Tools And Subscriptions

Owned by Vishakha Pinge
Last updated: Jun 13, 2024 by Michael Cannon
3 min read

At Axelerant, we understand the critical role of tools and technology in enabling our team to deliver exceptional services to our clients. As a global remote organization, it is essential to ensure that acquiring new tools or replacing existing ones is handled with due diligence, considering the impact on our operations, team productivity, and the ability to meet our organizational goals. This policy outlines the guidelines for procuring, evaluating, and implementing tools and subscriptions within Axelerant.

By following these guidelines, we aim to foster a culture of responsibility, efficiency, and collaboration across all levels of our organization, ultimately enhancing our capability to serve our clients effectively and achieve our business objectives.

This document is subject to periodic reviews and updates to reflect the changing needs of our organization and advancements in technology.

Determination of Need

Criteria for New Tools or Replacement

  1. Performance Metrics: Tools that no longer meet the performance benchmarks or fail to integrate with our evolving tech stack.

  2. Team Feedback: Consistent feedback from users about the limitations or challenges faced with current tools.

  3. Market Evolution: Availability of new tools offering significant advancements or cost benefits.

  4. Scalability and Flexibility: Current tools that cannot scale with our growth or adapt to changing business needs.

Evaluation Process (<30 days)

Steps for Identifying New/Replacement Tools

  1. Requirement Gathering: Collect detailed requirements from all potential users across different teams.

  2. Market Research: Conduct thorough research to identify tools that meet our criteria.

  3. Feature Comparison: Compare features, compatibility, scalability, and cost-effectiveness.

  4. Trial and Testing: Shortlist tools for trial and gather user feedback on usability and performance.

Consultation in the Evaluation Process (< 30 days)

Stakeholders Involved

  1. Service Leadership: To understand the specific needs and impact on their teams.

  2. People Care: To ensure compatibility with our infrastructure and adherence to security policies. And to assess the cost implications and ensure budget alignment.

  3. End Users: To gather insights on usability and effectiveness from a user’s perspective.

Final Approval Process (< 14 days)

A detailed proposal including the objective, impact analysis, cost-benefit analysis, adherence to security policies, and user feedback summary is submitted to the people care team who’d evaluate and consult relevant team members and provide approval. A CEO approval is required only when costs are $10K/year.

Rollout Planning

Implementation and Onboarding

  1. Document: Have appropriate documentation in place in the Axelerant Handbook. 

  2. Induction Program: Develop comprehensive training sessions for all users.

  3. Onboarding Schedule: Roll out in phases, starting with a pilot group, followed by organization-wide implementation.

  4. Stabilization Period: Monitor the tool’s performance, addressing any issues promptly.

  5. Ongoing Support: Establish a support system for addressing user queries and technical issues.

Guidelines for Ongoing Management

Ensuring Continued Alignment

  1. Regular Reviews: Schedule periodic reviews of all tools to ensure they continue to meet our needs.

  2. Feedback Mechanism: Maintain an open channel for ongoing feedback from users.

  3. Update and Upgrade Policies: Procedures for updating and upgrading tools to maintain efficiency and security.

RASCI Framework

 

Role

Responsible Parties

Responsibilities

Responsible

Service Leadership, relevant department heads

  • Identifying the need for new tools or replacements based on performance metrics, team feedback, market evolution, scalability, and flexibility. 

  • Leading the evaluation process, including requirement gathering, market research, feature comparison, trial, and testing. 

  • Submitting a detailed proposal for final approval, including objective, impact analysis, cost-benefit analysis, and user feedback summary. 

  • Planning and executing the rollout, implementation, onboarding, and stabilization periods. 

  • Seek the Learning & Development team’s support to create relevant training courses.

  • Establishing ongoing support systems and administration guidelines.

Accountable

People Care

  • Evaluating proposals and providing final approval for tool acquisition or replacement. 

  • Ensuring compatibility with existing infrastructure, adherence to security policies, and budget alignment. 

  • Supporting the rollout planning and implementation process, as required.

  • Seeking CEO approval when tool acquisitions or replacement costs exceed $10K/year.

  • Conduct annual reviews of tool & subscriptions’ relevance 

Supportive

End users, relevant stakeholders

  • Providing input and feedback during the evaluation process to ensure tools meet their needs. 

  • Participating in training sessions and onboarding activities to facilitate smooth adoption. 

  • Reporting any issues or concerns regarding tool performance or usability for timely resolution via an open channel for the said tool.

Consulted

Potential users across different teams

  • Providing detailed requirements during the evaluation process to ensure tools meet their specific needs. 

  • Offering insights on usability and effectiveness from a user's perspective for decision-making.

Informed

CEO

  • About tool acquisitions or replacements requiring approval especially when costs exceed $10K/year.

Common Axelerant Tools & Subscriptions

Tools

Subscriptions