Driving Business Impact with Apty

October, 2023

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Executive Summary

• Inefficient usage of IT systems such as Procore, Microsoft Dynamics lead to poor data quality, team member frustration, higher onboarding times and most importantly – business challenges
• Examples of business challenges due to inefficient usage of Procore include:
• Project decisions made with inaccurate data
• Submittals not distributed correctly to all parties leading to construction delays and rework
• Construction based on wrong drawings
• Usage of the Apty solution will mitigate these challenges
• Potential annual business impact from mitigating Procore related challenges – up to $710 K
• Additional benefits from using Apty on other solutions such as Microsoft Dynamics (not quantified)
• Apty cost - $77K annual license cost that covers multitple applications (in addition to Procore, Dynamics)

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Agenda

• Alignment with Haskell Strategic Goals
• Current Challenges
• How Apty Can Help
• Business Benefits and ROI
• Next Steps

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Strengthen Haskell’s Strategic Pillars

• Bolster AEC Training Initiative
• Improve team member efficiency and satisfaction
• Expedite new team member onboarding
• Reduce re-work during construction
• Support International Operating Teams by driving engagement, compliance and consistency to meet objectives of Enterprise Delivery Model adoption
• Support the Drive for Operational Excellence
• Improve ability to manage risk
• More successful claim substantiation
• Improve forecast accuracy
• Improve RFP response

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Root Causes Behind Business Challenges�Scope: Procore and Microsoft Dynamics

• Poor data quality and user entry errors with downstream adverse effects
• Team members not using applications in effective way & also getting frustrated
• Inadequate alerts and communication of critical information
• Difficult to create and personalize training content
• Onboarding for new Project Managers take time, needs additional support and increases likelihood for errors

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Haskell Challenges – Financial & Project Mgmt�Scope: Procore

Opportunities for Improvement (via correct utilization of the tools with a deeper understanding of how and why they are used)

1. Inaccurate financial reporting at the project level
2. Incorrect utilization of submittal process and distribution
3. Poor drawing management and / or RFI process
4. Incorrect usage of the Daily Log feature
5. Data integration issues with ERP (JDE)

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1. Financial Reporting at Project Level�Scope: Procore

Examples

• Costs associated with Owner Direct Purchase program not captured and forecast correctly resulting in inaccurate financial picture
• Allowances not captured and forecast correctly skewing the expected project contribution

Current Challenges

• Project financials in Procore not maintained
• Project audit and user training audit not robust
• Project decisions made based on inaccurate data

How Apty Can Help

• Contextual guidance with step-by step walk through to improve compliance and data completeness
• Real-time validations; prompts to fix critical errors; Auto-fill pre-defined fields for financial data; Disable submission if it contains wrong/bad data 
• Training analytics (to identify incorrect utilization)
• Tooltips to provide additional info relevant to a field

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Metrics Impacted

• Project profitability
• In flight project financials forecasting accuracy
• Job satisfaction

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2. Submittals Utilization & Distribution�Scope: Procore

Examples

• Rework required for light fixture installation following incomplete submittal data
• Rework cost for bathroom accessories when blocking requirements not shared
• Late arriving equipment following delinquent submittal processing

Current Challenges

• Policies and procedures not followed
• Submittal register with due dates not established
• Submittals not received in a timely manner
• Submittals not distributed correctly to all parties

How Apty Can Help

• Improved training and in-app guidance for users to establish register with due dates
• Ability to add conditional requirements or rules regarding establishing the due-date
• Reminders/announcements to send to correct approvers
• In-app, prompted reference to policies & procedures
• Training analytics (to identify incorrect utilization)

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Metrics Impacted

• Material, equipment delays
• Project delays and associated costs (GCs, liquidated damages)
• Rework associated with incorrect installations

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3. Drawing Management / RFI Process�Scope: Procore

Examples

• RFI had a wall separation of 5 ft, but construction was done based on a drawing saying 8 ft resulting in rework costs
• Disputes with subcontractors resulting from inadequate drawing updates

Current Challenges

• Drawings not updated properly during RFIs
• Incorrect versions of drawings used
• Construction based on incorrect drawings
• Tracking cost and schedule impacts of RFIs

How Apty Can Help

• Prompts to avoid incorrect versions of drawings such as a tooltip instructing them to confirm the correct version
• In-app, prompted reference to policies & procedures
• In-app, prompted reference to external knowledgebase repositories in context to current process
• Training analytics (to identify incorrect utilization)

