PrW End to End WorkFlow
A Guided Walkthrough of Renewal Process in PrW
Introduction
Partner Renewal Workspace (PrW) is StrataVAR’s solution designed to simplify and centralize the renewal process for expiring contracts. It brings together distributed data, automates handoffs between teams, and streamlines multi-vendor renewals into a single, cohesive workspace.
About Renewal Management
Renewal management can often be a fragmented, manual effort — with disconnected systems, unclear ownership, and inconsistent asset data. Sales, operations, and service teams struggle to stay aligned, leading to delays, missed opportunities, and revenue leakage.
This article walks you through a complete renewal lifecycle in the Partner Renewal Workspace (PrW) platform — from identifying renewals to generating quotes and completing the renewal project. Here, Renewal Managers and Engineers get a contextual understanding of each step in the process, highlighting how each role contributes to a seamless renewal cycle. By the end of video and article, you will understand:
- How a Renewal Manager identifies renewal candidates and assigns them to a project and a Renewal Engineer.
- How the Renewal Engineer proceeds with building an Asset List, gets it validated by the customer, and raises price requests.
- How quoting tools like PqW or other vendor platforms are used to generate quotes, leading to a finalized contract.
- And finally, how the renewal project reaches completion with all stakeholders aligned.
It also defines important terms used and links you to specific tutorial videos that explain each step in detail.
Watch the End-to-End Renewal Walkthrough video below to understand how PrW helps in identifying and streamlining renewals.
Watch the video: PrW End to End Workflow
Next step: How to Identify and Prioritize ICs for Renewal
Key Terms and Concepts
Here are the key concepts and terminology introduced in this video. These are foundational to understanding and navigating the PrW system:
| Term | Definition |
|---|---|
| Renewal |
In the VAR ecosystem, Renewal refers to the process of extending, maintenance contract to continue service coverage for hardware or software. This typically involves reviewing expiring contracts, create asset lists for customers to approve, prepare list of assets/services to be priced, and initiate quoting process for services like: Cisco SmartNet maintenance contracts Managed service subscriptions etc
The renewal process ensures uninterrupted service, and allows for co-terming, identify potential product upgrades, or request for change in service levels. |
| Renewal Manager | Oversees contract renewal efforts, assigns projects, and manages prioritization. |
| Renewal Engineer | Executes renewals by preparing asset lists, coordinating pricing, and generating quotes. |
| Renewal Project | A focused unit that groups one or more Internal Contracts (ICs) requiring service renewals. Each project can be assigned to a Renewal Engineer. |
| Renewal Dashboard | A graphical dashboard that shows contract renewal readiness by account, timeframe, and IC status. |
| Internal Contract (IC) | Internal representation of a vendor contract, used for managing customer-facing renewals. |
| Synthetic IC | Placeholder ICs created after quotes are won, updated once vendor data syncs. |
| Renewal Manager Console | The console where ICs are reviewed, filtered, and assigned to projects. |
| Renewal Engineer Console | The console where Renewal Engineer works on assigned renewal projects and ICs for asset list creation, validation, pricing and quoting process. |
| Asset List | An Asset List is a detailed inventory of hardware, software, and service subscriptions owned by a customer. It includes key details such as serial numbers, SKUs, service levels, contract IDs, and expiration dates agreed under SLA. |
| Price Request (PR) | A formal request- typically initiated by Renewal Engineer- sent to suppliers or manufacturers to get pricing for renewed services, set of assets or contract items. PRs can be submitted directly from approved Asset Lists to manufacturer or vendor such as Cisco. |
| Partner Quoting Workspace (PqW) | The quoting tool used to create and manage quotes based on PRs and customer-approved scopes. |
| LDoS (Last Date of Support) | A warning indicator used to flag assets nearing end-of-life, helping REs plan for refreshes. |
| Consoles | A specialized workspace or interface within the system designed to handle specific functions such as Asset List management, pricing requests, or internal contract tracking. |
Vendor Contract |
A contract received from the vendor (e.g., Cisco) that outlines product/service terms. It forms the basis for tracking renewals and syncing contract data into the system. |
Synthetic IC items |
Placeholder internal contract items automatically created when a quote is won. They represent future vendor contracts and are synced once actual vendor data is received. |
| Customer Quote | A Quote is a commercial offer shared with the customer that outlines the renewal pricing, term length, and SKUs for the services to be renewed. |
| Co-Term | Co-termination, or Co-term, is the process of aligning contract end dates across items to simplify renewals. |
| Account Family | A group of related customer accounts (such as parent and child accounts) that can be considered together while selecting contracts, building Asset Lists, or creating renewal projects. |
| Enriched Asset List | An Asset List that has been exported, updated externally (typically in Excel), and re-uploaded into the system to automatically update Asset List Items based on customer or internal inputs. |
Table of Contents
| No | Section Title | Description | Timeline |
| 1 | Introduction | End-to-end renewal scenario kickoff | 00:00 |
| 2 | What is covered in end to end renewal workflow | Table of content of the video and users | 00:18 |
| 3 | Identifying and Assigning Contracts for Renewal | Dashboard → Account selection→ Project creation | 00:33 |
| 4 | Renewal Engineer Picks up Project and Builds Asset List | Internal Contract Console and Creating Asset List with relevant IC items | 01:37 |
| 5 | Price Request Creation and Quote Generation |
Price Request Creation and Export; Quote Generation and Linking to Renewal Project |
02:50 |
| 6 | Renewal Project Completion | Project marked complete, new IC created | 04:22 |
| 7 | Conclusion and next step | Learn more & explore tutorials | 04:50 |
Watch the Video
Now let's take a look at each step in detail:
1. Identifying and Prioritizing Contracts for Renewal
The Renewal Manager (RM) begins by navigating the PrW dashboard to review and filter accounts based on renewal timelines and criteria.
