Guide to Using TopOPPS TARGET Forecasting

Transcription

1 Guide to Using TopOPPS TARGET Forecasting

2 Copyright and Trademark Notice Copyright 2016 TopOPPS, Inc. All rights reserved. TopOPPS Administrator Guide The information in this document is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by TopOPPS, Inc. TopOPPS, Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in this document. The software described in this document is furnished under license and may only be used or copied in accordance with the terms of the license. TopOPPS is a registered trademark of TopOPPS, Inc. All other trademarks are the property of their respective owners. 2

3 TopOPPS TARGET Forecast TopOPPS Forecasting provides a multilevel approach to forecasting that incorporates forecasting rules and sales professional insights. Select Forecast in the Target menu option: TopOPPS forecast that three sections: Hierarchy, Forecast Summary, and Reporting & Analytics. Sales Hierarchy The Sales Hierarchy is the sales organizational hierarchy that defines how sales forecasts are aggregated up. Also, the Sales Hierarchy determines which sales reps a manager can see 3

4 within TopOPPS. The Sales Hierarchy is maintained as part of the TopOPPS administrative functions (Settings > Sales Hierarchy). Sales Managers are those who have sales reps reporting to them. Sales Managers will have a plus (+) next to their name denoting that they have others reporting to them. By clicking on the +, those directly reporting to them will be shown and further drill down can occur to the lowest level for a given branch in the Sales Hierarchy. By clicking on the minus (-) next to the manager s name, the Sales Hierarchy is collapsed to that level. Forecast Summary The Forecast Summary for a sales rep and a sales manager is the same except for one additional line of information for Roll Up Sales Rep Summary Sales Manager Summary TopOPPS Forecast The TopOPPS Forecast is the total of what TopOPPS is forecasting from the existing sales pipeline contribution and the anticipated future pipe contribution in the current sales period. (See Current Period TopOPPS Forecast in Reporting & Analysis). For the sale rep, the amount is only for their current pipeline and what future pipeline they can generate. 4

5 The TopOPPS Forecast, for the Sales Manager, will aggregate all of the TopOPPS Forecast for all reps (and managers who own opportunities) to this amount; if the sales manager also owns opportunities, the TopOPPS Forecast will include their existing and future pipeline. Self Reporting Self Reporting allows the individual sales rep or sales manager to enter an amount that is different from the TopOPPS Forecast amount. For example, if the TopOPPS Forecast amount is $1,000,282 and April believed that she would only close $900,000, she would enter $900,000. The Self Reporting amount would supersede the TopOPPS Forecast in the amount role in the Sales Hierarchy. For the sales manager, the functionality is the same. Manager Reporting The Manager Reporting allows for a manager to enter a third amount for forecasting (after TopOPPS Forecast and Self Reporting). This amount represents an override by the manager of either of the two amounts. This amount is not shown to individuals whose amount is being overwritten. In the above example of April, Trevor (her manager) has entered the amount of $900,000. April cannot see this amount in her view. The Manager Reporting amount of $900,000 will be the amount used for April in the aggregated forecast total. In Trevor s case, his manager has entered the amount of $1,800,000 as an overwrite of Trevor s forecast. As in April s case, Trevor will not see the amount that his manager has entered. Roll Up The Roll Up amount is the aggregate value of the forecast amount for all of the reps who report up to the manager. Managers are the only users who see this amount. Quota The quota amount is the individual quota or sales target for the sales period. TopOPPS allows for quotas to be managed in the CRM and mapped to TopOPPS or have the quota amounts to be managed in TopOPPS. Won This is amount of opportunities closed won in the current sales period. Stage Pipeline The Stage Pipeline amount is total of selected sales stages. This amount is to provide a quick summary of the balance of selected pipeline stages and is used as an additional data point. To change the stages used to calculate this amount, click on the Stage Pipeline gear icon then select the desired stages to include or exclude. 5

6 Category Pipeline The Forecast Pipeline amount is the total of the selected forecast category. This amount is to provide a quick summary of the balance of selected forecast categories and is used as an additional data point. To change the forecast categories used to calculate this amount, click on the Forecast Pipeline gear icon then select the desired category to include or exclude. Reporting & Analytics The key aspect of Reporting & Analytics is understanding the current forecast and future period forecasts. The various reports and graphs are designed to provide greater insight into the historic performance and predictive analytics to support the current forecast. TopOPPS Current Period Forecast The TopOPPS current period forecast has two primary components: Current Pipeline Contribution (left side) and Future Pipeline Contribution (right side). Current Pipeline Contribution 6