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Metrics Impacted

• Rework caused by incorrect drawings
• Disputes with subcontractors
• Project delays and associated costs
• Equipment expediting cost

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4. Usage of Daily Log Feature�Scope: Procore

Examples

• Daily log did not capture delay resulting from subcontractor’s missing manpower
• Daily log did not include photographs of poor quality installation
• Daily log did not capture extreme rain or wind events and its impact on scheduled work

Current Challenges

• Incomplete daily log data (i.e., what happened at the job site on any given day)
• Deficiency in factual basis to discuss claims with subcontractors and / or owners
• Improper documentation of delays by Subcontractors or Haskell

How Apty Can Help

• Standard prompts to use the daily logs in general
• Weather-driven prompts for users to fill daily logs
• Process Enforcement – mandatory fields coupled with data validation, to ensure that logs are being completed accurately
• Training analytics (to identify incorrect utilization)

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Metrics Impacted

• Higher claims success with owners for extra costs due to owner led change orders, weather delays
• Higher claims success with subcontractors for extra costs caused by them

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5. Data Integration Issues with JDE�Scope: Procore

Examples

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Current Challenges

• Reactive actions leading to improper accounting
• Omission of essential data in forms
• Internal effort in follow ups with PMs

How Apty Can Help

• Real-time validations; prompts to avoid critical errors
• Disable button to prevent wrong data submission
• Reminders/announcements to review data before submission and/or integration
• On screen guidance on policies & procedures; specific announcements to users performing submissions
• Training analytics (to identify incorrect utilization)

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Metrics Impacted

• Accounting rework
• Claims outcomes
• Number of future disputes
• Ops team efficiency

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Projected Business Impact from Apty for Procore

Annual Margin Impact

Reduced claims / settlement / change order cost

Reduced rework cost caused by submittals & drawing issues

Reduced liquidated damages / project acceleration cost

Improved productivity (PM & Ops teams)

$128 K - $480 K

$48 K - $120 K

$12 K - $30 K

$28 K - $80 K

$215 K - $710 K

Analysis based on conservative assumptions on improvement with Apty

This version recommended external consultant

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Projected Business Impact from Apty for Procore

Annual Margin Impact

Reduced claims / settlement / change order cost

Reduced rework cost caused by submittals & drawing issues

Reduced liquidated damages / project acceleration cost

Improved productivity (PM & Ops teams)

$60 K - $480 K

$10 K - $120 K

$2 K - $30 K

$12 K - $80 K

$84 K - $710 K

Analysis based on conservative assumptions on improvement with Apty

This version from Haskell first pass

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Haskell Challenges – Sales and Marketing�Scope: Microsoft Dynamics CRM

Opportunities for Improvement (via correct utilization of the tools with a deeper understanding of how and why they are used)

1. Inaccurate opportunity - sales relationships / workflows
2. Lack of confidence in Contacts and Clients data
3. Client surveys not consistently sent during and at completion of projects
4. Won/Lost dates are inaccurately reported

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1. Opportunity & Sales Workflows�Scope: Microsoft Dynamics CRM

Examples

• Although users may enter the data for a Stage, they may not remember to advance to the next Stage in the business process
• Users not updating the Opportunity when changing the Sales Status in Sales Tracking affecting reporting
• Users are unclear about when to Create a Project or close an Opp as Won

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Current Challenges

• Inaccurate opportunity stages / status
• Many users don’t move an opportunity to next stage or convert projects or close as won on time
• Opportunities stay in “Lead” stage until project number is needed. Not creating opportunity before PIPS entry to reduce reentry of data

How Apty Can Help

• Enforce process to the user in real time for OPTY stage and status updates, as well as ensuring that the Opportunity is created BEFORE the PIPS entry.

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Metrics Impacted

• Sales forecasting accuracy by Opportunity stage
• 2024 sales budget allocation for different markets
• Top Opportunity reporting efficiency

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2. Contacts and Clients Data Accuracy / Completeness�Scope: Microsoft Dynamics CRM

Examples

• Contacts or Clients that are imported from an Excel file, Contact Sync, LinkedIn, etc. can bypass required fields
• These records may be synced without the knowledge of the user, so the record sits there and doesn’t get updated
• City of XX compared to XX, City of
• Lack of assignment of contacts to opportunities, leads or projects

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Current Challenges

• Missing contacts and clients data
• Unvalidated contacts and clients data
• Missing required fields when data is imported for a lead or an opportunity

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How Apty Can Help

• Link to a training video when users click the Import button.
• Ensuring that all require d fields are complete with the right expected syntax before the user can proceed onto the next step in the process.

