LEVERAGE YOUR EXACT JOBBOSS INVESTMENT WITH e-Synergy e-synergy module.pdf · to your company, where your customers can find all the information they need regarding your products

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Revolutionizes the way a shop operates

Makes a significant difference in the way people

use information

Improves everyone’s output, from the shop

through upper management

We’d like to introduce you to Exact e-Synergy, a new Exact JobBOSS module

You’re already familiar with Exact JobBOSS®, - the leading shop floor control software for job shops

Web-SSite Portaals

Customer

Vendor

CContaact Relaationship

Maanaaggement

(CCRM))

Customers

Prospects

Vendors

Suppliers

Employees

Humaan Resources

Maanaaggement

(HRM))

Employees

Activities

Workflow Processes

Project Management

Document Control

Using the convenience of the Internet, Exact e-Synergy® puts

your customer, vendor, supplier, prospect, and employee

information and documents into one centralized, web-based

database platform that works with Exact JobBOSS® through a

two-way integration.

Manage all resources involved

Share information

Manage access rights

Two-way link to Exact JobBOSS - continually

enhanced to add additional integration

Access information anytime and anywhereAny computer connected to the web can communicate with

Exact e-Synergy - linking your managers, employees and other

resources. When you use e-Synergy, you are communicating in

real-time, making requests, creating documents and retrieving

information from its central database. Use Exact e-Synergy

wherever you are and whenever you want via PC or wireless

technology such as a Smart phone or Pocket PC. Whether at

home or on the road, you can still get your work done

efficiently and effectively.

A short path to the right informationThe information stored in Exact e-Synergy is presented in a

user-friendly manner and organized in a structured and logical

way, making it easy to use. Managers, employees, and other

resources can access information and documents real-time.

Security measures are applied to ensure only the people that

are authorized have access to information and documents.

e-SSynerggy aand Exaact JobBOSS Register to attend one of our upcoming e-Seminars! Call 1-8800-7777-44334 or visit www.exactamerica.com/jobboss

3

Exact e-Synergy - Web-based Business Process ManagementConnect the people, processes and knowledge that matters most

to your business with Exact e-Synergy®. Real-time, accurate views

of your company’s personnel, financials, workflow, documents

and asset information will give you additional control over your

operations and improve decision making, analysis, and shop

planning.

Web-Site PortalsSecurely allow prospects, resellers and customers to access their

portals anywhere and anytime; just like the Exact JobBOSS®

Customer Portal.

CRMWhether managing existing customers or prospecting for new

ones, Exact e-Synergy enables you to put the customer at the

center of your business.

WorkflowClosed-loop work assignment and teamwork means never losing

sight of critical business tasks.

Exact JobBOSS IntegrationLeverage data already in JobBOSS with a two-way integration of

customer and vendor data.

ReportingReal-time reporting and analysis for operational decision-making.

HR ManagementManage personnel with roles and rules-based access.

Project ManagementProjects link seamlessly, connect budgets, resources, documents

and tasks.

Document ManagementUnlimited document storage, integrated with Microsoft Office,

enhances productivity and retains essential business knowledge.

Account Information

Job Status

Stock Status

Payment History

Purchase Order Status

JobBOSSQuoting

Scheduling

Job Costing

Job Tracking

Material Mgmt.

Accounting

e-SynergyCRM

Workflow

HRM

Document Mgmt.

Project Mgmt.

Web Site Portals

Exact e-Synergy integrates with Exact JobBOSS to pull data that is necessary to better service your customers

Integrate the office with the shop

Plan, organize, lead and control

Integrate strategy into everyone’s job every day

Web-SSite Portaals

CContaact Relaationship

Maanaaggement

(CCRM))

Humaan Resources

Maanaaggement

(HRM))

Activities

Management is the process of getting activities completed

efficiently and effectively through multiple touch points. It

involves planning, organization, leading and controlling. Since

many people may be involved, policies and procedures are

useful to ensure that everyone complies with the way you want

things done.

One often hears the importance of linking every employee to

the departmental and company strategy. Every employee

should understand the company’s strategy and be motivated

to help achieve its strategic objectives. But how is this

accomplished?

Words can be spoken, but are often interpreted differently.

Processes can be put in place. But if those processes aren’t

incorporated into to the employee’s daily activities, eventually

they won’t be followed.

Exact e-Synergy is the tool that linkspeople, processes and knowledgeExact e-Synergy® allows you to implement strict procedures

and policies and provide access to multiple people who have

different reporting needs. And it provides the infrastructure

you need to align your employees’ day-to-day activities to your

strategies.

