Titanium Implementation
Titanium On-Site Implementation is the most comprehensive conversion packages we offer because it not only covers data conversion, but it also include setup and installation of all e-automate products purchased. This is why we call it an implementation because the customer is going to receive assistance from e-automate until they are implemented. The data conversion part of the process is done remotely and then completed onsite. It also includes an onsite visit to review processes and systems currently being used by the customer and then a write-up on how those processes may change with e-automate. The customer will receive a total of 6 days onsite with a consultant, two for the review process and four for the final conversion and testing of their data. A customer should plan 60-75 days from the time the contract is signed until the first transaction date in e-automate. The following is the list of features offered in this conversion.
| Features Offered | |
| Conversion Guide | x |
| Data Import/Export Spreadsheet | x |
| STEPS Registration | x |
| Project Plan | x |
| Conversion Data Analysis | x |
| Primary Data | x |
| Use Case Testing | x |
| 30 Day Follow-Up | x |
| Security Configuration | x |
| Secondary Data | x |
| Opening Balance Entries - AR, AP, IN, CB | x |
| Logos and Check Support | x |
| Unique Tables | x |
| Beginning GL Balances | x |
| Additional Product Setup and Configuration | x |
| Conversion Process Analysis | 2 Day Visit |
| On-Site Visit | 4 Days Only |
Conversion Guide - a comprehensive guide outlining how to setup e-automate.
Data Import/Export Spreadsheet - a spreadsheet that allows certain tables to be inserted into the system. The tables included in the spreadsheet are:
- Customers
- Vendors
- Makes
- Models
- Items
- Equipment records
- Contacts
- Open accounts receivable
- Open accounts payable
- Beginning inventory balances
Project Plan - the project plan is an outline of the key dates of the conversion process to ensure the first transaction date is achieved. A silver conversion should plan on a 2-3 week conversion window from the time data is received until the first transaction date.
Conversion Data Analysis - before the conversion process begins, an experienced consultant will analyze the customer's accounting practices and chart of accounts to determine what changes can be done to ensure accurate accounting in e-automate. The customer should provide a chart of accounts, a list of codes and categories, and a list of contract types and contract billing rules they currently use.
Primary Data - the primary data is what is converted to ensure a smooth and accurate as possible transition from a customer's current system or systems to e-automate. With this data, the customer is able to process a sales order, a purchase order, a service call, and complete a contract bill. The primary data includes the following tables:
- Chart of accounts - the current list of active GL accounts
- Tax codes - the current tax codes and rates
- Warehouses - the current list of active warehouses. This may include technician's car stock.
- Vendors - the current list of active vendors
- Items - the current list of active items
- Makes - the current list of active makes
- Models - the current list of active models
- Customers - the current list of active customers
- Employees - the current list of active employees, includes salespersons and technicians
- Equipment records - the current list of active equipment records either on contract or not
- Contracts - the current list of active contracts. This includes the current meter reads and billing dates at the time of conversion
- Inventory codes and categories - this includes a list of predefined inventory categories and codes. This list is created during the conversion data analysis phase of the conversion process. These codes flow back to the item list.
- Bill codes - these are the bill codes determined during the conversion data analysis phase. A bill code determines what is or is not included when a customer is under contract
- Contract types - these are the contract types determined during the conversion data analysis phase. A contract type determines how a contract's revenue is distributed
- Service codes - this includes a list of predefined service codes. This list is created during the conversion data analysis phase of the conversion process. These codes flow back to the item list and the bill codes
- Sales codes - this includes a list of predefined inventory categories and codes. This list is created during the conversion data analysis phase of the conversion process. These codes flow back to the item list
- Bins - the current list of active bins
- Branches and departments - the list of branches and departments used by the customer
- Territories - the list of current territories. A default territory of "Unassigned" is created if the customer does not use territories for service
- Call types - the list of the different call types used for service
- Terms - the list of terms used for accounts receivable and accounts payable purposes
- Tools/Options - the global settings in e-automate. This is done prior to the e-automate database being provided to the customer
30 Day Follow-Up - after 30 days, the customer's consultant will follow-up to ensure the customer is progressing in e-automate. This will allow the consultant to determine if additional help is needed for the customer and to flush out any problems there may have been with the conversion.
Security Configuration - the consultant will ensure the customer's security settings are setup.
Secondary Data - the secondary data is the additional data converted prior to the first transaction date. This data is converted either prior to sending the database to the customer. This additional data is typically not located in other systems and may require the customer to populate a spreadsheet to ensure we can insert this data. This additional data is not required, only offered and will not affect the first transaction date if not completed. The following is the list of secondary data we offer to convert:
- Contacts - list of current customer contacts
- Related items - list of those items that relate to other items within the customer's item list
- Ship methods - the list of possible ship methods used for delivery of supplies and parts
- Customer types - the different customer types used to help categorize customers in e-automate
- Model categories - used to classify the different models in e-automate. Also used for the president's report to ensure the correct classification of equipment records are being used.
- Min/Max levels - item minimum and maximum stock levels to ensure accurate reordering
- Bin defaults - used to determine the item's default location where it is received to or fulfilled from
- Item vendors - the item vendor list
- Bill groups - used to group contract billings, i.e. by lease company or parent location
- Lease codes - the different type of leases used
- Lease information - the basic lease setup information; such as, type of lease, the term of the lease, the amount financed, the lease company, the equipment covered, the expiration date, etc…
- Cancel codes - the codes used in service determine why a service call is canceled
- Problem codes - the different codes used to classify what the actual problem was on a service call
- Repair codes - the codes used to determine what was actually done to correct a problem code on a service code
- Incomplete codes - the codes used in service to determine why a service call was marked as incomplete
Logos and Check Support - this includes setting up the logo to print accurately on invoices. The customer must provide the logo in a .bmp, .jpg, or .tif file. The check support includes basic alignment of the customer's check to ensure they can continue to use the check in e-automate. This does not include a complete redo and customization of a check. That can be done through Digital Gateway's custom report writer.
Unique Data - some systems do not have as much functionality as e-automate and some customers want to take full advantage of those functionalities. The platinum conversion allows a customer to take full advantage of those functionalities by working with their consultant to setup the unique data that is specific to their needs. These tables are more complex than the rest and will not be setup until after the database's primary and secondary data is completed. The following is an example of some of the unique data converted:
- Rate schedules - this is the rate schedules table for contract base and overage increases
- Accessories - attaching accessories to equipment records
- Equipment history tracking - setup and configuration of history tracking. Includes the setup of attributes, status, and conditions
- Auto meter requests - the setup of the auto meter request on equipment records so that the customer can send out meter requests automatically either by phone or email
Beginning GL Balances - when ready, the consultant will assist the customer in loading in their remaining GL balances into e-automate.
Additional Product Setup and Configuration - this includes the setup and configuration of e-agent, e-info, remote tech, soaring interface, Digital bar coding, and any additional products Digital Gateway may offer. The consultant will only ensure those products that the customer is currently using are setup before their first transaction date. All other products will be setup after the customer's first transaction date.
Conversion Process Analysis - this is a two day visit used to outline the customer's current systems and processes they use each day. Their consultant will create an "As is" and a "To Be" process map outlining the recommended and potential changes the customer may need to make to their processes in order to ensure a smooth transition to e-automate.
4 Day On-Site Visit - this visit is used to complete and test the final data. For best results, all primary, secondary, and unique data should be converted prior to the visit. This visit is to be used for testing of the data and implementation of additional products the customer may use.
