1. File the signed and received proposal from the client.
Save the file in this location:
SharePoint > Customer and Prospect Files > [Territory] > [State] > [Account] > Proposal Folder.
2. If a custom kit is being used, follow the steps below. If not, skip to step 3.
- Request custom SKU from Sales Support.
- Supply standard kit name, school, and price to Sales Support
- Attach proposal to indicate which labs and kits will be used.
- Specify whether the SKU needs to be made available for direct purchase on our site.
3. In CRM, Close Win the Opportunity and add the start dates with enrollments.
4. Complete the New Adoption form.
Find the form here. Remember to complete all fields including Order Type and BSO (found in CRM under Closed Won.)
5. Set up the backend for the instructor on eScienceLabs.com.
- Find instructions for this process here.
- On the right side of the page, find the discipline. Check the checkboxes for the following:
- Specific labs needed
- LMS instructions, including Navigating eScience 3.0 (Getting Started)
- Import Instructions
- Tips and Tricks
- Case Studies
- Question Banks (Word)
- Teacher Manual
- Scroll to the bottom of the page and select "Save."
6. Compose and send the new client/adoption email to the instructor.
Use the email template found below.
Attach the "How to Order" document for them to post. Template is in Sales Documents > Tools: General.
SAMPLE COURSE SET UP EMAIL: PLEASE NOTE THAT RED TEXT IS AN INTERNAL NOTE TO REPS. Be sure to remove/adjust before sending. ATTACH: How to Order Doc and Proposal
Dear XXX,
I wanted to provide the items you need to begin to set up your course XXX130 with custom KitXXX.
- Educator Resources: Under “For Instructor” on the eScience website, you will find the following:
- Course cartridge(s) for chosen labs, to integrate into your Canvas course shell
- Easy-to-follow Instructions for Canvas integration, and helpful videos
- Case studies for any additional discussion topics
- Teacher Manual
- Question Banks for any additional assignments
- Access to Educator Portal
- www.esciencelabs.com
- UN: [email protected]
- PW: science
- Select "For Instructor” and you will see the Educator Resources there.
- Course Cartridge Integration: Please watch the instructional videos in your Educator Portal (above) – they are helpful. Let me know if you need further assistance.
- How to order: I have attached a document you can post in your syllabus regarding ordering direct from us. (OR put Redemption Code order process here) Please take a second to add in the exact course information.
- Student access to content:
- Please let students know that they will access their content through Canvas, and not on the eScience website -just so they don’t get confused. (It is always a back- up if needed). Or explain student portal if that is the chosen access method.
- We recommend asking students to watch the Video “Navigating your Digital Lab Manual,” located in the “Getting Started” module that you have uploaded.
- Packing List Review: We recommend requiring students to review the Packing list immediately upon receipt of their lab kit to ensure that all items are included. If something is missing, simply direct students to our website (see below).
Important:
- Student questions: Please let students know to contact us if they have any questions about the kits at https://esciencelabs.com/student-contact-form
7. Bookstore setup (If any Qty of kits are being sold through the school's bookstore.)
- Confirm that lead instructor has contacted bookstore about adoptions.
- Contact Sales Support to enter bookstore contact info into CRM if not already entered.
- Work with sales support to send any necessary documents to bookstore (such as credit app, W-9, PO Notification, etc.).
- Check with Sales Support to make sure PO is received.
There is currently a transaction in NAV called a sales quote that can be generated and provided to customers who will be paying by credit card or other departmental purchase method for emergency COVID kits. Please connect with sales support/customer service to get this generated. We will still need the customer’s bill to and ship to information to process this.
8. Complimentary Teacher Kit (Only If Requested)
- Confirm need with client; request kit in Sample/Teacher Ticketing Form located in SharePoint.
- Always confirm addresses for faculty and monitor that these have been shipped in a timely manner.
9. As Start Date Approaches
- If kits are going through bookstore, check with Account Specialist to see if PO has come in. Remember to give 60/90-day requirement.
- Check with Instructor on LMS integration process to ensure they are ready to run the course and suggest their own IT support as first contact for troubleshooting.
- For further troubleshooting, refer to Job Aid...Troubleshooting LMS issues.
- If the issue is not resolved, continue with our Curriculum Development Ticketing in SharePoint > Favorite Links.
- If Direct or Red Code, check sell-through via Web Order Report in NetSuite. Contact client with numbers (Direct and Red Code) and ask them to send email reminders to students to ensure students will receive kits on time. Followup one week after.
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