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Merge pull request #856 from 2i2c-org/grants-tracking
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Update workflow for grants and partnerships
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@colliand
colliand authored May 7, 2024
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141 changes: 17 additions & 124 deletions partnerships/workflow.md
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# Workflow
# Workflows

% We are still working out the workflow of the Partnerships team at 2i2c.
% Check out these issues for some conversations around this:
Expand All @@ -7,22 +7,29 @@
% - [System for leads and contacts](https://github.com/2i2c-org/leads/issues/99)
% - [System for monthly invoicing](https://github.com/2i2c-org/team-compass/issues/355)

This page describes the **Standard Operating Procedures for Partnerships Business**.
These sections describe Standard Operating Procedures (SOPs) around the creation, maintenance, and closure of the **Partnership Lifecycle**.

2i2c provides interactive computing services to partner communities. These notes describe standard operating procedures used by 2i2c and CS&S to establish and cultivate business relationships with partner communities. The workflows orchestrate information exchanges (meetings, emails, negotiations) between 2i2c/CS&S and partners or prospective partners and produce documents (service agreements, quotes, statements of work, renewal notices, invoices, service descriptions, receipts).
The table of contents below links to the workflows for various types of Partnerships activities.

## Arc of Partnership Formation

The procedures describe action sequences our team will carry out as expression of interest in 2i2c evolves through phases Lead --> Prospect --> Partner:

+ A _Lead_ is a contact with possible interest in a partnership with 2i2c. A lead is _qualified_ when the contact is connected to an organization that can enter agreements with CS&S/2i2c. 2i2c's main goal during the _lead phase_ is to empower the lead to decide whether to partner with 2i2c. The lead phase ends with a "verbal close" `no` or advances to the next phase with a `yes`.
+ A qualified lead becomes a _Prospect_ after a "verbal close" `yes` to form a partnership. The _prospect phase_ involves two parallel activities: business terms of the partnership are negotiated in the service agreement and accompanying documents; technical exchanges specify details and the requested services are deployed. The prospect phase ends with an "executed close" when the service agreement is fully signed by all parties in the partnership.
+ A _Partner_ is an organization that has a signed agreement with 2i2c/CS&S.
```{toctree}
:maxdepth: 2
workflow/hub-service.md
workflow/grants-and-projects.md
```

## Technology Context

2i2c/CS&S use a variety of technologies and subscription services in our overall operation. Personnel involved in supporting 2i2c's leads --> partnerships business processes need to have accounts and appropriate access to these resources. The technologies and servies used in the leads --> partnership procedures are described next:


### AirTable

We use AirTable as a source of truth for some important information in Partnerships.
See the workflows above for specific examples.

In addition, CS&S stores a record of **all invoices and executed agreements** with 2i2c's partners in AirTable.
See [our Invoices and Contracts section](../finance/contracts.md) for information about this table.

(slack:partnerships)=
### The Partnerships Slack channel

Expand Down Expand Up @@ -79,120 +86,6 @@ Team members looking for technical content are directed to the `Technical Conten

Infrastructure services operated by 2i2c are managed through the [infrastructure repository](https://github.com/2i2c-org/infrastructure/). Technical exchanges leading to the deployment of new hubs for partner communities mostly take place in [issues in the infrastructure repo](https://github.com/2i2c-org/infrastructure/issues).

### AirTable

CS&S uses AirTable to process and store tabular data.
They store a record of **all invoices and executed agreements** with 2i2c's partners.

See [our Invoices and Contracts section](../finance/contracts.md) for information about this table.

### DocuSign

CS&S uses DocuSign to execute agreements using digital signatures gathered from signatories to agreements between 2i2c/CS&S and partner organizations.

## Lead Phase Procedures

### SOP: Hail the Lead

A member of the 2i2c Partnerships Team sends an email to partnerships@2i2c.org requesting `Hail the Lead` action for **contact(s) with email addresses**. This message creates an issue in FreshDesk that will be used to track the lead as it progresses through the arc toward a singed partnership agreement. 2i2c's Partnerships Assistant carries out this action sequence:


1. Send Canned Response "Hail the Lead" from FreshDesk to contact email(s):
```
Hello!
Thank you for your interest in learning more about 2i2c. Please find a service description with pricing information attached to this email. If you have questions or wish to connect for a conversation, reach out to us by email using partnerships@2i2c.org or [schedule a virtual meeting by clicking here](https://calendly.com/colliand/25-minute-zoom-meeting).
Best regards,
2i2c's Partnerships Team
```
2. Change `From` field to `partnerships@2i2c.org`.
3. Add cc: partnerships@2i2c.org
4. Confirm that service description has been automatically attached
5. Confirm canned response includes a meeting invitation with 30 minute Calendly link

