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In this article, we look at 2 potential issues when files are piling up every day.

Issue #1: Storing & Sharing

Most users are familiar with My Documents folder. However, there will be a problem when more files are introduced to the folder. We will need to create sub-folders and add the files to the respective folder.

How about other staff need to access the files? They will need to know how to use folder sharing or a server to do so, not forgetting that they are familiar with the way their colleagues store the files and also password to their computer.

Issue #2: Backups

As the costs of storage such as external USB hard disks drops, it is much preferable to use such disks to perform backup compared to traditional backup tapes which are cumbersome to use.

However, users usually do not have a habit to backup the files on a daily basis. And if they backup, previous backup files are usually replaced with newer ones. This will be a problem when we need to restore an older file which was replaced with a newer backup copy.

Solution: ProLine E-Filing

ProLine includes a file management system that is easy to use without the need of technical know-how.

All users need to do is to know how to attach files to respective records, such as attaching files to a Customer or Sales Order record. ProLine support attachment for all business documents, which allows users to implement their paperless filing SOP easily.

Anyone can then login to ProLine, then open the required records and view its attachments. This can be done on any desktop or notebook with ProLine installed.

With the Auto-Backup feature, all ProLine databases and files stored in the attachments will be backup automatically every day. All you need to do is to plug in the external USB disk to the computer.

Read the online documentation to learn more about Proline E-Filing.

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3. Coming Soon: ProLine 3.0

When we need to create statements for customers, we need to go through each page as a document to review and cross check whether it is paid, etc. Coming to year end, it was hectic as we do not have much time to do the books. The figures may not tally and we need to check again. We had a freelance accountant that does our year end and they are having hard time closing our accounts too.

Within 2 years, we have grown to about 15 staff and still without system, it is difficult and time consuming to manage everyone and get them aligned with the company’s direction.

Fast forward to the year 2010

We have developed and implemented a system for our own office with all most of the information consolidated. Now each prospect and customer is entered into the software, quotations prepared and we can confirm it to sales order with a button.

A Workflow in Operations System

Our team can print service forms when they go onsite to customer’s premise and update it when back to office.

We now send statements and analyze customer history before any renewal every year. This is the system that we have been looking at when we started business, but well, no one knows for sure how it should be when its done until we go through the entire journey and mature with it.

But if we were approached and presented on a similar business software, we may have cut short of a lot of experimenting time and R&D, which is the costliest lot.

That’s one of the reasons we are so passionate about to share what ProLine can do for business startups and existing ones that does not have a computerized operations system.

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3. Info

Petaling Jaya, Selangor, 20 May 2010 – Before investing into an accounting, inventory or CRM systems, check out the software that Datum has launched recently. Whether you are new to computerization or upgrading an existing system, Davis Tan, CEO of Datum recommends that you look for an integrated solution instead of individual standalone applications.

ProLine 3.0, the business software that evolves over the last 10 years, is the latest version launched on Datum’s 10th year of business. Touted as the All-In-One business suite, ProLine 3.0 includes multitude of functions ranging from Customer Relationship Management (CRM), Sales Force Automation (SFA), E-Filing, Order / Project Management, Accounting, Inventory, Field Service, Time Sheet and few other notable features.

Developed over the years from feedback provided by number of supportive clienteles, ProLine 3.0 is now used by Datum’s office and clients to boost productivity to its daily operations as part of their Standard Operation Procedures (SOPs).

ProLine 3.0 is available as a Free version as well as a 30 days All-In-One trial version that includes complete features. Price for the All-In-One starts from RM 197 per month per computer, which includes support and software updates subscription.

The software is available for download at http://www.datumcorp.com/proline.

Not only ProLine is FREE, the Training too

For a limited time only, register and attend FREE training on how to use ProLine http://datumcorp.com/shop/training-c-5.html

Datum ClearMind Sdn Bhd, a rapidly growing business productivity company, has released a comprehensive software specially for the small to medium enterprises.

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News Straits Times Article

By Gerald Chuah (15 May 2010)

WITH RELIABLE internet connectivity and faster computers, and state-of-the-art software, automating office work can now be achieved with the right mindset and teamwork.

