The Circlon | group relies on a central contact person during a rollout project

When it comes to device deliveries (rollouts), the organisational effort is considerable and therefore a time-critical factor. The processes are highly dynamic and each rollout is different to the next. This is why the Circlon | group has been carrying out rollouts as independent projects since 2013. With this approach, customers always have – among many other advantages – an experienced project manager at their side as a central contact person on whom they can fully rely.

The project manager has everything in hand and takes care of the entire organisation. This includes coordination with customers and suppliers, the drafting of a rollout plan, personnel deployment planning and the calculation of the total expenditure for billing. Due to customer dependencies, many things have to be agreed and coordinated almost meticulously, so that the commissioning of the devices can be carried out smoothly by the set deadline.

Experienced project managers have highly dynamic processes firmly under control

Once the rollout process has been approved and commissioned by the customer, Circlon | group can begin fine-tuning with the suppliers of mobile devices, accessories, SIM cards and software licenses. Depending on the supplier, delivery times can be several weeks. Clarifying product availability and delivery times is therefore an important step. After this coordination and the delivery of all required components, staging takes place. For more information see this blog article.

In contrast to staging, rollout is not so much about technical expertise, but rather about the organisational skills of the project manager, who has to coordinate the quantity structure and delivery dates precisely. Usually the time window is very narrow – there should be hardly any time lost between delivery and commissioning, because on the one hand the goods that are not used generate unnecessary costs, and on the other hand parallel terms of service contracts and redundant software licensing are usually not tolerated.

Plan first, then deliver

A detailed rollout plan is drawn up in close liaison with the customer. The dates and the quantity structure are also defined. This also includes coordination with regard to delivery locations and prioritisation when delivering the specified quantities. There is no standard procedure – individual process steps are defined individually with the customer in iterative steps. The experience of the project manager is particularly important here, as he has to bring all requirements under one roof.

A rollout is often associated with new or changed process workflows in the field. This is why the timing for the deployment of the new devices and the success of the rollout is always also determined by the customer's resources, for example when commissioning the devices on site. With well thought-out personnel deployment planning, which is based on timing and the desired product availability, the Circlon | group ensures that a qualified team is always available to achieve the set milestones during the rollout.

A risk analysis determines how large the buffer must be in terms of time and hardware in order to achieve efficient delivery or seamless device replacement. Even in this phase, quality assurance takes effect. A detailed process description is followed by detailed documentation. During delivery, the route the products take from the supplier to the customer is closely monitored, recorded in the Circlon | Operate-Portal and the smooth progress of the delivery is verified by spot checks.

The entry of all relevant information into the ITSM platform Circlon | Operate, for example serial numbers, accessories and deployment locations, creates a high degree of transparency in the rollout process and is the basis for detailed reporting to the customer. A typical case study of the rollout process can be found here.

The rollout process usually ends when the mobile devices arrive at the customer. In most cases the customer then takes care of the commissioning themselves. But here too, Circlon | group can offer support through a close-knit network of partners and ensure that the new solution can be quickly implemented in practice.

Reliable processing thanks to years of experience

Based on years of experience, the Circlon | group can reliably manage even extensive rollouts with several thousand devices. For example, the Circlon | group delivered 12,000 devices for DPD and as many as 17,000 devices for Hermes ParcelShop within six months.


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