IBM Renewal Value Incentive

Transcription

1 IBM Renewal Value Incentive Operations Guide June 14, 2013 Version 2.0 This guide and updated versions will be posted on the IBM PartnerWorld website. Please check the PartnerWorld website: for the most current version of this guide. Last Update: May, RVI Ops Guide V 2.0

2 PREFACE AND OVERVIEW...4 DEFINITIONS...5 ELIGIBILITY AND RELATIONSHIPS WITH OTHER PROGRAMS...5 RVI AND AUTHORIZED PRODUCTS IN AUTHORIZED DISTRIBUTION COUNTRIES (SOFTWARE RESELLER APPROVAL)...5 RVI AND OPEN PRODUCTS IN AUTHORIZED DISTRIBUTION COUNTRIES...6 RVI AND OPEN DISTRIBUTION COUNTRIES (SOFTWARE RESELLER APPROVAL)...6 MUTUALLY EXCLUSIVE OFFERINGS...6 ELIGIBLE END USER SALES...6 ELIGIBLE RENEWALS...7 REQUESTING AND ORDERING THE RENEWAL VALUE INCENTIVE...7 CLAIMING RVI ON A QUANTITY LESS THAN WHAT APPEARS ON THE RVI OPPORTUNITY LIST...9 CLAIMING RVI IF A BUSINESS PARTNER HAS NOT HAD AN ON-GOING END USER RELATIONSHIP...9 RVI AND ORDERING NEW LICENSE AND OUT YEAR SUBSCRIPTION AND SUPPORT AT THE SAME TIME...9 RVI ON AN OUT YEAR RENEWAL AND VALUE ADVANTAGE PLUS ON THE NEW LICENSE...9 RVI ON AN OUT YEAR RENEWAL AND SOFTWARE VALUE INCENTIVE ON THE NEW LICENSE...9 DEADLINE FOR SUBMITTING AN ORDER WITH RVI...9 IBM PASSPORT ADVANTAGE ONLINE QUOTES AND THE RENEWAL VALUE INCENTIVE (RVI) OPPORTUNITY LIST...10 PASSPORT ADVANTAGE ONLINE QUOTES...10 RVI OPPORTUNITY LIST...10 HOW DO THE PA ONLINE AND THE RVI OPPORTUNITY LIST COMPARE?...11 IBM RENEWAL VALUE INCENTIVE (RVI) OPPORTUNITY LIST...12 RVI OPPORTUNITY LIST ORGANIZATION...12 Filter Tab...12 Overview Tab...13 Details Tab...13 MULTIPLE INCENTIVES ON THE ORIGINAL NEW LICENSE SALE...14 SCENARIO 2: MULTIPLE NEW LICENSE SALES MAPPED TO THE SAME RENEWAL PART...15 MAKING CHANGES TO THE RVI OPPORTUNITY LIST...15 End User Migrations...15 Product Migrations...15 COMPLETING THE FORMS TO REQUEST A CHANGE OR ADDITION TO THE RVI OPPORTUNITY LIST...15 REQUESTING AN ADDITION TO THE IBM RENEWAL VALUE INCENTIVE OPPORTUNITY LIST...16 ELIGIBLE DOCUMENTATION FOR S&S SALES IN ORDER TO EARN RVI...17 Types of documentation that do NOT qualify:...17 Types of documentation that IBM recommends...17 Types of documentation that do NOT qualify:...18 CONFIDENTIALITY...18 COMPLIANCE...18 CORRESPONDENCE...18 Cycle One (1) Notification Letter...19 Cycle Two (2) Reminder Letter...19 Termination Letter...19 COMPLIANCE STATUS DEFINITIONS...19 Pass Status...20 Conditional Status...20 Last Update: May, RVI Ops Guide V 2.0

3 Suspended Status (Commercial user)...20 Suspended Status (Public Sector End User)...21 Suspended from RVI Status...21 Terminated Status...21 RETAINING RECORDS...22 REBATE RECOVERY...22 REBATE RECOVERY PROCESS/CORRESPONDENCE...22 MERGERS AND ACQUISITIONS IN THE BUSINESS PARTNER COMMUNITY...23 ESCALATION PROCESS...24 CONTACTS...24 BUSINESS PARTNER PREFERRED DISTRIBUTOR...24 IBM RVI ASSISTANCE...24 IBM BUSINESS PARTNER SUPPORT OPERATIONS (BPSO)...24 APPENDIX A ADDITIONAL INFORMATION ON IBM SOFTWARE INCENTIVES...25 APPENDIX B PREPARING TO VIEW THE RVI OPPORTUNITY LIST...26 APPENDIX C WORKING WITH THE RVI OPPORTUNITY LIST...27 COMMON RVI QUESTIONS...27 RVI OPPORTUNITY LIST STATUS INDICATORS...28 APPENDIX D RVI OPPORTUNITY LIST EXPORT DATA...29 APPENDIX E REQUESTING A CHANGE TO THE RVI OPPORTUNITY LIST...30 APPENDIX F REQUESTING AN ADDITION TO THE RVI OPPORTUNITY LIST...33 Last Update: May, RVI Ops Guide V 2.0

