SOP: CRM → Project Tool Migration

1. Purpose

The purpose of this SOP is to define the standardized process for transferring opportunity data from the CRM system into the chosen Project Management Tool. This ensures seamless continuity between Sales and Delivery, eliminates data gaps, and establishes the project workspace as the single source of truth for execution.

2. Scope

This SOP applies to:

  • All opportunities marked Closed Won in CRM.
  • Delivery Managers, Project Managers, Sales Ops, and Client Success Managers.
  • Migration into tools such as Jira, Asana, ClickUp, Trello, or MS Project depending on organizational setup.

3. Definitions

  • CRM: Sales system of record (HubSpot, Zoho, Salesforce, etc.).
  • Project Tool: Execution environment for Delivery team (Jira, Asana, etc.).
  • Migration: Process of transferring approved scope, deliverables, milestones, and contacts from CRM to the project tool.
  • Single Source of Truth (SSOT): The Project Tool becomes the authoritative record for delivery after migration.

4. Step-by-Step Process

A. Trigger for Migration

  • Client scope confirmed (see Scope Confirmation SOP).
  • Delivery Manager initiates migration within 2 working days.

B. Data Extraction from CRM

  1. Export relevant CRM data:
    • Opportunity details (name, value, close date).
    • Client contacts (primary, secondary, champion, economic buyer).
    • Signed proposal & contract documents.
    • MEDDPICC notes (if applicable).
    • Scope confirmation document.
    • Risks & dependencies from Sales handoff.

C. Project Tool Setup

  1. Create new project workspace with naming convention:
    • ClientName – ProjectName – StartMonthYear.
    • Example: “ABC Fintech – Cloud Migration – Sep2025”.
  2. Set project metadata:
    • Start date, end date.
    • Delivery Manager & Project Manager assignments.
    • Tags (industry, region, service line).

D. Task & Milestone Migration

  1. Import/enter milestones from scope confirmation:
    • Discovery, Build, UAT, Go-Live, Optimization.
  2. Break milestones into tasks with owners and deadlines.
  3. Assign resources (mapped from Kickoff Pack).
  4. Attach signed documents and repository links.

E. Access & Permissions

  1. Add internal team members (Delivery, QA, Design, Dev).
  2. Add client stakeholders with appropriate permissions (view/comment only unless otherwise agreed).
  3. Integrate communication channels (Slack/Teams).

F. Validation & Transition

  1. Delivery Manager verifies completeness of migrated data.
  2. Project Manager confirms task ownership and timelines.
  3. Sales Rep verifies client context accuracy during transition.
  4. Project workspace officially becomes system of record.
  5. CRM opportunity marked “Closed → Migrated.”

5. Roles & Responsibilities

  • Delivery Manager: Owns migration, ensures accuracy, validates completeness.
  • Project Manager: Creates tasks, milestones, and assigns resources.
  • Sales Ops: Provides CRM data exports and supports migration templates.
  • Sales Rep: Confirms client context during initial migration.
  • Client Success Manager: Ensures client-facing access setup.

6. Governance, Violations & Consequences

  • Migration must be completed within 2 working days post-scope confirmation.
  • Missing or incorrect data → flagged in onboarding audit.
  • Delivery cannot begin execution until migration validated.
  • Projects without formal migration → escalated to Head of Delivery.

7. Review & Ownership

  • Document Owner: Head of Delivery.
  • Review Cycle: Quarterly.
  • Version Control: Migration template/checklist maintained by Sales Ops.