IEAI-UTG

Ownership Document
 
Created: 07/29/2008
Last Modified: 09/18/2009




   Table of Contents

1.0   Roles 
1.1   Administrative Assistant 
1.2   AM 
1.3   COO 
1.4   Customer 
1.5   Director of Sales and Marketing 
1.6   Director of Technical Services 
1.7   Finance 
1.8   Offshore PM 
1.9   PM 
1.10   President (IEA-UTG) 
1.11   Production Manager 
1.12   Proposal Coordinator 
1.13   PSO 
1.14   Quality Engineer 
1.15   Software Services Delivery Manager 
1.16   Supplier (external) 
1.17   Supplier (internal) 
1.18   Systems & Network Administrator 
2.0   Groups 
2.1   Untitled Group 1 
2.2   Untitled Group 2 
3.0   Individuals 
3.1   Greg Tilley 
3.2   Untitled Person 1 


1.0   Roles

1.1  

Administrative Assistant

Administrative Assistant

Supervisor

Name Description Type
President (IEA-UTG) President of IEA-UTG Role

Roles/Groups

Name Description Type
President (IEA-UTG) President of IEA-UTG Role

Direct Responsibilities

Name Description Type
Receive external invoice Receive and log external invoice Activity

President (IEA-UTG) Direct Reports

Name Description Type
Administrative Assistant Administrative Assistant Role
COO Cheif Operations Officer Role
Director of Sales and Marketing Director of Sales and Marketing Role

President (IEA-UTG) Responsibilities

Name Description Type
Exec Review - President Executive Review - President Activity
Extract Highlights for Corporate Extract Highlights for Corporate Activity
Weekly Division Report Weekly Division Report Email


1.2  

AM

Account Manager

Supervisor

Name Description Type
Director of Sales and Marketing Director of Sales and Marketing Role

Roles/Groups

Name Description Type
Director of Sales and Marketing Director of Sales and Marketing Role

Direct Responsibilities

Name Description Type
AM Review Draft Invoice AM Revuew Draft Unvoice Activity
Complete Excel spreadsheet OI ticket Complete Excel spreadsheet OI ticket Activity
Complete OI ticket in Project360 Complete OI ticket in Project360 Activity
Draft Invoice OK by AM? Draft Invoice OK by AM? Decision
Email OI ticket for approval Email OI ticket for approval Activity
Invoice Correction Request Invoice Correction Request Email
Lead Qualification Lead Qualification Process Map
Record Account Activity Record Weekly Account Activity Activity
Verify Price and Cost Verify Price and Cost Activity
Weekly AM Activity Post Weekly AM Activity Post Email

Director of Sales and Marketing Direct Reports

Name Description Type
AM Account Manager Role
Proposal Coordinator Proposal Coordinator Role

Director of Sales and Marketing Responsibilities

Name Description Type
Customer Negotiation Customer Negotiation Process Map
Exec Review - Sales Executive Review - Sales Activity
Extract Sales Highlights for Division Extract Sales Highlights for Division Activity
Pre-Sales Pre-Sales Process Map
Proposal Development Proposal Development Process Map
Weekly Sales Report Weekly Sales Report Email


1.3  

COO

Cheif Operations Officer

Assigned Personnel

Name Description Type
Director of Technical Services Director of Technical Services Role
PM Project Manager Role
Production Manager Production Manager Role
PSO Project Support Officer Role
Software Services Delivery Manager Software Services Delivery Manager Role

Linked Resources

Name Description Type
Project360 Project360 database in SQL server Database

Supervisor

Name Description Type
President (IEA-UTG) President of IEA-UTG Role

Roles/Groups

Name Description Type
President (IEA-UTG) President of IEA-UTG Role

Direct Reports

Name Description Type
Director of Technical Services Director of Technical Services Role
PM Project Manager Role
Production Manager Production Manager Role
PSO Project Support Officer Role
Software Services Delivery Manager Software Services Delivery Manager Role

