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Opti IT: Increasing Effectiveness of the IT Related Company
In the fast paced highly competitive business environment facing IT Services firms, IT Staffing Businesses and Software Companies, it is mandatory to excel in the execution of sales, service, operations and management. A business' profitability is driven by the performance of its employees. In this industry, human capital is both the “life blood” and largest investment. Opti-IT does not serve as a replacement for the professionalism of the team, but rather provides a significant multiplier of their talent. Opti-IT helps insure an IT organization's largest cost is also its greatest asset.
Opti-IT is a unified web-based solution constructed to fuel growth and profitability of the IT related business. Its functions span contact management, marketing campaign management, sales opportunity management, help desk, issue tracking, support/service contract management, project time and billing, recruiting, human resource skills tracking, expense reporting, document management, improvement initiative management and business analytics. It leverages a company’s employees, providing people with the system capabilities necessary to amplify their skills and increase their effectiveness. Opti-IT's sales and marketing functions contain a robust set of features serving the needs of an IT related company desiring to grow its business, helping to identify and close new clients while expanding relationships with existing customers. Its sales automation is predicated on the premise that for an IT Services Company is to meet its sales objectives, its sales team must execute a disciplined sales process. Opti-IT provides a proven sales process framework which can be easily adapted to incorporate the requirements of different leading sales methodologies. The system includes a robust suite of contact management capabilities and a wide range of opportunity management features. They combine to keep the sales person focusing on the right prospects and communicating the benefits to all the "key players" necessary to close the business. Instead of being an administrative burden on reps and managers, forecasting and territory reporting becomes a simple to produce, by product, of employing the system while executing the companies proven sales process. The sales professional benefits from a 360 degree view of the client. All marketing, service and project history is always available to assist in closing new business. Alerting features eliminate surprises and increase the representative's ability to be proactive with the customer. The “bottom line” is Opti-IT delivers the functions necessary to shorten sales cycles, increase close rates, and grow revenues. Opti-IT's marketing functions include “Campaign Management” which is designed to increase productivity in the execution of marketing campaigns. Integration between the marketing and sales functions allow an organization to understand the results of campaigns and to adjust future strategies to capitalize on successful initiatives while discontinuing less effective activities. Other marketing functions assist in the management of references, the collection and dissemination of competitive information, product information and the distribution of marketing materials to employees, prospects and clients. Database tools facilitate the targeting of prospects for new and add on products or services. Mail merge and email merge features raise marketer productivity. Work flow Agents and alerting combine to automate tasks and prompt necessary actions. When sales follow-up is justified, all interaction and information gathered during the marketing process is automatically available to the sales team. The powerful combination of marketing functions helps insure a sufficient number of prospects are flowing into the sales funnel to meet an IT firm's new client and revenue targets. In an environment where success is dependent on significant continuing revenues from existing clients, support and customer service must excel. The customer service features of Opti-IT are specifically designed to facilitate responsive service. Whether problem tickets are submitted through a client self service portal, through email or over the phone to a service representative, the information and priority is captured and available for either research or immediate resolution. Alerting and notification features insure the appropriate level of attention is given to each problem and the client is kept informed of progress. Each firm is able to establish its own thresholds for escalation and notification. If resolution is past due, escalation rules are followed and appropriate people are alerted so that resources are added where necessary and proactive customer follow-up is provided. Service information is not only available to service personnel but selectively available to sales and management, eliminating costly surprises and providing an additional force for maintaining satisfaction. When a help desk ticket requires the work of a developer or an engineer to address the problem, Opti-IT includes “ Issue Tracking” functions to automatically track resolution through development, testing and application of the fix. When complete or ready for validation by the customer, the Issue is returned to the customer service rep for closure. Automatic notification and alerts are available to provide necessary visibility to the issue resolution process. When support or maintenance is a fee service, Opti-IT’s “Contracts” module simplifies administration. Business terms of the relationship are summarized and integration with the time reporting and billing functions keep track of spent and unused support hours. Support personnel have the information necessary to deal appropriately to meet contractual service levels or handle requests for service when an agreement is expired or not in place. When support renewals or the need for additional prepaid hours is coming due, appropriate personnel can be notified to insure this important source of revenue is realized. Opti-IT project tracking provides enterprise-wide multi-project planning, scheduling and tracking. It is not designed to replace a firm’s project management system but instead, to