November 7, 2020

Revision 1.1

Power BI User Guide

Overview

In order to better enable our sales team, we are upgrading our WMA reporting tool to a new platform entitled
Microsoft Power BI. Microsoft Power BI is a data visualization software that makes it easier to show graphical
insights around our customers, products, sales channels and a number of other key attributes. Moreover,
Power BI integrates directly into tools such as Microsoft Excel, allowing it to be easier to extract and review
performance data.

Over time, we will be investing in building our more reports and performance metrics into Power BI to make it
easier for sales collaboration. It is also a key component to supporting one of our core principals of being “the
easiest manufacturer to do business with” – the more information we can get our sales team, the better they
can support our current and prospective customers.

At launch, the reports that are available covered the minimally viable set of reports to cover the functionality
from WMA. Additional development will occur over 2020 to ensure that PAR (Pricing), WAR (Warranty) and
other “self-service” functionality (e.g. check a customer credit limit) is rolled out in a timely manner. There are
two full time developers who will be working on these additional reports.

Microsoft Power BI is a cloud based resources and it can be accessed from a range of desktop or mobile devices
at https://powerbi.microsoft.com/.

For those users who are not as familiar with data analysis, Microsoft offers a number of introductory courses to
help walk through many of the mechanics of the platform. Additional training will be offered over time by
RectorSeal to walk through some of the nuances associated with specific reports.
Logging In

Prior to logging in, you will receive a username and password from RectorSeal. The credentials should have
come in an email from Thomas (Tom) Sampson.

The username and password is from a system called Active Directory. Over time, it will be the primary login
(single sign-on) you will use across a variety of RectorSeal applications, aside from Magento. As it usable as the
password for these systems, details will be communicated.

It should have included your login name, which is an @ ectorseal.com address, even if you are not a RectorSeal
employee. Note that the login name for users outside of rectorseal will still be @rectorseal.com. This dos not
mean that they have a RectorSeal email address, just that they have an Active Directory account associated with
our organization, which is how Microsoft helps provision our services.

To log in, go to https://powerbi.microsoft.com/ and click on the Sign-in button in the upper right corner.

Enter your email and password.

If you do not have a password, or have forgotten your password, please reach out to Tickets@rectorseal.com.
Once logged in, you will see a Power BI landing page that will include the various reports you can access.

Report Access & Visibility

Power BI is configured such that every user has a set level of markets (e.g. electrical, HVAC) and territory (e.g.
Florida, Southern California) that they can access. These levels of access filter out data that can and cannot be
seen.

The three tiers of data access are below:

- Manufacturer Reps: Able to access the market and territory that they have been assigned.
- Regional Sales Manager: Able to access all territories in their markets, regardless of territory that
they have been assigned.
- Sales Leadership & other power users: Able to access all sales, regardless of market of territory.

To support this access model, each customer account (at the ship-to level) is assigned to a specific market and
territory.
Improvements over WMA

In designing Power BI, there were a number of specific gaps that we had identified and worked to close.
Specifically:

- Treatment of distribution centers – outbound transfers from a customer’s D.C. to their branches
were not visible, making it hard to get an accurate picture of sales performance
- Treatment of shipping costs & impact on rebates – shipping costs were not reported in a timely
manner, limiting the ability to see progress of a customer against a net sales rebate program
- Trending data to make predictions – limited ability to see what historical data implies around
upcoming months performance
- Lack of pre-set reports – users required to create their own reports

Treatment of D.C. data

- Major customers, leveraging distribution centers, have had their historical transfers from their
distribution centers to their stores loaded for the last 36 months, where such data was available.
This means that we have reduced the “sale” to the distribution center by the amount of the
“transfer” to the store, resulting in an accurate picture of shipments to their final locations.
- Distribution Center data has been loaded for Win Wholesale, Lennox, RE Michel, Trane, Rheem,
Ferguson, Goodman Distribution and Johnstone. Additional partners will be added over time and
with as much history as possible.
- The monthly process of converting distribution center sales to store transfers will generally take
place by the 15th of the following month based on when reports become available.

Treatment of shipping costs

- Freight charges, collected via our shipping partner C.H. Robinson, will be loaded in real time and
updated as initial estimates get turned into final shipping costs. For instance, many shipments are
tagged with accessorial charges.
- At any given time, net sales (for rebate calculations) will be available for view. This data generally
becomes “final” about a month after a shipment occurs, but is highly accurate for trying to track
program performance.

Trending data
- Modules within Power BI have been turned on for key “trending” reports, allowing for projections
for customer, product and sales route market growth in future months.
-
Lack of pre-set reports
- Additional reports have been setup that require users to simply “login”. These reports are focused
on a key item that drives a behavior. An example would be the Heat Map, which shows which
product classes we have sold a distributor and which ones we have not. This information focuses a
territory on the biggest opportunities to increase share of wallet with a customer.
Data Structure

Sales data is from our new ERP system, called J.D. Edwards. Over time, this will be supplemented with PAR and
WAR system data, as well as other 3rd party metrics.

For RSMs and manufacturer reps, there are six primary sets of reports available. Each of these sets of reports
will be accessible via a “Dashboard”.

These dashboards organize all of the “cards” that are available via that report and also allow for users to “Ask a
question about your data”.

Below is an example of what a Power BI Dashboard will appear.

We created an Index to help navigate across all of the sales reports available:

The initial Dashboards that will be available, you will find:

- Sales Quick View – pre-set series of reports that show the most critical data cuts for a manufacturer
rep to focus their efforts.
o Below find an example of the Sales Map that shows the sales by item class & item mapped in
terms of the shipment location. For a specific manufacturer rep, the data will be filtered to the
sales in their specific territory.
- Sales Analysis - series of the most common reports a manufacturer rep would need to run in order
to interact with customers, target new business, suggest a PAR, track a rebate or take care of other
business functions.
o Below find an example of the Item Pricing that shows the sales price per item for all customers
in a specific market or territory. This would be a key analysis that would help determine
potential PAR pricing and the need to adjust pricing.

- Pivot Tables – series of pivot tables allowing users to recreate any previous WMA report.
o Below find an example of the Gross Sales by Product (Item Class/Family/Group) to replicate
reporting used in WMA today. Best place to start if you want to see comparisons of current
period vs. prior period.
- Order to Invoice – shows entered orders and their current status (entered, picked, shipped),
including showing their aging once entered, as well as progress in shipping orders.
o Below is an example of the Open Orders that allow for detailed visibility to all Open Orders that
are pending shipment.
 - Trend Analysis – generates trends by customer, market and sales route to market to show
projections for mid-term based on previous performance.
o Below is an example of trend analysis for Item Class. It shows the expected sales in the coming
month based off the last month of sales.

Future Improvements

The RectorSeal instance of Power BI is intended to be a living tool, where the focus for launch was on getting the
minimally viable reports to get started. There are a number of future enhancements planned to help build out
the reporting over time.

Aside from any short term reports flagged by users that need to be quickly created, the first major enhancement
will be on integrating PAR performance and warranty claims data.

In parallel, there will be other enhancements to support more “self-service” searches (e.g. credit limit, buying
group membership) for key account items to deflect the need for customer service questions

Please engage with your RSMs on what is missing in terms of reports and RectorSeal can work to build out these
needs in a timely manner. RectorSeal IT will resources to continue to build out “cards” to help support user
needs.

Training
With any new tool, there is training needed for users. This is especially important for Power BI since data
analysis and analytics will be required more than in the past and many users may not be comfortable with the
tool at launch.

There are a number of Microsoft support videos available here.

Additional walk throughs, showing demonstrations of key data cards can be found here.