Direct Responsibilities

Name Description Type
Determine revenue recognition method For each project, determine which revenue recognition method should apply for the current month. Activity
Exec Reveiw - Operations Executive Review - Operations Activity
Executed Contract for Services Contract for services is fully executed. Requirement
OI ticket complete? Is the Order Intake ticket complete and representative of the baseline budget and accepted business case? Decision
Project360 (web) [hyperlink]  Project360 information portal Web Page
Project360 Report Excel Spreadsheet with project-level detail of Revenue, Cost, IEA Value, Billing and ENB. Spreadsheet
Recalibrate business plan Review and edit cost/invoice/revenue records as necessary to restore balance against total project value and budget. Activity
Receive external invoices Gather external invoices for the month Activity
Receive invoices Receive IEL invoices via email as pdf attachments and other supplier invoices from various channels. Activity
Record billed cost For each project, record billed cost as cost records for the current month in Project360 Activity
Record customer invoice For each project, record customer invoice details for the current month in Project360 Activity
Record earned revenue For each project, calculate earned revenue for the current month and record the value and calculation notes as revenue record in Project360. Activity
Record other direct cost For each project, record other types of project direct expenses in Project360. Activity
Record supplier invoice as cost in Project360 Record the invoice cost in Project360 Activity
Record unbilled cost For each project, record unbilled cost records in Project360 for any work known to be performed by suppliers this month, but not invoiced. Activity
Request supplier payment Request payment for supplier payment Activity
Review & Complete PMS Review & Complete PMS entries Activity
Review OI ticket Activity
Review supplier invoices All supplier invoices need to be validated by operations before logging into Project360 Activity
Supplier Payments Process for handling supplier invoices from receipt of invoice to payment request. Process Map
Weekly Delivery Report Weekly Delivery Report Email
Weekly Delivery Report Template [hyperlink]  Weekly Delivery Report Template Document

President (IEA-UTG) Direct Reports

Name Description Type
Administrative Assistant Administrative Assistant Role
COO Cheif Operations Officer Role
Director of Sales and Marketing Director of Sales and Marketing Role

President (IEA-UTG) Responsibilities

Name Description Type
Exec Review - President Executive Review - President Activity
Extract Highlights for Corporate Extract Highlights for Corporate Activity
Weekly Division Report Weekly Division Report Email


1.4  

Customer

Customer

Direct Responsibilities

Name Description Type
Customer Receives Invoice Customer Receives Invoice End Point


1.5  

Director of Sales and Marketing

Director of Sales and Marketing

Assigned Personnel

Name Description Type
AM Account Manager Role
Proposal Coordinator Proposal Coordinator Role

Supervisor

Name Description Type
President (IEA-UTG) President of IEA-UTG Role

Roles/Groups

Name Description Type
President (IEA-UTG) President of IEA-UTG Role

Direct Reports

Name Description Type
AM Account Manager Role
Proposal Coordinator Proposal Coordinator Role

Direct Responsibilities

Name Description Type
Customer Negotiation Customer Negotiation Process Map
Exec Review - Sales Executive Review - Sales Activity
Extract Sales Highlights for Division Extract Sales Highlights for Division Activity
Pre-Sales Pre-Sales Process Map
Proposal Development Proposal Development Process Map
Weekly Sales Report Weekly Sales Report Email

President (IEA-UTG) Direct Reports

Name Description Type
Administrative Assistant Administrative Assistant Role
COO Cheif Operations Officer Role
Director of Sales and Marketing Director of Sales and Marketing Role

President (IEA-UTG) Responsibilities

Name Description Type
Exec Review - President Executive Review - President Activity
Extract Highlights for Corporate Extract Highlights for Corporate Activity
Weekly Division Report Weekly Division Report Email


1.6  

Director of Technical Services

Director of Technical Services

Supervisor

Name Description Type
COO Cheif Operations Officer Role

Roles/Groups

Name Description Type
COO Cheif Operations Officer Role

COO Direct Reports

Name Description Type
Director of Technical Services Director of Technical Services Role
PM Project Manager Role
Production Manager Production Manager Role
PSO Project Support Officer Role
Software Services Delivery Manager Software Services Delivery Manager Role

