Calderbrook Housing Group - Onboarding Plan
Documentfinal Calderbrook Housing Group · onboarding plan · final · 8 Sep 2024
Final version one of the onboarding plan for a Growth tier customer, prepared by Callie Brennan on 8 Sep 2024. It sets out five phases from access to handover, lists £44k and 40 licensed users, and names a contract end of 1 Sep 2025.
What it says
What this says
As at Fri 9 Oct 2026Final version one of the onboarding plan for a Growth tier customer, prepared by Callie Brennan on 8 Sep 2024. It sets out five phases from access to handover, lists £44k and 40 licensed users, and names a contract end of 1 Sep 2025.
What it is: an implementation plan prepared by Callie Brennan, covering kickoff and access, connect and map, first refresh, first users and handover. It lists customer-side gates, milestones, risks and success measures.
Commits: the nightly refresh is to complete "by 07:00 UK time on business days". Two administrators are to be trained, and Callie will not start a connector without written access.
Unusual: the plan states the contracted figure as £44k under the label annual recurring revenue, but says the executed order form remains the source of truth. No connector go-live dates are given.
Not settled: milestone dates are relative ("End of the first fortnight"), and the customer's named contacts are left as "Named by Calderbrook". The plan ends 1 Sep 2025 and does not show whether renewal happened.
As found in this document
As at Fri 9 Oct 2026- Date end1 Sep 2025Source: the AI read of this record
- Date renewal1 Sep 2025Source: the AI read of this record
- Date start2 Sep 2024Source: the AI read of this record
- Price£44,000Source: the AI read of this record
- Nightly refreshcompletes by 07:00 UK time on business daysSource: the AI read of this record
- Licensed users40Source: the AI read of this record
- Connector accessI do not start a connector without written accessSource: the AI read of this record
- AdministratorsTrain the two administrators to add users, check a connector and re-run a refreshSource: the AI read of this record
- Contract end, renewal due1 Sep 2025Source: the AI read of this record
The document
Body
Calderbrook Housing Group - Onboarding Plan
Status: Final, version one Prepared by: Callie Brennan, Implementation Consultant, BG-Demo Date: 8 Sep 2024 Customer since: Monday 2 September 2024 BG-Demo account owner: Tom Ashdown BG-Demo customer success manager: Daniel Okafor
1. Purpose
This plan sets out how we get Calderbrook Housing Group from signature to a first refresh that the business-intelligence team trusts, and then to a team that can run the brain without us. It covers the order of work, who owns each step, what I need from your side, and what "done" looks like before we hand over.
Calderbrook is a housing association in Leeds serving communities across West Yorkshire. The aim of the programme is to bring tenant calls, repairs tickets, complaints and rent arrears into one board-ready picture, built and run inside your own Snowflake account.
2. Commercial summary
Read the whole document (7,403 characters)
| Item | Detail |
|---|---|
| Tier | Growth |
| Licensed users | 40 |
| Annual recurring revenue (contracted) | £44k |
| Contract start | 2 Sep 2024 |
| Contract end | 1 Sep 2025 |
| Connectors | Up to the Growth connector allowance |
| Included with tier | Pages, chat and search, dashboards builder, quarterly QBRs |
The executed order form remains the source of truth for price and terms. Nothing in this plan changes it.
3. Who does what
| Role | Name | Responsibility |
|---|---|---|
| Implementation Consultant, BG-Demo | Callie Brennan | Connect sources, map fields, run the first refresh, write the setup note |
| Account owner, BG-Demo | Tom Ashdown | Commercial terms and any change to scope |
| Customer success manager, BG-Demo | Daniel Okafor | Adoption, QBRs and the renewal conversation after handover |
| Business-intelligence lead, Calderbrook | Named by Calderbrook | Day-to-day sponsor, priorities, sign-off on field mappings |
| Snowflake administrator, Calderbrook | Named by Calderbrook | Account access and permissions for the brain |
| Source-system owners, Calderbrook | Named by Calderbrook | Written access for each connector |
4. What I need from your side
Before we switch on the refresh, I need the following. I do not start a connector without written access, so each of these is a gate.
- Written confirmation of the Snowflake account and the role the brain will run under.
