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New Site Set Up Process

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Contents

1.0 Introduction ...................................................................................................................... 3

2.0 Site Statuses .................................................................................................................... 3

3.0 Handover .......................................................................................................................... 5

4.0 Notifications ..................................................................................................................... 7





















































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1.0 Introduction

Experian FootFall installs solutions for new clients and sites on a continuous basis. These
new sites and clients are set up and quality checked by the Implementation department
before a Live reporting site is handed over to the Customer Services team for ongoing
support and reporting.

In some regions the site set up is completed by the Customer Services team, and not the
Implementation team. Despite this all sites should still follow the same process. This
document defines the different stages that each site can sit at between installation and
reporting. The stage that a site sits at will be defined by the Site Status in SalesForce.


2.0 Site Statuses

The site status is used to state the stage at which a site sits from the very first stages of
having an engineer assigned to install the system, right through to the site being set up and
reporting on a daily basis.

This section explains the meaning behind each of the statuses following the installation of a
site.

Site Statuses explained:

Installation Complete Once the system has been installed the Project Manager
will change the status of the site to Installation Complete. This will update the
Progress Chart on the Project.
Site Set Up Required If a site requires setting up in the data warehouse for
reporting the Project Manager will change the status of the site from Installation
Complete to Site Set Up Required.

If the Project Manager has any information relating to the reporting of the site that
needs to be set up, then this can be entered in the Notes section of the Site within
SalesForce E.g. Report templates etc.

* Not all sites will require setting up for reporting. Should a newly installed site not
require setting up in the data warehouse then the Project Manager should change the
Site Status straight to Live.

Changing the status to Set Up Required will generate a notification email to alert the
relevant regional team that the sites requires setting up in the data warehouse.
(Notifications explained on page 7).
Data Monitoring (Info Required) The regional team responsible for setting a site
up for reporting will change the site to this status to acknowledge receipt of the site
and that the data is being checked. If the site is changed to the information required
status then no action will be completed on this site other than monitoring the data in
FootPrint. Only when all of the information detailed below has been entered by the
Project Manager will the status change to the next status Data Monitoring:

o Site Name
o Site ID
o Project
o Account Name The Account should have a client ID associated to it. The
only time a client ID should not be associated to the Account is if it is a brand
new Account / Client. This will then be generated by the regional set up team.
o Store ID (if applicable)
o Number of Devices
o Site Opening Date (If the site is a brand new opening)
o Contact Name A SalesForce Contact should also be created.
o Address
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o Phone number
o Installation details
o Cost details
o Validation information with all details entered in a validation Form (not simply
attached to the site).
o Locations
o Assets
o Functional Design Specification (FDS) attached

It is the Project Managers responsibility to ensure that all information is provided. The
site will not be set up for reporting until all information is available. If the Project
Manager enters all information and believes the site is now in a position to be set up
for reporting then they should change the status from Data Monitoring (Info
Required) to Data Monitoring.
Data Monitoring Once all of the site information is available within SalesForce, the
site will be changed to Data Monitoring. When a site is at this stage the data is being
checked on a daily basis and the site is in a position to be set up for reporting. 2
complete weeks worth of data is typically required before a site can be set up for
reporting.

By changing the Site Status to Data Monitoring the Data Monitoring Passed area of
the Project Progress Chart will be updated. If the Progress Chart on the Project
doesnt show all sites having passed data monitoring, this means that a site still sits
on a prior status and that there is still action on the Project Manager to complete.
Set Up Complete Handed Over The site has been configured in the data
warehouse and the first reports produced. A site is set to this status to signify that the
site is being passed to the regional Information Services team for ongoing support
and reporting. A case will be created against a site / account and assigned to the
local regional Information Services team detailing the handover information.
(Handovers explained on page 5).
Live The regional Information Services team will change the status from Set Up
Complete Handed Over to Live to signify that they accept the site that has been
handed over and that the site is now live and reporting within the regional customer
services team.
Closed To signify that a site is no longer reporting either due to the store closing or
the contract has come to an end.



