COO Responsibilities

Name Description Type
Determine revenue recognition method For each project, determine which revenue recognition method should apply for the current month. Activity
Exec Reveiw - Operations Executive Review - Operations Activity
Executed Contract for Services Contract for services is fully executed. Requirement
OI ticket complete? Is the Order Intake ticket complete and representative of the baseline budget and accepted business case? Decision
Project360 (web) [hyperlink]  Project360 information portal Web Page
Project360 Report Excel Spreadsheet with project-level detail of Revenue, Cost, IEA Value, Billing and ENB. Spreadsheet
Recalibrate business plan Review and edit cost/invoice/revenue records as necessary to restore balance against total project value and budget. Activity
Receive external invoices Gather external invoices for the month Activity
Receive invoices Receive IEL invoices via email as pdf attachments and other supplier invoices from various channels. Activity
Record billed cost For each project, record billed cost as cost records for the current month in Project360 Activity
Record customer invoice For each project, record customer invoice details for the current month in Project360 Activity
Record earned revenue For each project, calculate earned revenue for the current month and record the value and calculation notes as revenue record in Project360. Activity
Record other direct cost For each project, record other types of project direct expenses in Project360. Activity
Record supplier invoice as cost in Project360 Record the invoice cost in Project360 Activity
Record unbilled cost For each project, record unbilled cost records in Project360 for any work known to be performed by suppliers this month, but not invoiced. Activity
Request supplier payment Request payment for supplier payment Activity
Review & Complete PMS Review & Complete PMS entries Activity
Review OI ticket Activity
Review supplier invoices All supplier invoices need to be validated by operations before logging into Project360 Activity
Supplier Payments Process for handling supplier invoices from receipt of invoice to payment request. Process Map
Weekly Delivery Report Weekly Delivery Report Email
Weekly Delivery Report Template [hyperlink]  Weekly Delivery Report Template Document


1.7  

Finance

Finance

Linked Resources

Name Description Type
QuickBooks QuickBooks Database

Direct Responsibilities

Name Description Type
Draft Invoice Draft Invoice PDF
Generate Draft Invoice Generate Draft Invoice Activity
Generate Live Invoice Generate LIve Invoice Activity
Pay supplier Pay supplier Activity
Receive internal invoice Receive and log invoice from internal department Activity


1.8  

Offshore PM

Offshore Project Manager


1.9  

PM

Project Manager

Supervisor

Name Description Type
COO Cheif Operations Officer Role

Roles/Groups

Name Description Type
COO Cheif Operations Officer Role

Direct Responsibilities

Name Description Type
Customer Backup Email Customer Backup Email Email
Draft Invoice OK by PM? Draft Invocie OK by PM? Decision
Generate draft request Generate draft invoice request Activity
Invoice Correction Request Invoice Correction Request Email
Invoice Request Email Invoice Request Email Email
Issue soft-copy and supporting docs Issue soft-copy and supporting docs Activity
Review Draft Invoice Review Draft Invoice Activity
Update PMS Update PMIS Activity
Verify Scope and DAT Verify Scope and Data Acceptance Criteria Activity

COO Direct Reports

Name Description Type
Director of Technical Services Director of Technical Services Role
PM Project Manager Role
Production Manager Production Manager Role
PSO Project Support Officer Role
Software Services Delivery Manager Software Services Delivery Manager Role

