5 Essential Reports for Running Your Business
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5 Essential Reports for Running Your Business

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This is the final session in our Essentials track. As you have learned through the other Essentials sessions, Autotask is a data collecting machine that can track every mission-critical element of ...

This is the final session in our Essentials track. As you have learned through the other Essentials sessions, Autotask is a data collecting machine that can track every mission-critical element of your business. This final session focuses on 5 reports that will help you capture and use your data to make better, fact-based decisions about your business. We will cover the basics of running Systems Reports in the new LiveReports engine, and even show you how to duplicate a report to make it your own. If you have been following the Essentials track throughout the conference, this session is the perfect culmination to everything you have learned.

[Presenter: Steve Kinane, Autotask & Moderator: Pachita Lekanda, Autotask]

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    5 Essential Reports for Running Your Business 5 Essential Reports for Running Your Business Presentation Transcript

    • Welcome to 5 Essential Reports for Running Your Business
    • Steve Kinane Sales Engineer Autotask UK     15 Years in the IT industry 5 years using Autotask as a customer 1st year with Autotask Likes to make fact based decisions
    • Agenda  LiveReport System Reports  Make them Your Own  The 5 Essential Reports based around  Sales – Opportunity Detail Report  Services – Closed Ticket Performance  Resource – Resource Productivity  Financial – Pre Posting Detail and Profit Summary By Contract  Use Your Data  Takeaways
    • LiveReports System Reports  Where to access them  Duplication  Make them Your Own: Filters and Scheduling
    • Sales  Report to Run: Opportunity Detail Report  Essential Because: Gives visibility into your sales organization.  Provides detailed review of Sales Opportunities; grouped by Territory, Owner and Account  Filter On: Opportunity Status (Active, Closed), Opportunity Owner, Projected Close Date
    • Opportunity Detail Report Opportunity Detail Opportunity Title 06/09/13 Opportunity Product Name Opportunity Stage Opportunity Stage Opportunity Opportunity Opportunity Projected Age Status Create Date Close Date Contact Full Opportunity Name Amount Account Territory Region: UK Opportunity Owner Full Name: Kinane, Steve Account Name: ABLE Manufacturing HQ* Workstations 9 Managed Servers 12 Workstations Managed Print Services Recurring Services Contract Managed Workstation New Lead Stage 4 Contract Server Sent Stage 4 Contract Managed Workstation Sent Managed Service New Lead 1 Active 02/09/13 09/09/13 Kinane, S £6,000.00 4 Active 04/09/13 11/09/13 Kinane, S £5,400.00 4 Active 05/09/13 05/09/13 Kinane, S £7,200.00 1 Active 05/09/13 05/09/13 Kinane, S £9,600.00 Contract 1 Active 04/09/13 11/09/13 Kinane, S £11,400.00 New Lead ABLE Manufacturing HQ* Total £81,675.00 Account Name: ABC Solicitors Recurring Services Contract Contract Stage 4 Contract Sent 4 Active 04/09/13 11/09/13 Kinane, S £11,400.00 ABLE Manufacturing West Coast Total £11,400.00 Kinane, Steve Total £93,075.00 Opportunity Owner Full Name: Pierce, Pamela*^ Account Name: Derwent Windows Server Quote (From Quotewerks) (#TCGQ1111) - Stage 3 Proposal Sent 3 Active 9/3/2013 9/3/2013 Pierce, Pamela £1,407.50 Derwent Windows Total Pierce, Pamela*^ Total Opportunity Owner Full Name: Timm, Chris £1,407.50 £1,407.50
    • Services  Report to Run: Closed Ticket Performance  Essential Because: Allows you to analyze and provide your ticket performance by Priority and Account.  Displays ticket details along side time frame metrics for an “SLA style” report without an SLA.  Filter On: Account, Complete Date  Honorable Mention: Pending and Overdue Tickets, Tickets Created by Hour
    • Closed Ticket Performance Closed Ticket Performance Account Name Ticket Due Date and Date and Time Time Completed Total Ticket Ticket Worke Duration Duration (Hrs) d (Days) Hours T201309 Faulty Workstation Hardw Hard 05.0040 are Drive 05/09/2013 17:00 05/09/2013 16:00 4.25 0.75 6.00 Chemical Co T201309 Outlook issue 01.0048 Softwa Outlook re 02/09/2013 13:24 03/09/2013 09:00 6.00 2.00 11.50 Field IT T201309 Install and 03.0002 Configure Workstation T201309 Faulty Laptop 03.0004 Install Hardware 05/09/2013 15:24 3 2.00 16.00 05/09/2013 09.56 2 1.00 7.56 7.00 49.31 Priority: Critical ABLE Manufacturing HQ* Autotask Corporation Ticket Ticket Title Number 06/09/13 Issue Sub Type Issue Type Hardw Laptop are 05/09/2013 10:00 Critical Total Priority: Medium A1 Facilities 15.25 T201308 Pc down 30.0003 Hardw Network 01/09/2013 11:52 are Card 06/09/2013 09.31 6.00 Medium Total 0.50 Grand Total(s) 15.75
    • Resources  Report to Run: Resource Productivity  Essential Because: Shows all work done on tasks and tickets by your Resources, aka. Big Brother  Breaks down by Resource and Account all the Billable and Non-billable activities. With the right filters it can become a timesheet report.  Filter On: Work Type, Worked Date or Resource  Honorable Mention: Customer Hours by Contract
