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| 01.PR002 Quarterly Management Meetings |
3.1 Previous Months Activity
Review the BD and Marketing activity that took place in the previous month and discuss how effective it was. |
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3.2 Sales and Marketing Plan Progress
Review progress of sales and marketing activity against the Sales and Marketing Plan |
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3.3 Sales Performance and Forecast
Review sales performance and forecasts against budget. |
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3.4 Future Contracts
Review the latest contract tracker and identify any opportunities |
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| 04.PR002 Lead New |
1.2 Identify Opportunity
An opportunity can be identified by any staff member and entered as a new lead in the Sales area of ERP. If the opportunity requires an urgent response, the BD Manager should be informed at this stage.
If the Opportunity is created because of equipment delivered to Metron for repair with no opportunity, a PR or PO received or there is relevant project information, this should be provided to operations coordinator and stored in the tender folder for data received from the client as soon as the folders have been created (Step 1.4).
If this is a variation to a current opportunity you must enter this into the internal notes.
Subject: Asset, Tag & Job Description e.g. ONC P-4003 Supply of Pressure Transmitter
Customer: If not in the system refer to the below ERP User Guide - Creating New Customer and Contact.
Contract: Tick to confirm if this is a contract, or part of a current contract
Parent: If this opportunity is the direct result, or a variation, of a previous opportunity, or a mobilisation period of a current contract, link to the original opportunity in this field.
Internal Notes: All information they have available, including any variations, must be entered here. It is not acceptable to leave this field blank.
Any client correspondence should be given to the sales coordinators so they can update the opportunity folders, once created in step 1.4.
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1.3 Update ERP
Update remaining fields in ERP Onshore & offshore flags - tick according to type of work
Complete Summary tab, if possible
Internal Notes: log any additional details of opportunity if necessary/appropriate - copy and paste and log as a note once completed.
Create Task: Prepare a task for the Internal Sales Manager to complete commercial assessment.
Operations Coordinator: Assign based on operational requirements
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1.4 Create Opportunity Folders
Allocate opportunity a number - see below Notes. Determine requirement for a variation from BD/Ops.
Create an opportunity folder in the Business Development drive with a CTR and proposal template. Create a folder called "Client Correspondence" and save a copy of all client correspondence pertaining to the job.
Create an opportunity folder in the Sales Management site on Share
Project is created in ERP, Ops Drive and Share.
Update links tab to show corresponding project.
Project number assignment:
1) All new and unrelated projects receive a new sequential number with a variation of 00 e.g. Q30064-00 is opportunity 30064, variation 0.
2) If a job is a continuation of an existing piece of work, including all contract mobilisations, it will receive a variation number. Examples of this may include a card that has been sent for inspection, that we are then requested separately to repair. In this case opportunity 30064 would receive variation 1 and would be numbered 30064-01
If the Opportunity is created as a result of equipment delivered to Metron for repair with no opportunity, a PR or PO received, relevant information should be stored in the tender folder for data received from the client as soon as the folders have been created (Notify originator that this can be done).
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1.5 Check for current Client Policies
Ensure we have up to date (current year/contract) policies for Health & Safety, Environmental and Ethics. Log note on ERP to confirm policies have been checked and are up to date.
Copies to be stored on SALES MANAGEMENT > TENDERS AND PROPOSALS > Client folder > Folder named "00-POLICIES". Files should be stored as "YYYY Policy Name"
Policies may be obtained from corporate websites or requested directly from the client. |
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1.6 Opportunity Commercial Assessment
The opportunity commercial assessment will determine who is responsible for the opportunity.
Complete opportunity commercial assessment and gain decision approval from the Business Development Director. Approval may be given verbally and/or written.
Update priority field on ERP with outcome and parent field, if required.
Update Salesperson with the person responsible for ensuring the opportunity completes the sales process.
Log a note confirming the above has been completed.
Add Salesperson as a follower on the opportunity.
