1. PROCEDURE
Name: Sample of AmyLyn’s Work
Date Implemented: March 31, 2015
Date Revised: TBD
Location: Sample of AmyLyn’s Work
Owner: Services Coordinator
Audience: All staff involved in the sale and delivery of PS solutions
Scope: The SC role in broadcasting projects
Definitions: AE – Account Executive, SM – Sales Manager, SA – Solutions Architect, PM – Project
Manager, SE – Systems Engineer, COR – Remote Operations Center, SC- Services Coordinator,
CEM-Client Experience Manager
Documentation required: Broadcast Flowchart and Checklist.
Summary: This procedure defines broadcasting process
Purpose: The Professional Services consistent methodology for broadcasting and delivery for Lewan
solutions for its services-based projects.

2. FLOWCHART
Receive Jot
Qualify Jot Entry
Request
Resources
Prepare Broadcast
Broadcast
2
3
4
5
1
Services Coordinator Broadcast
Flowchart
Start
Send File
6 7
Finish
Account Executive
Solutions Architect (SA)
Legend
Practice Manager
Project Manager (PM)
SE(s)
BPO Manager
Service Coordinator (SC)
CEM

3. FLOWCHART EXPANSION
1. Open received Jot
2. Qualify Jot Entry
a. Open Zoho: Change “Stage” to “Closed Won”
b. Gather Information: Email or call SA/AE/CEM for timing and
background. May need to contact client for timing. If a C&P is
attached contact Internal Sales (Shelby or Cindy) for costs.
c. Clarify Project: Is it a SOW/SOT, Managed Services, Change Order,
or a SmartStart.
d. Read Submission: Make sure if it is a SOT or SOW that they are
signed by client. If not signed contact A/E. Look at PM/PC dollars
for accuracy. If dollars are incorrect contact BPO to verify.
3. Request Resources
a. Practice Managers: Forward Jot and background/timing information
to request them assign SE.
b. BPO Manager: Forward Jot and background/timing information to
request them assign SE.
c. If SOT assign Project Coordinator
4. Prepare Broadcast
a. Fixed: Use SOW Contingency Calculator
b. T&M: Breakout dollar amount per hour
c. Template: Open the appropriate template SOW/SOT/New
Agreement/Change order
d. Who’s Included: Project Manager/Coordinator, Engineer, Account
Executive, Account Manager

4. CHECKLIST
Broadcasting
Checklist
Task
Complete
Open
Zoho
and
Change
status
to
"Closed
Won"
Review
JOT
submission
and
Review
SOT
or
SOW
or
C&P
forms
or
SMARTSTART
If
a
C&P
reach
out
to
Shelby
to
get
costing
info
&
contract
terms
as
available
Review
JOT
for
any
Hardware
orders
(BOM-­‐Bill
of
Materials)
Contact
Customer
and
Account
Executive
(AE)
to
verify
project
timing
and
hardware
requirements
Make
sure
you
have
SE
assignment
or
request
it
Make
sure
you
have
PM
assignment
or
request
it
Open
SOT
or
SOW
template
Open
SOT
or
SOW
and
save
Review
Project
dollar
breakdown
of
SOT
or
SOW
Add
SE/HRS./Rate/Dollars
into
broadcast
email
Add
PM/HRS./Rate/Dollars
into
broadcast
email
Copy
and
Paste
JOT
form
into
broadcast
email
To:
PM,
SE,
Sales,
CEM,
Management,
or
whomever
is
necessary
CC:
Sow
submission
Attach
SOT
or
SOW
to
Email
Open
PM
Project
Breakdown
in
Share
File
Update
PM
Project
Breakdown
with
new
Project