Key Actions:
- Use filters to prioritize accounts due for renewal- In each chart
- Focus on critical contracts that require early attention.
For a detailed walkthrough of Renewal Manager Dashboard, refer to the article How to identify and prioritize renewals.
2. Assigning Contracts to the Renewal Project
Once a renewal opportunity is identified, the RM assigns the appropriate contracts to a new or existing renewal project and designates a Renewal Engineer (RE) as shown in the video.
Steps:
- From the dashboard, click on an account to open the Renewal Manager Console – Assign Project tab.
- Review the pre-filtered contracts associated with that account.
- Apply additional filters if needed (e.g., date range, contract status).
- Select the contracts and assign them to a new or ongoing project.
- When assigning contracts to a Renewal Project, you may be able to include contracts from related accounts within the same Account Family. In such cases, the relevant account is selected within the assignment dialog (popup), while the console view remains scoped to the currently selected account.
- Choose the Renewal Engineer who will handle the execution of the renewal project.
Outcome:
The project and its internal contracts are moved to the Assigned state.
3. Building the Asset List
The assigned Renewal Engineer accesses the dashboard to view the assigned contracts and execute the renewal project. Once the project is analyzed and proceeded with, RE analyzes individual contract items and prepares the Asset List for renewal.
This is a critical step where the RE:
- Verifies the install base.
- Builds or updates the Asset List tied to the contracts.
- Prepares this list for customer validation.
Asset Lists can include items from multiple related accounts when contracts are selected using the Account Family context.
Other than that, renewal engineer can also perform co-term analysis to identify and align ICs which are approaching completion in similar timeframe.
For a detailed walkthrough of Asset List, refer to the Asset List tutorial here.
4. Customer Review & Internal Approvals
After finalizing the Asset List, the RE collaborates with the customer to ensure accuracy.
Steps:
- Export the Asset List and share with the customer for approval. Optionally, you can upload an Enriched Asset List after customer review to apply updates directly into the system. The IC stage and the Asset List are in the “ In Progress” stage.
- Once confirmed by the customer, RE proceeds with Price Request, and the contract status gets updated to Customer Approved.
- Proceed with any internal validations if required.
The Enriched Asset List helps avoid manual updates and ensures that customer-approved changes are accurately reflected before proceeding to pricing.
5. Sending Price Requests
Once the Asset List is finalized and approved by the customer, the following steps are taken as shown in video:
- The RE initiates Price Requests- either by creating a new PR or Adding to existing PR.
- You can export this PR to share with the vendor. The PR is exported to specific templates customized to vendor standards.
- The contract status transitions to Sent for Pricing.
Pricing Requests are created based on the finalized Asset List, including any updates made through Enriched Asset List uploads.
For a detailed walkthrough of Price Request, refer to Creating Vendor Price Request tutorial video.
6. Quoting and Finalizing Contracts
After pricing is received from the vendor:
- A quote is generated using tools like PqW or any external quoting solution.
- Final pricing details are captured and updated in the system.
- The contract stage gets updated as Quoted.
Once the customer accepts the quote and confirms/approves the renewal, RE can mark quote status as WON. They also assign vendor purchase order. This updates the IC stage as won in the console.
For a detailed walkthrough of Quote Generation and Quote Processing, refer to the Renewal Quote Processing & Internal PO Creation video.
7. Closing the Renewal Project
After all internal contracts within a project reach the Won status, the renewal project status is automatically updated to Complete.
The renewal cycle is now complete and ready for downstream processes such as billing or implementation. Also, the updated IC items are now eligible for next-generation renewal.
Related Articles
In this article
- Introduction
- About Renewal Management
- Key Terms and Concepts
- Table of Contents
- Watch the Video
- 1. Identifying and Prioritizing Contracts for Renewal
- 2. Assigning Contracts to the Renewal Project
- 3. Building the Asset List
- 4. Customer Review & Internal Approvals
- 5. Sending Price Requests
- 6. Quoting and Finalizing Contracts
- 7. Closing the Renewal Project
- Related Articles
