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IBM Cognos Success for Smith & Associates

NWS

Smith & Associates reacts faster to emerging opportunities gaining faster insight into supply chains and operations with IBM Cognos software

CUSTOMER:

Smith & Associates is a world-leading distributor of electronic components. The company employs more than 300 people, with regional headquarters in Houston (TX), Hong Kong and Amsterdam, and numerous sales and purchasing offices across three continents. As a pioneer in the management of the electronics industry’s complex supply chains, Smith & Associates has built up the experience, skills and reputation that enable it to earn a consistent number-one ranking for sales in the industry.

CHALLENGES

In a highly time-sensitive business environment, Smith & Associates needs to be able to source the right electronic components at the right price, and ensure that they can be delivered to meet customers’ tight manufacturing schedules.

THE SOLUTION

IBM® Cognos® Business Intelligence and IBM Cognos TM1® deliver rapid, real-time insight into inventory levels, pricing and the supply chain, enabling Smith & Associates’ traders to source, purchase and deliver the components that its customers need. PREDICTif Solutions, an IBM Business Partner, helped to embed analytics into the traders’ existing systems, providing seamless access to reports even while the traders are on the phone to customers.

THE BENEFITS

  • Gives traders and trade managers a deeper understanding of important factors such as cost of inventory, helping them to make better sales decisions and maintain profit margins.
  • Integrates business intelligence and planning data, providing a comprehensive solution for all types of business analysis.
  • Doubles the speed of many reporting processes, delivering near-instant, real time access to information. Smith & Associates expects performance to improve even further with the introduction of the new Dynamic Query mode.
  • Provides an intuitive set of management tools, reducing workload for the IT team and enabling easier development and upgrades.

“The distribution of electronic components is an extremely fast-moving business,” explains Marc Barnhill, Chief Trading Officer at Smith & Associates. “The reason we’ve been able to maintain our leading position is that we use our expertise to make good decisions quickly, and ensure that we can deliver the components our customers need, when they need them, and at the right price. Our ability to make these decisions depends on the quality and timeliness of the information we have access to – which is where business analytics technology comes in.”

EMBEDDED ANALYTICS WITH IBM COGNOS SOFTWARE

For several years, Smith & Associates has been using IBM Cognos Business Intelligence and IBM Cognos TM1 software to provide its traders, trade managers, accountants and marketers with vital data.

“We use IBM Cognos software across the whole business, and almost 20 percent of our staff are direct users,” says Phyllis Tsu. “All our financial reporting and planning processes are handled by Cognos Business Intelligence and Cognos TM1, and we have also started using these tools to provide rapid insight into operational areas such as sales, pricing and inventory.”

Reacting quickly to emerging opportunities

When an opportunity arises, Smith & Associates’ trading team needs to be able to take rapid action – checking current inventory and suppliers’ availability, calculating prices and assessing delivery times, and finally making an offer to the customer. The business moves so fast that traders often need to be able to quote a price to the customer during the course of a single phone call.

“The traders need to be able to generate quite complex analyses extremely quickly, and they need a very user-friendly system that they can use while they are on the phone,” explains Phyllis Tsu. “So two of the main requirements for our trading analytics solution were that the response speed had to be excellent, and the interface had to show them all the information they need on a single screen.

“From an IT perspective, this meant that we wanted better integration between Cognos Business Intelligence and TM1, and we also needed to boost performance so that traders’ queries could be run within seconds. In both cases, the answer was an upgrade to IBM Cognos 10.”

QUICK AND EASY MIGRATION

Working with PREDICTif Solutions, an IBM Business Partner that specializes in business analytics implementations, Smith & Associates upgraded from version 8.3 to version 10.1 of IBM Cognos Business Intelligence. The team used the Lifecycle Manager feature to check that each of its key reports would work properly on the new system before migrating them over.

“Lifecycle Manager is a valuable addition to Cognos Business Intelligence,” comments Phyllis Tsu. “It shows what each report will look like before and after the migration, so it’s easy to compare them and make sure that everything is working correctly. As a result, we were able to complete the entire project within a month – two or three times faster than our last upgrade.”