Identify and capture new opportunities

Find profitable growth in new markets

Increase customer focus with service excellence and

value added solutions

Increase customer value by working with existing

customers to expand their relationship with the

company

Maximize operational efficiencies to deliver products

Manage assets and investments to improve cash flow

As one shop owner said, “Simply put, I don’t want anything to

fall through the cracks. I’m relying on my employees to

communicate effectively together and to make good decisions.

They all need to be aware of the strategy and accountable for

its success.”

While you are in control of setting your company’s strategy, you

now have a tool that can help link the key components

together and point them “dead on” at your strategic goals. The

actual achievement of any corporate strategy is quite literally

the cause-and-effect relationship between people, processes

and knowledge.

Exact e-Synergy can positively impact the internal “cause and

effect” relationships between people processes and knowledge

on the way to supporting your company's strategies.


5

Integration to your Exact JobBOSS back office system allows your company to become customer driven

e-Synergy Web Site Portals - Customer Service via the Web

Give your customers the answers they want 24 hours a day, 7 days a week, 365 days a year.

Password protected

Real-time connection with your Exact JobBOSS

database

Reduce constant interruptions from customers

calling into your shop

Provide your customers with visibility to accurate,

up-to-date information about their account.

Sales people can see what's going on with each

customer

Improve your business efficiencies and customer

service capabilities

Give your customers the ability to interactwith you when it's convenient for themAn Exact e-Synergy® web site portal provides a virtual entrance

to your company, where your customers can find all the

information they need regarding your products and services. It

takes the burden of providing convenient, 24/7, customer

service off your company and employees.

Position your shop as an advanced user oftoday's latest technologiesAn Exact e-Synergy web site portal will set you apart from your

competitors. It's not just a separate web site; it's integrated

into your Exact JobBOSS® system. By taking advantage of the

power of the Exact e-Synergy platform, integration to Exact

JobBOSS and the Internet you'll:

Improve your business efficiency and customer

service because your customer files are always up to

date

Differentiate yourself from your competition

Meet your customer demands because they have a

quick, easy way to communicate directly with you via

the Web

Increase sales by drawing attention to news and

special offers

Access new markets

Provide your customers and suppliers with

functionality and visibility via the Internet typically

offered only by larger corporations

An extraa service you provide

thaat aalso ligghtens the

workloaad on your staaffff.

Instead of interrupting you

with a phone call or email, via

the Web your customers can

easily:

View order information

Check stock status

Submit an RFQ

View account information

View payment history

Submit a request for their

Sales or Customer Service

Representative to call them


7

It’s as easy as 1, 2, 3!

Simply click to see additional details.

1

2

3 Your customers can see theirquotes, orders and parts in stock.

From their Account Card your customers can access real-timeJobBOSS information.

Create a web-site portal for your customers that can beaccessed right from your web page. You can set up yourCustomer Portal to look the way you want it to. Fromthe portal, your customers can send you requests, viewdocuments and access their account information andother links that you define.

Support your remote sales force and share

customer information with one single application

Know how the sales and service departments are

performing, what your sales forecasts are, how

long it takes to respond to questions and

requests from your customers. (Supports your

reporting and analysis requirements)

Designed to increase employee productivity and

customer satisfaction by facilitating co-operation

Every document, request, comment, or

notification is tagged with security to ensure only

the people that are authorized can retrieve and

view information

Information can be made available to external

parties including suppliers and customers

Mail Merge

Manage appointments, mailings, and marketing

campaigns through integration with Microsoft

Exchange and Microsoft Outlook

Increase efficiency and reduce costswith Exact e-Synergy CRM

Increase customer focus

Job shops constantly struggle with lack of visibility, lack of

communication, and the fact that none of their customer,

vendor and supplier data is tied together. The level of visibility

and communication Exact e-Synergy® provides ensures that

your entire company has a clear view of your overall

relationships; that means existing customers and potential

new customers and vendors.

Serving your customer means making them part of your

business. Exact e-Synergy is not simply a CRM system that is

restricted to Account Managers, Customer Service

Representatives and Sales Management. Instead, it provides

each and every employee, business partner and supplier with

the ability to use and record customer and vendor information.

Exact e-Synergy’s full integration with Microsoft Exchange and

Outlook make planning and e-mailing easy. The appointments

you have scheduled in Microsoft Exchange and displayed in

Outlook can be synchronized and available in e-SSynergy.

Integration with Exact JobBOSS® allows you to view real-time

JobBOSS information. Anyone with web access, such as a

salesperson on the road, can see customers, quotes, orders,

shipment history and the most recent customer

communication.

