hi - understand this block of text, and come up with a tracker template for microsoft engagements. Tracking System Across Teams for Microsoft Commercial Incentives (MCI) Engagements
The sources provide information on various aspects of the MCI program, particularly focusing on claiming incentives for Partner Activities engagements12. This response will suggest data points to track for a tracking system and assign accountability based on the typical roles and responsibilities within this context, as implied by the query and sources.
Data Points to Track
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Customer Information:
○
Customer ID and type (TPID, Domain name, Tenant ID, etc.)34. This is essential for tracking engagement eligibility and claiming incentives.
○
Customer contact details5. This information is needed for communication and consent gathering.
○
Customer eligibility status for specific engagements6. This determines whether a customer qualifies for certain engagements.
○
MSX Opportunity ID, Status, MCEM Stage, estimated Annual Contract Value (ACV)7. This helps link engagements to sales opportunities in Microsoft's CRM system.
○
Customer consent status and date89. This is a critical requirement for most engagements.
○
Customer satisfaction feedback10. This provides valuable insights for improvement.
●
Engagement Information:
○
Engagement ID and name11. This uniquely identifies the engagement being pursued.
○
Solution Area (e.g. Modern Work, Security, Azure)12. This categorizes the engagement based on the relevant Microsoft solution.
○
Engagement type (Fixed Payout or Variable Payout)613. This determines the payment structure.
○
Engagement activity requirements1415. This outlines the tasks that need to be completed to fulfil the engagement.
○
Engagement deadlines (customer consent, POE submission, etc.)16. This ensures timely completion of all required steps.
○
Engagement status (e.g. in progress, submitted, approved, rejected)17. This provides an overview of the engagement lifecycle.
○
Partner location ID18. This identifies the specific partner location delivering the engagement.
●
Financial Information:
○
Estimated and actual engagement costs19. This helps with budgeting and profitability analysis.
○
Incentive amount and payment status20. This tracks the financial rewards associated with the engagement.
○
Market rate based on partner location and engagement type2122. This determines the applicable hourly rate for variable payout engagements.
●
Proof of Execution (POE):
○
POE document requirements and templates23. This ensures the submission of appropriate documentation.
○
POE submission status and date24. This tracks the completion of the final step for claiming incentives.
○
POE review status (e.g. pending, approved, rejected)25. This informs the partner about the outcome of the review process.
○
Partner and customer survey completion status26. This ensures all necessary feedback is gathered.
●
Internal Team Information:
○
Account Manager assigned to the customer [Implied by query]. This clarifies who is responsible for overall customer relationship management.
○
Engagement Manager assigned to the engagement [Implied by query]. This clarifies who is responsible for managing the engagement within Partner Center.
○
Delivery team members and their roles [Implied by query]. This identifies the individuals responsible for executing the engagement activities.
○
Internal deadlines and task assignments [Implied by conversation history]. This ensures internal alignment and timely completion of tasks.
Accountability
●
Account Manager:
○
Identifying potential customers and their eligibility for specific engagements.
○
Communicating with the Engagement Manager regarding customer details and engagement selection.
○
Maintaining overall customer relationship and satisfaction.
●
Engagement Manager:
○
Managing the engagement within Partner Center, including customer association, engagement selection, and claim creation.
○
Tracking engagement progress, deadlines, and POE requirements.
○
Communicating with the delivery team regarding task assignments and deadlines.
○
Submitting POE documentation and managing the review process.
●
Delivery Team:
○
Executing the engagement activities according to the defined requirements.
○
Completing and submitting partner surveys and other required documentation.
○
Ensuring timely delivery of the engagement and adherence to deadlines.
●
Finance Team:
○
Tracking engagement costs and incentive payments.
○
Reconciling payments with submitted claims and addressing any discrepancies.
○
Providing financial reports and insights to the management team.
It's important to note that the specific accountability and responsibilities may vary based on your company's structure and internal processes. However, having a clear understanding of who is responsible for each step of the engagement process is crucial for ensuring its success.
This detailed tracking system will promote transparency, accountability, and timely execution of MCI engagements. It's crucial to regularly review and refine this system based on your evolving business needs and feedback from the involved teams.
Automating Processes for Fixed Rate Payout Engagements
Given that engagements have a fixed-rate payout, several aspects of the tracking system discussed in our previous conversation can be automated, streamlining operations and reducing manual effort.