If requested by the Business Development Director, save a commercial risk assessment in the opportunity folder on the sales management site on share. The Business Development Director has the authority to change the outcome of the assessment to whichever level they deem appropriate. |
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1.7 Allocate Qualification Engineer
Allocate the Qualification Engineer on ERP and move the opportunity to the Qualification area.
Create a task for the Qualification Engineer, with today's date as the deadline, entitled "Qualify Opportunity". |
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| 04.PR005 Qualification |
1.1 Qualify Lead
The input to this process is 00.PR001 Core Process
Ascertain the below information. If further technical information is required, create a task for Sales - Non Sales Resource in ERP and notify the Operations Manager this has been done.
Tasks will then be allocated to the relevant engineer by the Operations Manager. Upon completion of tasks the engineer must log a note on the Opportunity and save any information collated in the relevant project folder on the operations drive.
Update the Internal Notes tab on ERP with the following information, including headings:
A. Problem: Identify the issue e.g. Protection system does not operate correctly.
B. Functional Requirements: List what the product or service must achieve
C. Specific Requirements:
Sales Photos
Case Study
Invoice Review
Witness FAT
Branding Requirements
Packaging Requirements
List any requirements over and above those to meet the functional requirements e.g. witness FAT, specific client standards (Shell DEPs etc), specific component manufacturer required, specific colour etc.
D. Additional Comments: List any further relevant information not already identified about the product/service
E. External Deliverables: List of clearly defined item/objectives and date. It can reference specific elements of the functional or specific requirements or may just be the date for completion of the entire scope e.g. delivery to client of completed product
F. Internal Deliverables: List any internal deliverables that may be required e.g. video of operating unit for marketing purposes etc
G. Stakeholders & Interface Controls:
List all stakeholders in the project. This should include:
Name
Job title
Project role e.g. contract sponsor, buyer etc
Interface requirements e.g. discuss all logistics and PO related enquiries only, no contact without KAM approval
Note: Stakeholder should consider any interested party in the opportunity i.e. "person or organisation that can affect, be affected by, or perceive itself to be affected by a decision or activity" related to the opportunity/project.
H. Related Projects: List any related projects that may be useful for the operations team to be aware of.
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1.3 Complete Plan for Profit
Complete the Plan for Profit tab, which must include the last updated date, key objectives to be met to secure work & estimated time to complete;
E.g.
Last updated dd.mm.yy
Confirm requirements with client (xxdays)
Create and send quote (xxdays)
Deliver onshore work (xxdays/weeks)
Deliver offshore work (xxdays/weeks)
Invoice & close out (xxdays)
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1.5 Approve Bid Preparation
Necessary approvals may be required dependant on the scope of the work for bid preparation:
Low Risk - Internal Sales Manager
Medium Risk - Business Development Director
High Risk - Managing Director
A note should be logged stating the approver has approved the bid preparation, or has stated no approval required. This can be performed by a 3rd party by email or verbal instruction.
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1.6 Assign Proposal Engineer
Proposal engineer is selected and updated in the proposal engineer field of the ERP Opportunity.
Move the opportunity to the Bid Preparation area and notify the Proposal Engineer that the opportunity has been allocated to them.
Create a task for the Proposal Engineer, with today's date as the deadline, entitled "Bid Preparation required".
Log a note to confirm the Proposal Engineer has been notified.
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| 04.PR006 Bid Preparation |
1.1 Prepare Estimate and Proposal
The input to this process is 00.PR001 Core Process
If this is a revised proposal, the proposal document should receive a revision number.
A comprehensive list of parts, and previous quote information, alongside client rates, are stored on the Sales module on ERP under Products by Category. Please refer to this when preparing quotations.
Complete CTR and proposal documents located in working folder on the BD drive, if required.
Delete any unused templates stored in working folder
Complete budget tab in ERP.
Create CTR tab on ERP.
If any changes have been observed, update the Next Action and Expected Closing dates with the date of expected mobilisation, if applicable, or start date for commencement of the project, and expected delivery deadline.
