Internal Foundation Engagement Process

1. Sales Process

Stage Ops 1: Discovery

RL/ED – Holds discovery session with client/grantee

RL – Enters Opportunity into Dynamics as Ops 1 – Discovery. Include “BYYF” in opportunity name.

SUPPORT (RL):  Sales SharePoint Tools 

 

Stage Ops 2: Design & Align Budget

RL – Reviews solutions for alignment with grantee and moves opportunity to Ops 2 – Design & Align Budget 

RL – Confirms pricing and contracting process for MOU

LEGAL – Completes any necessary paperwork for MOU/MSA, PO, Vendor Forms, AP, etc. (if applicable)

LEGAL/PARTNER/FAC – Ensure current IC Agreement between Foundation and Partner is complete and ED provides approval. LEGAL handles agreement and saves in SharePoint

 

Stage Ops 3: Scheduling

NOTE: Grantee should be ready to select/confirm a date within 7 days

RL – Handoffs grantee and opportunity to LC via email template and moves opportunity to Ops 3 – Scheduling in Dynamics

LC – Provides dates to grantee and follow up 

LC – Creates Delivery in Dynamics (and checks Foundation inside the Delivery)

LC – Assigns FAC to Engagement via Outlook Invite (and specifies that this is a Foundation session in the notes)

FAC – Accepts Outlook invite. If issues, email LC.             (DO NOT DECLINE or tentatively accept and do not email engagements@interaworks.com as that inbox is not regularly monitored). 

SUPPORT (RL):  Scheduling Hand-off Email Template 

SUPPORT (LC):  Date Request Email Template 

SUPPORT (LC):  Engagement Logistics Outlook Invite Template 

SUPPORT (FAC): Facilitator Calendar Process (for unavailable dates)

2. Pre-Class Process

Stage Ops 4: Contract Sent 

NOTE:  Grantee should be ready to sign/return a MOU and Application within 7 days 

LC – Marks opportunity Ops 4 – Contract Sent in Dynamics and creates MOU and sends to LEGAL

LEGAL – Sends MOU via DocuSign, copying RL, LC, and Legal Lead 

LC – Once signed MOU is received – creates contract & deliveries in Dynamics, marks opportunity Closed Won and uploads agreement under account

LC – Sends email to grantee to confirm receipt of contract and inform client of next steps, requests logistics

NOTES: MOU Naming Convention: Contract – Contract # – Session Sponsor – Program – Type – (MOU/SOW/PO/Amendment/Unsigned and number if applicable) – Signature Date (Example: Contract – Marr1234 – John Smith – Empathy_at_Work – Virtual – SOW – 2022.03.15) 

SUPPORT (LC):  Best Year Yet Foundation Templates

SUPPORT (ALL):  Grant Application 

SUPPORT (ALL):  HubSpot Marketing Information

SUPPORT (LC): Confirmation MOU/Next Steps Template 

SUPPORT (LC): Logistics Templates

 

 

Pre-Class Call(s)

RL/LC – Partners to schedule pre & post calls/email check-in with FAC and client coordinator and/or sponsor (if applicable)

RL/FAC – During Call, FAC asks any necessary logistics and classroom questions, and establish outcomes

TIMING:  Ideally 2 weeks before the course date

SUPPORT (FAC): Pre-Class Call Questions

SUPPORT (LC): Pre-Class Email Template 

SUPPORT (FAC): Detailed Pre-Post-Class Notes/Steps 

SUPPORT (FAC): Zoom Facilitation Protocols 

 

Pre-Class Instruction Information

LC – sends pre-class information to the client coordinator for distribution once logistics are received and copies FAC/RL (also makes evaluation course code at this time)

TIMING:  Ideally 2 weeks before the course date 

SUPPORT (LC): Pre-Class Instruction Templates 

 

Roster

LC – Provides client with roster form, uploads to engagement invite when received from client 

TIMING:  1 week before course date

SUPPORT (ALL): Blank Roster Template

 

Evaluation Codes

LC – Creates and adds evaluation code to engagement invite

TIMING:  Ideally 1 week prior to course date

 

LXP Registration

FAC – Be prepared to take attendance and walk participants through registration for the Learning eXperience Platform (LXP) at the beginning of your session.

3. Post-Class Process

Evaluation & Attendance

FAC – Sends email to RL and Eval Distribution List with evaluations results, attendance record in Excel format, and class summary

NOTES: Eval Naming Convention: Eval-Client-Program-Date-FAC Initials

NOTES: Roster Naming Convention: Roster-Client-Program-Date-FAC Initials

TIMING:  Send within 24 hours after course date

SUPPORT (FAC):  Post Class Review Questions 

SUPPORT (RL):  Class Summary Email Template

SUPPORT (ALL):  Blank Roster Excel Document

SUPPORT (FAC):  Detailed Pre-Post-Class Notes/Steps 

 

Expensify

FAC – Uploads receipts in Expensify (if applicable)

TIMING:  Send within 48 hours after course date

 

Delivery Closed

LC – Closes delivery in Dynamics with participant count and eval score

NOTES: If email addresses not provided, LC needs to reach out to Client to request email addresses for learners.

NOTES:  The fees for additional participants are added to the delivery and/or opportunity at this time. (if applicable)

NOTES:  If evaluation is internal, LC will request evaluation results, share with Eval Users List, RL, and FAC and upload into Dynamics under Account

 

Client Follow-up & Next Steps

RL – Sends email to grantee with Evaluation Results, attendance record, class summary, and next steps

TIMING:  Send within 3 days after course date

SUPPORT (RL):  Client Evaluation & Next Steps Email Template

 

Alumni Support

PL – Uploads attendees to post class email system

TIMING:  1 week after course date

 

Finance 

FIN – Flags unusual expenses, follows up with client on outstanding payment needs (PO, Credit Card, etc.)

FIN – Sends invoice to grantee (if applicable) from the Foundation. LEGAL will invoice for the session from the Foundation. Keep AR/AP copied on all invoicing questions and emails. 

Legend

 

BYYF – Best Year Yet Foundation

RL – Relationship Lead (Salesperson)

ED – Best Year Yet Foundation Executive Director

FAC – Facilitator

LC – Learning Coordinator (Logistics)

LEGAL – Legal Lead 

AP/AR – Finance/Accounting

MARKETING – Marketing Lead

PARTNERS – Best Year Yet Foundation Partner