Overview of HHS Sales Process

  • Overview of HHS Sales Process

    • Goal: Provide a high-level overview of the sales process related to Salesforce and anticipated future changes.
    • Key Groups Involved:
    • Sales and Sales Operations
    • Sales Admin (Contracting)
    • Business Operations
    • Solution Delivery
    • Finance (Billing and Collections)

  • Stages of HHS Sales Process

    1. Opportunity Creation
    • Sales reps create opportunities, adding products to the opportunity section, affecting TCV and bookings calculations.
    • Sales Operations assists with opportunity management including contract close dates.
    • Renewal opportunities handled by the Sales Admin or Business Operations teams typically one year in advance.
    1. Quote and Contract Process
    • Sales reps request quotes/contracts via Chatter, indicating the required group.
    • Use of budgetary quotes for known pricing, while Sales Admin creates detailed quotes and contracts due to system setup limitations.
    • Challenges reported by sales reps include issues with visibility and management of opportunities in Salesforce.
    1. Standard Documents
    • Budgetary Quote: Basic pricing-document with no guarantees; typically does not require customer signature.
    • Order Form: Requires customer signature for confirmation after a master agreement is in place; this becomes the binding document.
    1. Contract Negotiation
    • Negotiations primarily occur with new customers; master agreements streamline future orders for existing clients.
    • Example: HCA has a master agreement covering multiple sites, allowing easy additional orders without negotiation.
    1. Contract Finalization
    • Contracts signed by customers and countersigned by HHS, delivered via email or DocuSign in the future.
    • Signature dates and participant details will be automatically recorded in Aptis once integrated.
    1. Order and Asset Creation
    • When moving to closed one in Salesforce, opportunities lead to asset creation for products and orders are processed through operations systems like Great Plains.
    • Each product has an associated asset created and updated throughout the delivery process.
    1. Delivery Confirmation and Invoicing
    • Delivery confirmations are used for revenue recognition and sent to billing teams for invoicing.
    • The business operations team links delivery records to invoicing information for finance integration.
    1. Post-Sale Support & Renewals
    • Continued support for recurring billing and management of lease renewals for devices at the end of their term.
    • Customers can choose to renew, upgrade, or cancel their leases and agreements.

  • Future Considerations

    • Integrating systems to streamline processes and update Salesforce to better facilitate sales and contract management.
    • Potential use of Aptis for contract management and improvements in quoting processes without increasing data complexity.
    • Ongoing discussions around the management of quote templates to prevent unnecessary complexities in Salesforce (GCRM).

  • Miscellaneous Notes

    • Volunteer individuals can be reached through informal channels like Chatter for processes relating to sales assistance.
    • Mention of internal workflow decisions, visual representations of processes, and involvement of various teams in improving overall sales dynamics.