Dealertrack DMS Product Overview

Product Snapshot

Why Dealertrack – The vendor’s top arguments to select them

1. Smart
   The cloud technology is efficient by design, mobile, always on, backed up and secure. 
2. Robust
   The system is designed for intuitive workflows with simple navigation, real-time data exchange and OEM integration.
3.  True Dealer Partner
   • Short-term contracts
   • No maintenance fee
   • Web-based platform
   • No user license limitations
4. Value
   No cost integrations, enhancements and large selection of add-on modules, makes the system affordable
5. Integration capabilities
   Certified integrations allow the dealer to bi-directionally share data with over 100 vendors. Dealer owns the data; scheduled push (data exchange) is available.

Product Highlights

Key Features of the Dealertrack DMS

• Mobile first cloud-based architecture allowing access to the system from any device in any location.
• Tile-based “My Favorites” dashboard layout on most DMS modules allows custom user setup.
• Managed Accounts (Accounting) provides easy to understand custom alerts for managing transactions.
• Comprehensive installation, configuration and support process to ensure the system and the users are ready to go when the system goes live.
• Unlimited and automatic archiving of accounting and transactional detail.

Overview

Dealertrack’s current product offering, DMS 2.0 (launched in 2013), has been in the market for 2 years. It was developed to provide the end-user with a platform that supports a fully integrated suite of Dealertrack offerings, along with an open architecture to support dealer required third party application. 

The core DMS 2.0 product is comprised of the following modules:

• Accounting
  • Check Writing
• Payroll
  • Time Clock
• Service
• Parts
• Sales/F&I
• Reporting

The system’s web-based architecture is built mobile first allowing the product to operate on a tablet or PC with the same functionality.  The system operates in a real-time environment and incorporates Dealertrack-designed data sharing and productivity functionality to increase user efficiency.

The following functionality is incorporated with DMS 2.0:

• InfoDIVE: Drill-down functionality to the source document/record that comprise this initial query (from one screen)
• SpeedLINK: Real-time data sharing across departments to enhance productivity and reduce the number of screens needed to access data
• QuickNAV: Permission/role based cross-department functionality grouped and displayed on easy to navigate tile-based home screens

Dealertrack provides an API (six published API’s) fee-based bi-directional integration (Opentrack) for third party companies to integrate with the system. In addition, the DMS 2.0 system provides dealer users with data exchange capabilities that allow the setup and scheduling of data transmission to third party companies without Dealertrack assistance.

The web-based architecture of DMS 2.0 allows it to scale from single rooftop dealerships all the way through large enterprise dealership groups.

Core DMS Functionality

Dashboard

Dealertrack’s DMS 2.0 is built utilizing tile-based dashboards that support most of the core modules (Serve, Accounting, etc.) main functionality. The tiles facilitate mobile adoption and can be arranged by the individual user.  Utilizing QuickNAV, the individual user can create a role/permission-based “My Favorites” landing page that the system will default to when logging in. This custom dashboard allows the user to group required job functionality from multiple departments on one screen, reducing the number of clicks required to access data.  For example a sales manager may choose to select core functionality from Sales/F&I, Accounting and Reporting to allow quick access to everything required to manage his/her team.

Default Landing Page (Example)

Sales/F&I

The DMS Sales/F&I application supports transaction processes such as basic desking, vehicle contracting, management of front and back-end grosses, and inventory management. 

Deal recap screens incorporate real-time vehicle costs, with repair order, purchase order, and parts invoice detail.  Work-in-process or open purchase orders related to a vehicle are flagged with a red alert within the deal screen.  This functionality not only ensures accurate costing when working a deal, but also provides visibility to the technician and service writer working on the operation. This tight integration provides accurate costing of the deal and ensures that the sales department and the accounting department are in sync.

Many of Dealertrack’s customers opt to utilize optional desking and F&I Menu tools to enhance the DMS’s built in functionality. Dealertrack offers SalesMAKER desking and a mobile optimized F&I menu product as optional features supported through the integrated platform. 