Going paperless is easy, the only issue is about implementation. That is where education and the change of habits come in. To further streamline this process, Davis Tan, founder and CEO of Datum ClearMind Sdn Bhd has developed Proline v3.0, their flagship product – an all-in-one business operations and intelligence software designed to increase productivity, efficiency and higher bottom-line.

Developed since 2000, the business software which caters to small and medium businesses, provides an integrated solution to accounting, inventory and CRM systems, and is more effective than individual standalone applications. The software will be launched on May 20, with a FREE version to get your business started.

Tan said the challenge to go fully computerised starts by first understanding how the system works, followed by testing it in small scale before moving the rest of the operations into the cycle. For example, with ProLine v3.0, productivity can be achieved by leveraging on computing power to automate most of the tedious work like sending emails and reminding customers for payment.

Having been in IT business since 2000, Tan has come a long way since he first touched a computer. “At age nine, my mother bought me an Apple IIe computer. Since then I have been intrigued with what computers can do.”

He added: “There is no keep up when we are thirsty for knowledge and are always eager to learn new things… I am passionate about IT as it is a technology that allows us to create anything we want. Our imagination is the limit.”

Founded in 2000, Datum is a rapidly growing business productivity company. It’s mission is to improve life quality of working people. Its core business is implementing software solutions for companies and IT related support services such as website development and outsourced IT management.

Since 2004, Datum has adopted the tagline: “People Don’t Work. Computers Do!” which has gotten many interesting feedback. To some, it was perceived as a bold statement but to Tan and his team, it was a journey of the putting systems into computers and making it a reality.

“Those with or without accounting software will find Proline useful after they have master the concepts. Accounting is about keeping track of the past, whereas operations tracks current and future events,” he said. Tan added there are many exciting developments in the IT world in the past two to three years. “Web technologies are emerging and becoming popular as it is accessible via mobile phones and computers of different platforms.”

After years in business, software engineering and system architecture, Tan understands enough of business to become proficient at extracting requirements from real-world issues, draw up a succinct design and convert laymen terms to computer language.

“We are looking forward to develop future solutions with web technologies to provide more freedom to users. ProLine v3.0 is just the beginning of the product line that Datum will be launching. We have planned for more products and always finding new ways on how business can benefit from the computers,” he added.

In this Q&A we learn about business software, and how it can streamline business operations and increase productivity:

Q: What is a business software?

Business software is software specifically designed for business operations. There are softwares for specialised industries such as manufacturing, and software in general like accounting or CRM. ProLine sits in the middle by distilling various part of specialised industries and integrating it with general modules.

Q: Why is it important to synchronise your data?

To have all data linked and organised together is important to eliminate double work and allow better intelligence. Data is everywhere and most of the time, it is not placed in convenient places therefore not fully used to make information meaningful to assist in daily activities.

Q: What is Proline v3.0 and how do you use it?

ProLine v3.0, a business software that has evolved over the past 10 years, and is our latest version launched in conjunction with Datum’s 10th anniversary. Touted as the All-In-One business suite, ProLine 3.0 includes multitude of functions ranging from Customer Relationship Management (CRM), Sales Force Automation (SFA), E-Filing, Order / Project Management, Accounting, Inventory, Field Service, Time Sheet and few other notable features.

It is a software for business operation, not just accounting alone and it can be used in a standalone PC, or upgradable in a multi-user network environment with up to 50 PCs or more.

Q: What research has gone into creating this product?

Developed over the years from feedback by clienteles, ProLine v3.0 is now used by Datum’s office and clients to boost productivity to its daily operation as part of their Standard Operation Procedures (SOPs).

With intensive R&D five years ago, each version is now more matured as we put all our business understanding and best practices into the software while minimising data entry to ensure it is usable and friendly for the users.

Q: What inspired you to develop this software?

Learning from mistakes of my own and others, I found we spent too much time on issues that we can prevent in the first place. From here, I’ve been inspired to create solutions that can help business and companies to rely on computers to work rather than human power.

ProLine is developed to keep businesses focused on their specialisation while keeping the paperwork to a minimum. For example, the easiest way to increase sales is to spend more time in sales related activities rather than firefighting and back-office work.

Reporting for example, should be as easy as checking your email, rather than focusing on a spreadsheet with your fingers on the calculator.

Q: How can I get a copy of this software?