The sources provide information on the different types of engagements and how claiming incentives works, which can inform the automation process. For instance,1 mentions that some incentives are administered through different models.2 states that for fixed payout engagements, the system shows all customers who have previously given consent, categorised as Eligible, Ineligible, and Complete. This segmentation can be used to automate certain actions.
Potential Areas for Automation
●
Eligibility Checks: Partner Center can automatically verify customer eligibility based on predefined criteria outlined in the program guides. For instance,3 specifies that the Copilot Role-Based Deployment & Adoption Accelerator engagement requires a customer to have purchased at least 50 licenses and have more than 1,000 Microsoft 365 users. The system can flag eligible customers for specific engagements, notifying Account Managers of potential opportunities.
●
Customer Consent Management: The system can automate the process of sending consent requests to eligible customers. It can track consent responses, automatically categorise customers as eligible or ineligible based on their response, and send reminders for pending consents.
●
Deadline Reminders: Automated email notifications can be sent to Account Managers, Engagement Managers, and the delivery team for upcoming deadlines, such as customer consent expiration or POE submission due dates. This helps ensure timely action and prevents missed deadlines.
●
Claim Creation and Submission: For fixed payout engagements, claim details can be pre-populated in Partner Center based on the engagement type and customer information, reducing manual data entry. The system can also automate the submission of claims upon POE approval, streamlining the process.
●
POE Document Generation: While the specific content of POE documents may vary, certain sections can be pre-filled based on available data, such as customer information, engagement details, and dates. This saves time for the delivery team and reduces the likelihood of errors.
●
Payment Processing: Upon POE approval, the system can automatically trigger the payment process, transferring the fixed incentive amount to the partner's designated bank account. Finance teams can receive automated notifications and reports on processed payments.
●
Reporting and Analytics: Partner Center can generate automated reports on key metrics, such as the number of active engagements, engagement status by solution area, incentive earnings by team, and overall team performance. These insights help managers track progress, identify bottlenecks, and make data-driven decisions.
Benefits of Automation
●
Increased Efficiency and Productivity: Automation frees up team members from repetitive manual tasks, allowing them to focus on higher-value activities such as building customer relationships and delivering exceptional service.
●
Improved Accuracy and Data Quality: Automating data entry and processing reduces the risk of human error, leading to more accurate and reliable data for tracking and decision-making.
●
Enhanced Compliance: Automated processes ensure adherence to program rules and deadlines, minimising the risk of non-compliance and potential penalties.
●
Better Transparency and Accountability: A centralised tracking system with automated features provides a clear audit trail, promoting transparency and accountability across teams.
Considerations and Best Practices
●
Integration with Existing Systems: To maximise automation benefits, consider integrating Partner Center with your existing CRM, project management, and financial systems for seamless data flow.
●
User Training and Adoption: Provide comprehensive training to all team members on the automated processes and ensure they understand how to use the system effectively.
●
Continuous Monitoring and Improvement: Regularly review the automated processes, gather feedback from users, and make necessary adjustments to optimise efficiency and effectiveness.
By implementing these automation strategies, you can significantly streamline the management of fixed rate payout engagements, boost team productivity, and enhance overall program performance.
Building on the previous discussions about a tracking system and automation for fixed rate payout engagements, this response focuses on specific processes that can be implemented to further reinforce accountability across the involved teams: Account Managers, Engagement Managers, Delivery Teams, and Finance.
Clear Roles and Responsibilities:
●
Document and Communicate: Clearly define the roles and responsibilities for each team member involved in the MCI engagement process. The sources don't specify these roles, so this is a process you will need to define based on your organisational structure and the information discussed in our conversation history. You should create a document outlining who is responsible for each step, from identifying eligible customers to submitting POE documentation and receiving payments.
●
Training and Onboarding: Conduct regular training sessions, especially for new team members, to ensure they understand their roles, the MCI program guidelines, and the internal processes for managing engagements.
Communication and Collaboration:
●
Regular Team Meetings: Schedule regular meetings, such as weekly or bi-weekly check-ins, for each team to discuss ongoing engagements, progress updates, potential roadblocks, and any required support. Encourage open communication and collaboration between team members.