### SOP: Running Notes for First Meeting with Lead

A lead confirmed an upcoming meeting with 2i2c. Calendly sends an automatic message with Zoom link to the contact and enters a calendar booking into Partnerships Lead's calendar. Partnerships Lead forwards email with meeting details to partnerships@2i2c.org triggering the following actions script:

1. Partnerships Lead specifies that the lead will be tracked under "PartnerX" (usually the name of the partner organization)
2. Create PartnerX folder inside 2i2c Team Drive >> Partnerships >> Agreements >> `PartnerX`
3. Copy 2i2c Team Drive >> Partnerships >> Templates >> [Template] Running Notes into PartnerX folder.
4. Rename [Template] -- Running Notes... to `Running notes -- PartnerX + 2i2c` (with PartnerX replaced by name of partner organization).
5. Replace `PartnerX` by partner name in the title of the running notes document.
6. Set sharing of running notes file (with editor rights) with lead contacts (meeting participants); Send message from Google notifying the availability of the shared running notes file.


### SOP: Meet with Lead

2i2c Partnerships and Community Teams will develop improved procedures for initial meetings with leads.

+ Answer questions
+ Right to replicate
+ Demo?
+ Target: "verbal close"
+ Forecast upcoming procurement/negotiation and technical/deployment stages
+ Record notes and exchanges in Running Notes file

## Prospect Phase Procedures

### SOP: Send Draft Contract

A member of 2i2c Partnerships Team sends email to partnerships@2i2c.org requesting `Send Draft Contract` to PartnerX contact email(s). 2i2c's Partnerships Assistant carrys out the following actions script:

1. In the [Agreements folder](https://drive.google.com/drive/u/1/folders/1d2N0F0zn3-7wG1FrA_6FHgHtNAyMcJr8), navigate to the folder for the partner you're contracting for (or create a new one if needed) - this step is important for Step 5.
2. Return to the Agreements folder and navigate to the [Templates folder](https://drive.google.com/drive/u/1/folders/1oRFLPChp8J9GpgWpnalF74752oNh9tt8), and open the [[TEMPLATE] Outbound Services Agreement shortcut](https://docs.google.com/document/d/1kPgSddJ_Sob0XcTbkDy5UShIAVKPmm04P9ZLsYiOV20/edit#heading=h.qo34o8p9in1e).
3. In the template document, from the menu bar, select `File > Make a copy`
4. Name the copy appropriately (i.e. `PartnerX + 2i2c/CS&S - Services Agreement YYYY-MM-DD`)
5. Click the box below the word **Folder** and in the pop-up menu, the partner folder you navigated to in Step 1 should appear at the top of the list. Mouse-over it and hit the **Select** button
6. Do not check either of the boxes (re: sharing or copying comments)
7. Click **Make a Copy** - your new agreement will open, and will be filed in the appropriate partner folder.
8. Set sharing of service agreement (with editor rights) with lead contacts
9. Add dated entry "YYYY-MM-DD Sent (Draft) Service Agreement as shared Google doc" to `PartnerX >> Running Notes...` file (create a new one if needed).

### SOP: Service Agreement Negotiation

2i2c's Partnerships Team works with the Prospect to upgrade the draft services agreement into an executable document that can be signed by all signatories.

+ Answer questions
+ Negotiate; Adjust text
+ Specify addenda (statement of work; deliverables; ...)
+ Target: get to "ready to sign"

### SOP: DocuSign Agreement

2i2c's Partnershps Team sends email to fsp@codeforscience.org requesting that the executable agreement be circulated for DocuSigning by all signatories.

CS&S arranges for DocuSign requests from signatories.

## Partnership Phase

### SOP: Launch Meeting

2i2c's Community and Partnerships Teams will work to specify standard operating procedures for kickoff events to launch partnerships.

### SOP: Invoicing

Procedure to be specified better in collaboration with CS&S

### SOP: Satisfaction Check-In

2i2c's Community and Partnerships Teams will work to specify standard operating procedures for checking in with partners.