Why CCRM is importaant to

your business —

It costs six times more to

sell to a new customer than

an existing customer

An increase of only 5% in

customer retention

increases profits by 85%

A disappointed customer

will tell 8-10 people about

their experience

But 70% of those

unhappy customers will

remain faithful if you

resolve the problem


Store all the critical data for this customer in one place. All communications,documents and even a link to real-time JobBOSS data is visible from this location.

Think of it as an electronic filing cabinet for each customer's activities.

9

You pre-set workflows for approvals for uniform

and easy-to-control request handling

All your information is in one system to

substantially cut time and cost

Status can be monitored real-time

Routings are tied to people and activities

Accounts, Resources and Items can be tied to

projects

Financial reports available

Portals can be created to the outside world

Information can be shared company wide and

beyond to customers, resellers and suppliers

Workflow is in compliance with policies and

procedures

Supports ISO9000 certification requirements

Workflow Processes

Increase communication and productivity

Typical email

communications leave you

wondering if your request

went into the black hole of

forgotten email.

In each company, many different activities take place ranging

from hiring new employees, to maintaining equipment, to

following up on returned parts. Typically, these activities are

recorded in different ways, with different systems, and involve

many different people, making it hard to quickly get accurate

and reliable information.

Exact e-Synergy eliminates informalprocesses with built-in, closed-loopworkflow processesExact e-Synergy® standardizes and streamlines your internal

workflow processes. No more requests by e-mail or scraps of

paper or Post-Its stuck to your computer monitor.

The workflow in Exact e-Synergy streamlines your business

processes, eliminating paper requests that require manual

labor to process. It automates the activities of passing

information and documents from one person to another based

on your company's rules or policies. Requests are made

electronically and travel via pre-defined workflows that you set

up to fit your shop. You can send comments or notifications to

others that come back to you for closure.

You always have visibility into what isgoing on real timeWithin Exact e-Synergy you link people and activities together

with requests and documents to capture all related actions

and interactions. Employees get information and documents

they want without wasting time. More importantly, they have

access to the most up-to-date information whenever they need

it, from wherever they are.


Requests are how you communicate within Exact e-Synergy —Know who, what, when, where and why

11

Boost ProductivityWith Exact e-Synergy, employees can obtain the information

they need without wasting time. They can continue to

communicate with people outside your company using

Outlook. More importantly, they have access to the most up-

to-date information whenever they need it, from wherever

they are. Exact e-Synergy assures the information they

communicate is the most recent and the most accurate. And

you’ll have a better overview of all requests - who, what,

when, where and why.

Quick, easy reportingGain insight into evaluating and improving your processes.

With Exact e-Synergy's built-in reporting and analysis, you’ll

know:

Which types of requests are most common

How many requests an employee has processed in a

given time period

The average processing time (in days) for a particular

type of request

Everything you do is documented to keep in compliance with

your policies and procedures — you’ll always have an audit

trail.

Exact e-Synergy organizes the production, accessibilityand distribution of documents

Maximize Organizational Efficiencies

Exact e-Synergy® allows you to create, post, collect, categorize,

route and approve documents and any related information.

A single version of any kind of word document, spreadsheet,

presentation, photo or drawing can be linked in Exact

e-Synergy to be viewed and shared with authorized individuals.

You no longer have to guess if a documenthas been approved or what folder someonemay have placed it intoExact e-Synergy functions much like a large integrated library,

managing not just your documents, but also the information

about your documents, and the information within your

documents. You no longer have multiple copies of the same

document floating around; everyone has access to the most

recent version to simplify cooperation, improve efficiency and

speed up decision-making.

Consistent data availableSince Exact e-Synergy is browser-based, you can access your

data from every place in the world, as long as you have access

to the Internet. In the middle of the night, on the other side of

the globe, check your workflow and review the latest reports

from your subordinates. Approve vacation requests and make

a report of your current business trip.

Create, store, share and manage all kinds of

documents including contracts, policies,

announcements, newsletters and other mail,

brochures, scanned documents, product

information, manuals and ISO procedures

Create links to customers, products, employees

and other documents

One version of a document for everyone to

access

Accessible from one central location

Share documents with convenient access via the

Internet

Creation of Web documents

Mail merge

Integrated with Microsoft Office products such as

Microsoft Word, Excel, PowerPoint and FrontPage

Who is Exact?

Exact Software, founded in

1984, is a publicly held

company headquartered in

the Netherlands.

