Onboarding process for Direct Partners with Self-Service Portal

The onboarding process for Direct Partners with SSP

1. Get Setup and Install Work 365 (Use the Onboarding App)
   1. Get a Dynamics environment (This is done with the sales team)
   2. Login to your Dynamics environment using a private session in the browser
   3. Install Work 365 through the Onboarding App
      1. We need someone with Admin permissions
      2. Follow this article with prerequisites
   4. Admin Hub –around 15 minutes
      1. These are the default values for your Work 365 solution. It’s important that we understand your billing model for us to update the settings accordingly. This step is also fundamental to defining the correct expectations.
      2. Product service configuration is key before we start syncing products to your system
      3. Email settings and email templates
      4. Audience: We need on this call someone with knowledge of your billing and provisioning processes. Also, someone with Admin access to Work 365
      5. Resources: Application Settings
   5. Create automatic providers through the onboarding app too
2. Data preparation (Use the Onboarding App) --around 30 minutes
   1. Add provider accounts (properly mapped)
   2. Create billing contracts
      1. Based on the billing model we want to have
      2. Resource: Billing contracts
   3. Sync Products
   4. Sync subscriptions
   5. Archive items
   6. Complete data setup
3. Data clean-up and training. Work 365 is an application that you learn by using and that’s why we usually handle training parallel to the data clean-up. It is a good opportunity to prepare the system to behave the way that is expected, while we get hands-on with the data and different functionalities to learn.

While Work 365 is here to automate billing and provisioning processes, it needs maintenance. The more involved that we are during the setup, the less daily maintenance will be needed. If we do this properly, you will be able to spend less than 5 minutes per day monitoring and cleaning what’s needed.
Note that this is a recommended order, but we can always move a few things around based on your priorities.

1. 
   
   1. 3 key scenarios –15 minutes
      1. Create a billing contract
      2. Increase/decrease subscription’s quantity
      3. Generate an invoice. How to manually generate an invoice
      4. Audience: Anybody who is interested in these basic actions. Also, the team with knowledge of billing processes and access to Work 365
   2. Platform Overview, data, and system health checks –45 minutes
      1. A quick look at the different parts and functionalities of Work 365 (main menu and a glance to each item from that dropdown)
      2. We’ll review different dashboards and share best practices to maintain a healthy environment and accurate data. Subscriptions missing data are critical for the data clean-up and should be handled as a priority. Dashboards
      3. Audience: Responsible for monitoring data entry and action items on Work 365. Also, responsible for updating data in Work 365
   3. Provider Management –15 minutes
      1. What is a Provider account? Why is this bridge so important and how to maintain it while onboarding new customers
      2. Make sure all of them are mapped accordingly
      3. Discuss if there are additional providers needed (TechData, manual providers or Do Nothing providers)
      4. Learn the different types of providers we have
      5. Audience: Someone with access to Partner Center and knowledge of the provisioning process
   4. Product management –1 Hour
      1. Let’s go through each option from this menu
         1. How to create a product manually. Product catalogue. Learning this is key in case we need to add retired Microsoft products or 3^rd party items
         2. Different biling types that we support (License, usage, service, tiered, and non-recurring)
         3. What is a Price list?
         4. Syncing additional products using the Add Products option
         5. Syncing selling prices to those products through Product Service (These should already be listed)
      2. We’ll use Billing administration dashboard to find subscription missing data and make sure we add all the products that you’ll need to your Dynamics catalog with the appropriate selling prices.
      3. Audience: Someone with access to the latest MS pricelist (Partner Center) and knowledge of the products and selling prices applied to the customer. Also, responsible for updating data in Work 365
   5. Subscription Management –1 Hour 
      1. What is a billing contract? Recurring Vs. Item-based and how to create them
      2. We’ll learn what is a subscription, how to create one, and subscription fields that are relevant for you
      3. What are license change logs and how to use them
      4. Subscription’s behavior
      5. Scheduled license change logs
      6. Audience: Sales team (depending on your provisioning process), primary Work 365 user and licensing team
   6. Azure billing (optional) --30 minutes
      1. Usage-based subscriptions and where to find usage summary data
      2. Provider invoices and troubleshooting steps for 3 errors
      3. Advance Azure billing
      4. Audience: Someone with access to Partner Center (billing side) and primary Work 365 user
   7. Specific scenarios
      1. Now we can discuss special scenarios with your customers, keep in mind that some options may not be available depending on the plan that was purchased. Such as:
         1. Discounts
         2. Bundles
         3. Parent/child companies
         4. Separated invoices
         5. Tiered billing
         6. Billing for time
      2. Audience: Someone that can provide clarity on what’s needed, the billing team and Work 365 primary user
   8. Taxes and accounting systems integration (Optional)
      1. We’ll need a discussion to understand how you are doing taxes and/or if you would like to calculate taxes within Work 365
      2. The integration steps and date-syncing process for the accounting system will depend on which system is being used
         1. QBO
         2. QBD
         3. Business Central
         4. NetSuite
         5. AutoTask
         6. ConnectWise
      3. Audience: Billing and/or finance with admin access to the accounting tool and Work 365 primary user
   1. Sales Process and Agreements (optional) –45 minutes
      1. This process is important for us to understand how you onboard new customers and provision orders. Sales Orders
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      2. Incentives
      3. Audience: Team member with knowledge on how you onboard a new customer, access to Partner center, and responsible user of updating data in Work 365
   10. Invoice run prep –10 to 30 minutes (if there’s something to action)
       1. This is the last review we perform before generating invoices
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   10. 
       
       2. Audience: Primary Work 365 user
   11. Invoice management – 30 Minutes
       1. Once invoices have been generated, we’ll learn what to do with them and review reports
4. 
   
   11. 
       
       2. Audience: Finance or billing team and Work 365 user
   50. System maintenance – 15 minutes
       1. We’ll go again through general best practices

3. 
   
   1. 
      
      2. Dashboards
      3. Reports
      4. Upgrades
      5. Health-checks
      6. Audience: Primary Work 365 user
4. Self-Service Portal – 1 Hour for data preparation and training
   1. Setup Work 365 SSP through the Onboarding App
   2. Fill out the survey
   3. Data preparation
   4. Send portal invite (3 requirements)
   5. SSP overview of different functionalities