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      Special Projects with Onboarding

      This article explains the process for initiating and managing Special Projects during the onboarding phase for new customers in Tai. "Special Projects" include tasks requiring the involvement of our Automation and Professional Services teams, either partially or entirely, to deliver customized solutions.

      EDI Projects

      EDI (Electronic Data Interchange) projects are critical for customers needing automated data exchange with EDI-compliant carriers or clients. Typically, these requirements are identified early by our Solutions team, but they may also arise during onboarding.

       

      How to Request an EDI Project

      Tai TMS supports EDI functionality to automate shipment creation, tracking, invoicing, or establishing new connections with EDI carriers. These projects are set up by our Integration Team, and setup fees may apply.

      Steps to Request an EDI Project:

      1. Notify Your Onboarding Point of Contact (POC): Share the type of EDI connection you need and any project timelines. Indicate whether this project is critical for your go-live date.
      2. Fill Out the EDI Information Sheet: Your POC will send an EDI Information Sheet (specific to customers or carriers based on your project requirements). Access these documents here:
      3. Submit Documentation: Complete the information sheet and return it to your POC or the Integration Team if they have already been introduced.
      4. Initial Review by Integration Team: The Integration Team typically requires 1-2 weeks to review the provided information and scope of the project before establishing a project plan.
      5. Project Execution: Once scoped, the Integration Team will begin work on your EDI project. Project timelines depend on complexity, usually taking around 6-8 weeks to complete.

      Note on Pricing: Additional charges may apply for EDI projects. If fees were waived during the Solutions phase, please inform your POC to ensure continuity.

      Communication and Updates:

      If you've been introduced to the Integration Team, direct any EDI-related questions to them. Otherwise, your POC is available for project status updates.

      Project Completion and Testing

      Upon nearing completion, the Integration Team will conduct a testing phase. For EDI projects involving end customers, please note that pre-live testing can be challenging. The testing phase often involves generating a new shipment order in Tai, replicating a manual shipment process.

      Post-Go-Live EDI Projects

      If the EDI project is not essential for your initial go-live, your Onboarding POC will outline the next steps, anticipated timelines, and any associated costs. In these cases, the Integration Team can continue working on the project after your go-live as needed.

      Once the required forms are completed, your onboarding representative will forward the information to the Automation Team.

      Note: For complex EDI projects, we may need to schedule a Discovery Call to address specific questions or clarify details. The onboarding team can coordinate this with the Automation Team and the customer.

      Professional Services (PS): Requesting Special Projects

      During the onboarding process, you may identify the need for special projects that go beyond the standard setup. These projects could include:

      • Integrations with new partners not currently supported by Tai
      • Enhancements or features not included in the TMS
      • Custom reports, like DCR reports for third-party accounting systems
      • API consultations
      • Other unique requests not covered by Tai's existing functionality

      These requests are handled by our dedicated Professional Services (PS) team. Here’s how to request a new PS project.

      Steps to Request a PS Project:

      1. Initial Discussion with Your Onboarding POC
        Start by discussing your request with your Onboarding (POC). They will help assess whether the integration or feature already exists or if the request can be managed within the existing setup. If not, your POC will assist in escalating it to the PS team.

      2. Information Needed for PS Requests
        If the project requires escalation, the following details will be necessary:

        • Business Case: A brief description of your request and how it will positively impact your workflow with the TMS.

        • POC Name and Email: If your request involves a third party, such as a customer, vendor, or other external party, please provide their contact information. This is essential for coordinating discussions, calls, and emails.

        • Available Documentation: If the project involves specific technical requirements, such as EDI connections, providing any available documentation (e.g., from freight partners) at the start will help our team understand the requirements from the outset.

      3. Submit the PS Request
        Once the above information is provided to your POC, they will officially create the PS request.

      4. Scoping and Viability Assessment
        The PS team will begin by scoping the request to assess the TMS and third-party capabilities. They will determine the feasibility of the project. Note that projects may incur additional fees. If an estimate is available at this stage, it will be communicated to you.

      5. Meetings (if needed)
        Some projects may require additional discussions. If necessary, our PS team will coordinate with your POC to schedule a meeting to discuss project specifics.

      6. Statement of Work (SOW)
        Once the initial scope is completed, the PS team will generate a Statement of Work (SOW). This document outlines the project’s scope, timeframes, and pricing (if applicable). If you agree to the terms, sign and return the SOW to our PS team to proceed.

        Note: The SOW will include details of the changes to be made, estimated completion times, and applicable costs.

      7. Final Review and Customer Feedback
        When the project is complete, there will be a two-week customer review period. During this time, you can provide feedback to ensure the delivered items meet the SOW specifications.

      8. Project Closure
        After the review period, the project will be marked as closed.

      Additional Notes:

      • Charges: Billing and charges are managed by the Professional Services team, not by the Onboarding team. All costs will be clearly outlined in the SOW.

      • Project Updates: You can reach out to your POC at any time for project updates. Primary updates are provided every Thursday.

      • Project Timeline: Typical PS projects are expected to be completed within 12 weeks of signing the SOW. However, timelines may vary based on project complexity, which is why early discussion during onboarding is essential.