Lista de Verificación de Incorporación de Clientes
Client Onboarding Checklist
J4SGON | j4sgon.com
Client: [CLIENT COMPANY NAME] Project Name: [PROJECT NAME] Engagement Lead: [J4SGON CONSULTANT NAME] Client Primary Contact: [NAME, TITLE] Engagement Start Date: [DATE] Checklist Owner: [J4SGON PM NAME] Last Updated: [DATE]
Instructions for Use
This checklist should be opened the moment a proposal is signed. Work through each section sequentially — later sections depend on earlier ones being complete. Mark each item with one of:
[ ]Not started[~]In progress[x]Complete[N/A]Not applicable to this engagement
Track blockers in the Notes column. Escalate any item that is more than 3 business days overdue to the Engagement Lead.
Lista de Verificación — Versión Resumida (ES)
Esta lista garantiza que cada nuevo cliente de J4SGON sea incorporado de forma completa y consistente. Cubre: documentación legal, acceso técnico, inventario de sistemas, mapeo de partes interesadas, reunión de inicio, plan de comunicación y métricas de éxito.
Section 1 — Legal and Administrative / Legal y Administrativo
| # | Item | Owner | Due Date | Status | Notes |
|---|---|---|---|---|---|
| 1.1 | Signed proposal / Statement of Work on file | J4SGON PM | Day 1 | [ ] | |
| 1.2 | Non-Disclosure Agreement (NDA) signed by both parties | J4SGON PM | Day 1 | [ ] | |
| 1.3 | Master Services Agreement (MSA) signed (if first engagement) | J4SGON PM | Day 1 | [ ] | |
| 1.4 | GDPR Data Processing Agreement (DPA) signed | J4SGON PM | Day 1 | [ ] | Required if personal data involved |
| 1.5 | Client invoice details confirmed (billing address, VAT number, PO number) | Finance | Day 2 | [ ] | |
| 1.6 | Payment schedule shared with client finance team | Finance | Day 2 | [ ] | |
| 1.7 | First invoice raised (if contract requires upfront payment) | Finance | Day 3 | [ ] | |
| 1.8 | Client added to J4SGON CRM / project tracking system | PM | Day 2 | [ ] | |
| 1.9 | Engagement file created (cloud folder structure set up) | PM | Day 2 | [ ] | |
| 1.10 | Insurance certificate shared with client if requested | Finance | Day 3 | [ ] |
Section 1 Complete: [ ] Sign-off by: _____________ Date: _____________
Section 2 — Data Access and Security / Acceso a Datos y Seguridad
| # | Item | Owner | Due Date | Status | Notes |
|---|---|---|---|---|---|
| 2.1 | Data access request submitted to client IT team | Engagement Lead | Day 3 | [ ] | List all systems/datasets needed |
| 2.2 | VPN or secure access credentials received | Engagement Lead | Day 5 | [ ] | |
| 2.3 | Read-only access to production data confirmed (where applicable) | Data Engineer | Day 5 | [ ] | Never request write access prematurely |
| 2.4 | Development/sandbox environment access confirmed | Data Engineer | Day 5 | [ ] | |
| 2.5 | Data sharing method agreed (SFTP, cloud bucket, API, etc.) | Data Engineer | Day 5 | [ ] | |
| 2.6 | Data encryption requirements documented | Data Engineer | Day 5 | [ ] | |
| 2.7 | Sensitive data categories identified and flagged | Data Engineer | Day 7 | [ ] | PII, special category, financial |
| 2.8 | Data retention and deletion policy agreed | PM + Client | Day 7 | [ ] | |
| 2.9 | Client’s security policies received and reviewed | Engagement Lead | Day 7 | [ ] | Password policies, MFA requirements |
| 2.10 | J4SGON team members added to client’s approved vendor list | Client IT | Day 7 | [ ] | |
| 2.11 | Data incident response contact confirmed on both sides | PM | Day 7 | [ ] |
Section 2 Complete: [ ] Sign-off by: _____________ Date: _____________
Section 3 — Systems Inventory / Inventario de Sistemas
Complete this section based on discovery call notes and client-provided documentation. This inventory feeds directly into the technical design phase.