SEAMLESS INTEGRATION

She adds: “The PREDICTif team has played a big role, not only in the upgrade but in our whole business analytics journey. Aside from their technical knowledge and expertise, they also provided a solution guide that gave us a best-practice approach to Cognos deployment. In addition, PREDICTIF’s unique APIs [application programming interfaces] helped us integrate analytics into our trading and ERP systems – so our traders can call up Cognos reports with a few mouse-clicks, without having to switch applications. The integration is so seamless that in many cases they don’t even know they’re using Cognos.”

BOOSTING PERFORMANCE

The ability to access reports from both Cognos Business Intelligence and TM1 within the trading system is a major advantage for busy traders who need to access information while they are on the phone with customers – but it would count for nothing if the solution did not respond quickly enough. The second major benefit of the new version of the Cognos solution is that performance is in many cases twice as fast as before.

“The new version of Cognos Business Intelligence definitely handles traders’ queries faster than the previous version – although the improvements may not seem impressive when you’re talking about a few seconds or sub-seconds,” says Phyllis Tsu. “But when you look at major reporting tasks such as the end-of-month financial close, the improvement is obvious: a process that used to take over an hour now runs in less than 30 minutes.”

HARNESSING NEW FEATURES

From a performance perspective, the Smith & Associates team is also excited about the new Dynamic Query Mode, which uses advanced caching and local/remote processing technologies to accelerate query speeds even further. IBM benchmarks have shown 50 to 75 percent improvements with Dynamic Query Mode – a success which Smith & Associates hopes to emulate in the near future.

Another feature of the latest version of Cognos Business Intelligence is Active Report, which enables Smith & Associates to send reports to branch managers and  allows branch managers to interact with data without needing access to the central Cognos system.

“Previously, we used to send reports to the branches in Microsoft® Excel® format, and although this was not nearly as powerful or secure as the Cognos solution, the branch managers liked the look-and-feel,” explains Phyllis Tsu. “With Active Report we have been able to create a dashboard that looks just like the spreadsheets, so it gives them the best of both worlds.”

Other features that the company may deploy in the future include Business Insight, which makes it easier for users to create their own personalized dashboards, and Cognos Mobile.

“We use a whole range of smartphones and devices – from the iPhone and iPad to BlackBerry, Android and Windows Mobile,” says Phyllis Tsu. “If we can give our users access to Cognos via these devices, so that traders can access all the information they need when they’re visiting a customer or on the road, it could be a big win for us.”

DEEPER INSIGHT, BETTER BUSINESS DECISIONS

Focusing back on the benefits Smith & Associates has already achieved with IBM Cognos 10, Phyllis Tsu concludes:

“Above all, our traders and other users across the business can now get a much more comprehensive view of operational information and how it affects their day-to-day work. For example, previously a trader might just have looked at a product’s pricing and its availability from suppliers. Now, they can also see current inventory and understand how inventory costs affect the profitability of a deal. Everything they need is on one screen and available within seconds – so if a customer is asking them about prices and delivery times, they have all the answers at their fingertips.” 

ABOUT IBM BUSINESS ANALYTICS

IBM Business Analytics software delivers actionable insights decision-makers need to achieve better business performance. IBM offers a comprehensive, unified portfolio of business intelligence, predictive and advanced analytics, financial performance and strategy management, governance, risk and compliance and analytic applications.

With IBM software, companies can spot trends, patterns and anomalies, compare “what if” scenarios, predict potential threats and opportunities, identify and manage key business risks and plan, budget and forecast resources. With these deep analytic capabilities our customers around the world can better understand, anticipate and shape business outcomes.

Cognos migration success story for auto parts company

NWS

Leading retailer and distributor of auto parts successfully migrates from Cognos Impromptu 7 to Cognos 8

CUSTOMER:

A leading provider of communications, high-speed Internet and entertainment services in small-to-mid-size markets delivering advanced communications services through its broadband and fiber optics network in more than 33 states.

REQUIRED CAPABILITIES

  • Migration of IBM Cognos Impromptu 7 to IBM Cognos 8 BI
  • Improved performance and efficiency
  • Migration of Catalogs and Reports
  • IBM Cognos 8 BI Training

CHALLENGES

Our customer was interested in eliminating inefficient, error-prone reporting and the resolving of numerous performance issues that were inherent to their existing Cognos Impromptu 7 reporting solution. Their legacy solution…

  • Used a client based tool that made data integrity maintenance difficult and at times, unresponsive and unable to address data validation;
  • Used a database based security model that is difficult to manage and maintain;
  • Had existing Impromptu reports using hot files, macros, and Excel files for reporting;
  • Structure, data and formatting relative to producing reports was overly complex;
  • Was error prone as many existing Impromptu reports contained numerous errors as a result of incompatibility; and
  • Incorporated existing Impromptu reports which had many limitations in terms of report format, report data and report output.

