Going computerized

[MnSue]

Our 600K shop is (finally) going computerized. The software is narrowed down to two (LifeSaver or FrameReady), and final decisions are to be made shortly.

I'm looking for some insight into what to expect during the transition. Helpful hints as to getting pre-organized to load the database and inventory; what's critical to put into the system 1st; or anything else from the "wish I would have thought of that before I did it" experiences. How long from instalation to it's up and ready to go.

So any "helpful hints from..." will be greatly appreciated. I work for a very computer challanged owner, who is afraid of this technology transition, and I'd like to make it as smooth as possible for her and the team.

Also, I am not a tech hardware person, so any recommendations re: mim hardware for the 2 stations at the desk would be appreciated. We are not getting into computerized mat cutting, or the photo visualization. Baby steps 1st.

I've read and printed a lot of the archived information, but with any additional thoughts - all your great insights - hopefully we can "get er done!" easier.

thanks grumblers graemlins/icon21.gif

[Framerguy]

"Git 'er done!", I thought that was a South'n phrase. Didn't know Minneapoleans liked to use it. (Hafta check with Capt. English and see why her kooky friend doesn't use that in HER posts.)

It will depend on which POS you decide on as to how you will set things up specifically but there are probably some general things that pertain to both programs.

1. Run some time checks on little procedures that you will be using in your day to day operation like the complete fitting task and see if you need to set up separate tables for them or can handle them on a UI basis.

2. I think you can enter your own descriptions on both of the programs and it is very easy to modify each of the screens to accomodate your personal style of framing. Make sure that you have covered all the bases for each phase of your framing. Sometimes you take things for granted when they actually take up shop time to accomplish. (like washing glass and brushing off any lint or dust bunnies before installing it.)


3. Decide which customers or groups of customers are going to get discounts and how much for each. Designers or artists are sometimes accorded a professional discount and sometimes it can vary according to volume of framing done and size of orders.

I have used FrameReady for the past 9 years or so and I am still tweaking it occasionally to account for different changes I make in my procedures. As I learn more about this business I tweak, learn and tweak, it's a never ending duty.

Good luck in whatever choice you make. You'll have plenty of questions and there are many framers here who use both programs so don't hesitate to ask.

Framerguy

[Val]

Me too, except I'm an owner who's afraid of the transition. I've decided on Lifesaver, after all your input earlier this year answering my questions, and after talking with reps, other shops, doing a ton of research, etc. My decision was based on your recommendations, plus the fact that Tru-Vue is offering Lifesaver free at this time. Free is important right now.

It will happen soon, after I get back from hip surgery #2 next week. Only 1 station at first, no room for 2, although that would be nice.

How long does the transition take? What to do to prepare, like Sue asked.

I am not a tech hardware person, so go easy on us. Thanks!

[JbNormandog]

Val,

Lifesaver is not really free. Read into the details.

In the end it will cost you just as much as frameready. I know a few other people that thought as you and ended up paying more than they thought.

[Mike Labbe @ GTP]

Congratulations on this important decision. This should probably be moved to the computer and POS forum.

It looks like you did your homework. You've narrowed it down to the most popular products. (LifeSaver, FrameReady, SpecialtySoft) Any of these will do the job and improve efficiency.

If your inventory is already in a computer database format, it's likely that it can be pre-loaded into the new POS. The same goes for your customer database, if you already have it typed up and in a file.

If you are talking about a multi-user setup, you'll need to get the initial copy of the software, and at least one "client" (workstation) copy. The main copy sits on the "server machine", and the additional machine(s) share the same data files. You'll probably want a router such as a LINKSYS WRT54G to serve as a firewall between your pc's and the internet. The machines plug into the hub/switch on the back of the router, so they can be networked. Printers can also be shared. Here's a crude diagram and instructions: http://www.getthepictureframing.com/gfaq/network.htm
http://www.getthepictureframing.com/gfaq/gtpnetwork.gif

Optional considerations could be a cash drawer, barcode readers, high speed receipt printer, credit card processing, visualization, etc. Baby steps are good and these can be added later.

I suggest a laser printer, instead of an inkjet. Inkjets are unreliable, wet, and cost too much to operate. Inexpensive lasers are available for less than $100.