ProLine v3.0 is now available as a FREE download. The All-In-One trial version is valid 30 days and includes complete features. You can download the software at www.datumcorp.com/proline. For more info go to www.datumcorp.com.

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1. Collect

All business intelligence software allow for data collection. Imagine a thriving restaurant chain, Can you imagine the number of customer visits or the number of KOT’s they would have in a day? There is usually enough data to create an entire database by the end of the week from one restaurant.

2. Analyze

Once you have all the data in place, you need to be able to cull meaningful information out of it. This process of data interpretation is much simpler, quicker and more accurate when you have business intelligence software do the calculations and plotting for you.

3. Report

Report generation is something most operations people would run from. Lines of data under different columns & rows are not very interesting to read. A simpler way to read reports is using graphs and charts. Most business intelligence softwares automatically generate visual reports. For example, Proline 3.0. It generates visual reports automatically & simplifies the user’s job.

Because business intelligence systems bring in information from disparate parts of the company, you get a bird’s eye view of the entire business. Relying on business intelligence systems can be the thin line between success & completely ruining the business. Some business intelligence systems allow for business owners to take into consideration a few external factors like unemployment rates etc. that may be affecting the business.

With business happening at the speed of thought today, and customer demands for better, faster, more efficient systems in place, business intelligence systems give you a competitive edge and help position your brand to accelerate profitability. How do you plan to take your business forward? Isn’t it worth the effort to try using business intelligence systems?

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Let’s take a look at 3 golden rules that will help you in your endeavour to implement CRM…

• CRM Strategy – The whole point of using CRM is to become more customer-centric. This will probably require changes in your organization. A good look at the organizational structure, culture, processes & people. Also revisit the support systems you have in place for your customers. How you deal with your customers may change depending on whether you are a B2B or B2C company. However, the fundamentals of Customer Service never change.  Depending on what you consider important for your business will help you choose features that your CRM package must have. For instance, if your customer focus is already in place & you want to improve business by providing value added services to the customer, you would want to cross-sell or up-sell products when a customer contacts you. This in itself requires research on customer behaviour. If on the other hand, you wish to improve customer support, then the focus would be on helping your customers with questions or dealing effectively with complaints.
• Prioritize Implementation – Each CRM module has its own functionality & is each created to reduce costs and/ or increase revenue.  Results are pretty quick. The best way to prioritize is by calculating the ROI each module will fetch you.
• Involve Customers – Whether you decide to have regular customer focus group meetings or survey forms, or plan to have random one x one conversations, it is imperative that you speak to your customers. This will help you organize processes and systems better. After all, your CRM is going to be used to serve them better.

Usually, companies organize themselves around the products or services they sell. However, to implement CRM every process has to be viewed from the standpoint of customer centricity. Have you planned your CRM strategy yet?

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3. Setting The Right Expectations or Project Fails

For small and medium sized businesses, a competitive edge only comes about due to the difference in the way they operate that ultimately leads to profitability. Small and medium sized businesses either have to come out with extraordinary products and services, or try to do things faster, more efficient, or more cost effective. Having better inventory management systems is incredibly profitable for small and medium businesses and here are the reasons why:

Excellent Customer Service

When Inventory procurement, management and the flow is automated or semi-automated, business processes become tremendously efficient.

With the primary focus off the inventory and supply chain management, small businesses can now focus on customer service and how to keep these customers coming back again and again. By focusing all efforts on better customer service, your small business can truly afford to offer customized products, services and support throughout.

Efficient Sales Forecasting

For every business plan to be justified, a sales forecast is perhaps a focal point to take note of. Proper sales forecasting leads to fundamentally strong foundations upon which a business can function. Sales forecasting allows businesses to plan production volumes, account for economic uncertainties and help maintain the cash flow for business – which, as you well know, is at the very core of any successful business ventures.

Faster TAT (Turn around Time) and Better Manufacturing Processes

The faster you produce products by spending as less as possible, the more profitable you will be. Toyota Motor Company stands out as one of the few profitable motor vehicle manufacturing companies in the world against a graying backdrop of tumbling automobile manufacturers the world over.

The reason Toyota could do that is because it adopted leaner manufacturing processes and faster TAT. At the very heart of LMS (Lean Management Systems), JIT (Just in Time Systems), etc., are inventory management systems.