compliment it. It is ideal for organizations desiring visibility across all projects; requiring flexibility in billing for services in order to support diverse business terms and conditions; or wanting to benefit from integration of sales, service, human resources, expenses, project tracking, time and billing data in order to simplify operational processes, better utilize staff and properly charge for its services. Opti-IT project tracking time and billing provides functions which handle the imaginative terms the sales organization requires to meet clients diverse demands. Project templates and Opti-IT’s interface with MS Project provides these gains while mirroring your company’s current work style. Opti-IT provides the flexible framework for defining tasks and subtasks, prioritizing activities, allocating resources and tracking project progress. Resources can be dynamically allocated or specifically assigned to tasks and subtasks of single or multiple projects. With a single database for all projects and resources, you can improve prioritization and better balance schedules and resources, reducing the impact of constraints imposed by new project commitments, scope creep and changing internal and customer demands. Opti-IT includes many diverse functions to improve operations including business analytics, improvement initiative management, document management, expense reporting, human resource skills tracking, security, work flow and business process agents. Each contribute to improved management and operating results. Business Analytics Increase Understanding The ability to analyze all sales, client and project information collectively facilitates management’s understanding of the firm’s operating performance, adherence to best practices and compliance enforcement. Opti-IT analytics, data monitoring and alerting, work flow agent and improvement initiative management features work in conjunction with data from all Opti-IT components, as well as data from other disparate systems a firm utilizes. Key performance indicators are included for monitoring marketing, sales, service, project and financial results. Multiple graphs, lists, velocity dials, task lists and appointments, and other pertinent information available over the web is selectively included in personalizable portal pages and dashboards. Improvement Initiative Management Adds Control When opportunities for improvement arise, often initiatives are launched and people are assigned responsibilities in the quest of reaching goals and targets. Pressing day to day issues often cause employees to unknowingly defer tasks that make up key elements of such initiatives. Management follow up is difficult and frequently lacking and planned results become left to chance. Opti-IT Calendar, and Improvement Initiative modules combine to address these issues. Tasks associated with improvement initiates are assigned and automatic notification can be included to either the individual or the manager when the tasks are past due and / or completed. The initiative at a glance view gives team members a comprehensive view of the initiative. Opti-IT provides an added degree of control over the business and a key contributing factor to its continuing improvement. Document Management Delivers Efficiency and Economy Opti-IT document management features support a firm’s efforts to reduce the costly flow and duplication of paper materials across the enterprise. Reports, forms, collateral, presentations, specifications, proposals, resumes and any other form of document can be stored, electronically reviewed and when necessary, printed. Retrieval of documents is typically a “click” away for the Opti-IT user. Document management features delivers efficiencies and economies in sales, service, production and administration. Expense Reporting Improves Morale While Providing Savings The Expense Reporting component applies the anywhere, anytime capture and reporting capabilities of Opti-IT to collection and control of expenses. Accelerated payments to employees and billing to customers are both facilitated by Opti-IT. Expense data is easily associated with customers, vendors, projects or sales opportunities. Analytical functions assist the firm using Opti-IT to better control expenses and justify discounts from frequently used vendors. The results are happier employees and reduced costs. HR Management Features Boost the Firms Abilities to Attract, Retain and Properly Deploy Employees and Contractors Opti-IT includes a human resources module which provides tools that assist the IT services firm in their employee utilization, retention and recruiting activities. The component supplies a data mart to store information about potential, current and past employees. A skills inventory is easily assembled and profiles maintained. Documentation about personnel such as resumes, references and employee agreements are easily captured and retrieved. The ability of an IT services firm to succeed is dependent on its ability to attract, retain and deploy employees and Opti-IT HR features provide a significant competitive edge. Security and Work Flow Agents Simplify Adoption of Opti-IT to a Firm’s Changing Processes The IT firm can utilize Opti-IT Security and Work flow Agents to adapt “out of the box” capabilities to the specific demands of an individual firm’s current or evolving business processes. Opti-IT’s underlying technology framework includes security, information flow, work flow and business process agents. It includes administrative tools which, with training, can be applied by a firm to modify security, create custom work flow to support improvements in the firm’s business processes, reduce administrative burden, improve efficiencies and both extend benefits and longevity of the system. It allows a firm to apply best practices across the organization, thereby increasing the company’s benefit to its clients without increasing its systems investment.
Systems Delivered On Time and On Budget
Optima’s consistent track record of delivering systems on time and within budget adds a compelling reason for choosing Opti-IT over its competition. A staff armed with Opti-IT provides a solid foundation for an IT firm’s profitable expansion.
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