• 160,000 customers in

120 countries

• 2100+ employees

worldwide using the

same Exact e-Synergy

system that we use

here at JobBOSS.

www.exactamerica.com


13

Centralized storage of all your documentsWith Exact e-Synergy® you can digitally store any kind of

document in a central database. Invoices, contracts,

brochures, reports, policies, animations, legal documents:

they are all available in one system - e-Synergy. Imagine no

more searching through piles of paper files to find contracts.

receipts, order forms, etc. Just scan your documents and insert

them into Exact e-Synergy. You will save at least 50% of your

paper costs. Your documents will be available to whomever

you want.

Link your documents to customers,suppliers, products, employees, financial transactions, projects and even other documentsAll documents can be sought and retrieved via the Web

browser, using a super-fast search engine. You can create

different categories and sub categories in which you can store

your documents. This way your documents are neatly arranged

and can be easily found with the search engine. You won't

have to worry about size or the number of documents you can

store. The Exact e-Synergy database is infinitely large. It has

never been this easy to share information and maintain your

archive.

Streamline your external communicationWith Exact e-Synergy you can not only optimize your internal

communication, you can also streamline your external

communication. You can build public web sites, and intranet

and portals for your customers. e-Synergy has all the features

you need to create the web sites you want.

Categories and sub-categories are customizable

Exact e-Synergy System Requirements and Security

Access information anytime, anywhere.

Exact e-Synergy® has been developed using standard Microsoft technology and is designed for a Microsoft-based platform. This allows

us to maximize the benefits from the features this platform offers.Making optimal use of Exact e-Synergy sets the requirements for the

server that the solution and database run on. e-Synergy can be accessed by most of today’s Windows clients, provided they have a

recent version of Internet Explorer.

The typical Exact JobBOSS® customer will have less than 50 named e-Synergy logins.

There are two options for installation and use of Exact e-Synergy:

Option 1 — Use of e-Synergy on an internalnetwork and connected to the World Wide Web

SQL Server

Dual P4 or Xenon chips, 1.5 GHz or greater

1.5 GB RAM

3 drive RAID with 108 GB total storage

Windows 2003 Server or Windows 2000 Server

with Service Pack 1 (or newer)

Microsoft SQL 2000

IIS Server

P4, 1.5 GHz or greater

1 GB RAM

500 MB free hard drive space

windows 2000 or XP

Internet Information Server 5.0

Firewall

Managed Firewall (Example: Cisco Router 2600)

IIS Server

SQL Server

Computer

Computer

Computer

FirewallWorld Wide Web

Technology experts

recognize e-SSynergy!

• 2005 Microsoft

Partner of the Year

with the ‘Most

Innovative Software

Solution’ Award for

its Exact e-Synergy

solution

• 2004 Crossroads -

“A-List” Finalist

• 2003 Best of CeBIT

America - Best

Enterprise

Application

• 2003 Technology in

Manufacturing Award

- Davis Controls

• 2002 Best of Comdex

Finalist - Enterprise

Software Category

Option 2 — Use of Exact e-Synergy onlyon an internal network

In this configuration, the SQL server and the IIS server can be

on the same machine.

SQL & IIS Server

Dual P4 or Xenon chips, 1.5 GHz or greater

1.5 GB RAM

3 drive RAID with 108 GB total storage

Windows 2003 Server or Windows 2000 Server

with Service Pack 1 (or newer)

Microsoft SQL 2000

Internet Information Server 5.0

SQL & IIS Server

Computer

Computer

Computer

e-Mobile for e-SynergyExact Software has developed an on line

add-on to Exact e-Synergy® — e-Mobile.

It is specifically designed to work with PDA's

with Windows Mobile and runs on Pocket

Internet Explorer (PIE).

By using the e-Mobile solution more of your

employees will have access to real time

information in the system and can update this

information at a glance

A proven solution with a short return on

investment for those working in the field, such as

service and sales employees

e-Mobile makes it suitable, in principle, for

everyone who does not have a permanent

workspace and/or computer


15

©2005 Exact Holding North America, Inc. All rights reserved. JBLITSS125 11/05

Connecting People, Processes and KnowledgeThe Power of One

CRMHRM

Portals and IntranetsWorkflow Processes

Document ManagementProject Management

Financial ReportsLogistics

It’s easy and fast to implementand integrates with Exact JobBOSSto eliminate double entry of data.

1-800-777-4334 or visit www.exactamerica.com/jobboss

Documents

LEVERAGE YOUR EXACT JOBBOSS INVESTMENT WITH e-Synergy e-synergy module.pdf · to your company, where your customers can find all the information they need regarding your products