| # | System / Tool | Vendor | Version | Owner (Client) | Integration Required? | Notes |
|---|---|---|---|---|---|---|
| 3.1 | ERP | [ ] Yes [ ] No | ||||
| 3.2 | CRM | [ ] Yes [ ] No | ||||
| 3.3 | LMS / Training Platform | [ ] Yes [ ] No | ||||
| 3.4 | Data Warehouse / BI Platform | [ ] Yes [ ] No | ||||
| 3.5 | Cloud Provider (AWS / Azure / GCP) | [ ] Yes [ ] No | ||||
| 3.6 | Identity Provider (SSO / LDAP / AD) | [ ] Yes [ ] No | ||||
| 3.7 | Document Management System | [ ] Yes [ ] No | ||||
| 3.8 | HR System | [ ] Yes [ ] No | ||||
| 3.9 | Existing AI / ML tools | [ ] Yes [ ] No | ||||
| 3.10 | Communication tools (Slack, Teams, etc.) | [ ] Yes [ ] No | ||||
| 3.11 | Project management tools (Jira, etc.) | [ ] Yes [ ] No | ||||
| 3.12 | [OTHER — add rows as needed] | [ ] Yes [ ] No |
API documentation received for all required integrations: [ ] Yes [ ] No [ ] Partial — details: ___________
Section 3 Complete: [ ] Sign-off by: _____________ Date: _____________
Section 4 — Stakeholder Mapping / Mapeo de Partes Interesadas
4.1 Core Project Team
| Name | Title / Role | Department | Phone | Project Role | Decision Authority | |
|---|---|---|---|---|---|---|
| Project Sponsor | Budget & priority | |||||
| Technical Lead | Technical decisions | |||||
| Business Analyst | Requirements | |||||
| Data Owner | Data approvals | |||||
| End User Rep 1 | UAT & feedback | |||||
| End User Rep 2 | UAT & feedback |
4.2 Extended Stakeholders (Informed but not Core Team)
| Name | Title / Role | Why Involved | Communication Frequency |
|---|---|---|---|
| Legal / Compliance | GDPR, contract review | At key milestones | |
| IT Security | Security reviews | At key milestones | |
| CFO / Finance | Budget sign-off | Monthly | |
| [OTHERS] |
4.3 Stakeholder Checklist
| # | Item | Status |
|---|---|---|
| 4.3.1 | All stakeholders listed above contacted and introduced to J4SGON team | [ ] |
| 4.3.2 | Each stakeholder’s preferred communication channel confirmed | [ ] |
| 4.3.3 | Stakeholder availability for kickoff meeting confirmed | [ ] |
| 4.3.4 | Decision escalation path documented (who decides when sponsor is unavailable) | [ ] |
| 4.3.5 | Client holiday / absence schedule for project duration received | [ ] |
Section 4 Complete: [ ] Sign-off by: _____________ Date: _____________
Section 5 — Kickoff Meeting Preparation / Preparación de la Reunión de Inicio
5.1 Logistics Checklist
| # | Item | Owner | Status |
|---|---|---|---|
| 5.1.1 | Kickoff meeting date, time, and location confirmed with all participants | PM | [ ] |
| 5.1.2 | Video conferencing link created and shared (if remote) | PM | [ ] |
| 5.1.3 | Calendar invites sent to all participants | PM | [ ] |
| 5.1.4 | Kickoff agenda circulated at least 48 hours in advance | PM | [ ] |
| 5.1.5 | Kickoff presentation prepared and reviewed internally | Engagement Lead | [ ] |
| 5.1.6 | Introductory email from Engagement Lead sent to client team | Engagement Lead | [ ] |
5.2 Kickoff Meeting Agenda Template
Meeting: [CLIENT NAME] — Project Kickoff Date / Time: [DATE, TIME, TIMEZONE] Location / Link: [LOCATION OR VIDEO LINK] Duration: 90 minutes Facilitator: [J4SGON ENGAGEMENT LEAD]
| Time | Item | Owner |
|---|---|---|
| 0:00 — 0:05 | Welcome and introductions | Engagement Lead |
| 0:05 — 0:15 | J4SGON team overview | Engagement Lead |
| 0:15 — 0:25 | Client team introductions and roles | Project Sponsor |
| 0:25 — 0:40 | Project objectives and success criteria | Engagement Lead + Sponsor |
| 0:40 — 0:55 | Project plan walkthrough (phases, timeline, milestones) | PM |
| 0:55 — 1:05 | Communication plan and tools | PM |
| 1:05 — 1:15 | Risks, assumptions, and open issues | Engagement Lead |
| 1:15 — 1:25 | Client responsibilities and commitments | Engagement Lead |
| 1:25 — 1:30 | Q&A and next steps | All |
Post-meeting: Circulate meeting notes and agreed actions within 24 hours.
