Readysell Project Engagement Meeting

Overview

Early in the project, we need to have a meeting over the phone or on site in order to:

Define business requirements
Discuss project structure
Discuss training options. Noting that the only way to avoid unexpected training charges is to plan your training hours with a training budget at the start of the project

The project engagement meeting can requires between one and three working days. Preferably at your site.

The notes below identify some of the material that might be covered when holding a project engagement meeting at your site. Those notes can be adapted to suit a phone discussion should we agree the project engagement meeting can be handled by a phone call/s.

Readysell will help you estimate your training costs by deciding how many days Readysell will spend at your site, then developing a training budget. This is the most important single thing you will do to help you avoid unexpected charges.

Please view the Readysell Project Engagement Meeting Video below before your project engagement meeting (see How To Play Videos ):

Training Strategy

Deciding on how many hours Readysell will spend on site is the most important thing you do at the start of the project. Don't forget that:

All prices are quoted ex GST
Flights, accommodation and meals are also charged for time on site
It is your responsibility to stick to the training budget. If you ask Readysell for more days of on site or remote training may incur additional charges, Readysell will not check the budget. We will do our best to provide the training you request
Readysell's day rate is contained in the "Readysell Service Fee Policy - Office Brands" that you would have been sent as part of our "Welcome Pack" email. Make sure you read this document and know the ex GST Readysell day rate for staff visiting your site.
Make sure you multiply expected days on site by Readysell's ex GST day rate to get a estimate of on site training charges!

Readysell will help you design a training program using a combination of the following available training strategies. The strategy chosen will effect your training charges. The only way to minimize the change of unexpected training charges is to plan and budget your training hours at the start of the project:

Self training using text and videos in the training guide, not charged
On site training by Readysell training team members, charged at our day rate during training, during the conversion weekend and after conversion
Remote screen to screen training, charged at our remote training rate, you may have a number of included free hours
You can have Readysell staff on site to give you a premium experience. But Readysell staff on site are charged at our day rate ex GST plus travel and accommodation
You need to balance Readysell staff on site with self training. You can save yourself some charges by conducting some of the training yourself.

You may get some included training and implementation assistance hours. Those hours can be used on training or on implementation assistance. Such as our support team assisting you by explaining the various checklists with you and helping you review data. John Nairn's time reviewing checklists and data does not count towards the included training and implementation assistance hours, but training, checklists and data review by any of our other team members will count as training and implementation assistance hours.

Aims

The aim of the project is to implement Readysell 8 with a minimum of stress on your customers, your staff and your business.

The aims of the project engagement meeting are to:

Define what success looks like by recording all "business as usual" requirements
Demonstrate that Readysell 8 can satisfy all of the "business as usual" requirements via training, demonstration or other means
Agree on a project plan that will meet all of the "business as usual" requirements. While causing a minimum of disruption to the business and to your customers
Kick start the training effort and move as much training as possible to early in the project by running "boot camp" training sessions

Deliverables

By the end of the project engagement meeting we will agree on:

A completed project engagement page on the shared priorities spreadsheet. Defining which Readysell features will be used on the first few days after go live, normally sales, (service if applicable), purchasing and customer payments. We need to focus just on the basics for the first few days.
A list of which Readysell features will be implemented after go live date, such as mobile unit, most of financials etc.
Business as usual requirements, what has to work for the project to be a success

You should have:

Seen all the Readysell features you are going to use on go live date and have a general feel for how they will work in your business
A good understanding of how the project will progress
Understand how training is going to proceed
Understand training and implementation assistance can vary hugely depending on the approach taken to the project. There is a need to consider your training budget
Understand that additional training will be required after conversion
Understand how different training and implementation approaches might effect your budget for the project
Understand how potential training costs will be tracked

Attendees

A senior support officer from Readysell
A project leader for your business
Some involvement by power users/department heads
Brief discussion with operations staff

Duration

One day for sites that don't use the service module and are less than five users
Two days for all other sites

Process

Describe the project structure (one hour)
Document and sign off the "business as usual" requirements by completing the project engagement form on the shared priorities excel document (three hours)
Training "boot camp" in which we demonstrate examples of how Readysell will deliver all of the agreed business as usual requirements

Descriptive Note

Before my site visit we would:
- Install a demo Readysell 8 program on a computer/virtual machine
- Setup a demo scanner and mobile app
- Convert much of your data into the demo program as is required to review the requirements
- Send you a link to a project the shared project control document, the business as usual checklist, customer data review checklists. Those materials to be discussed during the meeting
During the visit I would like to:
- - Sit down with all key stake holders, better understand their requirements and help them understand what Readysell 8 could do for them and their teams
  - The project leader needs to attend all sessions. Key stake holders would only be required for an hour or two. Some of the key stake holders might include the book keeper, the service manager, the warehouse key person, the purchasing officer
  - Take the time to talk individually with some of the leading operations staff members in addition to the key stake holders. To capture their insights and help bring them on board with how the project might help them. We can often score a lot of small wins by considering the wider team when planning the project
  - Some of the deliverables from my site visit could include:
    - A definition of what success looks like. Supported by a quantified lists of the hours saved, business process improvements, GP improvements etc. that might be expected from a Readysell 8 conversion.
    - Enough training to allow the project leader and key stake holders to be comfortable with navigating Readysell and exploring its capabilities
    - A pro-forma project timeline showing the resources and time spans required to implement each stage of the project
    - A list of gaps where it was not appropriate to demonstrate how Readysell would meet a "business as usual" requirement do to something not yet being ready
    - All key staff comfortable with the scope of changes they can expect and what the project will mean to them and their teams.

Readysell Cost Benefit & Break Even Analysis

Visit this page for more details

Charges

Readysell will be contacting you before the project engagement meeting to discuss any costs and charges that might be involved.

Readysell Policies and Practices