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3.0 Handover

This section explains the process of passing a live and reporting site over to the Information
Services team for ongoing support and reporting. This may work slightly different across the
different regions as in some regions sites are set up within the Implementation team, and in
others they are set up by the Information Services team. However, all sites should still go
through the same checks and still have cases raised against them as detailed below.

3.1 Handover Checks

Before any site can be handed over there are fields both at site and account level that need to
be filled in and checked.

All sites should have the Handover section filled in:



This gives basic information relating to the site such as the date that data is first available
from (Valid From Date), the type of reporting calendar that is used, and also the count
direction that is used for reporting (In, Out or Flow).

As part of the site set up it is important to make sure that what is entered in SalesForce
matches what has been entered in the data warehouse. If they dont then the below fields will
need to be entered or changed within SalesForce to ensure that they are consistent with what
is in the data warehouse:

The Account name must be exactly the same as the client name within the data
warehouse.
All sites should exist against an Account that has a client ID associated to it within
SalesForce. The only time that a Site will exist against an Account that does not have
a Client ID is if it is a new client within the data warehouse. Once the new client ID
has been generated within the data warehouse then it should be entered against the
Account within SalesForce.
The Site Name in SalesForce must match the name that is used for reporting
purposes within the data warehouse.

Before handing a new site over to the Information Services team it is also important to ensure
that all site, installation, cost and validation details are entered against the Site. The Site must
also have a Functional Design Specification attached and a validation entered in the Forms
section of a site. The validation should not simply be saved as an attachment against the site.

















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The Information Services team will receive notification of a handover via the raising of a 02
Request type Case on SalesForce with a Category of New Site Handover. The Case will be
assigned to the regional iSupport queue and will be received no later than 13:00 GMT on a
Friday.

3.2 Pre-requisites

The handover case should include the following detail. If anything is missing or unclear then
the case should be assigned back to the Systems Implementation queue with a comment
detailing the query.

The case will be raised against either an individual site or an account. A case will be raised
against an account only if there are 5 or more individual sites for that account being handed
over.

The case should contain the following either in the description details of the case or in an
attachment:

Site IDs (if the case is logged against an account)
Site Names (if the case is logged against an account)
Report templates and frequencies
FootFall Interactive passwords
Third Party Data. E.g. Days, times and delivery method
Patching rule information such as auto rules and any other notes concerning
patching. This will only appear if the site is part of a new account.
Support flow / processes. This will only appear if the site is part of a new account.
Any hierarchical information. E.g. Region, division
Data feed details (if any):
o Days and times of data feed delivery.
o Description of data being sent and any other useful information.
o State if the data feed can be run in FootMesh of if it needs to be re-run by the
Global Support team.
o Type of transfer e.g. SFTP Solihull, e-mail only
o Enter special notes regarding public holidays

The following information can be gathered from the site profile.

Store ID
Count Direction
Number of Devices
Account Manager
Valid from date
Calendar and week start date

Any new client / site contact details should be created as a new contact against the Account
or Site within SalesForce.

The information supplied with each Site / Account will depend on the type of site, what
services they have purchased and what deliverables are being supplied. Therefore it is not
practical to list all the possibilities. It is important therefore for the Information Services team
to review the handover information and to make sure that they are supplied with everything
they need to support the new customer.

If the handover is accepted then the Information Services team should change all site
statuses to Live.




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4.0 Notifications

A notification will be generated when a sites status is changed to Site Set Up Required. The
notification will include the below details:

Email Subject: Site Set Up Required For Site ID: ________

Email Body:

The below site requires setting up for reporting:

- Site ID:
- Site Name:
- Account Name:
- Account ID:

Click here to view the site: (SalesForce Link)



Who the SalesForce notification email will be sent to will depend on what the Information
Services Office has been set as at the Account level.

All sites should be created against an account that has a client ID associated to it. If a site is
created against an account that does not have a client ID then the client ID will not be
populated in the notification email. The assumption will then be made that this site belongs to
a brand new client / account.

When a site is being set up against a new client the person setting the site up within the data
warehouse will also be creating the new client ID. This should then be entered against the
new Account within SalesForce.