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 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

  1. 1. Welcome to 5 Essential Reports for Running Your Business
  2. 2. 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
  3. 3. 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
  4. 4. LiveReports System Reports  Where to access them  Duplication  Make them Your Own: Filters and Scheduling
  5. 5. 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
  6. 6. 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
  7. 7. 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
  8. 8. 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
  9. 9. 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
  10. 10. 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
  11. 11. 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
  12. 12. 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
  13. 13. 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
  14. 14. 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
  15. 15. 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
  16. 16. 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
  17. 17. Q&A Thank you and final thought: The price of light is less than the cost of darkness
  18. 18. Data Dictionary
  19. 19. Data Dictionary
  20. 20. Data Dictionary

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