Workflow

At Coders On LLC, we are committed to ensuring maximum transparency and clarity in all of our processes and services. This page is designed to detail our workflow with our clients and projects, providing clear answers to many of your potential questions.

For more information about the meanings of MSA, SOW, NDA, SLA and Change Order, read this section at the bottom of this page.

1. Reception of project request.

2. A Non-Disclosure Agreement (NDA) is sent to be reviewed and signed by the parties involved.

Protects sensitive or confidential information exchanged between the parties during negotiations and project development.

3. A Master Service Agreement (MSA) document is sent to be reviewed and signed by the parties involved.

The general terms and conditions of the commercial relationship between the supplier and the client are established here. It covers aspects such as responsibilities, fees and payments, reimbursement, intellectual property, confidentiality, limitation of liability, dispute resolution and modifications and cancellation of the Statement of Work (SOW).

4. A request for information is sent to prepare the SOW.

In this step the client must send everything related to the project such as requirements and limitations.

5. Reception of project information

All information provided by the client is received, analyzed and documented. If it is necessary to clarify any point, a new contact is made.

6. An initial SOW proposal is sent for review and approval.

The specific terms of the project are detailed here including deliverables, schedule, prices and any special requirements.

6.1 SOW adjustments are negotiated (if necessary).

If the client wants changes or adjustments to the SOW, the terms and conditions are negotiated to reach a mutually acceptable agreement.

6.2 The SOW is signed by the parties involved.

Once all parties involved sign the SOW, the project is ready to begin on a well-structured legal basis, which will protect good business relationships.

7. A project initiation document is signed (it can be immediately after signing the SOW).

It is used to formalize the date and day when the SOW agreements come into effect and the project officially begins. This document can serve to make this point clear, ensuring that all parties have a clear reference to the formal start of the project.

7.1 Milestone Compliance Certificates are signed. (if apply)

These are signed by the parties involved when the client has reviewed and accepted the deliverable associated with that milestone. This document formalizes the client's acceptance and establishes that the milestone has been met as agreed in the SOW.

8. Sign of the Completion Certificate

This is signed once all project deliverables have been completed and accepted by the client. This is a crucial step to formalize the completion of the project and confirm that both parties are satisfied with the work completed.

Document Signing Flow

  1. Initial Negotiation:
    • Sign a NDA to protect any confidential information exchanged.
    • Sign Master Service Agreements (MSA) to establish the general terms of the relationship.
  2. Project Start:
    • Sign the Statement of Work (SOW) detailing the specific project.
    • If necessary, sign the Acuerdo de Nivel de Servicio (SLA) to define service levels.
    • Sign the project start document.
  3. During the project:
    • Sign any Change Order if there are modifications to the scope, schedule or costs.
    • Sign Milestone Completion Certificate (if applicable)
  4. At the end of the project
    • Sign of the Completion Certificate

Additional Information

  1. Master Service Agreement (MSA)
    Purpose:
    • Establishes the general terms and conditions of the business relationship between the provider and the client.
    • Covers aspects such as intellectual property, confidentiality, responsibilities, fees and payments, limitation of liability, and dispute resolution.
    When to Sign:
    • At the beginning of the relationship with the client, before starting any specific project.
  2. Statement of Work (SOW)
    Purpose:
    • Details the specific terms of the project, including the scope of work, deliverables, schedule, milestones, pricing, and any special requirements.
    When to Sign:
    • Each time a new project is initiated under the MSA framework. The SOW is an annex to the MSA that focuses on the specifics of the current project.
  3. Non-Disclosure Agreement (NDA)
    Purpose:
    • Protects confidential information exchanged between the parties during negotiations and project development.
    When to Sign:
    • Before sharing any confidential information, ideally at the start of negotiations or together with the MSA.
  4. Change Order (if applicable)
    Purpose:
    • Documents any changes to the project’s scope, schedule, or costs after the initial SOW has been signed.
    When to Sign:
    • Whenever there is a significant modification to the project that affects the original terms of the SOW.
  5. Service Level Agreement (SLA) (if applicable)
    Purpose:
    • Defines the expected service levels, such as response times, availability, and other performance metrics.
    When to Sign:
    • Along with the SOW, if the project includes ongoing services that require specifying service levels.

Basis of Our Rates

At Coders On LLC, our rates are designed to reflect the direct and indirect costs necessary to offer high quality, value-added services to our clients. Below are the main components on which our rates are based:

  • Use of Technological Resources: Fees include the use of essential resources such as servers, networks, cloud storage and specialized software necessary for the development and delivery of our services.
  • Payment to Highly Trained Professionals: We fairly compensate our developers and technical professionals for their expertise and contribution to the success of each project. This ensures that we can maintain a highly competent and committed team.
  • Security and Compliance Infrastructure: We incorporate costs related to computer security, such as firewalls, antivirus software and regulatory compliance measures, to protect the integrity and confidentiality of customer data.
  • Technical Support and Maintenance: Fees cover ongoing technical support and maintenance necessary to ensure optimal functionality and constant availability of our services.
  • General Operating Expenses: Administrative costs such as taxes, insurance and other general operating expenses are not directly included in our rates, but are absorbed by Coders On LLC to ensure efficient operation and comply with local regulations.
  • Project Complexity: Rates may vary depending on the complexity of the project. Factors such as the number of integrations required, the sophistication of the design, the scalability of the system, as well as the need to hold constant meetings with the client can influence the final cost.
  • Time frames: Delivery times can also affect rates. Projects that require urgent deliveries or have a tight schedule may involve additional costs due to the allocation of additional resources or prioritization of tasks.
  • Exclusions: Expenses related to activities such as marketing and sales, training and professional development, research and development, or strategic collaborations are not included in our rates. These additional costs are financed internally to improve our capacity and competitiveness in the market.

Contact

If you have any questions about this workflow, please contact us at info@coders-on.com or +1 (479) 337-7003.

Disclaimers: