Introduction
If a client is renewing the new session where data purge and a new session update are required, then we termed it as a renewal and it is an every-year process.
The process starts once the MOU is signed by the client.
Note: If the MOU is signed for recurring years, then also the renewal will be considered for the coming year.
In generic we have 2 methods for renewals:
- Full Purge Renewal Process
- Partial Purge Renewal Process
Let's talk about Full Purge renewal Understanding and the process for the same:
Full Purge: Overview
A full Purge process means the whole system data will be purged without any condition, this includes:
- Lead Manager
- Application Manager
- Applicant Documents
- Admin Dashboard
- Counselor Dashboard
- Raw Data
- Purchase Summary
- Queries
- Exam Data
- Niaa Used Session
- Communication Report
- Automation Report
- User Activity
- Applicant Activity
- Publisher Activity
- Offline Upload Logs
- Mongo Logs
- Payment response Logs
- Telephony Data Logs
Process for Full Purge
- A Purge request ticket will be raised from the client end, mentioning the requirement by filling up the complete requirement in the RGS.
- Once the requirement is filled, CS will fill out the subscription form to proceed with the renewal process.
- After checking the requirement the operation team will provide the TAT for the CRM and Form Go Live.
- Before initiating the purge below modules are to be paused: Active Automation, Token fee, Workflow, APIs, ERP.
Scope for Full Purge
The renewal process and standard timeline:
| Process |
TAT |
Example ( Received request on 1st Feb) |
| Purge |
T+2 |
3 Feb |
| CRM Sanity and Live |
T+3 |
4 Feb |
| Form changes and LP Sanity.* |
T+5 |
6 Feb |
| Client / CS Approval* |
T+6 |
7 Feb |
| QA and Go-live |
T+8 |
9 Feb |
Understanding of the terms:
Purge :
- Resetting all the system data including lead, application, dashboard, logs, API, etc.
CRM Sanity and Live:
- Basic system configurations include Email/SMS, User, Permission, Allocation logic, etc.
Form changes and LP Sanity :
- The standard renewal process includes a year extension on LP, Form, widget, Template, etc.
- In addition to this if we have any learning from the past or any of the other institutes we do check those cases as well.
- If the requirement is other than the standard renewal process then we pick the changes as per the details provided in the RGS.
Client Approval/ CS Approval:
We received the requirement from the client so it is very important to get their sign off, hence after all the changes shared by the client are completed then we share the draft with CS to get approval from the client, to provide the confirmation they need to update their sign off on the RGS sheet only.
QA and Form Go-Live:
Once we receive confirmation from the client we will share the renewal for QA so that nothing can be missed before taking the system to live, after receiving the QA pass status we will proceed with the Form Go-live process.
Partial Purge: Overview
Partial Purge terms describe the condition on which the data will be purge
- All Leads applicable to the provided condition
- All Applications applicable to the provided condition
- All Communication sent to these applicants with the provided condition
- All Activities are done by these applicants with the provided condition
- All Payment Data for these applicants with the provided condition
- VPA status for these applicants with the provided condition
- Exam Data of these applicants with the provided condition
- Documents uploaded by these applicants with the provided condition
- All Queries raised by these applicants and they're replied to with the provided condition
- Nia Session used by these applicants
- Mongo Log of these (Promotional + Transactional email, SMS, Automation logs, API logs)
Process for Partial Purge
- A Partial Purge request ticket will be raised from the client end.
- CS needs to get confirmation from the client by mentioning all the logic and count of the data that will be purged.
- Along with data, the complete RGS to be filled.
- Once the requirement is filled, CS will fill out the subscription form to proceed with the renewal process.
- After checking the requirement the operation team will provide the TAT for the CRM and Form Go Live.
Note: If the data chunk will be of 15 days we will not be considering partial purge, it will come under full purge only.
Screenshots and logic are mandatory to be provided before initiating the process of renewals.
All the change details are to be mentioned in the RGS only.
Scope for Partial Purge
The renewal process and standard timeline:
| Process |
TAT |
Example ( Received request on 1st Feb) |
| Purge |
T+2 |
3 Feb |
| CRM Sanity and Live |
T+3 |
4 Feb |
| Form changes and LP Sanity.* |
T+5 |
6 Feb |
| Client / CS Approval* |
T+6 |
7 Feb |
| QA and Go-live |
T+8 |
9 Feb |
Understanding of the terms:
Purge :
- Resetting all the system data including lead, application, dashboard, logs, API, etc as per the condition provided.
CRM Sanity and Live:
- Basic system configurations include Email/SMS, User, Permission, Allocation logic, etc.
Form changes and LP Sanity :
- The standard renewal process includes a year extension on LP, Form, widget, Template, etc.
- In addition to this if we have any learning from the past or any of the other institutes we do check those cases as well.
- If the requirement is other than the standard renewal process then we pick the changes as per the details provided in the RGS.
Client Approval/ CS Approval:
We received the requirement from the client so it is very important to get their sign off, hence after all the changes shared by the client are completed then we share the draft with CS to get approval from the client, to provide the confirmation they need to update their sign off on the RGS sheet only.
QA and Form Go-Live:
Once we receive final confirmation from the client, the renewal will be shared with the QA team for final sanity checks to avoid any miss/error before taking the system live, after receiving the QA pass status we will proceed with the Form Go-live process.
Note:
- In case we have received any full purge request without complete RGS we will consider it and the ticket will be marked as hold after completion of the Purge once received all the requirements are the same ticket with the RGS details will be used.
After completion of the requirement, only the Renewal will be marked as LIVE. (Treat this note as an exceptional case only)
- We suggest promoting a full purge for better flow.
- In the case of a Group MOU with multiple entities, the Subscription sheet needs to be filled as per the number of entities to keep track of each entity's status separately.