Contact Manager Case Studies - Sovereign Group Ltd

Sovereign Group Ltd is a North West based manufacturer and installer of replacement PVCu windows for the commercial sector. Customer base includes Local Authorities, Housing Associations, Education Authorities and Major Contractors etc.

Using Double 6’s standard CRM solution Sovereign are naturally able to track all correspondence and contact with their customers and suppliers alike.

However their business is contract based and since they may be carrying out more than one contract with a customer at any one time they needed a way of grouping and managing all correspondence at a contract level as well as at a customer/contractor level. The solution was to write a small module that added the ability to select and record a contract number into every piece of correspondence (Letter, Fax, E-Mail, Call, Visit) that they create from within the database enabling them to view all correspondence related to a particular contract at will.

In addition a number of bespoke modules were written that deal with specific areas of the business as follows:

Tendering Module – interacts with an MS Access database which allows the tendering department to build up sophisticated tender documents and then track them via Contact Manager.

Contracting Module – includes a full “site management” system which records and displays the status of individual properties within a contract.

Equipment Hire Module – records details of equipment on hire and includes an automated re-hire notification in conjunction with a Fax Server.

Sub-Contractor Payments Module – a massive time saver. Records sub contractor payment claims and processes same against a wide range of different parameters. This task was previously undertaken via a series of spreadsheets

FENSA Registration Module – allows Sovereign to notify FENSA of all relevant installations.

Survey Module – used for booking and recording individual property surveys.

Remake & Remedial Logging module – records and tracks remade windows and other remedial work against contract etc.

The benefits – prior to implementation of Contact Manager there was no non financial administration system and each department (Manufacturing, Tendering, Contracting etc) had their own “way of doing things” and their own distinct filing systems. Sovereign see Contact Manager as a full non financial business administration system which allows all relevant users to quickly see the information that they are looking for.