Log a note under the Next Action date to state whether this is a confirmed or unconfirmed date.
Upload any completed CTR and proposal documents to the opportunity on the Sales Management site on share.
Any new quotes from suppliers should be forwarded to the Business Services Manager for addition to the products list on ERP. Resource requirements and availability should be discussed with the Ops Manager and Ops Coordinator prior to submission.
Detailed guidance on correct completion of the estimate is included with the proposal template.
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1.2 Approve Proposal
Approve the prepared proposal using decision from Opportunity Commercial Assessment:
LOW: Approval required from Business Development Manager
MEDIUM: Approval required from Business Development Director
HIGH: Managing Director
Any changes that affect the Bid Preparation must be logged.
Log a note in ERP confirming approval has been granted. Approval can be verbal and/or written.
Create task for designated Sales Coordinator to prepare quote and advise them that this has been allocated to them.
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1.3 Prepare Quote
Prepare the quotation in the company finance package using the information from the CTR tab on ERP and append to the proposal document as a pdf if a proposal document is to be included. This should be completed with the formal quote on the last of any pages.
PDFs should be created in a single page view, fitted to page for ease of viewing.
In addition to the standard quote information from the finance package, all quotes prepared shall include:
1. Total price
2. Delivery date of service completion
3. Invoice terms (if different to invoice 100% on completion of works)
4. Any other relevant information e.g. refurbished components
These should be included in notes on the formal quote from the finance package.
Upload completed quote to the designated opportunity folder on the Sales Management site on Share |
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1.4 Submit Quote
Key Account Manager or nominated individual submits quote to client informing Sales.
All quotes should be either:
1. Sent by the nominated Metron staff member copying sales
2. Sent by the nominated Metron staff member and the email subsequently forwarded to sales
3. Sent from the sales email address CC'ing sales so there is a record for the remainder of the business with the name of the individual sending from sales clearly identified on the sales email or CC'ing the personal email address of the Metron staff member sending.
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1.5 Update Invoice tab
Update all fields on the invoice tab on ERP.
Add the total amount to be invoiced, and a separate line for additional costs (negative number). i.e. not including staff salaries - only overtime costs and materials.
Update total value and probability field.
Update the date in expected closing to the date of the first invoice.
Inform the Qualification Engineer that the Bid Preparation has been completed.
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1.6 Confirm Acceptance
Move the opportunity to the Awaiting Award area of ERP and update the opportunity details. Notify the Qualification Engineer that the opportunity has been reallocated to them.
Create a task for the Qualification Engineer, with the next working day date as the deadline, entitled "Quote sent; Follow up required".
Log a note confirming the Qualification Engineer has been notified.
Estimate and Quote are to be uploaded onto Share by the Sales Coordinators.
Continue to stage 1.3 of 00.PR001 Core Process. On the decision of the MD or Engineering Director only, opportunities may be moved directly to planning prior to receipt of PO. In this instance, a task must be created to ensure that the PO is obtained in a timely manner.
Refer to stage 1.4 of 00.PR001 Core Process. |
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| 04.PR007 Awaiting Award |
1.1 Receive Bid Decision
The input to this process is 00.PR001 Core Process
Receive bid decision from client and forward to Sales
If Bid/Proposal requires revision, go to Bid Preparation process |
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1.2 Record Bid Decision
If PO/SO is received from client, Upload PO details onto ERP and Share. Update fields in ERP. If the PO/SO is not sent directly to the sales email, forward the email to sales.
If the bid is rejected outright, the project moves to the 'Cancelled - Client' stage. A note should be logged confirming reason and any other information if known.
IMPORTANT - Contact KAM and/or Salesperson to determine urgency, if required. Log a note to state this is done (e.g.. discussed with KAM - URGENT. Deadline dd.mm.yyyy).
If any changes have been observed, update the Next Action and Expected Closing dates with the date of expected mobilisation, if applicable, or start date for commencement of the project, and expected delivery deadline.