5.3 Kickoff Follow-Up Checklist
| # | Item | Owner | Status |
|---|---|---|---|
| 5.3.1 | Meeting notes drafted and sent to all participants | PM | [ ] |
| 5.3.2 | Action items documented with owners and due dates | PM | [ ] |
| 5.3.3 | Project kick-off formally declared (email confirmation) | Engagement Lead | [ ] |
| 5.3.4 | J4SGON internal project workspace opened and team briefed | PM | [ ] |
Section 5 Complete: [ ] Sign-off by: _____________ Date: _____________
Section 6 — Communication Plan / Plan de Comunicación
6.1 Regular Touchpoints
| Meeting | Frequency | Participants | Format | Owner |
|---|---|---|---|---|
| Weekly status call | Weekly | PM + Client BA | 30 min video call | PM |
| Sprint demo | Every 2 weeks | Full project team | 60 min video call | Engagement Lead |
| Steering committee | Monthly | Engagement Lead + Sponsor | 45 min video call | Engagement Lead |
| Quarterly Business Review | Quarterly | All stakeholders | 2 hr in-person or video | Engagement Lead |
6.2 Communication Channels
| Channel | Purpose | Primary User |
|---|---|---|
| [EMAIL ALIAS] | Formal communications, document sharing | All |
| [SLACK/TEAMS CHANNEL] | Day-to-day queries, quick updates | Project team |
| [PROJECT TOOL — Jira/Notion/etc.] | Task tracking, issue log | PM + technical team |
| [SHARED DRIVE FOLDER] | Document repository | All |
| Phone / WhatsApp | Urgent issues only | PM + Client BA |
6.3 Communication Checklist
| # | Item | Status |
|---|---|---|
| 6.3.1 | Shared project folder created and client team given access | [ ] |
| 6.3.2 | Slack/Teams channel created and all participants added | [ ] |
| 6.3.3 | Recurring meeting series added to all participants’ calendars | [ ] |
| 6.3.4 | Status report template shared with client | [ ] |
| 6.3.5 | Escalation path documented and agreed | [ ] |
| 6.3.6 | Out-of-office / holiday cover confirmed for key roles | [ ] |
Section 6 Complete: [ ] Sign-off by: _____________ Date: _____________
Section 7 — Success Metrics / Métricas de Éxito
7.1 Defining Success
Work with the client to complete this table. These metrics will be tracked throughout the engagement and reported in each QBR.
| KPI | Description | Current Baseline | Target | Measurement Method | Review Frequency |
|---|---|---|---|---|---|
| [KPI 1] | [VALUE] | [TARGET VALUE] | [HOW MEASURED] | Monthly | |
| [KPI 2] | [VALUE] | [TARGET VALUE] | [HOW MEASURED] | Monthly | |
| [KPI 3] | [VALUE] | [TARGET VALUE] | [HOW MEASURED] | Monthly | |
| [KPI 4] | [VALUE] | [TARGET VALUE] | [HOW MEASURED] | Quarterly | |
| [KPI 5] | [VALUE] | [TARGET VALUE] | [HOW MEASURED] | Quarterly |
Examples of common AI consulting KPIs:
- Manual processing time (hours/week)
- Error rate in target process (%)
- Employee productivity score
- Customer satisfaction (NPS or CSAT)
- Cost per transaction
- Model accuracy / F1 score
- Time to decision
- Regulatory compliance score
7.2 Success Metrics Checklist
| # | Item | Status |
|---|---|---|
| 7.2.1 | Baseline data collected for all agreed KPIs before project starts | [ ] |
| 7.2.2 | Measurement methodology agreed and documented | [ ] |
| 7.2.3 | KPI dashboard access confirmed (who can see what) | [ ] |
| 7.2.4 | “Project success” definition agreed and signed off by Sponsor | [ ] |
| 7.2.5 | Minimum viable success threshold documented | [ ] |
Section 7 Complete: [ ] Sign-off by: _____________ Date: _____________
Section 8 — Final Onboarding Sign-Off / Cierre de la Incorporación
| # | Item | Status |
|---|---|---|
| 8.1 | All sections of this checklist complete | [ ] |
| 8.2 | Kickoff meeting completed successfully | [ ] |
| 8.3 | Project formally active in J4SGON project tracking system | [ ] |
| 8.4 | Client confirmed happy to proceed | [ ] |
| 8.5 | J4SGON team has everything needed to start Phase 1 | [ ] |
Onboarding Sign-Off:
| Role | Name | Signature | Date |
|---|---|---|---|
| J4SGON Engagement Lead | |||
| J4SGON PM | |||
| Client Project Sponsor | |||
| Client Technical Lead |
Onboarding Notes / Notas de Incorporación
Use this space to capture any non-standard arrangements, agreed exceptions, or important context that future team members should know.
