1. Scope of Document

This Document is the procedure for Handing over a project to the Operations Group. The procedure ensures that all critical information has been considered during the Sales process and is handed over to the Operations Group in a formal manner, such that the project can be implemented successfully with minimal recourse to the Sales Account Manager.

Most of the documents and information required to turn-over an Altris software installation and services project to the Operations Department should have already been created through the Sales, Contract and Accounting Processes. The only documents that will not been created are the Scope Document and the Customer Contact Table. These documents will help the Sales Department summarize what was sold to the customer while combining all the installation and implementation information that has been gathered during the selling cycle into one document.

The Project Scope Checklist should be used as the agenda for initiating a project in the Operations Department. All documents should be in hardcopy and electronic format for future reference. The actual handover of a project from the Sales Department to the Operations Department occurs after the customer has approved the Project Plan. Until this approval occurs, the Sales Department stills retains ownership for the contract.

Sales/Accounts Department Deliverables:

• * Customer Purchase Order
• * Order Acceptance
• * Customer Contract
• * Altris Proposal/Quotation
• * Bid Tab
• * Margins Spreadsheet
• * Completed Project Scope Checklist (See Appendix A)
• * Customer Contact Table
• Customer RFP/RFQ
• Hardware Configuration Diagram
• Project Draft Schedule (Not binding on Operations Dept.)
• Software Contract
• Maintenance Contract
• Standard Core Software - Draft Functional Specification & Cost
• Draft Functional Specification & Cost
• Other customisation

Documents marked with * are mandatory, therefore must be completed with the appropriate sign off, before handing over to the Operations department.

The Sales Department should highlight the important aspects of the Contractual Terms and Conditions.. The Sales and Accounts Departments are responsible for agreeing the Software Licence Agreement and Maintenance Contracts with the Customer when necessary.

Sales Department Deliverables:

• Project Terms and Conditions
• Payment Milestones
• Software Licence Agreement and Maintenance Contracts

The Sales Department may be required to develop a Project Milestone Schedule for the project. This Schedule should identify the major services necessary to complete the project. As a minimum the Sales Department must pass to Operations the expectations of the Client regarding the Key Project Milestone dates. Please fill in the Project Milestone schedule section on the Project Scope Check List document (see Appendix A).

The Sales Department should highlight any scheduling issues or dependencies that are not obvious from the Draft Schedule documents.

Sales Department Deliverables:

• Project Kick-off Date
• Project Installation Start Date
• Project Completion Date
• Any Other Relevant Dates

These are client expectations which are not binding on the Operations Group.

Since the Sales Department has been working with the customer organization, the Sale Department should document all the important customer contacts. This information should list all key team members and supporting organization personnel. Any insight on each team members technical or document management skills is extremely important. This information will allow the Operations Department to network with the customer personnel and bring in any additional internal support personnel to help ensure the success of the project.

Sales Department Deliverables:

• Customer Contacts Table Completed (See Appendix B)

The Sales Departments needs to highlight why the Customer is purchasing the Altris Software. This insight should focus on the critical success factors for the installation. If the Sale is based upon meeting the requirements of a business process, then this detail needs to be passed to Operations.

Sales Department Deliverables:

• Business Requirements Definition

Prior to submitting a bid and/or a bid acceptance, some basis system infrastructure information should be obtained from the potential customer. This infrastructure information is essential to ensuring Altris software will work on the customer's current or proposed system infrastructure. Each Altris software product has some basic system infrastructure requirements. Therefore, each product sold should identify the system infrastructure required for a software to be installed correctly.

The Sales organizations should clarify who is supplying what and any constraints associated with implementing the software or hardware associated with this contract. If hardware or non-standard third party software is in the contract, an estimated cost from the recommended vendor and a vendor contact name should accompany the Hardware Configuration Diagram

Sales Department Deliverables:

• Hardware Configuration Diagram

Any modification to existing software must be approved by an officer of the company prior to being incorporated in a bid. This approval should have generated a draft Functional Specification, time requirements and cost estimate and should be incorporated in the Project Scope Document.

Any customer's requirements that are associated with future standard software development commitments should be documented in this section. Each specific functional commitment should be listed with the specific date that the Software Development Department agreed to deliver that specific functionality and the date the sales person gave the customer for delivery of that specific functional requirement.

Sales Department Deliverables:

• Standard Software Draft Functional Specification, Timeframes & Estimated Cost
• Standard Software Future Enhancement Requirements, Delivery Dates and Implementation Dates

All non-standard software requirements should be documented in this section. The most common project specific software customizations include:

• Converting existing database information to an Altris Database
• Loading Data and images from a Back-file Conversion Company
• Converting an existing DMS to an Altris DMS
• Business Application Development using Altris Toolkits
• Integration with existing systems
• Database Scripts and/or Processes Triggered by an event

These seem to be the most common customization items, but each customer has specific requirements which might not be listed above. No matter what the customization is, detailed information on each customization requirement is absolutely necessary to reduce the risks of losing money on any particular software customization. Software customization activities have the greatest risk for cost overruns out of any aspect of the project. The Sales Department should have already included a Software Development Engineer or equivalent during the bid process for estimating the cost associated with any customization requirements. This involvement should have resulted in a Draft Functional Specification and Estimated Cost being generated prior to a bid being created. This information should be updated and delivered as part of the Project Scope Checklist.

Sales Department Deliverables:

• Customized Software Draft Functional Specification, Timeframes & Estimated Cost

All training sold to the customer should be documented. Any requirements not covered by the standard Altris training should be documented. Standard Altris training scope and commitments can be obtained from the Training Department.

Specifically - System Overview, End User Training, Application Admin, System Admin. Plus 3rd Party training and customisation training.

Sales Department Deliverables:

• Training Courses and number of students attending each class documented
• List any non-standard training contractual commitment

The number of different constraints a Customer places on Altris will correlate directly to the amount of time it will take to implement a Altris system. If Altris is hindered by security issues, server access issues or work hours, Altris will have difficulty implementing a system within its standard timeframes commitments. The Operations Departments needs to know about any constraints ASAP, so the implementation schedule and customer expectations are adjusted accordingly

Sales Department Deliverables:

• List any Customer imposed Constraint

This Scope Document is a guideline for documenting the implementation requirements for an Altris Software and Services Contract. This document only covers the basic requirement associated with most Altris Software installations. The Sales person should identify any requirement, issue, concern or insight that was not covered in any of the previous sections. The Sales Department still has ownership of the contract until the customer agrees and approves a Project Plan. It is in the Sales Department's best interest to complete this Project Scope Checklist and identify all the relevant requirements to satisfy the contractual requirements of the contract. A complete Project scope document will expedite the creation and approval of the Project Plan. Also, the Operations Department believes this document is the foundation to completing the contractual requirements for an Altris system in the most timely manner possible.

Sales Department Deliverables:

• Additional Issues, Requirements, Concerns and Insight.

Appendix A - Project Scope Checklist