7 This amount is based on the current forecast categories using the current pipeline. Each forecast category contributing to this amount is listed with the ability to drill into the opportunities that contribute to each category. Since the current pipeline is constantly changing, the impact on the pipeline contribution can be changing as well. TopOPPS provides the ability to track changes for each forecast category from a specific date to the present. The change amount is the blue number, on the right that presents the components of the change by clicking on the amount. The components are grouped into two categories: The Good or The Bad. The Good are any changes that have an overall positive impact on the forecast: Opportunities moving into the category from a lower category Opportunities moving from the current category into an advanced category Opportunities where amount has increased The Bad are any changes have an overall negative impact on the forecast: Opportunities moving from the current category to a lower category or closed lost Opportunities where amount has decreased With each line, the opportunities that contribute to it can be viewed by clicking on the blue number on the left side. Future Pipeline Contribution The Future Pipeline is designed to answer the question How much additional pipeline can be generated for the balance of the sales period and how much of that can be closed won?. TopOPPS utilizes the last three sales periods of a rep s performance to calculate how much new pipeline can be generated and won for the balance of the sales period. If the sales period is defined as quarterly, then the last three quarters are used. If the sales period is set as a month, then the last three months are used. 7

8 Based on the number of days left in the current sales period, TopOPPS estimates the amount of future pipeline that can be generated and of that, the amount that will be closed won. As the number of days remaining in the sales period decreases, the amount of future pipeline generated and the amount closed won will decrease. While TopOPPS uses the last three months for the Future Pipeline Contribution amount, you have ability to understand how future pipeline generated and closed won amounts vary based on specific time periods. This is useful for a new rep who has only one or two sales periods of performance to base the forecast for or if there is a seasonality factor that needs to be understood. If sales rep or sales manager wants to use a different amount for the future forecast than what TopOPPS calculates for their forecast, they can use the Self Reporting field. For sales managers who want to set a different amount for their direct report, they could enter the amount in the Manager Reporting field. There two graphs present future forecast for closed won deals and future pipeline generated. The Future Pipeline Won graph has the number of Days Left in Period on the X axis while the Closed Won amount is on the Y axis. The graph line is descending to show as the number of 8

9 days left in the sales period decline (move to the right), the lower the amount of new opportunities that can be closed within the current sales period. If a new opportunity has been created prior to the current date, it is now part of the Current Pipeline and is part of that forecast process. The first amount, upper left side of the line, is the amount of new opportunities won at the beginning of the sales period. Today Cursor Position The heavy solid gray vertical line is today s date. By moving the cursor on the dotted green line, you can see the number of days left in the sales period and the amount of closed won future pipeline. The Future Pipeline Generated graph has the number of Days Left in Period on the X axis while the aggregate pipeline generated on the Y axis. On this graph, the dotted green line is the projected future pipeline with the solid green line being the actual new pipeline generated in the current sales period. For both graphics, Y axis can be set as the number of opportunities or the total amount of the opportunities. Next Period Forecast 9

10 The Next Period Forecast is similar to the Current Period Forecast with two key differences; the current pipeline contribution uses the sales stages for opportunities and the future pipeline presents the current and next period future pipe own. The current pipeline for the next period uses the current pipeline stages and applies a historic conversion rate of opportunities in a specific sales stage is closed won in the next sales period. Future Periods Forecast The next three sales periods are shown in a table format. The prior year sales periods is listed below for historic comparison. The TopOPPS Projection is based on the current pipeline and future pipe to be generated in the specific sales period. The current pipeline is based on the close date of the opportunities slated to close in the particular sales period. 10

11 The Category Pipeline lists all current opportunities that are classified withinthe existing forecast categories that have close dates within the specific sales period. The Stage Pipeline lists all current opportunities with close dates within the specific sales period. Self Reporting and Manager Reporting function the same as noted above. Direct Reports For users who have direct reports, a summary view of the various forecasting values and quotas can be viewed by clicking on the Direct Reports tab. ICP Analysis ICP Analysis can be reviewed for each level in the Sales Hierarchy. The ICP Analysis allows the use of any standard or custom field used in TopOPPS. The current field is shown in the center field. By clicking on the center box, additional fields can be added or removed. In addition, by clicking on the fields listed on either the left or right, one can view other fields for their ICP impact. Outcome The Outcome graph provides a historic analysis of how the individual sales rep or a sales manager s team has performed over the prior six sales period. The solid green area is the quota amount for each sales period while the blue line is the bookings (closed won 11

12 opportunities). If the individual enters a Self Reporting amount or their manager enters a Manager Reporting amount, these values will also appear in this graph. Funnel The Funnel graph provides insights on how opportunities flow through various stages key statistics: Average Time in a specific stage Percentage Win Rate for all deals in a specific stage Percentage advancing to next stage These three statistics are shown for the individual, their immediate peers and the entire organization. An immediate peer is someone who had the same direct report as the individual. By clicking on a given stage, in the funnel, statistics for that stage will appear. When no stages are selected, the aggregate statistics for all stages will appear. TopOPPS This view profile provides a list of all of the open opportunities that are associated with the individual, either as the owner of the opportunity or based on the sales hierarchy. 12

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