Kopinor licences the use of copyright protected works on behalf of authors and publishers. The organisation manages agreements and reimbursements between 22 members organisations including 5 publishers’ associations and 17 authors’ associations.
With effective use of data and business analytics, Kopinor is making processes run smoothly for its members.
Tom Karlsen is System Administrator at Kopinor.
In addition to managing and maintaining systems, he also looks for new ways to improve data quality and workflows. He wants to help colleagues effectively serve Kopinor members.
We asked him what he’s been working on and why business analytics is important to Kopinor.
Here’s what he said:
Millions of records captured in CRM and ERP systems
Data is the foundation for much of what we do.
Our ERP and CRM systems capture millions of values about copyright holders, licenses, agreements, collections, payments, rights, obligations, and other details.
These systems help us effectively manage agreements and reimbursements between 22 members organisations including 5 publishers’ associations and 17 authors’ associations. Last year, we distributed NOK 280 million to Norwegian and foreign rightsholders.
I’m part of the team that’s responsible for system optimisation and data management. We ‘re continually examining data capture and information flows and asking ourselves:
- How can we make processes more effective?
- What data and insights do we need in order to best serve our members?
- How can we access information in the best way?
There’s a long list of projects we are currently working on.
Issues with system upgrades
We’ve made some significant changes during the past 6 months because we ran into issues when we upgraded software. This got to be a real headache.
We had 12 smaller components working together to input or exchange data with SuperOffice CRM and our ERP system. The set-up was too complex with too many moving pieces.
To solve this issue, we eliminated extra components and added input fields directly within SuperOffice. Then we looked for a clever way to extract data from our systems and organize it for different goals, roles or tasks.
We chose Business Analyze and introduced it to users. Business Analyze extracts relevant data and sorts or filters it into lists and reports. The results are displayed on dashboards.
In some cases, we also embedded dashboard reports back into SuperOffice. What better way is there to access information and keep on top of things when you already use SuperOffice?
More efficient with business analytics
Business analytics help us work effectively. We distribute relevant insight to different parts of the organisation in seconds. Without analytics we couldn’t serve our members as quickly.
Our leaders use Business Analyze to monitor key targets and guide overall business management. We used to have 30% response rate when we sent members one specific type of mail request, for example, but we now we have 80%.
Our consultants use Business Analyze dashboards as part of their daily work. They see important information about member agreements and can answer questions fast, without running long queries or searching through databases.
We have dashboards for:
- Control purposes
For example to ensure accurate reimbursement or invoicing according to agreement terms. We run queries directly to Visma ERP.
- Workflow efficiency
We use dynamic work lists so people know what stage a task is in and what is on their ‘to-do-list’.
- Goal tracking
We measure goals including how many mail responses we receive back (return rate).
Business Analyze has made a big difference. We rely on it to tell us the status of almost anything! As long as we have the data, it tells us the answer.
Kopinor licences the use of copyright protected works on behalf of authors and publishers.