Purpose: Process for organizing documentation associated with service proposals and orders using Box.
Organization of files in box will help to get the information flowing better from opportunity, proposal, PO and all the way through project execution and closeout. By following this structure, any user will be able to review the files allowing them to process the project and order accurately.
· Client Files Structures
The first step in the process is creating a single place for all client files. Use the folder set up in Box called “Client Folders”. This will now be the universal location for files and folders are stored for clients. The directory is setup alphabetically for faster access. Each client location should be set up with its own folder including a separate folder for a corporate (i.e. engineering) group as needed. Inside the client folder a breakdown structure should be set up as follows:
Site Information: This folder is for information for items that cross over projects. This will be items like license files, application backups, site engineering requirements, etc.
Opportunities: Under Opportunities, a new folder will be created for each opportunity quoted that has a services item listed. This will be where items related to the proposal will be stored. Things like current application backups, bid documents and other supporting documents can be stored in the folders.
Projects: Under Projects, a new folder will be created for each project executed. Design Documents, Project Management, Software Design & Development, and Test Documentation folders exist to help capture the proper locations for files.
· Opportunity Creation Process
When an opportunity is created that needs a services estimate, the person preparing the estimate should ensure the customer directory structure is in place. This is most easily done by copying the “zzz Generic Structure” and pasting it into the appropriate location and renaming it. Then, the first opportunity directory can be renamed and used. Once the folder is created in the proper location, the NetSuite Opportunity Box Content should have a bookmark added linking to the folder. For instructions, see (Link to be added) The estimate workbook should then be used to create the items for the proposal and stored in the opportunity directory.
· Project Creation Process
When a project is created, the person creating the project should ensure the customer directory structure is in place. The estimate workbook will be used to setup the project in NetSuite. Like an opportunity, copy the structure if needed and update the first project directory name. Once the folder is created in the proper location, the NetSuite Project Box Content should have a bookmark added linking to the folder. For instructions, see (link to be added) Information from the original opportunity should then be copied to the appropriate place in the project directory. This step is critical to ensure the information flow is achieved. When a project is assigned for execution, the project number can be shared and the person executing the work can go directly to the project files and have the information needed from the proposal to start the execution. As the project is being executed, files should be stored in the project directory to be used in the future or if the project is transitioned to other team members.