PHOENIX SCHEDULER BEST PRACTICES & CRITICAL CRITERIA

Brody Clemmer

Nov 14, 2019

414

INTERNAL USE ONLY

Phoenix Scheduler Best Practices & Critical Criteria

Integration Details

Program Material Status

Best Practices

Quick Reference Event Request Checklist

ENTRY FIELD	CRITICAL CRITERIA	VALUE
Division & Order Number	Expired or consumed contracts Various divisions, audiences, and global nuances Indicating which order numbers are specific to the licensing: delivery and integration details (especially when these numbers differ)	Risk of shipping incorrect materials Risk of incorrect logistics contact, delayed implementation Risk of invoicing incorrect billing contact, delaying payment/cashflow Impacts license consumption, contract expiration, & incorrect invoicing
Client Program Name	Indicate if the client program name is anything other than Richardson’s core content (EX: Cargill’s High-Performance Selling course is titled “Sales Excellence: Sales Professional 1” Correctly capture unique Client Program Names from existing Design folder in Client Files or leverage Knowledge Transfer Documents	Risk of shipping incorrect materials Risk of CES using an incorrect program name during logistics process and creating client confusion
Trainer Notes/ Event Notes	Trainer Notes to Scheduler vs. Event Notes to Operations Team Event Notes: Content length exceptions (EX: validate the length with client contact if ILT event differs from library agenda) Audience details Order details for license consumption Include notes for PO creation if applicable	Ensures streamlined logistics communication and facilitator preparation Risk of shipping incorrect materials for specific audiences within a division Risk of invoicing incorrect billing contact, delaying payment/cashflow

INTEGRATION DETAILS

ENTRY FIELD	CRITICAL CRITERIA	VALUE
QuickCheck	Select only if contracted and applicable to the ILT audience Select “None” if absolutely no integration details are applicable Determine applicable order number for integration details via Event Notes	Risk to launching uncontracted products if incorrectly selected Eliminate confusion for AD/CES teams & increase operational efficiency Risk of creating client confusion and losing credibility when CES reaches out to launch product that client is not contracted for
SkillGauge
Accelerate
Toolkit

PROGRAM MATERIALS STATUS

ENTRY FIELD	CRITICAL CRITERIA	VALUE
None	No materials at all will be used during the classroom event: Nothing for CES to ship and nothing for Design to develop. (EX: Face-to-face coaching days)	Risk of shipping outdated materials if incorrectly selected Eliminate confusion for Design teams & increase operational efficiency Impacts shipping deadlines and reduce shipping costs to clients
Existing	Materials have already been finalized by Design and/or require no edits Select “Existing” status for ILT rollouts scheduled after post-pilot events have occurred First time deliveries of international events will be considered “New” status (A4 version creation)
Revised	Materials require edits, updates, or post-pilot revisions to already finalized content Note: Post-pilot revisions are only applicable for Standard or High customization levels Revised materials status replaces/updates the existing client version This does NOT include leveraging a client’s existing program to create a new program, which would be listed as New. Recurring TTT sessions should be listed as Revised to account for needed changes to the TTT package deliverable.

PROGRAM MATERIALS STATUS (continued)

ENTRY FIELD

CRITICAL CRITERIA

VALUE

New

Materials will be customized based on contracted customization level
- This includes a new set of materials customized from library templates or from an existing client program (EX: taking an existing set of materials and leveraging for a new audience)
New materials create a client deliverable separate from existing client deliverables
Utilize New for the pilot sessions of the content only—not the entire rollout.
Utilize “New” status for first time deliveries of international events

(same as above)

Risk of shipping outdated materials if incorrectly selected
Eliminate confusion for Design teams & increase operational efficiency
Impacts shipping deadlines and reduce shipping costs to clients

Best Practices

A Phoenix Order is required to submit an event request (Do not recycle an old event if there is a new event need)
Leverage a cheat sheet for complex accounts (more than 3+ associated orders)

Quick Reference Event Request Checklist

Are the correct contacts (Billing contact, Logistics contact) captured in the Order?
Is the order number valid? Check expiration date, license consumption
Is the division correctly captured? Are there specific audience details that need to be communicated in the notes field?
Is the client-specific rebranding of program content captured? (EX: if titled other than Richardson’s core content)
Is the content length accurately captured?
Are the appropriate integration details selected, (Accelerate, QuickCheck, SkillGauge), which are applicable to the event audience?
Are there any other order numbers that need to be communicated in the notes field, which are applicable to the integration details (Accelerate, QuickCheck, SkillGauge)?
Is the correct materials status selected?
- None = absolutely no event materials, no design
- Existing = already finalized materials
- Revised = materials require edits, updates, post-pilot revisions to already finalized content; recurring Train the Trainer events
- New = Materials will be newly customized from library templates
  - Utilize New for the pilot sessions of the content only—not the entire rollout)
  - Utilize “New” status for first time deliveries of international events

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