For PC's, I suggest bundled DELL machines. They're cheap and reliable. POS systems generally have low requirements, so any PC should do the trick. I would check with the vendor for their minimum recommendations. Here are some deals this week, for complete systems that start at $349 (w/17" LCD monitor) http://www1.us.dell.com/content/products/features.aspx/hot_offers_dt?c=us&cs=04&l=en&s=bsd I suggest updrading to a minimum of 512 memory.

Establishing a good backup procedure is also a must. I suggest USB flash memory keys in a 7 day rotation (one for each day of the week). These can easily be transported off-site. It's also good to back up the full POS folder weekly or monthly, with a cdrw. It's a good chance to back up quickbooks and/or MY DOCUMENTS too.

The most challenging part is to research and set the prices for your market. This requires some research, and the starting amounts that come with the software are not meant to represent your local market.

Once the staff has adjusted to the slight workflow change, they'll probably fall in love with how much faster it is at the design counter. The shopping "materials pick lists" and "workorders" the system produces are a real time saver.

The best way to learn is to jump right in and get your feet wet, perhaps initially by entering test orders after the client leaves (from the old paper method records). The prices won't match exactly, but the back room can start working from the new paperwork. This gives them time to learn and adjust.

After the testing, tweaking, and training period is complete - most systems have a feature where you can "RESET FINANCIALS" to wipe the transactions.

If you have any questions, feel free to visit the computer forum any time. There are knowledgeable folks that are familiar with both products.

Best regards
Mike

[MnSue]

Just to clarify...NOTHING is on computer at this point. Absolutely nothing! Nada, zero, tanks on empty...Nothing to up load.

Well, we've had a mailing service compile our database (sure made our new direct mail program easier!) so that is the only thing we have as data at this point. when we get excel, we can actually open the data base at the shop...

As for "get er done" - once a racer always a racer. graemlins/thumbsup.gif Plus you wouldn't believe the Minnesota rednecks - they fish - on ice...or is it they drink beer on ice while they fish??

Mike-thanks for the details and the diagram was terrific. that's really helpful.

Keep those comments coming. sounds like there are more out there who can benefit as well. graemlins/beer.gif

[JudyN]

mnsue,
You can go to the websites and download demo software from different companies Lifesaver,Frameready,Specialy Soft

They all work a little diferently.
The only one I can help with is Lifesaver..

We have Lifesaver. It can be overwhelming deciding I know. With PowerPay and the little Star receipt printer Lifesaver just added it is a real dream to use. I would add it right away. If you go with Lifesaver get all the toys. That way you can learn it all at once. smile.gif

You might as well go for it whole hog....

Just my 2 cents... ;)

[RozR]

From what I think you are asking, I suggest entering your customer file information initially but if you don't have it complete - not to worry - add it as you go in that case.

I would also practice on a few files from prior completed jobs and compare how they work from the handwritten to computerized. There will be a small learning curve and this helps. You can always delete the practice files.

I would then say just start with the first customer and a new project. That way there is no confusion from your starting point of entries.

Good luck!!

Roz

[RozR]

One of the key things that I use on my Lifesaver software that helps track sales is the use of the "promotion" function. I have it set up for specific promotions as well as "how did you find us" to track where customers come from, i.e. returning customer; drives by store; gift certificate, etc.

Roz

[JudyN]

Norman dog.....this is the comparison list for the software prices that Mike has on his website ...
http://www.getthepictureframing.com/gfaq/software.htm
It is a good way to compare the prices.

Nothing is free but Tru VUE LS is indeed FREE ...you just have to pay for the vendor "updates" yearly at a later date just like everyone else does.
I would have loved the Tru Vue deal...I paid $1195. for LS several years ago and would PAY for it again. smile.gif

[Jay H]

A few years back, New Years Eve fell on Sunday.

You couldn't "sell" alcohol on Sunday. So restaurants had hamburger plates for like $50 with "free" drinks. Its with great hesitation that I would call these drinks "free".

If the drinks were "free" I wouldn't drink it because we all know you get what you pay for.

Why are the updates more expensive for the “free” version compared to those that paid?

