Scope of Works
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Scope of Works
Exactly what we will deliver.
Everything included in your project on one page. If anything we've discussed is missing or not quite right, tell us and we'll update it before you sign.
At a glance
5 phases
Delivery approach
4 objects
HubSpot architecture
End of February 2027
Target
Forbidden will deliver a structured HubSpot membership, payment management and basic member communications implementation for ICMSA, providing the foundations for centralised membership records, recurring payment ingestion, contribution visibility, exception management, operational reporting, member segmentation and routine member communications through Marketing Hub.
Five controls that keep delivery within scope
- 1Historical migration periods and volumes agreed during discovery within the agreed migration scope.
- 2One core recurring payment format, with additional formats configured as time permits.
- 3Contribution calculations based on defined and ICMSA-approved business rules.
- 4A defined reporting package with basic internal alerts.
- 5Structured UAT with one consolidated refinement cycle.
Delivery approach
How the project runs, phase by phase.
- 1
Phase 1
Discovery and Design
Confirm the business rules, data requirements, migration scope, technical assumptions, operating responsibilities and acceptance criteria. Produce the Operating Blueprint.
- Confirm business rules, data requirements, migration scope, technical assumptions, operating responsibilities and acceptance criteria
- Produce the Operating Blueprint
- 2
Phase 2
CRM Configuration and Data Preparation
Configure the agreed HubSpot architecture and support the preparation of migration-ready source data.
- Configure the agreed HubSpot architecture
- Support the preparation of migration-ready source data
- 3
Phase 3
Migration and Payment Ingestion
Import the agreed historical data, configure the core recurring payment process and implement additional payment formats where time permits.
- Import the agreed historical data
- Configure the core recurring payment process
- Implement additional payment formats where time permits
- 4
Phase 4
Reporting, Segmentation and Marketing Hub
Implement the agreed contribution calculations, operational reports, basic alerts, member segmentation and essential Marketing Hub configuration, including one reusable branded email template.
- Implement the agreed contribution calculations
- Implement operational reports
- Implement basic alerts
- Implement member segmentation
- Essential Marketing Hub configuration
- 5
Phase 5
Testing and Handover
Complete structured UAT, address in-scope defects, provide training and hand over the implemented processes.
- Complete structured UAT
- Address in-scope defects
- Provide training
- Hand over the implemented processes
Solution architecture
How your HubSpot will be structured.
The records the solution is built around, and how they connect.
Standard object
Contacts
Maintain individual member contact details and relevant personal information.
Custom object
Memberships
Maintain membership status, contribution arrangements, relevant membership periods and associated administrative information.
Custom object
Supplier Accounts
Maintain co-operative and supplier-number relationships used to identify members within payment files.
Custom object
Member Payments
Record individual contributions, including payment source, amount, date, contribution period, matching information and reconciliation status.
Project objectives
What the implementation will achieve.
01
Centralised Membership Management
Establish a central location for member contact information, membership records, membership status and associated co-operative or supplier relationships.
02
Payment Data Ingestion
Establish a repeatable process for bringing payment information from co-operative files and bank statements into HubSpot, reducing reliance on manual record creation and allowing payment information to be managed consistently.
03
Membership Payment History
Provide visibility of contributions associated with individual memberships, including payment amounts, dates, sources and relevant contribution periods.
04
Outstanding and Overdue Contributions
Support the identification of memberships requiring follow-up, using contribution rules defined and approved by ICMSA.
05
Payment Exceptions and Alerts
Identify missing, unexpected, unmatched, duplicate or inconsistent payment information and provide operational visibility and basic internal notifications.
06
Member Segmentation and Communications
Enable ICMSA to organise and identify members using agreed attributes such as geographical location, membership details, co-operative relationships and organisational groupings. Establish the basic Marketing Hub functionality required to send routine member communications, supported by practical training to enable ICMSA administrators to create, test, send and review marketing emails independently.
Check the scope
What's included, and what isn't.
Use this to confirm the scope covers everything we've discussed.
Included
Discovery and Design
Operating Blueprint
CRM Configuration and Data Preparation
Configured HubSpot CRM architecture
Migration and Payment Ingestion
Historical data migration and configured core payment ingestion process
Reporting, Segmentation and Marketing Hub
Operational reporting package, basic alerts, segmentation tools, Marketing Hub setup and one reusable branded email template
Testing and Handover
Completed UAT sign-off, practical administrator training and handover documentation
Not included
Data and Migration
- Open-ended source-data cleansing and deduplication.
- Manual reconstruction of incomplete historical records.
- Unlimited migration and correction cycles.
- Historical email, call, meeting, note or attachment migration.
- Additional data sources beyond those agreed within the delivery scope.
Integrations and Payment Processing
- Bespoke API integrations.
- Custom middleware development.
- Guaranteed configuration of every co-operative or bank format.
- Ongoing monthly preparation or processing of payment files.
- Independent financial reconciliation.
- Accounting ledger functionality.
Calculations and Reporting
- Calculation or allocation of committee seats based on geographical contribution totals, unless separately defined and agreed.
- Any other undefined or bespoke financial calculation models.
- Unlimited reporting and dashboard development.
- Custom financial statements.
- Complex payment escalation processes.
- Automated external membership collection campaigns.
Wider HubSpot Functionality
- Comprehensive marketing strategy or campaign planning.
- Bespoke marketing email template development or extensive template libraries.
- Campaign copywriting and content production.
- Complex marketing automation, nurture journeys and lead scoring.
- Advanced subscription preference centres or bespoke consent management.
- Ongoing marketing campaign management.
- Additional Marketing Hub training beyond the agreed scope.
- Unrelated sales or service process configuration.
- Bespoke functionality outside the agreed membership and payment solution.
Project Delivery
- Multiple unrestricted UAT cycles.
- Significant redesign after Blueprint approval.
- Ongoing administration or managed support after handover.
- Additional requirements introduced outside the agreed scope.
Workstream detail
Everything in each workstream.
Open any workstream to see exactly what's included, what we need from you, and where it stops.
The detail
Assumptions, acceptance and change control.
Approval
Any change affecting cost, delivery dates or agreed deliverables will be discussed with you and approved before work proceeds.