Date onboarding completed: _______________ Days from contract signature to project active: _______________
J4SGON — Inteligencia artificial que trabaja para su empresa. j4sgon.com | Valencia, Spain
Versión Española
Lista de Verificación de Incorporación de Clientes
J4SGON | j4sgon.com
Cliente: [NOMBRE DE LA EMPRESA] Proyecto: [NOMBRE DEL PROYECTO] Responsable: [NOMBRE DEL CONSULTOR J4SGON] Contacto del cliente: [NOMBRE, CARGO] Fecha de inicio: [FECHA]
Sección 1 — Legal y Administrativo
- NDA firmado por ambas partes
- Contrato / SOW firmado
- Orden de compra recibida (si aplica)
- Datos de facturación confirmados (NIF, dirección, email)
- Póliza de seguro de responsabilidad profesional verificada
- Acuerdo de procesamiento de datos (DPA) GDPR firmado si se manejan datos personales
- Términos de propiedad intelectual acordados (quién es dueño de qué)
Sección 2 — Acceso a Datos y Seguridad
- Fuentes de datos del cliente identificadas y documentadas
- Nivel de clasificación de datos acordado (público/interno/confidencial/restringido)
- Ruta de transferencia de datos acordada (SFTP/API/enlace seguro)
- Acceso VPN o remoto provisto (si es necesario)
- Credenciales de cuentas de servicio creadas (acceso con mínimos privilegios)
- Plan de retención y eliminación de datos acordado
Sección 3 — Inventario de Sistemas
- Lista de sistemas existentes del cliente (ERP, CRM, LMS, etc.)
- Versiones y niveles de API documentados
- Diagrama de arquitectura del entorno del cliente (o borrador)
- Requisitos de hardware para despliegue edge/local identificados
- Dependencias de red documentadas (firewall, proxy, DNS)
- Sistemas de monitorización existentes identificados
Sección 4 — Mapeo de Partes Interesadas
- Sponsor ejecutivo identificado
- Propietario del producto / decisor del lado del cliente
- Contacto técnico principal para integración
- DPO / contacto de cumplimiento (si se manejan datos personales)
- Usuarios finales / beta testers identificados
- Canales de comunicación acordados (email, Slack, Teams, etc.)
Sección 5 — Reunión de Inicio
- Fecha de kickoff confirmada con todos los participantes
- Agenda del kickoff preparada y enviada
- Presentación de J4SGON preparada
- Alcance del proyecto y criterios de éxito revisados
- Cronograma y fases presentados
- Riesgos discutidos y plan de mitigación acordado
- Próximos pasos y responsables asignados
Sección 6 — Plan de Comunicación
- Cadencia de informes acordada (semanal/quincenal/mensual)
- Formato de informe de estado acordado
- Procedimiento de escalamiento documentado
- Canales de comunicación de emergencia establecidos
Sección 7 — Métricas de Éxito
- KPIs de referencia capturados (estado actual antes del proyecto)
- KPIs objetivo definidos (mejora esperada)
- Criterio de ROI acordado (cómo se mide el éxito financiero)
- Período de medición acordado (30/60/90 días post-despliegue)
- Método de recopilación de datos para métricas confirmado
Sección 8 — Cierre de la Incorporación
- Todos los elementos anteriores completados y verificados
- Repositorio de proyecto creado y compartido
- Plan de proyecto cargado en herramienta de gestión
- Acta de kickoff distribuida con puntos de acción
- Fecha del primer entregable confirmada
Firma del responsable de incorporación: _______________ Fecha de finalización: _______________
¿Necesita ayuda con la incorporación de clientes? Contacte con J4SGON para consultoría en gestión de proyectos.
Cuéntanos qué integras o migras
Envíanos la plataforma, los sistemas implicados y dónde está el bloqueo. Recibes un alcance por escrito — fases, entregables y lo que queda fuera — antes de facturar nada.