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SOP for Project Initiation & Project Creation

Purpose: This Standard Operating Procedure (SOP) outlines the process for initiating and creating implementation projects. This ensures clear communication, efficient resource allocation, and accurate tracking of project execution.

Problem Addressed: Previously, few implementation project tasks and time logging were done within Support projects. This resulted in:

  • Difficulty identifying hours invested by the technical team or implementation or any other team in implementation projects.
  • Inability for the management Team to have a clear view of ongoing implementation efforts.
  • lack of visibility about status of each projects
  • Unable to provided visibility to client about their dependencies or proof on delay due to their delay in response
  • Lack of visibility of what was discussed when during implementation, leading to challenges during project sign off and billings.
  • Lack of readiness to get implementation done even through 3rd party in order to scale business and carry multiple implementation parallelly.

Benefits of Streamlined Process:

  • Improved transparency and accountability for project execution.
  • Enhanced ability for CPO to track resource allocation for implementation projects.
  • Increased efficiency in project management.
  • clear visibility on actual efforts vs budgeted effort for implementation or change request or any other client specific development, allowing us access to charge additional to client where required.
  1. Project Initiation (T+1 is SLA)

Project initiation will be the initial phase of a project where the sales team is suppose to onboard CPO team and implementation team about any new project for which they have required PO / Email confirmation or Agreement.

Sales team member or any other team who gets PO in organization of any of our products for implementation / development will submit Project Initiation Form for intimating consent parties about new PO win. Once submitted a ticket with ticket id will be created for the same in Jira for Implementation Team to review.

  • The form will contain request types such as:

Capture.PNG

a) Resource Requirement for Pre-Sales -- this ticket type is to be only use when sales team need any technical or SME resource to understand any leads technical requirement inorder to close the lead and convert it as WIN PO. 

it is important to note any requested resource, will be assigned then only they are supposed to be connected. Direct connection is to be avoided. 

Resource requirement of pre-sales activity has to be pre-planned and not dynamic, internal team will check availability and revert back with time slots when resource is available. Sales team will have to arrange call with client accordingly (for requested resources client to be made available as per our team time slot).

Once ticket is requested to CPO, it will talk with consent team and revert about various slots, within SLA.

b) Client specific Development -- Any development which is not part of standard product but need enhancement for completing the delivery with client. Please specify what the feature / function which is not present and needs development. This is basically any development before implementation sign off is received.

c) Change Request -- Any development which is not part of product and client is not ready to wait to get it done as per our roadmap, will be under this request type. please mention what what feature. Implementation / development team need to request for new project creation as we need to track time vs what we charged even though its paid and can be made part of product functionality. This is after implementation sign off.

d) Implementation -- Any new implementation without change in product functionality / feature for any product as per company portfolio.

e) Client Onboarding -- This is only for Einvoice which does not required SAP or any ERP implementation, where client needs to be only onboarded in TaxGenie portal for Einvoice generation.

The form should clearly outline:

  • Client name -- mention customer complete name
  • Description -- mention what is been sold
  • Customer ERP -- mention which accounting system is client using E.g. ORacle, SAP, etc.
  • PO date, product for which the PO is received, PO amount,
  • Tentative dates for meeting of Implementation team with Client,
  • Confirmation mail --- ?????

Sales Team Responsibility:

CPO Responsibility:

  • Acknowledge receipt of the Project Initiation Form within 1 business day of submission.

SLA flow and time

< Add Sla>

2. Project Planning and Resource Allocation (T+4)

Once thorough review is conducted by Implementation Team for the ticket raised by sales team in Project Creation form / ticket, they will create a ticket to CPO team for project creation. If requested implementation team can directly connect sales team or can take help of CPO team to get in call with sales team for more clarification. while requesting for project creation, implementation team has to refer in project creation ticket, the project initiation ticket raised by sales as ref.

Once all requested clarity from client, sales team is done, implementation team to provide project creation details:

This ticket/form will include details such as:

  • Project Title -- name of project
  • Primary focus of the project -- deliverable
  • SPOC -- primary spoc
  • Project Deliverables & Project Plan -- details project plan with t ask, sub task, dependencies, responsible person for each task, etc
  • Project Timeline -- start and end date against each task
  • Resources -- list all types of resources, skills, requirement tentative % (full time, part time, request based)

Kickoff Meeting:

  • CPO will lead a kickoff meeting with the implementation team to discuss the project details based on the form submitted.
  • This meeting should occur within 2 business days of receiving the Project Initiation Form.

Project Plan:

  • The implementation team will collaborate to develop a detailed project plan within 3 business days of the kickoff meeting. This plan should outline:
    • Project scope and deliverables
    • Key milestones and deadlines
    • Required resources and tasks
    • Communication protocols

Project Creation:

  • Within 1 business day of the kickoff meeting, CPO will create a dedicated JIRA project for the new initiative. Task once created during planning phase not all resources will be allowed to create new task without approval.

Implementation Responsibility:

  • Collaboration and Development of Project Plan within 3 business days of kickoff meeting.

CPO Responsibility:

Conduct Kickoff meeting and project creation based on inputs received.

SLA with workflow

3. Project Execution and Monitoring (Ongoing)

Resource Allocation:

  • Upon receiving the project plan, CPO will finalize resource allocation within 2 business days. This includes assigning team members and ensuring all necessary personnel are available to support the project.
  • If any challenge implementation team / consent team will immediately report / update to sales and client.

Project Execution:

  • The implementation team will commence project execution following the approved project plan.
  • Team members will be responsible for completing their assigned tasks and adhering to the established timeline.
  • Once initial tasks have been created, new tasks can only be added on approval basis.

Regular Monitoring:

  • CPO and the project manager will conduct weekly project reviews to assess progress, identify any potential roadblocks, and ensure the project stays on track based on Jira Data
  • CRM Manager (Manisha) will conduct weekly review of finances. Track project expenditures against the approved budget to ensure financial compliance.

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