### SOP: Renewal Tickler System

2i2c's Community and Partnerships Teams, in collaboration with CS&S, will work to specify standard operating procedures for managing renewals of partnerships.

(sales:questions-to-answer)=
## When to decide to work with a lead

To decide whether we should continue engaging with a particular lead, we need to know whether they are in-scope for our mission and likely to be able to successfully collaborate with us.
The [`MANIAC-T` framework](https://xxiibrands.com/sales/qualify-your-sales-leads-with-maniac-t/) can be helpful in coming to a decision. Here is a short description of these guideilnes:

* **Money**. Is there a specific amount of money set aside for the project? If they are seeking funding in order to pay for this, what are the details?
* **Authority**. Does the contact have the authority to make a buying decision? Who else will need to be involved in the decision-making process?
* **Need**. What are their clear pain-points with their current infrastructure setup? Do they seem to have a real need for change?
* **Impending Event**. Do they have an upcoming event that is urgent or pressing?
* **Application**. Is their use-case a good fit for 2i2c infrastructure? Would their use-case require major changes to our hubs? Is there a different organization better-suited to help them?
* **Competition**. What alternative options are they considering? e.g., other organizations, internal approaches, or deciding to do nothing?
* **Timeline**. What does the buying process look like for this prospect? E.g., finalizing a contract, or receiving a sub-award.
39 changes: 39 additions & 0 deletions partnerships/workflow/grants-and-projects.md
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# Grants and projects workflow

Grants and projects are partnerships that are more complex and bespoke than our [hub service contracts](./hub-service.md).
They often require more work to achieve, as well as more work to deliver.

In the remainder of this document we use `Grant` to refer to **both** traditional grant workflows, as well as more complex contracts that are nonetheless service contracts.

## Sources of truth

We split our workflow around a few Sources of Truth:

1. **[Our `Leads/Grants and projects` AirTable](https://airtable.com/appbjBTRIbgRiElkr/tblmRU6U53i8o7z2I/viwQoT7EO2K97mMEu?blocks=hide) captures metadata about each grant**.
Each entry has a mirrored GitHub issue with an auto-generated table that shares its metadata on GitHub.
2. **[Issues in the `leads/` repository](https://github.com/2i2c-org/leads) capture our conversation around a grant lead**, such as coordinating the actions we must take to complete its application.
3. **Extra GitHub issues capture specific deliverables and tasks**, such as completing a grant application. These should be linked from the mirrored issue described above.
4. **[Our `Active Grants and projects` AirTable](https://airtable.com/appbjBTRIbgRiElkr/tblCUDimpwHgiWbPq/viwzqESsgIqWZoVZf?blocks=hide) tracks grants we've been awarded**.
This is where we coordinate the actions needed to deliver on the goals of the grant and track its progress.

:::{figure} ./images/grants-airtable.png
Here's an example of the AirTable entry for a grant lead (left) and its corresponding mirrored GitHub issue (right) where we coordinate conversation.
:::

## Workflow around grant and project leads

1. **Add a new entry to [the `Grants and projects` view](https://airtable.com/appbjBTRIbgRiElkr/tblmRU6U53i8o7z2I/viwQoT7EO2K97mMEu?blocks=hide)**. This will automatically create a GitHub issue in [the `leads/` repository](https://github.com/2i2c-org/leads).
2. **Fill in as much metadata as you can**.
Fill in the fields for each column of the new entry.
This gives our team the context we need to reason about the opportunity.

As we fill in this information, it will automatically be mirrored to the GitHub issue for the grant.
3. **Discuss and coordinate in the mirrored GitHub issue**.
Use the GitHub issue to have discussion across the team about the status of the grant.
4. **Create new GitHub issues to coordinate work**.
If we must coordinate a plan around completing a grant, create a new GitHub issue and link it somewhere in the comments from the mirrored issue.
% TODO: Consider adding a field in our AirTable for a "work issue" if the need arises.
5. **When a grant is awarded, add an entry to [our active `Grants and projects` AirTable](https://airtable.com/appbjBTRIbgRiElkr/tblCUDimpwHgiWbPq/viwzqESsgIqWZoVZf?blocks=hide) and link it to the Lead**.
We use the [active `Grants and projects` airtable](https://airtable.com/appbjBTRIbgRiElkr/tblCUDimpwHgiWbPq/viwzqESsgIqWZoVZf?blocks=hide) to track grants that we have been awarded.
Once a grant is awarded, link the Lead to it start tracking our work over there.

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