Overcoming Special Requirements Deemed "Difficult to Achieve" by Other Companies with Superior Design Capabilities. Optimizing Pacifico Yokohama's Facility Operations with a Core System Replacement Using Salesforce

Background and Challenges: Complex MICE Facility Operations Beyond Standard Packages

Pacifico Yokohama, a leading MICE facility in Japan, faced urgent need to improve operational efficiency through a system overhaul due to issues with their existing core system, including limitations in future functionality expansion and processing speed.

However, managing reservations for their vast facilities (exhibition halls, conference rooms, etc.) and creating estimates, which involve complex interdependencies of usage days and equipment, are highly specialized tasks. Standard Salesforce features and existing package products alone were insufficient. Other companies indicated that "achieving this with Salesforce alone is difficult" or "it would incur enormous additional costs," making the system replacement a formidable challenge.

Key to Selection: Deep Understanding of Current Specifications and "Design Capability" to Implement on Salesforce

In this context, Pacifico Yokohama chose Frogwell as their partner.

The primary deciding factor was their "overwhelming design capability in correctly understanding the complex specifications of the current system and optimally implementing them on the Salesforce platform." Even for challenging requirements that other companies found difficult, they meticulously designed the boundaries between standard functions and custom development (scratch development). They presented a concrete roadmap to achieve the system, which was said to require enormous costs on other platforms, at a very reasonable cost by basing it on Salesforce.

Support Provided (Core System Replacement with Salesforce)

We built a unified operational platform for both front and back offices, covering everything from customer management and event management to estimates, subsequent invoicing and payment, and accounting integration (journal entry output).

-- Key Features Developed --

Customer and Event Management: Integrated management of customer information and event progress.

Invoice, Payment Management, and Journal Entry Output: Reliable accounts receivable management and smooth data integration with the accounting system.

Estimate and Facility Reservation Management: *Detailed below*

"Two Powerful Custom Developments" in This Project

This project involved two particularly important custom development (customization) points that dramatically improved the convenience of Pacifico Yokohama's on-site operations.

1. "Custom Facility Reservation Calendar" Thoroughly Pursuing On-site Usability

To meet the operational requirements unique to a large-scale facility, a custom calendar screen was developed.

Facility-Specific Screens Linked to Events: A dedicated calendar was created to show facility availability at a glance. When registering a reservation, it is directly linked to the relevant event, allowing for immediate understanding of which event the reservation is for.

Free Text Memo Function: Enabled flexible text memos to be directly added to the calendar, allowing for speedy information sharing among staff without being constrained by system limitations.

Separator Line Display for Enhanced Visibility: A visual "separator line" is displayed for each reservation to clearly distinguish it from other reservations. This prevents double bookings and confirmation errors due to misidentification.

2. Special Estimate Screen with Variable "Days (Vertical) x Details (Horizontal)"

Standard Salesforce estimate functions have a simple structure where product names and amounts are listed vertically. However, facility usage involves a two-dimensional concept of "product (detail line) x number of usage days (N days)," which could not be accommodated by the standard screen.

Variable Matrix-Type Estimate (Vertical and Horizontal): A specialized estimate input and management screen was custom-developed, which flexibly varies both vertically and horizontally depending on the number of reservation days (N days), not just the detail lines. This allows for intuitive and accurate creation of estimates for complex events.

Introduction Effects and Future Outlook: Achieving the Desired System Reasonably After Almost Giving Up

Advanced facility reservation and estimate management, which were deemed difficult or prohibitively expensive on platforms other than Salesforce, have been successfully integrated within Salesforce. The entire process, from front-office sales activities to back-office payment and journal entry processing, is now seamlessly connected within a single system.

Most importantly, despite involving such advanced custom development, the fact that it was achieved at a very reasonable cost for Pacifico Yokohama represents significant value in terms of return on system investment.

Pacifico Yokohama will continue to leverage this robust digital foundation to further enhance customer experience and promote efficient facility operations.

[Company Profile]

Company Name: Frogwell Inc.

Representative: Naoya Ohtani

Established: May 2010

Location: Akasaka Intercity 10F, 1-11-44 Akasaka, Minato-ku, Tokyo 107-0052

◆ Business Activities

- System development for manufacturers and sales companies

- Salesforce solution development and implementation support

- Data analysis and consulting

- Medical-related data collection and processing

◆ Affiliations

- MD-Net Supporting Member

- Japan Cloud Consortium