●
Centralised Communication Platform: Implement a centralised communication platform, such as Microsoft Teams or a dedicated project management tool, to facilitate seamless information sharing, document collaboration, and communication across teams.
Performance Monitoring and Reporting:
●
Key Performance Indicators (KPIs): Establish clear KPIs for each team and individual, aligned with overall business objectives. These might include metrics such as the number of engagements initiated, customer consent rate, POE approval rate, and incentive earnings.
●
Automated Reporting: Leverage Partner Center's reporting capabilities to generate regular reports on these KPIs. Share these reports with the respective teams and individuals to provide visibility into performance and identify areas for improvement.
Quality Control and Feedback Mechanisms:
●
POE Review Process: Establish a robust POE review process, potentially involving multiple reviewers, to ensure submitted documentation meets the required standards and accurately reflects the delivered engagement activities.
●
Feedback Loops: Implement feedback mechanisms for continuous improvement. Encourage team members to share feedback on the process, identify bottlenecks, and suggest solutions. Regularly review and refine internal processes based on this feedback.
Incentive Structure and Performance Recognition:
●
Align Incentives with Performance: Ensure that the incentive structure motivates team members to achieve desired outcomes. Consider performance-based bonuses or rewards for individuals and teams consistently meeting or exceeding their targets.
●
Recognise and Appreciate Success: Regularly acknowledge and appreciate individuals and teams demonstrating exceptional performance, adherence to deadlines, and collaborative efforts. This fosters a positive work environment and encourages accountability.
Leveraging Technology for Accountability:
●
Partner Center as a Central Hub: Utilise Partner Center as the central platform for managing and tracking engagements. Encourage team members to actively use the system, ensuring data accuracy and timely updates.
●
Integrate with Other Systems: Integrate Partner Center with other relevant systems, such as your CRM, project management tools, and financial systems, for a holistic view of customer interactions, engagement progress, and financial performance.
●
Custom Dashboards and Visualisations: Create custom dashboards and visualisations within Partner Center or your integrated systems to provide a clear and concise overview of key metrics, team performance, and engagement status. This promotes transparency and data-driven decision-making.
Additional Tips
●
Lead by Example: Managers and leaders should set a positive example by demonstrating accountability, actively using the tracking system, and providing constructive feedback to their teams.
●
Focus on Continuous Improvement: Regularly review and update the processes, incorporate learnings from past engagements, and be adaptable to changes in the MCI program guidelines.
By implementing these processes, you can cultivate a culture of accountability, transparency, and collaboration, ultimately leading to more successful MCI engagements and achieving your business goals. Remember that consistent communication, clear expectations, and regular feedback are crucial for fostering accountability and driving positive results.
 
Spreadsheet Structure and Access Controls for MCI Engagements
Based on the information from the sources and our conversation history, this response suggests a basic structure for an Excel spreadsheet to track MCI engagement information, and outlines recommended access controls for different team members.
Sheet 1: Engagement Overview
This sheet provides a high-level view of all active MCI engagements.
Columns:
●
Engagement ID: Unique identifier for each engagement (e.g., Copilot Vision & Value)12
●
Customer Name: Name of the customer engaged3
●
Customer ID: Unique identifier for the customer (TPID, Domain Name, or Tenant ID)4
●
Engagement Type: Fixed Payout or Variable Payout5
●
Solution Area: Modern Work, Security, Azure, etc.36
●
Engagement Status: Stages of the engagement (e.g., Customer Identified, Consent Requested, Consent Received, POE Submitted, POE Approved, Payment Processed)7
●
Account Manager: Name of the Account Manager responsible8
●
Engagement Manager: Name of the Engagement Manager responsible3
●
Start Date: Date the engagement was initiated9
●
End Date: Target completion date for the engagement9
●
Estimated Deal Size: The estimated deal size in US Dollars ($)10
●
Payout Rate: Fixed payout amount for the engagement, or rate for variable payout1112
●
Estimated Incentive: Calculated incentive amount based on payout rate and deal size (for fixed payout) or other relevant metrics (for variable payout)7
●
Actual Incentive: Final incentive amount paid (populated after POE approval and payment processing)7
●
Payment Status: Status of incentive payment (e.g., Pending, Paid)7
●
Notes: Any relevant notes or comments regarding the engagement
Access Controls:
●
All columns visible to Account Managers and Engagement Managers.
