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Process for Convenience Contracts and Inquiries

Created Feb 20, 2024 • Last Updated Feb 20, 2024 • For Operations
  1. A Pillar Steward must be the Account/Project Manager for all Convenience Contracts that Athena competes for.
  2. Once Athena has won a competitive process for a Convenience Contract, Contract Coordination will add the Contract to the 'active rosters and convenience contract' folder in the main SharePoint site; and add the contract details to the "Spot Earned" column in Pipedrive and set probability to zero.
  3. Contract Coordination will assign the correct Pillar Steward to the Convenience Contract card, unless the Pillar Steward identifies a Project Coordinator to be the main point of contact for the client.
  4. As inquiries come in from each Convenience Contract, whoever receives the inquiry will post the it in the "Inquiry Made" column in PipeDrive, assign it to the appropriate point of contact (Pillar Steward or Project Coordinator).  
  5. The Pillar Steward/Project coordinator will update the labels, and assign the card to a designated and qualified project manager.
  6. The assigned Project Manager reaches out to the client and determine the needs of the client, project team, and proposal needs.
  7. If moving forward with a proposal, the assigned Project Manager reassigns the card to the Proposal PM, who will then setup the proposal folder with templates.
  8. The regular Proposal Development process ensues after that.