Gaining Competitive Advantage:
Easy and Centralized Data Access
with SaaS
Judi Smith
Director of Strategic Services
Awana ...
Agenda
 About Awana
 Business Challenges and Goals
 Our First SaaS Decision
 How SaaS Helps Us Meet Our Goals
 Result...
About Awana
 International Children & Youth Ministry
 The top independent provider of children’s programs for churches
...
Business Challenges
Constituents
• More sophisticated expectations
• Met more quickly
• With more value
Employees
• More e...
Business Goals
Growth
More
Ministry
Programs
More
Donation
Programs
More
Marketing
Programs
More
Information
More
Media
Mo...
The Goal
Empowering Flexible Efficient Reliable
Our Systems
 The Awana IT Ecosystem
 18 IT Staff
 54 physical or virtual servers
 Microsoft
 Custom .NET Apps
 Excha...
Our Systems
Information in Silos
 JD Edwards 8.0 (Financials, Inventory, Account Information)
 Trying to use as a CRM
...
The First SaaS Decision
Need a CRM system & Integration to ERP
Process
• Email customer service from Web Store
• Manually ...
Case Study: Rapidly Integrate Front Office
and Back Office
Business Problem
 Increase field productivity by
providing com...
Integration Appliances
Software-Based Integration Solutions
BizTalk
Custom Code
Pervasive
Integration
Appliances
Advantage...
Selection Process
 CRM & JD Edwards Connectivity Out-of-the-Box
 Simple Appliance: Fast to Deploy. Easy to Maintain
 We...
Solution
 Selected salesforce.com/Cast Iron
over MS CRM/BizTalk due to
BizTalk complexity
Microsoft offered CRM/BizTalk ...
CRM  ERP  Web Store  eLearning
International Children & Youth MinistryResults
 Project completed in 20 days
 Signi...
The Awana SaaS Ecosystem
The Benefits of SaaS
Users get what
they need when
they need it
Users are not
waiting for IT or
other users
System
designe...
Results
 75% reduction in man hours for collecting customer
information
 Real-time reporting
 Turned order entry into a...
Lessons Learned
 Integration Strategy a Key for SaaS
 Rapid SaaS adoption requires rapid integration
 Make sure the int...
Thank You!
Judi Smith
Director of Strategic Services
Awana Clubs International
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Presentation: "Gaining Competitive Advantage: Easy and Centralized Data Access with SaaS"

  1. 1. Gaining Competitive Advantage: Easy and Centralized Data Access with SaaS Judi Smith Director of Strategic Services Awana Clubs International
  2. 2. Agenda  About Awana  Business Challenges and Goals  Our First SaaS Decision  How SaaS Helps Us Meet Our Goals  Results  Lessons Learned
  3. 3. About Awana  International Children & Youth Ministry  The top independent provider of children’s programs for churches  Impact kids 2-18 years old  Over 16,000 churches supported worldwide  50 states in the U.S. and over 100 countries  Over 1,000,000 constituents  Not Your Traditional Non Profit  75% of revenue from the sales of goods  Over 2,500 SKUs  96 field reps  Sales tax in every state by item  87 New Competitors in the Last 5 Years
  4. 4. Business Challenges Constituents • More sophisticated expectations • Met more quickly • With more value Employees • More employees • Working from more places • At more times Information • More kinds of information needed • By more people • In more ways
  5. 5. Business Goals Growth More Ministry Programs More Donation Programs More Marketing Programs More Information More Media More Products
  6. 6. The Goal Empowering Flexible Efficient Reliable
  7. 7. Our Systems  The Awana IT Ecosystem  18 IT Staff  54 physical or virtual servers  Microsoft  Custom .NET Apps  Exchange  SQL Server  Oracle  JD Edwards  Oracle DBs
  8. 8. Our Systems Information in Silos  JD Edwards 8.0 (Financials, Inventory, Account Information)  Trying to use as a CRM  .NET eCommerce (Web Orders)  On premise  Two separate stores – B2B and B2C  Sends orders to JD Edwards  Pitney Bowes (Shipping)  Learning Management – Hosted (Training)  Ad Hoc User Databases  Field Staff  HQ Users
  9. 9. The First SaaS Decision Need a CRM system & Integration to ERP Process • Email customer service from Web Store • Manually create learn.com provisioning package Manual Systems Process • Develop and enhance courses • Gather input from support and customers Manual Systems Process • Notify field support • Mail customer information for support • Call for additional customer information Manual Systems  480 hrs. of data entry  Error prone  No central customer visibility  Little to no self service • Customer signs up online • License agreement signed • Create customer & order in JD Edwards Manual Systems Process • Customer inquiry • Mail customer info to field • Field sales follow-up