●
Finance team can view all columns except 'Notes'.
●
'Notes' column is editable by Account Managers and Engagement Managers only.
●
'Estimated Deal Size', 'Estimated Incentive', and 'Actual Incentive' columns are editable by Account Managers only.
Sheet 2: Customer Details
This sheet stores detailed information about each customer.
Columns:
●
Customer ID: Unique identifier for the customer (TPID, Domain Name, or Tenant ID)
●
Customer Name: Name of the customer
●
Contact Name: Primary contact person for the engagement
●
Email: Contact email address
●
Phone Number: Contact phone number
●
Company Size: Number of employees or revenue
●
Industry: Customer's industry vertical
●
Location: Customer's geographical location
●
Consent Status: Indicates whether the customer has consented to the engagement (Yes/No)
●
Consent Date: Date the customer provided consent
●
Other Relevant Information: Any other pertinent information about the customer
Access Controls:
●
All columns visible to Account Managers and Engagement Managers.
●
Finance team can only view 'Customer ID' and 'Customer Name'.
●
All columns editable by Account Managers only.
Sheet 3: POE Tracking
This sheet tracks the status of Proof of Execution (POE) submissions.
Columns:
●
Engagement ID: Unique identifier for the engagement
●
Customer ID: Unique identifier for the customer
●
POE Submission Date: Date the POE documentation was submitted
●
POE Reviewer: Name of the person reviewing the POE
●
POE Status: Current status of the POE (e.g., Pending Review, Approved, Rejected)
●
POE Approval/Rejection Date: Date the POE was approved or rejected
●
Reason for Rejection: Explanation for POE rejection (if applicable)
Access Controls:
●
All columns visible to Account Managers, Engagement Managers, and Finance team.
●
All columns except 'Reason for Rejection' editable by Engagement Managers only.
●
'Reason for Rejection' column editable by POE Reviewer only.
Sheet 4: Incentive Payout Rates
This sheet stores the fixed payout rates or variable payout calculation details for each engagement type.
Columns:
●
Engagement ID: Unique identifier for the engagement
●
Engagement Name: Name of the engagement
●
Solution Area: Modern Work, Security, Azure, etc.
●
Payout Type: Fixed or Variable
●
Fixed Payout Amount: The fixed dollar amount paid for the engagement (if applicable)
●
Variable Payout Metrics: Description of the metrics used to calculate variable payouts (if applicable)
●
Variable Payout Formula: Formula used to calculate variable payouts based on the defined metrics (if applicable)
Access Controls:
●
This sheet should be hidden and locked for editing, with access granted to Finance team only.
●
Finance team is responsible for maintaining and updating the payout rates.
Additional Notes:
●
Data Validation: Implement data validation rules within the spreadsheet to ensure data integrity and consistency.
●
Password Protection: Protect the spreadsheet with a password to restrict unauthorised access and prevent accidental changes.
●
Regular Backups: Create regular backups of the spreadsheet to prevent data loss.
●
Version Control: Consider implementing a version control system (even manually using 'Save As' with date and version number) to track changes made to the spreadsheet over time.
This structure and access control model will enhance accountability by:
●
Providing a clear audit trail of all engagement activities.
●
Ensuring data accuracy and consistency.
●
Restricting access to sensitive information to authorised personnel only.
Defining Roles, Spreadsheet Structure, and Access Controls
This response builds upon the previous conversation, suggesting a comprehensive Excel-based tracking system for MCI engagement invoicing, including detailed roles and responsibilities, spreadsheet structure, and access control guidelines.
Roles and Responsibilities
●
Account Manager:
○
Responsible for identifying eligible customers and securing their consent for engagements.
○
Accountable for maintaining accurate customer information in the spreadsheet (Sheet 2: Customer Details).
○
Accountable for initiating the invoice request process by populating the required information in the invoice request sheet (Sheet 1: Invoice Requests).
●
Engagement Manager:
○
Responsible for planning, executing, and delivering the engagement activities in collaboration with the delivery team.
○
Accountable for ensuring accurate recording of engagement details in the spreadsheet, such as start and end dates, number of attendees, attendee information, and price (Sheet 1: Invoice Requests).
○
Accountable for timely submission of the completed invoice request to the finance team.