[Paul N]

Originally posted by Jay H:
Why are the updates more expensive for the “free” version compared to those that paid? Let me take a wild guess: To make up for the free give-away??

[Jim Miller]

Originally posted by MnSue:
...I'm looking for some insight into what to expect during the transition. Helpful hints as to getting pre-organized to load the database and inventory; what's critical to put into the system 1st; or anything else from the "wish I would have thought of that before I did it" experiences. How long from instalation to it's up and ready to go....thanks grumblers graemlins/icon21.gif Mike Labbe has done more research on POS systems than anyone else, I think. Check out his web site.

Mike's data was very helpful in the writing of an article on POS systems for the February issue of Picture Framing Magazine, titled "POSitive Benefits". It was written for those who are ready to take the POS plunge - or those who should be ready, anyway.

[Mike Labbe @ GTP]

Here is a link to Jim's article from Feb 2006, in case you didn't see it:

http://www.pictureframingmagazine.com/pdfs/Features/Feb_06/Feb06_POS.pdf

Very useful and well written.

It bothers me to see people trolling with misinformation, when these companies are making a conscious effort to put useful productivity tools in the hands of the small business owner.

At the request of MANY, the POS list has since been modified with a straightforward "Approx Five Year Cost Of Ownership" amount. This figure includes all expected costs to keep current. (yearly maintenance fees for new software updates, toll free phone support, email support, collecting and distributing price changes from hundreds of vendors on a weekly basis, etc)

Mike

[ 05-05-2006, 04:18 PM: Message edited by: Mike Labbe @ GTP ]

[MnSue]

I'm looking for some insight into what to expect during the transition. Helpful hints as to getting pre-organized to load the database and inventory; what's critical to put into the system 1st; or anything else from the "wish I would have thought of that before I did it" experiences. How long from instalation to it's up and ready to go.

So any "helpful hints from..." will be greatly appreciated. I've read and printed a lot of the archived information, but with any additional thoughts - all your great insights - hopefully we can "get er done!" easier.

[/QB]smile.gif thanks for all the computer comments, they have really been helpful. the sites have been really helpful as well. smile.gif

However, what I'm also looking for is the best way to ORGANIZE or setup things prior to the instalation, the non-computer areas. Such as are you putting all your glass supplies in it; what's the best way to start with, add, and maintain moulding inventory? What additional pre-liminary tasks make the transition easier.

(The suggestion about keeping a list of all the "tasks" that you do way a good one, for example.)

Again - thanks to all,

and Mike your comments about the computer setup helped a great deal when we met with a computer tech guy today. RIGHT ON! Thanks for making me look "book smart" - I just showed him your diagram - and he said - "no problem-that's easy" (for him and Mike!) graemlins/beer.gif

So keep those cards and letters coming....

[JudyN]

{ "However, what I'm also looking for is the best way to ORGANIZE or setup things prior to the installation, the non-computer areas.}

Good questions....
One thing we did was get a group of old tickets together and check those prices for mats, glass, ect, with the software prices. The we raised or lowered the prices to suit. You will need to do some fake orders just like some of your old frame orders . You can just delete them when done.

You can tinker with the software to make the adjustments to very close your current prices.

As far as moulding prices that is what is amazing with most software ...the prices are right there for you and updated all the time. You just have to set your markups. Most of them come with preset markups....BUT you will need to check to see if those are YOUR markups.


{Such as are you putting all your glass supplies in it; what's the best way to start with, add, and maintain moulding inventory?}
We did not enter our moulding into inventory. It seemed to be just as easy to just go.. look. Plus what do you do about say 5 or 6 short sticks 1 of2 foot sticks that add up to 20ft but they really aren't 20 usable feet?



{What additional pre-liminary tasks make the transition easier."}

What we did was manually ENTER our customers names ( the best ones into Lifesaver )

BUT.. what we found after all that work was it was just as easy to add them as we took orders.

May of the addresses we entered were not up to date so wehad to change them anyway.

So what we did was just told the customer at time of the frame order that we had NEW software and asked for their information at that time.
We add many new customers daily and it is fast.