Warehouse Tracking

Huge amount of losses occur in companies and millions of dollars are written off against unforeseen misplacement of inventory due to anomalies in shipments, lack of efficient tracking mechanisms, no proper stock management and storage systems, etc.

Warehouse Tracking, forming a core module of Inventory management, helps you take stock of your inventory, track and control it, incorporate logistics into its management database, and much more. It leads to minimizing losses due to inventory handling and stock being misplaced.

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While most of it will die sooner or later, it is still a matter of common sense and also ethics to try not to add to this population. So, when marketing online, please don’t:

1. Post Trashy Articles: If you can’t write good web content, don’t bother. Perhaps you will be better with a lemonade stand somewhere on up-state New York. Just because you need to market using information, don’t bring up regurgitated content off some Private Label Rights articles or have it written by someone for $ [( I-shy-to-even-mention) amount of money]. Such content will drive your readers away instead of attracting them. Take a look at the sites which have been around for more than a decade now; it’s purely because of the consistently produced superb content we find there.
2. Make fake testimonials: Don’t ever produce twenty different testimonials of your own and slap it on your website with some fictitious names next to each of them. It’s a shameful tactic and an outright dirty one at that. Moreover, the whole act is an act of desperation by itself. Although there aren’t any laws against practices such as these, China for instance has already come down hard on it, according to a recent news release.
3. Lie shamelessly throughout: You are well aware of the long sales  letters, aren’t you? They are an Interesting read when time permits. If nothing, at least you get to some really quick human persuasion in action. However, it might just turn ugly when a bunch of lies are thrown in for a good measure. Most marketers make outrageous claims and false promises to get that sale done and over with. Don’t do it, for one, it won’t work since customers are not stupid and secondly,  you will never have a second sale from the same customer.
4. Trash Competitors’products: Offline, sales people who work for some truly great companies like Xerox and Eureka Forbes are always trained not to say anything negative about their competitors’products when the topic pops up during client meetings. If ever, they must acknowledge that those are indeed great products. Similarly, when you are marketing online, don’t go about trashing your competitors. It isn’t a classy thing to do and it ruins your chances of scoring with your clients.

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Outsourcing may seriously cut your expenses leading to a big boost in your profits. However, if you don’t do it right, it could cut through deep into your pockets and leave you in a loss – a doubled-edged sword, indeed.

What are the things you must keep in mind when you outsource? What should you do before you consider outsourcing software development?

Breakdown the project into smaller parts: One of the best ways of solving any problem is to break it down into smaller pieces which can then be easily dealt with. Heard of divide and conquer?

By breaking it down into smaller, manageable pieces, you will also identify what is possible and not, as to the point we are about to make next.

Identify what can be outsourced: A break-down of individual parts of a major project is a perfect way to gauge what can be outsourced and what should be developed in-house. There will be certain characteristics or reasons why the software that just cannot be outsourced.

For instance there might be aspects of software development which relate directly to Research and Development that you wouldn’t want to let out. Doing step 1 above makes it easy for you to identify what parts of software development can be farmed out.

Make a clear list of requirements, expectations, milestones and deliverables: Before and while you are outsourcing software development, it is very important to choose your vendor carefully.

A more important thing to do on your part is to set your expectations correctly. Do not underestimate this point. Many project failures are due to wrong and misaligned expectations. Make a clear list of requirements, set your milestones with required deliverables within reasonable deadlines after a discussion with your vendor(s).

Seek your vendors: Cutting costs doesn’t come without work. If you have to outsource your software development projects, you really need to spend time and effort – not to mention an repeated trial-and-error cycle – until you find the right vendors.

While the efforts are monumental, the process of seeking out your vendors is worth the trouble. There is talent everywhere and you may make a plan as to where to start looking for vendors and even have criteria to select the best of the lot.

Follow up and stay on top: When it comes to outsourcing software projects, it isn’t just about delegate-and-forget. You got to stay on top of your project, follow-up with your vendors on the progress of work, interact with and share ideas with your vendors, ask to check on the quality of work at random, etc.

How have your outsourcing experiences been?

What have you gained (or lost) due to outsourcing software projects?

What are your thoughts on outsourcing software development to vendors?

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