Whether utilizing Dealertrack’s optional solutions or Opentrack integrated third party products, the F&I deal screen is the hub for two-way communication between providers and serves as the repository for all sold deal data. The deal screens within the DMS provide the ability to analyze deal profitability and access transaction detail in real-time, including lender, rate and F&I product information that was captured in the desking solutions.

Service

Dealertrack’s service module allows users to take advantage of the tile-based dashboard functionality and create a “my favorites” user-specific landing page that displays functionality in a manner most conducive to the user’s role within the department. Navigation is made simple through the use of customized keyboard shortcuts, point and click navigation techniques or a tablet simply by touching the designated tile.  

When a user opens the RO creation module, it displays the advisor’s open tickets and upcoming appointments.  The tool provides shop capacity metrics by advisor, delivering insights into available hours/scheduled, resources by skill levels and loaner vehicle status and availability.  The RO process is designed with simple navigation in mind allowing advisors to convert appointments to repair orders with a single click from their dashboard.

Customer handling and awareness is highlighted through lifetime value data, service department visit history and the ability to add CSI scores/notes directly to the customer record. This provides the opportunity to handle each customer on an individual basis. Additionally special order parts statuses are displayed during the write-up process to ensure that the customer receives his/her order and invoices are closed.

Repair orders can be created utilizing dealership specific pre-populated labor lines (helps dealerships ensure that process-specific items such as a vehicle walk around is conducted with each RO). Repair order creation can also be set through available keyboard short cuts to op-codes, and labor line notes. 

The core product provides Technician Terminal, which allows the writer to manually dispatch jobs, but provides the technician with the ability to electronically track time, view service history, request parts, insert cause/complaint/correction notes and be advised of customer status.

Optional service applications include Service Pricing Guides (SPG) and Automated Dispatch. Dealertrack offers a shop management and inspection tool called Service Pro, which can also include a mobile lane check-in solution.

The system allows real-time electronic messaging between service writers, technicians and the parts department to simplify the communication process.

Reporting functions within the service application provide overview with drill down functionality, highlighting repair order labor sales and work in process by service writer or technician.

Parts

The Dealertrack DMS provides a parts department module that contains functionality to support counter/retail applications along with wholesale parts functionality. 

The main parts transaction screen takes the lookup, pricing and invoicing of parts to a more insightful level by detailing historical transactional and trend based data to the user. The tool provides the ability to see the entire transactional history of a part within the dealership; highlighting sales history, price variations, stocking levels and end customers.

Dealerships with large wholesale operations can utilize the Lifetime Value functionality built into the module to understand customer value to the dealership. Parts purchase history, frequency and dollars spent are some of the data points available to help the dealership refine and maximize their wholesale parts business.

Additional Reporting & Parts Functionality includes

• Transactions & quotes
• Special orders
• Inventory adjustments
• Inventory analysis reports
• Full integration with general ledger, accounts receivable and service department

Accounting

Dealertrack calls the traditional DOC “Financial Analysis”. It provides a real-time customizable spreadsheet type interface with deep dive (infoDive) capabilities for analyzing specific transactions and expenses.  The financial analysis tool allows for the creation of department level reports and user-specific views depending on role and permission level.

Dealership DOC

Managed Accounts is Dealertrack’s schedules tool and provides custom alerts for monitoring transactions.  For example, a contracts-in-transit schedule displays open contracts with a warning for those that have exceeded a dealer-defined threshold.   For dealer liabilities, the same tool provides one-click check printing directly from the schedule. This functionality comes in handy when writing lien payoff checks for trade-in vehicles: highlight the vehicle, click the check feature, and the payoff amount is automatically applied to the check.

Managed Accounts Detail

The general ledger has built-in reporting of transaction data including trial balance detail, audit reporting, factory financial statements, and third-party transaction import.  Real-time data integration helps highlight out of balance items throughout the month, making month-end a simpler process.

