This guide will provide you with step by step instructions on the D&D Ad Hoc Work process in Accelo.
The steps will be in the format of role/which department the step is for followed by the details.
- D&D PM – Review the requested D&D Ad Hoc Work ticket to check it has the required details
- D&D PM – Accept the ticket by changing the status to investigating
- D&D PM – If there is not enough information, progress ticket to Gathering Details and Assign ticket to AM
- AM – Collect necessary information in gathering details stage and send to D&D PM via a note in Accelo. Once details are collected, progress ticket to Investigating and reassign ticket to D&D PM.
- D&D PM – Assign the Dev/Tech Evaluate task to appropriate person
- D&D PM – If the quote is less than 1 hour and is for a DM customer, book the work in and notify the AM of the due date, proceed to 17.
- D&D PM – If a quote is required or time needs to be taken from the budget to complete this work, then change to status to providing quote/use budget and assign the ticket to the AM, else change the status to work in progress then go to step 15
- D&D PM – A task is created for providing a quote/take from monthly budget, you need to assign this to AM for this client, if DM client and quote above £150 else this is assigned to the D&D PM.
- AM– If it is a quote, then send the client a quote for the work.
- AM– Once the client has approved the work for quote/taking from monthly budget, mark the quote client/take from budget task as complete
- AM– If taking from the monthly budget then edit the ticket and select the relevant monthly contract (If not already set). Now assign the task “Check monthly budget” to Clare Armstrong.
- AM– If the client now needs invoicing change the ticket status to providing invoice. If the work has been taken from the budget, then change the status to work in progress.
- AM– A task is created for raising an invoice which you should assign to a member of the accounts team. If the work should be completed without waiting for payment, then this should be included in the task.
- Accounts – Once the invoice is raised mark the task as done then change the status to awaiting payment.
- Accounts – A task is created for confirming the payment. This should be assigned to a member of the accounts team who will monitor this.
- Accounts – If the work is to be completed without payment then change the status to work in progress. Once payment is made mark the task as complete.
- D&D PM – Change status to work in progress. Assign dev/tech work task to relevant person.
- D&D PM – Once the work has been completed, change the status to resolved and assign the ticket to the AM
- AM – review the work completed and return ticket to D&D PM if changes are required, otherwise continue to 19.
- AM – A task is created to inform the client the work is completed.
- AM – Once the client is informed the ticket status should be changed to closed