Enterprise Design Requests - Manager Approval Required - Sales Rep & Ops Roles

Goal: Define the internal and external steps for managing Enterprise System Design Requests, including approval processes, communications with the customer, and coordination with the Design Engineer and Operations

Key Points: 

📌 Guidelines📌

‼️ Pre - Consultation & Deal Set Up ‼️

📳 Customer Consultation 📳

⚠️ Operations Review ⚠️

💸 Post - Payment Actions 💸

✅ Design File Completion ✅

▶️ Design Service Finalization ◀️

📌 Guidelines 📌

‼️ Pre-Consultation & Deal Set Up ‼️

• AFTER receiving manager approval you will move forward to creating the deal
  • If the it should actually be a Tier 1 or 2 design - you can continue with that process instead
• Create the Deal in HubSpot (No extra steps need to be taken while creating the deal)
  • Project/PO Name (Remove New Deal)
  • Accurate Close Date

• Once the Deal is Created - Go to the Service Projects Tab in the Middle Column
  • In the System Design Information Section
    • Select "Design Support Needed?" = Yes
    • Select "Enterprise Design" = Yes
  • Add any files/attachments to the deal (blueprints/floor plans/etc.)
    
    • Do not send directly to design engineer

• The invitation to schedule the consultation will send to your customer
• • You will receive a notification of delivery
  • You will also receive notification when they schedule their consultation meeting

📳 Customer Consultation 📳

• Design Engineer will conduct the consultation for the design
• After the Consultation the Design Engineer will Update a few Properties
  • Consultation Completed! = Yes
  • Estimated Completion Date
    • There will be two more properties for managerial tracking
  • Once the listed properties above have a known value - NSE's and their admin will receive an email notifying them, including the estimated completion date
• Deal will be updated to Design Payment Pending for Ops

⚠️ Operations Review ⚠️

• The steps above will also trigger a workflow where a task will be created for the Ops to work with Sales Leadership to determine the final cost
  • Ops will create a quote in NetSuite
    • Send it to the Customer and CC the Sales Rep
    • Create SO in NetSuite
    • Await Payment

💸 Post - Payment Actions 💸

• Once payment is received, Ops will update on the Service Projects Tab:
  • Payment Received
  • Decided Custom Price - for Sales Rep view
• Ops will additionally, attach the PDF of the NetSuite quote to the Deal Attachments
• Deal Stage will update to Design Payment Received
• These completed steps will trigger a task to the Design Engineer to begin the Design Files as payment has been received

✅ Design File Completion ✅

• Design Engineer Updates Several Properties
  
  • Design Completed
  • Design Files #1 (2 & 3 if applicable)
• Design file links will send to the customer

▶️ Design Service Finalization ◀️

• All of the properties above having a known value will trigger a workflow to:
  • Create a Task for Admins/Ops
  • Notify them to Approve and Bill the SO in NetSuite
• Once they have completed NetSuite steps they will come back to the Dea, update it back to quote provided, and check the task off