Simon Properties Onboarding Plan - Internal *** High Importance ***

## Summary The meeting centered on planning and executing a large-scale utility account migration project for the client Simon, involving 8,823 accounts. The team is under significant time pressure, with a target Go-Live date of March 31, but faces major hurdles due to delayed project initiation and dependencies on third-party notifications. ### Project Scope and Current Status **The project involves migrating a massive number of accounts with a compressed timeline, creating an immediate need for detailed planning and resource allocation.** The total account list provided by Simon is 8,823, which is higher than the initially expected ~7,800. - **EDI vs. Non-EDI Breakdown:** Within the total, 2,457 accounts were originally flagged as potentially using EDI (Electronic Data Interchange). Initial processing has isolated 848 confirmed EDI accounts that lack standard invoice image links. - **Work Completed:** A script has been run on the remaining 7,412 accounts to separate non-EDI bills for processing. So far, 10 test bills have been successfully mapped and processed in the platform as a proof of concept. - **Timeline Pressure:** The contract was signed in July, but substantive work did not begin until November, putting the project behind schedule from the outset. ### Critical Path: Portal Setup and NG Notification **The single biggest constraint on the project timeline is the inability to begin setting up vendor portals until formal notice is given to the incumbent provider, NG.** - **Notice Period Uncertainty:** The team must clarify the contractual notice period with Simon's leadership, as there is confusion over whether it is 30, 60, or 90 days. A longer period is critical for feasibility. - **Portal Setup Volume:** The team must complete portal setups and change of address (COA) processes for all 8,823 accounts. The work cannot begin in earnest until NG is notified, which will severely compress the active execution window leading up to the March 31 Go-Live. - **EDI Account Strategy:** A subset of ~300 accounts are with Constellation and can be accessed via their CDP portal independently, which is a minor relief. However, all other EDI accounts will require portal setup and manual bill downloads once credentials are available. ### Resource Planning and Process Refinement **Given the scale of the project, there is a pressing need to optimize resources and learn from past implementation challenges to avoid repeating mistakes.** - **Resource Allocation:** Currently, only one team member (Alberto) is manually processing PDFs for data extraction, mapping, and UBM setup. A formal plan for additional resources from late January through March is required. - **Vendor Requirement Database:** A major inefficiency identified from past projects is the lack of a centralized database detailing specific setup requirements for each utility vendor (e.g., unique LOA forms, notarization needs, required data fields like Tax ID or last bill amount). This leads to a reactive, unprofessional appearance with clients. - **Immediate Action:** The team will hold a working session to populate a detailed spreadsheet for the top vendors, documenting known requirements (utility vs. client LOA, needed documents, etc.) based on lessons learned from previous clients like Ascension and Vector. ### Data Processing and System Configuration **Efficient data handling and upfront configuration are essential to avoid costly rework later in the project lifecycle.** - **Upfront Attribute Gathering:** It was emphasized that gathering all location attributes and General Ledger (GL) splits *before* mapping and processing bills is far more efficient. Doing this work later forces the team to touch each account multiple times. - **AP File Format:** The accounts payable (AP) file format for Simon will be a custom configuration, not a standard template. - **GL Strategy:** The plan is to mirror the GL allocation currently used in NG's system to simplify the transition. ### Next Steps and Client Communication **The immediate focus is on internal alignment to build a credible execution plan before Simon can proceed with notifying NG.** - **Internal Working Session:** A dedicated call will be scheduled for the operations team to detail vendor requirements for the top utilities, forming the basis of a realistic project plan. - **Client Timeline Review:** The visual timeline shared with Simon shows key milestones, with data extraction and portal setup as the longest phases. The next critical step is aligning internally and then informing Simon when they are comfortable to issue the notice to NG, which will trigger the portal setup phase. - **Upcoming Discussion:** A meeting with Simon's AP team is scheduled for the following Tuesday to review the test bills and discuss the implementation further.