales Manager based on set criteria from the customer account. In this report, whether monthly promotion is taken up or not needs to be reported as well.

Call reporting- also requires the ability to plan for phone calls required to make to customers. so that salespeople are reminded to make calls at a certain frequency specified to call customers. Salespeople are required to record their daily calls received and made to customers.

Training Reporting – our staff has to do training on our products to retailers and this needs to be recorded. In this training report, product trained, trainer name, no of attendees, etc are recorded. And there should be a feedback loop for new product ideas or product improvement ideas to be reported to a dedicated feedback register.

From customer site visit report and Training report – there should be a way to create follow up tasks on future visits or future events.

Planogram – It is just our product position in store that is recorded and linked to the customer account. (row represents shelf no and column will represent product location on the shelf).

Our Solution

We can make use of netsuite custom records with fields to capture the information needed for reporting and we can make use of script/suitlet to bulk create tasks for the customers.

1. Site Visit planning

For this requirement, there will be a custom field in customer record that captures the geography information of each customer.

We will create a suitlet /custom page with navigation so when the sales rep clicks that page it will show the customer list with some filters (geography, subsidiary, classifications). That page will list up the customers based on the filters given.The sales rep can multi-select the customers and click on the submit button so that in one shot an individual task will be created for all of the selected customer records in Bulk. After the task is created the successful alert box will be shown to the sales rep from that page. Once the user clicks on okay on that alert page, the sales rep will be routed to their respective activity dashboard. We can also create a search list with an inline edit option with a criteria date created today to be added to the sales rep dashboard. For each customer line, we can enter a start date, Due date, Reserve time , start time and end time. All the mandatory fields for the task creation will be prompted before the bulk page submission.

Assumptions

• The customer will have a geography field. The data will be maintained by the Vita life team.
• The task record will always be associated with a customer from our bulk page.
• Individual tasks will be bulk created for each customer selected on that page.
• By default all the tasks will be public.
• We will not notify the assignee by email on bulk task creation 
• All the sales rep will be using a sales center based role to access netsuite.

Risks

We can bulk create  only 50 task records in one button click of our suitlet page. The actual numbers maye slightly vary depending on the script logic.

2.Customer site visit report

For this requirement, we will create a custom record with the necessary proposed field. This record will be added as a child of the task record. From the task record the sales rep will be able to fill in the generic site report details. We need to maintain a generic set of activities to be done Or we can make use of multiple form setup for the custom record based on different clients. The sales rep can enter the data by navigating to the task record associated with that visit. We can include different field types and for the list field we can go for a standard list if it is available or we can make use of a custom list for the same.

Assumptions

• All the site report visit details will be linked to a task record.

3.Call reporting

This is by standard available in netsuite you can make use of the phone call record to schedule  the call and the call summary can be added in the phone call record itself. 

In our bulk page for the task creation we can also add an option to switch between bulk creation of task records or phone call records if needed. If you would like to bulk create the phone call records for customers from that same page that can be also done.

4.Training Reporting

For this requirement, we will create a custom record with the necessary proposed fields to capture the product-wise feedback. For this feedback record, the task record will be the parent. From the task record the user will be able to select a product and write a feedback for the same. Multiple feedback can be associated to one task record. The product trainer, trainer name, no of attendees can be recorded in this feedback custom record.

Assumptions

• The feedback will be associated with a task record for which the training is scheduled. 
• The product trainer, trainer name, no of attendees can be recorded in this feedback custom record

5.Planogram

We can create a custom record to attach it to a customer record. This planogram can be given access to the sales rep as another navigation without giving the customer record edit/view permission . The sales rep can view/edit the planogram details for the customer for which they are the sales rep. 

Assumptions

• We are maintaining only one planogram record with multiple item/shelf details for one customer.
• We will setup standalone navigation to see the customer planogram and for editing the same