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Metrics Impacted

• Average opportunity business process duration
• Relationship strength
• Can not create accurate mailing lists (this may be a challenge vs. metric)

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3. Client Surveys�Scope: Microsoft Dynamics CRM

Examples

• Client surveys are delayed (or timing is wrong) if the project is not converted at the start/first sale.
• Contacts/contact info may be missing from the project, so survey can’t be delivered.
• Wrong type of client surveys sent sometimes due to a wrong delivery method in CRM

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Current Challenges

• Opportunities promoted to Projects only when all sales have been taken in some cases
• Hence, client surveys not sent out during projects in some instances
• Delivery method not validated before creating Project from Opportunity

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How Apty Can Help

• Announcements can be inserted upfront prior to the user starting the process to remind them of process requirements
• Pop-up reminders can be presented to the user during the process to ensure that specific requirements such as “delivery method” is validated prior to creating a project from opportunity

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Metrics Impacted

• Client satisfaction
• Client survey process efficiency

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4. Won/Lost Reporting�Scope: Microsoft Dynamics CRM

Examples

• Users do not know which date to report in this field and often enter a sale date versus the date notified of award.
• With inaccurate selection dates, we can not compare estimate versus actual.

Current Challenges

• Won/Lost date is inaccurately reported
• Estimated Selection Date is often changed to match next sale date.

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How Apty Can Help

• Apty can make the Won/Losst date a mandatory field before the user moves forward in the process of closing the opportunity
• Tool tips can be presented to the user beside the field in real time to help them understand how to choose and assign an appropriate date. This can include text, video, and attachments of Haskell’s choice

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Metrics Impacted

• Win rates by year
• Estimated days in opportunity business process can not be compared to actual.

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Apty Implementation

• Initial scope: Procore and Microsoft Dynamics
• Future scope: all major enterprise applications used by Haskell
• Cost for Haskell:
• Enterprise license : annual cost of $77,812
• Implementation : $7,500 in Year 1 for first application

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Apty Implementation

• Apty's Methodology and Best Practice Approach focuses on expediting Time to Launch and Time to Value using an Agile approach to guide our customers on operationalizing a DAP for an Application or for their Enterprise.In the first 45-90 days, Apty partners with customers to launch a priority Scope on an application (often ~10 processes/use cases). 
• Apty's Methodology incorporates 7 Stages - Kickoff, Education, Discovery & Design, Configure, Test, Deploy, and Optimize
• Apty recommends the following Customer Roles and Capabilities (that can be owned by one or more people): Project Manager, Subject Matter Expert (SME), Apty Content Creator and Manager, and Apty Administrator. SMEs and Business Line Leaders play a pivotal role in defining the Business Case, Impact, and Measuring Success.
• Apty's Team includes an Educator (Instructor Led Education of 2 classes for a total of 5 hours), a Customer Success Manager, Technical Consultant, and for larger-scale implementations, a Consultant to lead the overall Customer Engagement.
• A Customer's IT Team is a Stakeholder and depends on how a Customer is organized. It is not a full-time role, and most often involves setup at the beginning, input for planning, and then limited discrete tasks on a week-to-week basis.
• IT is commonly involved with setup and permissioning of Application Environments, setting up users and access, participation on preferred deployment method via a central distribution (GPO) or code injection, and then additional configurations that may be application specific like attribute-based segmentation tied to APIs or an application's back end to group users by role or region, etc. 
• Looking forward, after the initial Go-Live, the involvement of IT is limited even when related to Version Updates

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Digital Adoption Roadmap with Apty

Creation & Management of content

Creative

In-Application Guidance

Stage 2

Monitor & Analysis

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Stage 3

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Identify Adoption Deficiencies

Stage 1

Business Change Optimization

Stage 4

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Apty aligns your people, processes and technology for successful software adoption.

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Onboarded 3 million+ independent consultants to Salesforce.

3 million

Success �with Apty

Why Apty?

Data-Backed Approach

Only create the content you need with Apty’s AI-backed insights and recommendations.

Faster Time to Value

Apty’s quick implementation allows you to see a return on your investment in less time.

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Lower Total Cost of Ownership

Our Aptymize approach ensures your success without the need for specialized consultants or hiring additional staff dedicated to your DAP.

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