COO Responsibilities

Name Description Type
Determine revenue recognition method For each project, determine which revenue recognition method should apply for the current month. Activity
Exec Reveiw - Operations Executive Review - Operations Activity
Executed Contract for Services Contract for services is fully executed. Requirement
OI ticket complete? Is the Order Intake ticket complete and representative of the baseline budget and accepted business case? Decision
Project360 (web) [hyperlink]  Project360 information portal Web Page
Project360 Report Excel Spreadsheet with project-level detail of Revenue, Cost, IEA Value, Billing and ENB. Spreadsheet
Recalibrate business plan Review and edit cost/invoice/revenue records as necessary to restore balance against total project value and budget. Activity
Receive external invoices Gather external invoices for the month Activity
Receive invoices Receive IEL invoices via email as pdf attachments and other supplier invoices from various channels. Activity
Record billed cost For each project, record billed cost as cost records for the current month in Project360 Activity
Record customer invoice For each project, record customer invoice details for the current month in Project360 Activity
Record earned revenue For each project, calculate earned revenue for the current month and record the value and calculation notes as revenue record in Project360. Activity
Record other direct cost For each project, record other types of project direct expenses in Project360. Activity
Record supplier invoice as cost in Project360 Record the invoice cost in Project360 Activity
Record unbilled cost For each project, record unbilled cost records in Project360 for any work known to be performed by suppliers this month, but not invoiced. Activity
Request supplier payment Request payment for supplier payment Activity
Review & Complete PMS Review & Complete PMS entries Activity
Review OI ticket Activity
Review supplier invoices All supplier invoices need to be validated by operations before logging into Project360 Activity
Supplier Payments Process for handling supplier invoices from receipt of invoice to payment request. Process Map
Weekly Delivery Report Weekly Delivery Report Email
Weekly Delivery Report Template [hyperlink]  Weekly Delivery Report Template Document


1.10  

President (IEA-UTG)

RESPONSIBILITIES

a. To provide leadership & strategic direction to IEA-UTG.

b. Formulate and execute strategies that will to strengthen the market position of IEA-UTG & Infotech.

c. Responsible for the Profit & Loss Statement (P&L) for IEA-UTG.

d. Define Responsibilities, Authorities of Personnel of IEA-UTG and assign KRA’s for them from time to time.

e. Determine the Customer requirements and ensure they are being met with the aim of enhancing customer satisfaction.

f. Ensure availability of resources to meet the organizational objectives.

g. To review the training needs of local IEA-UTG employees and approve the requisite training activities

h. Achieve KRA’s set from time to time.

Assigned Personnel

Name Description Type
Administrative Assistant Administrative Assistant Role
COO Cheif Operations Officer Role
Director of Sales and Marketing Director of Sales and Marketing Role

Direct Reports

Name Description Type
Administrative Assistant Administrative Assistant Role
COO Cheif Operations Officer Role
Director of Sales and Marketing Director of Sales and Marketing Role

Direct Responsibilities

Name Description Type
Exec Review - President Executive Review - President Activity
Extract Highlights for Corporate Extract Highlights for Corporate Activity
Weekly Division Report Weekly Division Report Email


1.11  

Production Manager

Production Manager

Assigned Personnel

Name Description Type
Quality Engineer Quality Engineer Role

Supervisor

Name Description Type
COO Cheif Operations Officer Role

Roles/Groups

Name Description Type
COO Cheif Operations Officer Role

Direct Reports

Name Description Type
Quality Engineer Quality Engineer Role

COO Direct Reports

Name Description Type
Director of Technical Services Director of Technical Services Role
PM Project Manager Role
Production Manager Production Manager Role
PSO Project Support Officer Role
Software Services Delivery Manager Software Services Delivery Manager Role

