Standardize and provide process to successfully design, quote and provide supportable data for a project

---

All areas of the organization are affected by this process, including revenue generating activities found in other processes

---

Design Desk

---

1. Halo and Planner will be kept up to date with agreed upon project requests to be worked on
2. All notes, data collection and information gathering pertinent to project design will be stored in respective Teams channel chat, files and OneNote tab

---

Revenue meeting:

1. Previous sprint recap

• Review of completed PR / Quotes

• Review of pending-completion PR /Quotes

2. Define next sprint

• Confirm with vCIO’s of what PR’s to be add to current sprint based off Priority level

3. PR/Quote status follow-up

• Follow up with vCIO’s on the status of open quotes

• Follow up with vCIO’s on the status of PR’s that are in the following statuses: Draft, On-Hold, Requote requested

PR review:

1. Review PR and define next steps

• Review data submitted to PR and define if enough information has been provided to be able to start scoping.

• If not enough information has been provided, define the list of information needed to be able to start scoping.

2. Validate PR data

• Confirm data provided in PR meets the requirements needed to execute this requested project.

• If not enough information has been provided, define the list of information needed to be able to start scoping.

3. Validate client existing documentation

• Confirm client has up to date documentation needed to support this project

4. Collect additional data/requirements

• Provide list of information needed to vITM / vCIO in its designated Teams Space and request to be answered

• If required, request a call with vITM / vCIO to discuss additional information required

5. Accept to be added to sprint

Design:

1. Start scope build out via template (if applicable)

• Create copy of Project template

• Update project phases and tasks as applicable

• Create net new phases and tasks to support goal of project

• Add notes to phases and tasks to provide context towards the expected outcome

• Change PR status to Design Scoping

2. Define scope dependencies (ex. Discovery of: Server requirements, implementation requirements, etc.)

• Validate / audit existing configurations to help define project execution method and BOM

• Define requirements needed to execute this project (ex. New/Update configurations, network, server, infrastructure, etc.)

3. Define / update labor and resourcing

• Update how much labor effort will be required to execute all project phases and tasks, including standard project tasks (PM, Contingency, etc.)

• (If applicable) Update which engineer role resource would be executing which task

4. Define BOM

• Identify required Hardware/Cloud Resources/Licensing/Software needed to execute this project. This is based off:

• Goal’s requested in PR

• Data provided in PR

• Validated information during discovery

• Requirements identified during discovery

• Vendor provided requirements

• Work with vendor / distribution on BOM requirements

5. Design collaboration (ex. Vitm, vcio, sme, vendor, etc.)

• Work with both internal and external resources, where applicable, to create proper design

• Discuss options and methods of executions to which will result in an agreed upon expected outcome

6. Design review with vitm, vcio, sme, etc. (if applicable)

• Go over created design to confirm requested and discussed outcomes will be accomplished

7. Create / Finalize supporting data (Reporting, lists, WI, etc.)

• Complete any supporting data needed to execute project.

• Examples include where applicable: Server list with resources, supporting pictures of gear / network rooms / etc., proposed network diagram, supportable configuration documents, supporting information for network deployments, etc.

• Upload data to client’s project request space

8. Finalize scope

• Adjust scope if needed based off any new information provided, outcomes of design collaboration, and/or review.

Scope review:

1. Collaboration review (ex. QA, vitm, PM, etc.)

• Change PR status to Design Review

• Submit scope to client space to be QA’d

• Upon scope design approval, send to PM to update resourcing

• Change PR status to Design Approved

• PM will then give the green light for quoting

• Change PR status to Quoting

2. Update scope (if applicable)

• Should there be any updates discovered during QA, update scope/BOM.

3. Update supporting data (if applicable)

• Should there be any updates discovered during QA, update necessary documentation.

Quoting (steps):

1. Create quote
2. Add project file phases/tasks to quote
3. Add project goal/notes/assumptions to quote
4. Calculate labor and apply to quote
5. Add BOM to quote
6. Update margins
7. Create opportunity
8. Finalize and post quote

Close PR (steps):

1. Add quote link to PR
2. Change status to Ready for Client

---

1. Validating proper documentation, information and requirements are provided during this process by defined parties
2. PR’s are up to date with required fields: template, goals, priority status, requested dates
3. Teams channel is up to date with all pertinent information and documentation to support potential future project
4. Clear and accurate Quote and design scope is provided in teams channel

---

• N/A

---

1. Link to process map.

Note: Please add KB relationships to core process, process. SOPs or other WIs on the right.