SCOPE

The scope of the project covered a wide spectrum of functional areas and included:

  • Installation, configuration and performance tuning of Cognos 8.3 to requirements;
  • Migration of existing reports and catalogs to reap the benefits of new Cognos 8;
  • Ensuring the accuracy of the administrative aspects relative to migration and consistency of user access and security with that of existing systems in order to minimize downtime;
  • Resolution of security issues resulting from a client based impromptu solution to that of a web based Cognos 8 solution;
  • Providing training to end users for a seamless transition from Cognos Impromptu 7 to that of Cognos 8.3;
  • Additional functionality gained by the business without compromising its data integrity;
  • Fine tuning performance while addressing data validation;
  • Delivery of a Cognos based security model complete with the training of the users to ensure adaptation of change; and
  • The leveraging of more advanced functionality found in Framework Manger and Report Studio.

SOLUTIONS

The Customer chose PREDICTif for migration of their existing IBM Cognos® Impromptu 7 to that of IBM Cognos 8. PREDICTif demonstrated the necessary depth of experience in designing, building and delivering scalable BI solutions the customer required in a solution provider.

The PREDICTif team, comprised of IBM Cognos Certified consultants, used PREDICTif’s proprietary methodology to deliver the project, in three main phases we refer to as: Foundation, Implementation and Evolution.

The Foundation Phase established the readiness of people, infrastructure and process to ensure both PREDICTif and customer teams were immediately productive at the inception of the project. The Implementation Phase delivered the solutions that met the business objectives of the project. The Evolution Phase ensured customer’s self sufficiency post production.

Foundation Phase

  • Reviewed the existing process and collected existing reports, data sources, and information needed for the process as a part of Discovery Stage;
  • Generated a detailed Migration plan after numerous planning sessions with the customer;
  • Provided foundational training of Cognos 8 to customer’s personnel to ready them for the participation in requirement gathering, design workshops and testing; and
  • Installed and configured Cognos 8 and made all the needed integrations to dependent data sources within DEV, TEST and PROD environments.

Implementation Phase

  • Applied PREDICTif’s best practices in all designs of reports, metadata and data models to achieve consistency and meet industry standards;
  • Completed the migration of all the catalogs and reports that are free of functional errors, ambiguous relationships and loop joins;
  • Created many reports from scratch as those reports lost the formatting and data formats post migration to guarantee end users the exact same report formats;
  • Validated all the reports manually with the Impromptu reports for consistency in report data, report formats, and report output;
  • Produced numerous reports of medium to high complexity which included calculations, data based on numerous groupings, multiple prompts, filters, conditional formatting, charts, various associations, master-detail relationships, date-time calculations, and heavy formatting;
  • Created an efficient security solutions for user access that leveraged Cognos 8 security features; and
  • Worked with customer’s personnel throughout the projects to ensure knowledge transfer to the customer.

Evolution Phase

  • Created custom training materials on Report Studio and Cognos Connection as well as administered classroom training sessions to power users and end users to ensure a smooth transition from Cognos Series 7 to Cognos 8; and
  • Produced detailed documents for new report authoring and overall system support and maintenance to guarantee customer self sufficiency post production.

RESULTS

PREDICTif successfully delivered a solution that met the required functionality and training requirements for the Customer’s self sufficiency.

  • Produced a successful migration of all Models and Reports from Cognos Impromptu Series 7.1 to Cognos 8.3 as well as a user-friendly, refined Framework Manager Model that enabled customer personnel to create ad-hoc reports more easily;
  • Completed deployment of all reports under budget, ahead of schedule and exceeded customer’s expectations;
  • Established an efficient approach for providing access to each user based on roles and groups in Cognos 8;
  • Provided end users the required visibility into their data and a more efficiency related to creating the required reports; and
  • Enabled end users to query and build reports, create ad-hoc reports and use various other functions built into Report Studio.
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