COO Responsibilities

Name Description Type
Determine revenue recognition method For each project, determine which revenue recognition method should apply for the current month. Activity
Exec Reveiw - Operations Executive Review - Operations Activity
Executed Contract for Services Contract for services is fully executed. Requirement
OI ticket complete? Is the Order Intake ticket complete and representative of the baseline budget and accepted business case? Decision
Project360 (web) [hyperlink]  Project360 information portal Web Page
Project360 Report Excel Spreadsheet with project-level detail of Revenue, Cost, IEA Value, Billing and ENB. Spreadsheet
Recalibrate business plan Review and edit cost/invoice/revenue records as necessary to restore balance against total project value and budget. Activity
Receive external invoices Gather external invoices for the month Activity
Receive invoices Receive IEL invoices via email as pdf attachments and other supplier invoices from various channels. Activity
Record billed cost For each project, record billed cost as cost records for the current month in Project360 Activity
Record customer invoice For each project, record customer invoice details for the current month in Project360 Activity
Record earned revenue For each project, calculate earned revenue for the current month and record the value and calculation notes as revenue record in Project360. Activity
Record other direct cost For each project, record other types of project direct expenses in Project360. Activity
Record supplier invoice as cost in Project360 Record the invoice cost in Project360 Activity
Record unbilled cost For each project, record unbilled cost records in Project360 for any work known to be performed by suppliers this month, but not invoiced. Activity
Request supplier payment Request payment for supplier payment Activity
Review & Complete PMS Review & Complete PMS entries Activity
Review OI ticket Activity
Review supplier invoices All supplier invoices need to be validated by operations before logging into Project360 Activity
Supplier Payments Process for handling supplier invoices from receipt of invoice to payment request. Process Map
Weekly Delivery Report Weekly Delivery Report Email
Weekly Delivery Report Template [hyperlink]  Weekly Delivery Report Template Document


1.12  

Proposal Coordinator

Proposal Coordinator

Supervisor

Name Description Type
Director of Sales and Marketing Director of Sales and Marketing Role

Roles/Groups

Name Description Type
Director of Sales and Marketing Director of Sales and Marketing Role

Director of Sales and Marketing Direct Reports

Name Description Type
AM Account Manager Role
Proposal Coordinator Proposal Coordinator Role

Director of Sales and Marketing Responsibilities

Name Description Type
Customer Negotiation Customer Negotiation Process Map
Exec Review - Sales Executive Review - Sales Activity
Extract Sales Highlights for Division Extract Sales Highlights for Division Activity
Pre-Sales Pre-Sales Process Map
Proposal Development Proposal Development Process Map
Weekly Sales Report Weekly Sales Report Email


1.13  

PSO

Project Support Officer

Supervisor

Name Description Type
COO Cheif Operations Officer Role

Roles/Groups

Name Description Type
COO Cheif Operations Officer Role

Direct Responsibilities

Name Description Type
enter invoice information Activity
OI Ticket Template (xls) [hyperlink]  Order Intake Ticket Template Spreadsheet
Publish OI ticket Publish Order Intake ticket Activity
Rework OI ticket Rework Order Intake ticket Activity
Transfer OI ticket to Project360 Transfer OI ticket to Project360 Activity

COO Direct Reports

Name Description Type
Director of Technical Services Director of Technical Services Role
PM Project Manager Role
Production Manager Production Manager Role
PSO Project Support Officer Role
Software Services Delivery Manager Software Services Delivery Manager Role

COO Responsibilities

Name Description Type
Determine revenue recognition method For each project, determine which revenue recognition method should apply for the current month. Activity
Exec Reveiw - Operations Executive Review - Operations Activity
Executed Contract for Services Contract for services is fully executed. Requirement
OI ticket complete? Is the Order Intake ticket complete and representative of the baseline budget and accepted business case? Decision
Project360 (web) [hyperlink]  Project360 information portal Web Page
Project360 Report Excel Spreadsheet with project-level detail of Revenue, Cost, IEA Value, Billing and ENB. Spreadsheet
Recalibrate business plan Review and edit cost/invoice/revenue records as necessary to restore balance against total project value and budget. Activity
Receive external invoices Gather external invoices for the month Activity
Receive invoices Receive IEL invoices via email as pdf attachments and other supplier invoices from various channels. Activity
Record billed cost For each project, record billed cost as cost records for the current month in Project360 Activity
Record customer invoice For each project, record customer invoice details for the current month in Project360 Activity
Record earned revenue For each project, calculate earned revenue for the current month and record the value and calculation notes as revenue record in Project360. Activity
Record other direct cost For each project, record other types of project direct expenses in Project360. Activity
Record supplier invoice as cost in Project360 Record the invoice cost in Project360 Activity
Record unbilled cost For each project, record unbilled cost records in Project360 for any work known to be performed by suppliers this month, but not invoiced. Activity
Request supplier payment Request payment for supplier payment Activity
Review & Complete PMS Review & Complete PMS entries Activity
Review OI ticket Activity
Review supplier invoices All supplier invoices need to be validated by operations before logging into Project360 Activity
Supplier Payments Process for handling supplier invoices from receipt of invoice to payment request. Process Map
Weekly Delivery Report Weekly Delivery Report Email
Weekly Delivery Report Template [hyperlink]  Weekly Delivery Report Template Document


