Estimation Process Manual
Estimation is only for engagement under 5k, for anything above please use Proposal Process Policy. Estimation is meant to be a quick and effective way to issue an estimate to clients or potential clients
Roles
Account Executive
Director
Senior Programmer
Senior Designer
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Account Executive received written request from client for an estimate of an engagement
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Request must be written, if verbal Account Executive should write back in email to confirm
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Account Executive should not provide estimate on the spot, instead defer to the agency policy
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Account Executive understands the scope and expectation
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Walked through the request with client either virtually or in person
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100% understanding of each item and ready to answer below question
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What exactly does it need to change?
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Why does the client want to change it?
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When does it need to be done?
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Account Executive create required document for estimation
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Fill out Estimated Form (Date – Project Name – Estimation Form)
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Created corresponding Google Doc (Date – Project Name – Estimation Doc) to explain each items
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Attach screenshot or video
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Provide further explanation
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Create an Asana task for a Senior staff (programmer or designer depending on the project)
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Explain overall purpose of the engagement
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Attach all related documents
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Senior staff provide estimation
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Review Estimation Form and Estimation Doc to understand each item
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Ask questions if needed
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Estimate is aim to be the best educated guess
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Director reviews the estimate
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Director reviews for discrepancy and looking for any new business opportunities
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Director creates an official estimate PDF after approval
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Account Executive send estimate to clients
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Final review for typo or mislabeling
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Schedule a call to walk through the estimate with the client if needed
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If estimate is accepted, Account Executive will delegate task via Asana
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Create Asana task with detail information from the estimation document
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If estimated is rejected notify Director
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