    • Resource Productivity Resource Productivity Worked Date Project Activity Title Name Hourly RoleAmount Worked Non-Billable HoursBilled Amount Billed Hours Worked or Contract Rate Billable Hours Hours Billed Rate Resource Name: Kinane, Steve Account Name: ABLE Manufacturing HQ* Activity Type: Service Desk Ticket 30/08/13 Server down £250.00 02/09/13 Server Support: £250.00 Service Desk Ticket Total 0.25 0.25 0.50 £62.50 0.00 £62.50 0.00 £125.00 ABLE Manufacturing HQ* Total 0.50 £125.00 0.25 0.25 £250.00 0.00 £500.00 0.00 0.00 £0.00 £0.00 £0.00 0.00 £0.00 £0.00 0.00 £0.00 0.00 0.00 £0.00 £0.00 £0.00 Account Name: Autotask Corporation Activity Type: Service Desk Ticket 30/08/13 SQL Job cleanup log files £250.00 0.25 03/09/13 Pc down £250.00 0.25 Service Desk Ticket Total 0.50 £62.50 0.25 £62.50 0.25 £125.00 Autotask Corporation Total 0.50 £125.00 0.00 £0.00 Kinane, Steve Total 1.00 £250.00 0.00 £0.00 0.00 0.00 0.20 0.25 0.25 0.00 0.10 0.25 1.05 £0.00 £0.00 £22.50 £78.13 £78.13 £0.00 £31.25 £78.13 £288.13 1.05 £288.13 Resource Name: Kumar, Deepak Account Name: ABLE Manufacturing HQ* Activity Type: Service Desk Ticket 29/08/13 PC wireless is intermittent £250.00 12.00 £3,000.00 30/08/13 Opportunity Closed:[Network Installation] £250.00 0.25 £62.50 30/08/13 Opportunity Closed:[Network Installation] £250.00 0.25 £62.50 03/09/13 Server Support: £250.00 0.25 £62.50 03/09/13 Server Support: £250.00 0.25 £62.50 03/09/13 Server Support: £250.00 0.25 £62.50 04/09/13 Server Support: £250.00 0.25 £62.50 05/09/13 Server Support: £250.00 0.25 £62.50 Service Desk Ticket Total 13.75 £3,437.50 ABLE Manufacturing HQ* Total 13.75 £3,437.50 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 12.00 0.25 0.25 0.25 0.25 0.25 0.25 0.25 £0.00 £312.50 £112.50 £312.50 £312.50 £250.00 £312.50 £312.50
    • Financial  Report to Run: Pre-Posting Detail  Essential Because: Review or provide to your customer the details on anything that is going to be billed.  Grouped by Account and Contract, shows you the detailed role, rate and hours information for each item that is ready to be billed. Can be used for a preliminary view into hours against a Block Contract.  Filter On: Billing Item Date, Account or Contract; many options available
    • Pre-Posting Detail Pre-Posting Detail Item Date Billing Entity Type 06/09/13 Project Item Title Name Account Name: ABLE Manufacturing HQ* Contract Name: Able Manufacturing - Recurring Service Contract Type Description: Recurring Service 16/04/13 Ticket Cost Workstation 16/04/13 Ticket Cost Cable Cat5e 16/04/13 Ticket Cost Custom Workstation 06/09/13 Service Desk Ticket Request for Help Task or Configura Role Ticket tion Item Name Status Name Complete Complete Complete In Progress RateActual Billable Hours Actual NonBillable Hours Billable Amount £250.00 0.00 0.25 £1,000.00 £25.00 £4,000.00 £0.00 3.00 0.25 £5,025.00 Account Name: Brown Brothers Bottling^ Contract Name: Brown Brothers Bottling^ - Hosted SaaS Contract Type Description: Recurring Service 10/04/13 Service Desk Ticket Documentation Updating required In Progress 0.00 £0.00 14/04/13 IT:Techn £125.00 1.00 ician II Service Desk Ticket Save/Close Error^ Scheduled SW:Sup £100.00 3.00 port I Service Desk Ticket Save/Close Error^ Scheduled SW:Sup £100.00 1.00 port I Service SW:Hosted Application: Premium [05/11/2013 - 06/10/2013] Ticket Cost Travel In Progress Ticket Cost Cable Cat5e New Ticket Cost Network Attached Storage New 5.00 0.00 £0.00 0.00 £0.00 0.00 £5,000.00 £250.00 £0.00 £0.00 £5,250.00 Contract Total 14/04/13 11/05/13 03/09/13 04/09/13 04/09/13 Contract Total Exec. Manage ment
    • Financial  Report to Run: Profit Summary by Contract  Essential Because: It provides insight into the Accounts and Contracts that are making you money or costing you money. Helps guide high level business decisions.  Provides a Summary Profit information by Account and is grouped by Contract.  Filter On: Contract Type, Contract Name, Account or Posted Date
    • Profit Summary by Contract Profit Summary by Contract Contract Name Account Name: ABLE Manufacturing HQ* Able Manufacturing - Recurring Service Test Contract ABLE Manufacturing HQ* Total 06/09/13 Profit £9,763.07 £32,325.00 £42,088.07 Account Name: Autotask Corporation Autotask - MSP - RSC Autotask Corporation Total £2,600.00 £2,600.00 Account Name: Blue Sky Group Blue Sky Group - Hosted SaaS Blue Sky Group Total £1,245.00 £1,245.00 Account Name: Brown Brothers Bottling^ Brown Brothers Bottling^ - Hosted SaaS Brown Brothers Bottling^ Total £5,955.00 £5,955.00
    • Other Ways to Use Your Data  LiveReports Data Export to Excel  Data Warehouse  Autotask Performance Dashboards  Service Desk, Sales and Customer Facing  Coming soon - Projects and Financials
    • Takeaways  Discuss what Data is Important to your Business  Duplicate and Schedule the System Reports  Learn the LiveReports basics – Categories, Filtering and Simple Report creation
    • Q&A Thank you and final thought: The price of light is less than the cost of darkness
    • Data Dictionary
    • Data Dictionary
    • Data Dictionary