●
Delivery Manager (Optional):
○
Responsible for overseeing the day-to-day execution of engagement activities and managing the delivery team.
○
Accountable for providing the engagement manager with accurate information regarding the number of attendees, list of attendees, and their job roles.
●
Delivery Owner (Optional):
○
Responsible for specific tasks or deliverables within the engagement.
○
Accountable for providing the delivery manager with information regarding their specific area of responsibility, which will contribute to the overall attendee list and their job roles.
●
Finance Team:
○
Responsible for receiving invoice requests, reviewing the information for accuracy, and processing the invoice based on the approved rate card.
○
Accountable for maintaining the rate card sheet (Sheet 3: Rate Card) and ensuring the accuracy of payout rates.
○
Responsible for generating reports and dashboards (Sheet 4: Dashboard) for tracking engagement costs and incentive earnings.
Spreadsheet Structure
●
Sheet 1: Invoice Requests
○
Engagement/Claim ID: Unique identifier for the engagement. Accountable: Account Manager
○
Name of Engagement: The official name of the engagement. Accountable: Account Manager
○
Number of Attendees: Total number of participants in the engagement. Accountable: Delivery Manager (if applicable) or Engagement Manager
○
List of Attendees (comma separated with their job roles): Detailed list of attendees and their respective job roles. Accountable: Delivery Manager (if applicable) or Engagement Manager (using input from Delivery Owner, if applicable)
○
Start date of engagement: Date the engagement commenced. Accountable: Engagement Manager
○
End date of engagement: Date the engagement concluded. Accountable: Engagement Manager
○
Price: Total cost of the engagement, calculated based on the rate card. Accountable: Finance Team (using the rate card)
●
Access Controls:
○
Account Managers: View and edit all columns except 'Price.'
○
Engagement Managers: View and edit all columns except 'Engagement/Claim ID,' 'Name of Engagement,' and 'Price.'
○
Delivery Managers/Owners (Optional): View only access to relevant columns (Number of Attendees, List of Attendees).
○
Finance Team: View and edit all columns.
●
Sheet 2: Customer Details (Structure and access controls as defined in the previous conversation.)
●
Sheet 3: Rate Card
○
Engagement ID: Unique identifier for the engagement. Accountable: Finance Team
○
Name of Engagement: The official name of the engagement. Accountable: Finance Team
○
Solution Area: Area of focus for the engagement (e.g., Modern Work, Security, Azure). Accountable: Finance Team
○
Payout Type: Whether the engagement has a fixed or variable payout. Accountable: Finance Team
○
Fixed Payout Amount: Predefined price for the engagement. Accountable: Finance Team
○
Variable Payout Metrics: Description of the metrics used to calculate variable payouts. Accountable: Finance Team
○
Variable Payout Formula: The formula used to calculate variable payouts. Accountable: Finance Team
●
Access Controls:
○
Finance Team: Full access (view, edit, and maintain the rate card).
○
All other roles: No access.
●
Sheet 4: Dashboard
●
This sheet provides a visual overview of key metrics, such as:
○
Total number of engagements by solution area.
○
Total engagement costs and incentive earnings.
○
Average engagement cost and payout.
○
Status of invoice requests and payments.
●
Access Controls:
○
All roles: View only access.
○
Finance team responsible for creating and updating the dashboard.
Restructured Roles & Responsibilities for MCI Engagements Tracker
This response redefines the roles and responsibilities for managing MCI engagements, factoring in the constraint that Account Managers do not have access to Partner Center. Additionally, a new spreadsheet structure is proposed, incorporating a rate card and dashboard view to comprehensively track engagement information and streamline invoicing processes.
Redefined Roles and Responsibilities
●
Account Manager:
○
Responsible: Initiating the engagement process by identifying potential customers and obtaining their consent for engagements12.
○
Accountable: Maintaining accurate customer information in the tracker (Sheet 2: Customer Details).
○
Accountable: Communicating customer requirements and relevant deal information (e.g., estimated deal size in USD) to the Engagement Manager3.
●
Engagement Manager:
○
Responsible: Verifying customer eligibility for engagements using Partner Center, based on information provided by the Account Manager1245.
○
Responsible: Selecting appropriate engagements in collaboration with the Account Manager and creating claims in Partner Center12.
