Getting Started

The following is an outline of the expected Implementation Plan. Changes shall be anticipated based on scheduling conflicts or based on readiness to move forward to the next phase. 

Implementation Videos - Reality TV, Only Better For You

We have a complete library of implementation videos with other customers. These videos are unedited and real life. We suggest watching these videos and reading through this guide to prepare your team. Another item we suggest is to not wait for us. Moving ahead on your own is the best thing you could do for yourself and for the company. Just about everything you need to know to get going is in this Training Guide and in the User Manual / Help Guide. 

Video Library 

The Expectations for Team Members Document

If you have not done this already, it would be a good time to review Expectations for Team Members. This is specifically for your internal use only. Have your team read it carefully, we recommend as a group, and sign it so you can get a commitment from them and that they understand what is expected during the implementation and for your company moving forward with e-manage |ONE. 

It is the responsibility of the Principal(s) and Management Team of your company to ensure your team follows the steps, instructions given by e-manage staff as it pertains to e-manage|ONE and procedures put into place. 

Implementation

e-manage|ONE is out of the box software and does not require any special programing and very little setup. Everything done during implementation is done within the e-manage application or e-manage Administrator program. This means you have complete control of your system and can makes changes as you wish at any time. 

There are two parts to the implementation

• First (Our Part)  is the onsite/online implementation done with the e-manage team.

During the implementation meetings with the e-manage team we will be going through the settings, explaining what they mean and what they do. We will also be showing you how to make the changes for yourself so you have the understanding and can make changes to your system as you feel necessary in the future. Once the basic settings have been applied we will start walking through the system to get you familiar with it and make any updates to the settings as necessary. 

• Second (Your Part) is the implementation done by your team to prepare everyone for the change and to start using / familiarizing themselves. This is to be done separately of the implementation done with the e-manage team. A good internal Implementation plan is key to your company's success. Have regularly scheduled meetings with your teams to introduce functions and get them to start using the system as soon as possible. Repetition is key and there is no better way to learn than to just start using the system. 

Who should attend the Implementation meetings?

The first day of onsite training (or the first week of online) we will be going through administrative setup and program settings. At this point it is important to have the e-manage implementation team and the management team participate as there will important decisions to be made. The following meeting will be run-throughs of the system. During these meetings it is important to continue with the e-manage implementation team, the management team and start to include as many people as you wish, the more the merrier. After the meetings it is good to have a discussion with your team to decide on how you will want to do certain things. 

The onsite training, which will be one trainer from our team working with your team onsite, will ensure you and your company are able to go live in 5 days. When scheduling your onsite training be sure to think about your internal transition plan and ensure your team is fully aware of when they need to attend in the following sessions. Training is a minimum of five days with the option to add additional days at an additional cost. Below is a sample of a typical training schedule. The schedule is organic and changes per dealership. 

To Be Completed Previous To Onsite Training 

☐ User Names, Email Address, Cell Phone # and Carrier, Etc.
☐ Company Logo
☐ Enter Terms & Conditions (If Applicable)
☐ Provide Existing Sample Documents (Quotes, Invoices, Workflow Charts, Etc.)
☐ Connect Quickbooks to e-Manage
☐ Import Customers & Vendors
☐ Provide Web Services Credentials (If applicable - Haworth, Herman Miller, Teknion, Kimball/National, HNI)
☐ Global Ship To Addresses Set
☐ Add MFG Discounts to Vendor Ref Codes / MFG Codes
☐ Enter Employees into the Employee Manager (Make sure to connect to user / sales rep / installer if applicable) 
☐ Install e-manageONE Application on all User’s Computers
☐ Project Spec Setup and Connected to e-manage|ONE (If Applicable)
☐ Other misc. User Settings Completed

Below you will find the topics we will be covering during Onsite Training. You can also see the Employee Training Plan for more details. 

Overview

☐ General Overview of e-manage|ONE and Menu Items
☐ Sync Outlook, Install Calendar Filters, Etc. (Configure User Settings)
☐ Email Signatures
☐ Email Templates
☐ Grid Layouts
☐ Action Items 

Admin Review 

☐ Drop Down List Setup
☐ Product Types – Map QB Accounts to Product Types
☐ Parts Categories – Check off All States that you sell to in order to Apply Tax
☐ Terms of Sale – Setup Payment Schedules
☐ Installers – Enter All Internal Installers
☐ Project Managers
☐ Project Types
☐ Market Types
☐ Vendor Refs
☐ Enter Internal Parts into Master Parts Listing [i.e. Delivery & Installation, Design Time, Project Management Time, Travel Reimbursement, etc.]
☐ Project Action Item Setup
☐ Commission Plans
☐ Auto-Freight Parts
☐ Internal Project Surveys (Installation, Design, Etc.) 

Project Run Through’s

This will consist of running through projects from start to finish with our focus being the bill of materials. Real live projects are best to have as examples to run-through, so we are crossing through as many real-life situations as possible. Listed below are some of the topics we will expand in detail on during on-site training. 

☐ Overview of e-manage|ONE
☐ Prospecting Tool / Entering a New Company Record
☐ Search Functionalities
☐ Uploading / Attaching Documents
☐ Starting a Project
☐ Creating a Lead Record
☐ Attaching Contacts to Projects
☐ Creating / Completing Action Items
☐ Importing an XML File
☐ Bill of Materials
☐ Quote Settings
☐ Emailing Quotes to Customers
☐ Booking an Order
☐ Generating Purchase Orders
☐ Web Services (If Applicable)
☐ Un-check “Sent OFDA”
☐ Acknowledgements
☐ Vendor Invoices
☐ General Bills
☐ Receiving
☐ Scheduling / Implementation Calendar / Work Orders
☐ Punchlist
☐ Time Tracking
☐ Customer Invoices
☐ Customer Payments
☐ Job Costing / Profit & Loss
☐ Scheduling Commissions
☐ Configure Dayplanners
☐ Reporting in e-manage|ONE (Current Ops / Backlog / AR Aging / Etc.)