1.14  

Quality Engineer

Quality Engineer

Supervisor

Name Description Type
Production Manager Production Manager Role

Roles/Groups

Name Description Type
Production Manager Production Manager Role

Production Manager Direct Reports

Name Description Type
Quality Engineer Quality Engineer Role


1.15  

Software Services Delivery Manager

Software Services Delivery Manager

Supervisor

Name Description Type
COO Cheif Operations Officer Role

Roles/Groups

Name Description Type
COO Cheif Operations Officer Role

Direct Responsibilities

Name Description Type
Project360 Project360 database in SQL server Database

COO Direct Reports

Name Description Type
Director of Technical Services Director of Technical Services Role
PM Project Manager Role
Production Manager Production Manager Role
PSO Project Support Officer Role
Software Services Delivery Manager Software Services Delivery Manager Role

COO Responsibilities

Name Description Type
Determine revenue recognition method For each project, determine which revenue recognition method should apply for the current month. Activity
Exec Reveiw - Operations Executive Review - Operations Activity
Executed Contract for Services Contract for services is fully executed. Requirement
OI ticket complete? Is the Order Intake ticket complete and representative of the baseline budget and accepted business case? Decision
Project360 (web) [hyperlink]  Project360 information portal Web Page
Project360 Report Excel Spreadsheet with project-level detail of Revenue, Cost, IEA Value, Billing and ENB. Spreadsheet
Recalibrate business plan Review and edit cost/invoice/revenue records as necessary to restore balance against total project value and budget. Activity
Receive external invoices Gather external invoices for the month Activity
Receive invoices Receive IEL invoices via email as pdf attachments and other supplier invoices from various channels. Activity
Record billed cost For each project, record billed cost as cost records for the current month in Project360 Activity
Record customer invoice For each project, record customer invoice details for the current month in Project360 Activity
Record earned revenue For each project, calculate earned revenue for the current month and record the value and calculation notes as revenue record in Project360. Activity
Record other direct cost For each project, record other types of project direct expenses in Project360. Activity
Record supplier invoice as cost in Project360 Record the invoice cost in Project360 Activity
Record unbilled cost For each project, record unbilled cost records in Project360 for any work known to be performed by suppliers this month, but not invoiced. Activity
Request supplier payment Request payment for supplier payment Activity
Review & Complete PMS Review & Complete PMS entries Activity
Review OI ticket Activity
Review supplier invoices All supplier invoices need to be validated by operations before logging into Project360 Activity
Supplier Payments Process for handling supplier invoices from receipt of invoice to payment request. Process Map
Weekly Delivery Report Weekly Delivery Report Email
Weekly Delivery Report Template [hyperlink]  Weekly Delivery Report Template Document


1.16  

Supplier (external)

Supplier of goods or services, not part of the coporate family


1.17  

Supplier (internal)

Supplier of goods or services from within the corporate family


1.18  

Systems & Network Administrator

Systems & Network Administrator

Direct Responsibilities

Name Description Type
PMIS [hyperlink]  Project Management Information System Web Page
Resource Pool [hyperlink]  Infotech Resource Pool Web Page




2.18   Groups

2.1  

Untitled Group 1


2.2  

Untitled Group 2




3.2   Individuals

3.1  

Greg Tilley

Title President, IEAI
Department
Email Greg.Tilley@infotech-enterprises.com
Phone
Fax
Mobile


3.2  

Untitled Person 1

Title
Department
Email
Phone
Fax
Mobile