Log a note under the Next Action date to state whether this is a confirmed or unconfirmed date.
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1.3 Review Purchase Order/Service Order
Review PO / SO to ensure all terms are satisfactory. Approval is required from the following based on the outcome of the commercial risk assessment:
Low Risk - Business Development Manager
Medium Risk - Business Development Director
High Risk - Managing Director
Once approved, complete sales order acceptance tab. Complete the following fields in ERP on SOA tab:
1) Line items correct
2) Values correct
3) Totals correct
4) Delivery time correct
5) Delivery address correct
6) QA terms correct/acceptable
Log a note in ERP to confirm PO has been approved, and by whom.
Check the bid preparation details on the internal notes tab on ERP to ensure all the correct information has been recorded. Any changes required that affect the Bid Preparation must be logged.
Log a note on ERP to state the bid prep has been checked and is correct prior to moving to planning. |
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1.4 Check all information on ERP is complete
Check the following information/fields are completed prior to moving the opportunity to the planning stage:
1. Bid Handover information
2. Next Action and Expected Closing Dates
3. Categories and FPAL categories
4. CTR & Budget information
5. Invoice tab
If anything is missing, inform the Internal Sales Manager verbally, and do not accept. Log a task for the Internal Sales Manager explaining what is missing.
If the opportunity is for a client contract, inform the Key Account Manager who will then complete the contract initial set up process. |
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1.5 Move to Planning & Inform Operations
Move the opportunity to the planning stage in ERP.
Confirm receipt of PO to client.
Notify Operations via email to Operations@Metrongroup.co.uk
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| 04.PR010 Sales Oversight |
1.1 Daily overview of all active opportunities
The I/P from this process is a daily requirement to check on sales progress.
Ensure next action and deadline dates are present for all active opportunities on ERP.
If any dates are missing, advise the relevant sales person to request this be updated immediately
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1.2 Daily review of deadline dates
Once all dates are added, view all active opportunities using the Gantt view on ERP > Group by stage
This will show you all opportunities at various stages of the sales process.
Consider the following:
1. Are any opportunities due imminently but are sitting in Lead New; Qualification; Bid Preparation?
2. Are any opportunities sitting in Awaiting award which have imminent deadlines?
3. Are all opportunities in Planning & Project Delivery on track?
Discuss any issues with the relevant person and ensure they update immediately.
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1.3 Daily review of individual opportunities
At each stage of the process, review all active opportunities and ensure all tasks are up to date and nothing is overdue.
Check each opportunity for the following information, if applicable at the relevant stage:
1. Are there active tasks for all opportunities sitting in the sales pipeline from Lead New to Awaiting Award?
2. Are all tasks up to date? If not, why not?
3. Has all the relevant BH information been added to the internal notes, and subsequently, logged as a note?
4. Is the PfP tab up to date?
5. Has the CTR and Budget tab been updated?
6. Have notes been logged to confirm the correct approvals have been sought?
7. Does the invoice tab match the PfP information?
8. Have all probabilities and revenues been updated?
9. Has all client correspondence, quote information etc. been uploaded to share for all opportunities in awaiting award?
Discuss any issues with the relevant person and ensure they update immediately.
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1.4 Weekly opportunity review
Have a weekly meeting with all Sales Persons to review the current sales pipeline to ensure everyone's opportunities are up to date and address and questions/issues etc. which may have arisen. |
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1.5 Weekly review project delivery schedules
Check with the Operations Manager to ensure all projects in Planning & Project Delivery stages are on track for delivery.
Discuss the upcoming pipeline to allow operations to allocate resources accordingly. Any resourcing issues to be discussed with the relevant Key Account Managers and/or Business Development Director to resolve.
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1.6 Weekly invoicing review
Review the invoicing for the quarter to ensure all opportunities over the next three months are progressing accordingly and that all stages will be completed in time to meet the invoicing deadlines.
Discuss any issues with the relevant Sales Persons, qualification engineers and proposal engineers.
Highlight any major concerns to the Business Development Director
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