- Written read access and credentials for each source, sent before the kickoff rather than after.
- The name of one business-intelligence lead who can approve field mappings.
- A named second administrator, so that the brain is never dependent on one person.
- A list of the first questions the board and executive team want answered, in your own words.
- A short note of any source that is changing or being replaced in the next few months.
5. Phases
Phase one: kickoff and access
- Walk through this plan with the business-intelligence lead and the Snowflake administrator.
- Confirm the list of sources and their owners.
- Collect written access for every source.
- Agree the order in which sources are connected.
Owner: Callie Brennan with the Snowflake administrator. Exit check: every connector in scope has written access on file.
Phase two: connect and map
- Connect the call recorder, the helpdesk and the repairs and complaints sources, one at a time.
- Connect the rent arrears and housing records source last, as it carries the most sensitive fields.
- Map fields with the business-intelligence lead, checking each mapping against real records rather than assuming it.
- Record every mapping decision in the setup note.
Owner: Callie Brennan, with the business-intelligence lead approving mappings. Exit check: each source loads, record counts are plausible against the source, and mappings are signed off.
Phase three: first refresh
- Run the first full refresh in your Snowflake account and review it together.
- Check that the nightly refresh completes by 07:00 UK time on business days.
- Spot-check a sample of tenant calls, repairs tickets and complaints against the source systems.
- Fix anything that does not map cleanly before anyone else sees it.
Owner: Callie Brennan. Exit check: the business-intelligence lead agrees the first refresh is accurate and complete enough to share.
Phase four: first users and first questions
- Switch on access for the business-intelligence team first, then widen towards the full licensed user count of 40.
- Build the first pages and the first dashboards for the board-ready view, using the questions collected earlier.
- Run a working session so the team asks real questions of the brain, not demo ones.
- Note which questions work well and which need better data.
Owner: Callie Brennan with the business-intelligence lead. Exit check: the team is asking questions without me in the room, and the first board-ready view exists.
Phase five: handover
- Hand over the setup note, covering connectors, mappings, schedules, permissions and known gaps.
- Train the two administrators to add users, check a connector and re-run a refresh.
- Introduce Daniel Okafor as the ongoing contact and agree the date of the first QBR.
- Close the implementation formally with Tom Ashdown.
Owner: Callie Brennan, then Daniel Okafor. Exit check: Calderbrook administrators can run things alone.
6. Milestones
| Milestone | Target |
|---|---|
| Contract start | 2 Sep 2024 |
| This plan issued | 8 Sep 2024 |
| All connector access received | End of the first fortnight |
| First refresh reviewed | Middle of the programme |
| First users live | After the first refresh is signed off |
| Handover and setup note | End of the implementation period |
| Contract end, renewal due | 1 Sep 2025 |
I will confirm the exact dates for each step with the business-intelligence lead once access is in hand, because the timing depends on how quickly the source owners respond.
7. Risks and how we manage them
| Risk | What it would look like | What we do |
|---|---|---|
| Access arrives late | Connectors wait and the refresh slips | Chase source owners early; do not start without written access |
| One person holds all the knowledge | Only one administrator can run the brain | Second administrator named and trained in phase five |
| A source changes mid-programme | A connector stops loading or records stop growing | Tell me about planned system changes; check record counts each week |
| Sensitive tenant data | Fields exposed more widely than intended | Agree permissions with the Snowflake administrator before first users |
| Questions are too broad | The brain is used for demos, not decisions | Start from the board questions collected in phase one |
8. Success measures
We will treat onboarding as complete when:
- every in-scope connector is live and refreshing nightly;
- the business-intelligence team is asking questions weekly;
- the first board-ready view has been used in a real meeting;
- two administrators can run the brain; and
- the setup note has been handed over and acknowledged.
9. Next steps
- Calderbrook confirms the business-intelligence lead, the Snowflake administrator and the second administrator.
- Calderbrook sends written access for each source.
- Callie Brennan books the kickoff once access is in hand.
- Daniel Okafor joins at handover to agree the QBR rhythm.
Thanks, Callie
Unusual terms
As at Fri 9 Oct 2026- Figure labelled annual recurring revenue in a plan
- Milestones given as relative timings, not dates