All accounting transaction history is archived indefinitely within the general ledger, allowing for quick access when forecasting and running financial comparisons.

Payroll & Personnel is a core offering within the DMS.  Check processing, tax reporting, direct deposit, and importing of electronic time clock/RO labor hours/ sales commissions are all system functions. Payroll documentation is stored by employee and archived indefinitely for the life of the system.

Departmental Upgrades to the Core System

Service Pro
Integrated mobile service drive check-in solution

Bar Code Scanning
Parts barcode scanning for tracking and managing parts inventory (vehicle scan also available)

Document Management
Dealertrack Reflections tool with electronic scanning, storage and access to critical dealership documents, reducing need for hard copies and ensuring easy employee access

Hardware
Certified hardware program to support the DMS: laser printers, laptops, routers, check printers, etc.

Service Dispatching
Automate dispatching of electronic repair orders

Service Price Guides
Integration of SPGs sourced by Motors or custom created; ability to store quotes for conversion into appointments or repair orders

Credit Card Processing
Streamline cashiering and daily bank deposit process

Key Management Systems
Electronic monitoring of vehicle keys with integration to the DMS that stocks vehicles in when acquired and out when sold

The Platform

Dealertrack DMS 2.0’s architecture is designed as a mobile first, web-based solution deployed through a SaaS or software as a (cloud-based) service model. The web-based architecture allows the software to function on most modern tablet/desktop browser environments and eliminates the need to install and maintain applications on every PC or server.  The DMS incorporates a modern single name file database architecture that greatly reduces the number of duplicate customer records within the system.  The single name file architecture provides enterprise groups with visibility to customer transactions and movement across their operations.

Dealertrack has redundant co-located SAS 70 certified data centers located on the east and west coast to maximize system up time. In addition to the data centers, Dealertrack monitors system performance, server usage and network traffic from their New York data teams office.  

Dealertrack DMS provides OEM integration at no additional cost to dealers. Opentrack certified vendor integration provides bi-direction integration to more than 100 vendors through six published API’s (customer, Inventory, Deals, Parts, Service and G/L). Dealer-controlled and automated data exchange capabilities are available for third parties that aren’t certified through Opentrack.

Installation / Support

Upon signing a contract, Dealertrack establishes an implementation timeline, distributes workbooks to the dealership, and assigns a project manager.  In the weeks before onsite installation, the project manager assesses the hardware, networking, and process requirements to define the unique needs of the DMS installation.  Dealertrack offers the required hardware to implement the DMS (router, printers, etc.) or the dealership can purchase the equipment from a source of their choice. Dealertrack recommends that stores have two primary Internet sources to ensure system up time. A discovery visit is conducted before e-learning begins to ensure proper onsite system configuration and data conversion.

Three weeks before go-live, employees are introduced to job-specific e-learning courses. Three weeks are spent onsite at the store conducting hands-on training and system configuration activities. A six to seven week post-install support period follows the system go-live, ensuring that month-end processing is accurate before the dealership is transitioned to standard support.

Standard Support Includes:

Major enhancements are released approximately every quarter.  A guide to the update is made available to users before the release.  Enhancements are available at no cost to users.  (Dealertrack DMS 2.0 was a major enhancement released two years ago under this system.)

Proactive Services

DMS Proactive Services offers dealers three levels of enhanced (optional) service to support unique business requirements. Services are configured in standard, premium and elite packages and include items such as performance advisors, quarterly case reporting and best proactive implementation practices.

Contracts

Dealertrack offers a 12-month contract as standard, longer-term contracts are available and may offer price concessions.

Data ownership is clearly outlined within the contract and states that the dealer owns the data and controls whom, how and when data is accessed.

Company Profile

• Type - Privately held under Cox Enterprise
• Size - Over 4,500 team members worldwide
• Founded – 2001
• Location - USA Corporate Headquarters in Lake Success, NY