Guided Implementation Statement of Work
Summary
Scope
Timeline
Definitions
Karbon Champion
Outside of Scope
Summary
The Guided Implementation is a collaborative 4-week implementation focused on using Karbon’s prebuilt core and simple start templates. This implementation does not support template/workflow customization and assumes the firm is prepared to utilize Karbon’s prebuilt templates designed for this implementation.
The implementation requires one designated Karbon Champion (the internal POC - see definitions) to partner with an assigned Karbon Implementation Lead. Success depends on milestone completion and the Karbon Champion’s active engagement throughout the implementation.
Scope
- Prebuilt templates designed for this implementation are loaded into the account
- One (1) Kickoff session to define objectives and plan for a 4-week implementation
- One (1) Contact Import session to review contact sync settings, import template, or map prepared data to available fields using Karbon’s AI-powered mapping tool
- One (1) Settings & Templates Review session to review the basics of templates and workflow in Karbon (this implementation does not support template/workflow customization)
- One (1) spreadsheet-based bulk work creation is available (see definitions)
- One (1) Team Training workshop to review core functionality
- One (1) Manager Training session to review reporting capabilities
- One (1) Wrap Up session to review usage metrics and close implementation
- Email support from the Karbon Implementation Lead up to 6 weeks from the Kickoff session date
- Includes access to 24x5 Karbon Support
Timeline
| Phase | Week | Details |
|---|---|---|
| Kick-Off & Contact Import/Sync | Week 1 | Define objectives and import/sync contacts |
| Settings & Templates | Week 2 | Review prebuilt templates and workflow |
| Bulk Work/Schedule Creation | Week 3 | Create work/schedules in-app or using our spreadsheet-based bulk work creation option (see definitions) |
| Team Training & Go Live | Week 4 | Team training and go live |
| Manager Training & Wrap-Up | Week 5 | Handoff to customer success and support |
Definitions
- Karbon Champion: One internal project manager who partners with the Karbon Implementation Lead, has the authority to lead internally, and attends all meetings and completes all assigned action items
- Karbon Implementation Lead: A Karbon employee or consultant who partners with the Karbon Champion and provides action items.
- Spreadsheet-Based Bulk Work Creation - A two-step process where the Karbon Champion partners with the Karbon data team and inputs the data required to bulk create work, schedules, and assignments based on prebuilt templates.
- Work Item: A work item is synonymous with a service provided (job or project in other software). It contains the list of tasks needed to complete a single project that can either be recurring or standalone. The implementation does not cover migration or customization of work items for specific clients or internal processes.
- Work Template: A preformatted list of tasks that can be used to automate processes or project work such as month-end close and payroll. This implementation does not support template/workflow customization and assumes the firm is prepared to utilize Karbon’s prebuilt templates designed for this implementation.
Karbon Champion
The Karbon Champion is a single person in the firm who takes ownership of the implementation, attends all meetings, and is responsible for completing action items and required independent work throughout. Common designations are a Director of Operations, an Accounting Manager, or a tech-savvy accountant.
The appointed Karbon Champion should:
- Be available to allocate at least 4 hours per week to implementation tasks
- Have the authority to lead the transition and manage change during the implementation
- Have a strong understanding of the firm operations, workflows, and accounting knowledge
- Previous experience with software implementations or project management is a plus
To meet the timeline, the Karbon Champion will:
- Operate as the one point of contact (and decision maker) with the Karbon Implementation Lead
- Complete action items assigned between meetings to ensure milestones are met
- For any meetings that need to be rescheduled, give at least 48 hours of notice and reschedule within a 5-day timeframe (last-minute cancellations, including no-shows, may result in a $150 fee)
Best Practices:
- Leverage Karbon’s library of support articles and Karbon Academy to enable all team members to accelerate learning
- Utilize our 24x5 Karbon Support team for immediate assistance with questions
Outside of Scope
Some outside of scope items may be available for an additional fee. Contact your Karbon representative for more details.
Extra Sessions, Migration, & Customization
- Additional training sessions
- Migrating workflows from outside sources
- Customizing templates
- Customizing work items after creation
Billing & Ancillary Features
- Time, billing, and payments support (available via separate implementation)
- Ancillary features, including Karbon Practice Intelligence and Insights
Document Management
- Migration or configuration of Document Management Systems, including Karbon’s Document Management integrations
- Importing historical documents
- Mapping contacts and/or work/schedules to Karbon’s Document Management integrations
Integrations & Technical Setup
- API or Zapier
- One (1) integration session may be requested for general guidance only (excluding legacy integrations of Intuit Lacerte and QuickBooks Time), focused only on details available in Karbon Help articles (advanced and/or technical questions should be directed to the Karbon Support team)