I don't know which software you are going with, but the one nice feature about PowerPay ( the credit card feature) with LS is when you swipe a credit card for payment for a NEW customer it automatically brings the name into a customer file ( adds them) All you have to do is ask for their current address , and phone number.
If it is an old customer it goes right to their file. smile.gif

[J Phipps TN]

I love my Lifesaver. And I ask the dumbest questions on the tech line and they always have an answer, And they never call me dumb.


Also when my computer crashed, once I got the thing fixed, it was a breeze to put back in my back up. They walked me right through it and it took about 2 minutes and we were right where we left off. You can't beat that.

[seido]

We chose Lifesaver primarily because of "free" PowerPay credit card system. If you think that the annual updates are expensive, factor in the cost of a credit card swipe machine and nasty monthly fees the other companies charge for the "privelige" of using their processing services and Lifesaver becomes a smart move.

PowerPay's rates are competitive and at 20 cents per transaction and $5 per month statement fee it is well below the competition. It works very easily and customer care is great (as is the customer service at Lifesaver).

PowerPay or not, Lifesaver does all that we need and is very easy to use once it is setup properly...so far no problems.

Good luck to ya!

Joel

[MnSue]

graemlins/icon21.gif I just received permission to post this helpful response to my querry re: getting ready for going computerized. Since the following information was so well presented, I wanted to share it fellow grumblers, those present and future, who will going thru the same transition we are.

Thanks Carol Graham!

Hi MnSue,
I read your post on the Grumble and thought I could help to answer some of your questions. I also took a look at your website: it's wonderful! I really like the staff photo with the enlargements. I feel like I know everyone already. :)

I'm looking for some insight into what to expect during the transition.

One of the best transition methods that I've heard of is to allow a cross-over period where you do both methods. While the customer is with you, write up the order the way you normally would. When the customer is gone, go to the computer and enter the order in. No one is looking over your shoulder; so you don't feel pressured to do everything 'right' while learning something new. Then, when you are writing up an order with a customer and you think, 'this would be so much faster/easier on the computer', that's when it's time to stop the old paper method. You should also set a "go live" date as a goal for everyone to work toward. Naturally, some people will get their faster than others.

Helpful hints as to getting pre-organized to load the database and inventory; what's critical to put into the system 1st;

Most people want to get their pricing set up first. When you purchase the software, the company you purchase from will preload it with all of your vendors. This means that the item and wholesale cost(s) will already be in your software. All you will need to do is determine the markup and enter how much you have in inventory. My preference would be to enter the pricing first. Inventory could be set up later. You will also want to enter any retail products you sell. Customers can be entered as they come in to place their orders.

or anything else from the "wish I would have thought of that before I did it" experiences.

I really like your idea of baby steps. You can always add things on later as you need them, if you need them. (e.g. Barcode scanners, receipt printers, cash drawers, etc.) Sometimes people do feel overwhelmed with too much technology all at once. When you are ready for a Computerized Mat Cutter (CMC) we have an interface with Wizard, Eclipse and Fletcher 6100. We also have a great interface with Wizard's Integrated Framer.

How long from instalation to it's up and ready to go.

We have had some clients who had a transition time of 2 - 3 days and others who allowed a month. I think for most people a realistic time frame is 1 - 2 weeks.


I recommend that you take a look at the free software demos you can download from the websites. (Ours is www.frameready.com) (http://www.frameready.com)) They operate for 60 days and give you a change to try them out before deciding. Although all software basically performs the same function, how they do it is different. We also offer a free over-the-phone training lesson to help you see how the software would work in your business. This also gives you a chance to ask one-on-one questions with a qualified trainer. Call 888-281-3303 to book a time - there is no obligation. During the first year with FrameReady, we also provide free over-the-phone 1 hour training sessions to help you get started. We also offer a payment plan: you can divide the cost of FrameReady into 3 monthly payments.

Let me know if there is any other information you are looking for. We have a great team here, and all of us would be happy to help you.

Carol Graham
General Manager
SoftTouch Solutions Inc
888-281-3303
www.frameready.com (http://www.frameready.com)
softouch@mnsi.net

[Mike LeCompte CPF]

MnSue and others: it really is "Git R Done"

Trust me on this one. We had front row seats for his recent Knoxville performance. Shoulda seen all the T shirts--and they were only on the women