How to setup a vCIO Process?

Setting up a vCIO Process can be a bit tricky, we know. This guide will help understand how to set it up the way you want.

Steps

The very first thing you need to do is define (with a pen and paper) what you want to have as a process, so:

1) Define how many meetings you wish to hold with your client within a year

2) Decide if you should perform an Audit before any of those meeting to prepare it

3) Set the offset of each item from a "to be determined for each company" date that we'll call the "alignment date"

4) Decide who should get a notification about the upcoming event and how much in advance (to give them enough heads-up to do it).

That alignment date is often the client's start of the fiscal year. That's when the budget comes into effect and if you'd like to have a say in it, you should meet some time before that gets approved.

Example

Typically, you want to meet a month or two before the start of your customer's fiscal year. Let's say it's June 1st.  Then every 3 months after that to review the process. The would result in the following process items:

Type	Type of meeting	Actual date	Offset from June 1st (start of fiscal year)	Notify
Meeting	Annual Strategy	May 1st	1 month before	Account Manager & vCIO
Meeting	Quarterly Follow-Up	August 1st	2 months after	Account Manager & vCIO
Meeting	Quarterly Follow-Up	November 1st	5 months after	Account Manager & vCIO
Meeting	Quarterly Follow-Up	February 1st	8 months after	Account Manager & vCIO

And, if you wish to perform an IT Audit before the annual meeting to ensure you have a clear view of the issues and problems to include in the proposals, you would add it as the very first item, maybe a month before the meeting (so 2 months before the start of the fiscal year).

In Propel, this would all look something like this:

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