  10. 10. Case Study: Rapidly Integrate Front Office and Back Office Business Problem  Increase field productivity by providing complete view of customer  Customer self service not possible  Awana Web Stores  On-demand Learning Management System (LMS) – Learn.com  MS CRM/BizTalk or salesforce.com/Cast Iron Systems  Current data entry process  Manual  Time consuming  Error prone Customer Master Integration and Sales Order Visibility CRM  ERP  Web Store  eLearning International Children & Youth Ministry Customer Master Invoice Status Authorization Order Shop Online
  11. 11. Integration Appliances Software-Based Integration Solutions BizTalk Custom Code Pervasive Integration Appliances Advantages Disadvantages  Strong .Net support  No new tools to buy  Broad connectivity to older technologies (FoxPro etc)  Simplicity (time/cost)  Maintainability (not resource intensive)  No middleware experts required  Lots of specialist (.Net) programming knowledge required for development  Maintenance requires .Net programmers (time/cost)  Labor intensive (time/cost)  Not scalable  No visibility for errors  Maintenance very IT intensive  Older technology  Labor intensive (time/cost)  Maintenance resource intensive (requires RIFL developers)  Newer technology  No human workflow Integration Options Considered
  12. 12. Selection Process  CRM & JD Edwards Connectivity Out-of-the-Box  Simple Appliance: Fast to Deploy. Easy to Maintain  We have minimal in-house IT operational support  Competition Was 5x Cost (acquisition, implementation and maintenance)  Cast Iron offered both monthly subscription & purchase options  Platform Enables Rapid Integration and Fast Change Management  No Specialist Programming Skills Needed  Business users can set up workflow rules  Visibility and Centralized Management Out-of-the-Box
  13. 13. Solution  Selected salesforce.com/Cast Iron over MS CRM/BizTalk due to BizTalk complexity Microsoft offered CRM/BizTalk for low cost Only pay for integration services  Cast Iron Systems integration platform Rapid standards based bi-directional integration Simple “no coding” approach to integration Customer Master salesforce.com ↔ JDE Order & Invoice Visibility JDE ↔ CRM Customer Master Integration and Sales Order Visibility CRM  ERP International Children & Youth Ministry Case Study: Rapidly Integrate Front Office and Back Office Order & Invoice Status Customer Master
  14. 14. CRM  ERP  Web Store  eLearning International Children & Youth MinistryResults  Project completed in 20 days  Significant increase in field sales and support productivity  360º view of customers for sales/mgmt.  Real-time access to critical customer information  Field notification time reduced - 30 days to real time  Customer self service enabled  Eliminated 480 (75%) man hrs./month in manual entry Case Study: Rapidly Integrate Front Office and Back Office Authorization Order & Invoice Status Order Customer Master Shop Online
  15. 15. The Awana SaaS Ecosystem
  16. 16. The Benefits of SaaS Users get what they need when they need it Users are not waiting for IT or other users System designed for configuration Multiple Configurations Not paying for unused features Best in class performance Small IT overhead Expert system management Works together seamlessly Future proof Designed to integrate System works the way the user does Use the right tool for the job Work from anywhere Use broad array of technologies Change users features as needed or Empowering Flexible Efficient Reliable User Configurable Best of Breed On-Demand Standards Based
  17. 17. Results  75% reduction in man hours for collecting customer information  Real-time reporting  Turned order entry into account management  Collecting information on all customer interactions  Consistent information across all departments  50% reduction in time required for reporting  Shut down 8 physical servers.  When complete - 29% reduction in IT Spend
  18. 18. Lessons Learned  Integration Strategy a Key for SaaS  Rapid SaaS adoption requires rapid integration  Make sure the integration infrastructure can handle your transaction volume  Make Simplicity a “Must-Have”  Simple solutions, not build-it-yourself “developer centric” tools  Reduce ongoing dependency on IT Staff  Ask to evaluate “drag and drop” application development only  Appliances do more than you think  Application integration: SAP, Oracle family, SaaS (e.g. salesforce.com) etc.  Automatic escalation based on business rules  Vendor Partnerships Are Key  Choose vendors committed to solving your problem; not just selling their tool and services that never end
  19. 19. Thank You! Judi Smith Director of Strategic Services Awana Clubs International

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