○
Accountable: Accurately recording engagement and claim details in the tracker, including Engagement/Claim ID, Name of Engagement, start and end dates, and price (Sheet 1: Engagements & Claims).
○
Accountable: Requesting customer consent via Partner Center and managing the consent process12.
○
Responsible: Collaborating with the Delivery Team to plan and execute engagement activities.
○
Accountable: Compiling information on attendees (number, names, job roles) from the Delivery Team or directly managing this aspect if a dedicated Delivery Team is not involved6.
○
Accountable: Timely submission of the completed invoice request to the finance team.
●
Delivery Team (Optional): This may consist of a Delivery Manager overseeing execution and a Delivery Owner responsible for specific tasks. Their involvement depends on the complexity of the engagement.
○
Responsible: Executing engagement activities as planned and instructed by the Engagement Manager.
○
Accountable: Providing the Engagement Manager with accurate information regarding the number of attendees, list of attendees, and their job roles.
●
Finance Team:
○
Responsible: Receiving invoice requests from Engagement Managers, reviewing for accuracy, and processing invoices based on the approved rate card7.
○
Accountable: Maintaining the rate card (Sheet 3: Rate Card) with up-to-date payout rates for each engagement.
○
Responsible: Generating reports and dashboards (Sheet 4: Dashboard) to track engagement costs, incentive earnings, and other relevant metrics.
Excel Tracker Structure
●
Sheet 1: Engagements & Claims
○
Engagement/Claim ID: Unique identifier assigned in Partner Center. Accountable: Engagement Manager
○
Name of Engagement: Official engagement name from Partner Center. Accountable: Engagement Manager
○
Solution Area: The relevant solution area (e.g., Modern Work, Security, Azure). Accountable: Engagement Manager
○
Customer Name: Customer's organization name. Accountable: Account Manager
○
Customer ID: Customer identifier used in Partner Center (TPID, domain, etc.) Accountable: Engagement Manager
○
Deal Size (USD): Estimated deal size associated with the engagement38. Accountable: Account Manager
○
Number of Attendees: Total participants in the engagement. Accountable: Engagement Manager (potentially using input from Delivery Team)
○
List of Attendees with Job Roles: Detailed attendee list. Accountable: Engagement Manager (potentially using input from Delivery Team)
○
Start Date: Engagement commencement date. Accountable: Engagement Manager
○
End Date: Engagement completion date. Accountable: Engagement Manager
○
Engagement Status: Current status (e.g., Awaiting Customer Consent, POE Submitted, Approved, Rejected)910111213. Accountable: Engagement Manager
○
Price (USD): Total engagement cost, calculated based on the rate card. Accountable: Finance Team
○
Referral ID: The ID of the associated Partner Center referral, if applicable14. Accountable: Engagement Manager
●
Access Controls: Implement using password protection and user-specific permissions.
○
Account Managers: View and edit all columns related to customer information (Customer Name, Deal Size).
○
Engagement Managers: View and edit all columns except 'Price'.
○
Delivery Team (Optional): View only access to relevant columns (Number of Attendees, List of Attendees).
○
Finance Team: Full access (view, edit, and maintain).
●
Sheet 2: Customer Details
○
Customer Name: Organization name. Accountable: Account Manager
○
Contact Name: Primary contact person. Accountable: Account Manager
○
Contact Email: Contact's email address. Accountable: Account Manager
○
Other relevant customer details as needed.
●
Access Controls:
○
Account Managers: Full access.
○
All other roles: View only access.
●
Sheet 3: Rate Card
○
Engagement ID: Unique identifier. Accountable: Finance Team
○
Name of Engagement: Official name. Accountable: Finance Team
○
Solution Area: Relevant solution area. Accountable: Finance Team
○
Payout Type: Fixed or Variable. Accountable: Finance Team
○
Fixed Payout Amount (USD): Predefined price. Accountable: Finance Team
○
Variable Payout Metrics: Metrics for calculation (e.g., deal size, hours delivered). Accountable: Finance Team
○
Variable Payout Formula: Calculation formula. Accountable: Finance Team
●
Access Controls:
○
Finance Team: Full access.
○
All other roles: No access.
●
Sheet 4: Dashboard
○
Visual representation of key data:
■
Total engagements by solution area and status.
