Processes And Methodology

How unique are my business processes?

In the experience of stSoftware, it is those businesses with innovative (unique) processes (workflow), developed over time, by owners and administrators that enjoy the most success. It is those processes which creates their “unique value proposition”. Their workflows have evolved to embody the uniqueness of service those businesses deliver. It is the efficiency of delivery and/or the customer experience these processes create which differentiates those businesses in a competitive world.
The ability of JobTrack to be customised to the particular needs of client businesses sets it apart from other products in the workflow space. JobTrack has a comprehensive set of commercial workflows which are adaptable and customisable, enabling your business to implement a customised capability to support the delivery of your unique workflow.
The unique value proposition of stSoftware is our ability to implement systems which distinguish your business.

Do I need customised software?

If your accounting system is the rear view window of your business, JobTrack is the windscreen and steering wheel through which you manage and direct your business. JobTrack provides the usual tools to capture and direct your customer interactions from first call to invoice and beyond.
Successful businesses have their way of delivering unique customer value. This is often the small commercial edge supporting the businesses commercial success. While JobTrack takes care of the 80% of your normal commercial needs, it is the 20% which are unique to your businesses which can define your business’s “unique value proposition”.
In essence most businesses need both a solid commercial solution and their unique capabilities. You need a product and a capability which gives your business a cost edge, a performance edge and a capability edge.

How do I get the best of both worlds?

Start with a configurable commercial workflow product which will cost effectively meet your routine business requirements and when customised functionality will add value or deliver operational efficiencies. JobTrack is a complete, configurable “off the shelf” commercial workflow manager. stSoftware configures this functionality to implement your business processes. stSoftware uses the Agile software development methodology to efficiently deliver your system.
The Agile method is regarded as being superior to the “ Waterfall” methodology. With the Waterfall methodology systems may be fixed price, but systems developed this way are typically inflexible. Failures of the Waterfall methodology are often due to systems being developed in isolation from contemporaneous user input. Systems developed this way are often not quite what the client wanted, thought he was getting, or indeed needed for business. In contrast the Agile methodology systems are prototyped in a timely manner with shorter development intervals between client reviews, the client gains better understanding of scope, functionality and fitness for purpose of each enhancement. This allows you to control and guide the system development and budget. The trade-off is that it is not possible to provide a fixed price; the commercial engagement for customisation is “time and materials”.

What are the differences between Bespoke development, Customisation, Parameterisation and “extended functionality”

Bespoke developments refer to development where all or most of the software required is developed to meet the needs of a single customer. All requirements need to be fully specified, developed and tested and debugged by that customer, usually at the customer expense. These projects also tend to have long development cycles. Further the maintenance of the bespoke software is usually at the cost of the single customer.
Software Customisation, refer to the situation where much of the functionality already exists and is available to be modified to meet individual requirements. Software customisation can be achieved in a variety of ways. The software may have the ability to be configured by entering values into the package which manages its behaviour (this is called parameterisation) or by changing the underling code. Changing the underline code often introduces bugs and creates a new instance of the software which can then be problematic to maintain.
Parameterisation is the quickest way to customise software. Configuring software this way rarely introduces bugs. Updates to the package rarely create issue for previously customised functions, making maintenance relatively inexpensive. New package functionality is relatively easy to use without losing existing customisations.
It is sometimes desirable to extend the functionality of an existing package to meet your unique requirement. stSoftware generally include the extended functionality in the JobTrack product, ensuring its future maintainability.
JobTrack is designed to be parameterised to meet unique business workflows. Creating your unique business workflow is a matter of connecting the dots so to speak.

What does a typical stSoftware customer look like?

Many of stSoftware’s customers are successful businesses who are wishing to scale their operations to meet expanding demand and improve their service delivery. Typically they keep critical business data in a variety of sources; often duplicated or otherwise fragmented. Often critical business processes are on legacy systems, on paper, in spreadsheets or sometimes only in the heads of key staff. They want to consolidate their business systems but often don’t want to change their existing accounting system. They want to improve the consistency of service delivery to both protect their existing business and to position it for significant growth. They often believe they are surviving despite their systems rather than because of them.
There is another consistent theme; clients often tell us they need to improve their discipline and consistency at the same time as improving their operational flexibility. JobTrack allows a single consistent view of any business transaction and its history, at any part of the service delivery lifecycle, from any location, on different platforms (desktop, notebook, mobile phone) and with many views, all with appropriate security and controls in place.

Getting Started

You probably have already have reviewed the stSoftware website but stSoftware recommends you call our office and have a short conversation about your business requirement.
If that discussion indicates to you that there is a good fit between the JobTrack product and your business needs, we recommend you engage us to conduct a mapping of your unique business functions to the JobTrack “off the shelf” product.
This consultancy will to provide you with a professionally prepared gap analysis, a works program and a Preliminary Budget. The Preliminary Budget is constructed on the basis the standard product “look and feel” and functionality of JobTrack is accepted as being fit for purpose. The budget is provided in good faith, without prejudice, and as such is only to be regarded by the client as a guide to possible future costs. Using the Agile method means your works program will change as successive iterations of the system are implemented.
The Preliminary Budget will have metrics supporting the work program. For instance, the Preliminary Budget would detail how many screens or reports might need to be modified.
The consultancy will also identify the functional extensions to the JobTrack “off the shelf” product to meet your unique business functions. It is recommended that any proposed new functionality be risk tested as part of the initial consultancy engagement.
Engaging stSoftware to produce a custom system

Step 1: Mapping existing JobTrack functionality to your requirements.

This is a consulting engagement. stSoftware will map your organisation and roles to the functionality in JobTrack. We will conduct a task analysis which involves the study of what your staff do in terms of actions and/or cognitive processes to do their job. A detailed task analysis is used to understand the current system, the information flows within it, the problems for people, and opportunities for innovation. We will also identify the business rules you use and map those to the capabilities of JobTrack. The consultancy professionally documents the way you want your business to operate (that is your commercial workflows).
With this consolidation of your businesses processes at hand, you can creatively exploit the myriad of existing functionality in JobTrack to organise your customer dealings with precision.

Step 2: Refining the budget and mitigating risk.

Using the consultancy report, you will understand in reasonable detail the customisations which will be required to allow you to implement your unique business processes. This allows you to refine your requirements and manage the scope and timetable of the engagement. Typically you will want to prioritise customisations which support your key competitive advantages. You will also want to understand the technical and budgetary risks. Typically you will want these risks addressed before committing to a larger development scope.

Step 3: Controlling the development and commissioning the solution.

You control the outcome and budget by managing the effort committed to system development in any particular period. You determine the scope of the system. Together with us, you explore cost effective alternatives for achieving the business outcomes you require.
As each iteration is released, you set your priorities and requirements for the next iteration.

What is the relationship between JobTrack and stSoftware

JobTrack is a business management software package which is able to be parameterised to manage the typical processes involved in managing a customer service including contact management, job costing, quotation, tracking service delivery, invoicing etc.
stSoftware is a consulting business which specialises in the delivery of services related to the customisation of JobTrack (parameterisation and functional extensions).