We recommend that your project team for Onboarding should consist of a Project Sponsor, Project Manager, an IT lead, a Data lead and at least one key stakeholder from the Commercial and Finance departments.
These roles can be interchangeable depending on your resource availability and level of expertise. What is key, is that whoever attends has the time to remain consistent throughout onboarding, has sufficient time for testing, and has the knowledge to contribute effectively.
The list below provides a high-level description and responsibilities of the different roles in onboarding.
Project Sponsor / Programme Lead
The Project Sponsor is ultimately responsible for the programme activities of onboarding (timelines, objectives and scope). They typically own the company business case and will be responsible for the relationship going forward. They will likely not be involved in the weekly project meeting, but rather have separate regular catch-ups with the Customer Success manager. They, along with the project manager will approve the onboarding plan.
Project Manager / Project Lead
The Project Manager will be responsible for the project activities within onboarding (i.e. ensuring testing on the client side takes place) and will manage resources and timelines on the client side. They, along with the project sponsor will approve the onboarding plan.
The Data Lead will be responsible for providing the data (both master and transactional) to populate DealTrack. It is important that they attend the design workshop to confirm that the data can be provided in the format needed by wider the team.
The Commercial Stakeholder will be responsible for explaining the trading agreements from the chosen 5 suppliers to the Onboarding Team. They will be involved in the configuration to ensure that DealTrack is set up to enable them to set up your rebate deals. Once configured, they will be responsible for setting up the deals for your chosen 5 suppliers in DealTrack.
The finance stakeholder will also be involved in the configuration to ensure that they are able to get the reports out of DealTrack that they require. They will also be involved in the testing to ensure they are getting the correct figures out of DealTrack.