■
Total engagement costs and potential incentive earnings.
■
Average engagement cost and payout.
■
Breakdown of engagements by customer segment (if applicable).
■
Tracking of consent and POE submission timelines.
■
Referral creation and status.
●
Access Controls:
○
All roles: View only access.
○
Finance team: Responsible for creating and updating the dashboard.
Implementing the Tracker
1.
Excel Formulas: Use formulas to automate 'Price' calculation in Sheet 1 based on Sheet 3, ensuring accurate and dynamic updates.
2.
Data Validation: Implement data validation rules to minimise errors and ensure data consistency across sheets. This is particularly crucial for fields like Engagement/Claim ID, Customer ID, and dates.
3.
Password Protection: Protect the spreadsheet with a password to prevent unauthorised modifications. Use user-specific permissions to grant appropriate access levels.
4.
Regular Backups: Schedule automatic backups to a secure location to prevent data loss. Consider cloud storage options or network drives for accessibility and version history.
5.
Version Control: Manually manage version history by saving copies with clear naming conventions (e.g., including dates and version numbers) or use a more sophisticated version control system if available.
6.
Training: Conduct thorough training for all team members to ensure they understand the tracker's structure, their responsibilities, data entry protocols, and access control procedures. This will contribute to data accuracy and effective use of the system.
This detailed framework, by clearly delineating roles, providing a structured and comprehensive spreadsheet design, and implementing stringent access controls, aims to streamline MCI engagement management. Regular reviews and updates are crucial to keep the system aligned with program changes and optimise its effectiveness for your team.
Modified Tracker Structure Based on Eligibility Tracking in Sheet 2
Based on your request to include engagement eligibility status and eligible engagement names in Sheet 2, here's a revised structure for your Excel tracker:
Sheet 1: Engagements & Claims
This sheet remains largely unchanged from the previous structure. It serves as the central repository for detailed information regarding each engagement and its associated claim in Partner Center. The Engagement Manager is primarily responsible for maintaining accuracy on this sheet, working in conjunction with the Account Manager for customer details and the Delivery Team (if applicable) for specifics regarding attendees.
Sheet 2: Customer Details & Eligibility
This sheet is modified to include engagement eligibility information, enabling the Engagement Manager to record the customer's eligibility status for different engagements.
●
Customer Name: Organisation name. Accountable: Account Manager
●
Contact Name: Primary contact person. Accountable: Account Manager
●
Contact Email: Contact's email address. Accountable: Account Manager
●
Other relevant customer details as needed.
●
Engagement Name: The official name of the engagement from Partner Center. Accountable: Engagement Manager
●
Eligibility Status: Indicates whether the customer is "Eligible" or "Not Eligible" for the specific engagement. Accountable: Engagement Manager
Access Controls:
●
Account Managers: Full access to customer details (Customer Name, Contact Name, Contact Email, and other relevant details). Read-only access to Engagement Name and Eligibility Status.
●
Engagement Managers: Full access to Engagement Name and Eligibility Status. Read-only access to customer details.
●
All other roles: View-only access to all information on this sheet.
Sheet 3: Rate Card and Sheet 4: Dashboard
These sheets remain unchanged and serve their original purpose:
●
Sheet 3: Rate Card: Contains the price list for all engagements, maintained by the Finance Team.
●
Sheet 4: Dashboard: Provides a visual overview of engagement activity and key performance indicators, accessible to all roles in a view-only format.
This revised tracker structure enables efficient management of MCI engagements by:
●
Centralising Eligibility Tracking: Sheet 2 consolidates customer details and engagement eligibility status, making it easier for Engagement Managers to identify suitable engagements for each customer. This streamlined view promotes efficient communication and decision-making between Account Managers and Engagement Managers.
●
Enhancing Clarity and Accountability: Clearly assigning responsibility for updating eligibility status to the Engagement Manager improves accountability and reduces potential for confusion or errors.
●
Facilitating Informed Invoice Creation: Having a dedicated sheet for engagement and claim details, linked to a separate rate card, ensures the Finance Team has all the necessary information to accurately and efficiently generate invoices.
By incorporating eligibility tracking directly within the customer details sheet and maintaining a structured approach to data management, your team can improve the efficiency of your MCI engagement process and enhance collaboration across different