4 PREFACE AND OVERVIEW The IBM Renewal Value Incentive (RVI) is an additional incentive to IBM Business Partners approved to remarket IBM software. It is offered on fulfillment of Subscription & Support (S&S or renewal) to recognize their continued strong relationships and ongoing coverage to the End User, provided that the Business Partner received a value incentive on the original, new software license related to the S&S. This initiative was designed to allow Business Partners who demonstrate strong relationships and ongoing coverage with the End User to be recognized beyond the original sale, resulting in financial rewards when they stay engaged and sell a renewal on a timely basis. The purpose of this guide is to provide details, business rules and operational procedures for Renewal Value Incentive (RVI). Business Partners must fulfill the End Users renewals and claim the incentive at the time of fulfillment in order to receive the incentive. This incentive is provided by the Business Partner s Preferred Distributor. By accepting the IBM Business Partner Agreement for Software Value Plus, the Business Partner agrees to follow the processes and procedures detailed in this guide when conducting business activities related to the IBM Renewal Value Incentive. The criteria for an RVI incentive are as follows: A Business Partner must have received a value incentive on the original license sale under one of IBM s value programs on or after January 1, To assist the Business Partner in knowing when they sold an original license with value, as the renewal quotes are issued by IBM, a separate report is issued called the RVI Opportunity List that matches the renewal quotes to any new licenses sold with value for a particular Business Partner. The match between the renewal quote and the new license sold with value must appear on this report and the incentive must be claimed according to the RVI ordering requirements for an incentive to be paid. A Business Partner must be currently approved to remarket the Product Group(s) for which RVI is requested. A Business Partner must be able to demonstrate strong relationships with and ongoing coverage to the End User since the last renewal for that license was processed or the original license was sold, whichever is the latest. The Business Partner must be prepared to provide written documentation as confirmation of their continued coverage. Documentation relating to the original license sale without continuing coverage is not acceptable for RVI. A Business Partner must tell the Preferred Distributor that they want to claim RVI on a given renewal part and the eligible quantity to be claimed. In the situation that the renewal part appears on more than one line item on a quote, then the Business Partner must specify the quantity by specific coverage period(s). The maximum RVI quantity should not be exceeded during a coverage period. The incentive must be requested by the Preferred Distributor on the order to IBM. In some instances, Business Partners may claim less than the quantity up for renewal depending on the Business Partner s eligible quantity and their End User involvement since the last renewal sale or the original new license sale(s). The order must be submitted to IBM by the Preferred Distributor prior to the start date of the line item part as shown in the Quote for the Renewal of Subscription & Support. The start date is determined by the first day in the month when the renewal will start. The RVI Due Date is also listed on the IBM Renewal Value Incentive Opportunity List. As an example, if a renewal part has a start date of May 1, the renewal order must be received by IBM no later Last Update: May, RVI Ops Guide V 2.0

5 than April 30 in order to qualify for the renewal incentive. To avoid any timing issues in requesting the incentive, the Business Partner must submit orders to their Preferred Distributor well in advance of the RVI Due Date. Definitions The following definitions are used in this document: Value programs refers to Software Value Incentive (SVI), SVI Solutions (Industry or Capability), Value Advantage Plus (VAP), or Value Advantage Plus for Government. Value incentive means the incentive received from the Value Programs. With value means a software sale where a Business Partner received an incentive from any of the IBM value programs as defined above. Renewal refers to the renewal of Subscription & Support for a software license. Renewal and Subscription & Support are used interchangeably in this document. Co-terming : IBM uses the End User s Passport Anniversary date as the common date for when to issue renewal quotes for all products. Some products may be in the process of being co-termed with the Passport Advantage Anniversary Date. If they are being co-termed, the start date of the next S&S period will not be the same month as the Passport Anniversary date. Out Year Renewals refers to the scenario when the End User purchases the new license and Subscription and Support for the follow on years at the same time. Coverage Period or Line Item Start Date and Line Item End Date refers to the start and stop dates of the Subscription and Support for a part number. Eligibility and Relationships with other Programs Participation in this incentive is voluntary and is covered under the terms of the IBM Business Partner Agreement for Software Value Plus. By accepting the IBM Business Partner Agreement for Software Value Plus, the Business Partner agrees to follow the processes and procedures detailed in this guide when conducting business activities related to the IBM Renewal Value Incentive. The minimum criteria to participate in the Renewal Value Incentive are as follows: Be an approved member in IBM PartnerWorld, at any level Be an approved member of Software Value Incentive or Value Advantage Plus (standard or Government). Agree to the IBM Business Partner Agreement for Software Value Plus Terms and Conditions, and one of the following criteria depending on your country. Please visit the Software Value Plus website for access to the agreement. In addition, the following criteria apply in the circumstances described: RVI and Authorized Products in Authorized Distribution Countries (Software Reseller Approval) Last Update: May, RVI Ops Guide V 2.0

6 For countries with Authorized distribution, it is mandatory for a Software Value Plus Business Partner to be approved in the Product Group of the renewal in order to receive RVI. RVI and Open Products in Authorized Distribution Countries For open products, the Business Partner must be approved in a value program for the renewal part for which they wish to claim RVI. RVI and Open Distribution Countries (Software Reseller Approval) For countries with Open distribution, it is mandatory for a Business Partner to meet the qualifications of SVI, SVI Solutions (Industry or Capability), Value Advantage Plus (standard or Government) for the renewal part for which they wish to claim RVI. The Business Partner must also sign the IBM Business Partner Agreement for Software Value Plus, either electronically (if permitted within country) or via a hardcopy signature. Relationship with General Business Rebates Business Partners can receive both RVI and a General Business instant rebate on the same transaction. RVI and Government Tenders Deals that are the subject of a government tender in Italy are not eligible to participate in the RVI program. Mutually Exclusive Offerings The following IBM programs and offerings are mutually exclusive with RVI: IBM Business Partner Agreement - Distributor Attachment for Workstation Software. If any part of the Business Partner s Enterprise is participating in the program, the Business Partner is not eligible for the Renewal Value Incentive. Business Partners who are approved as Government Resellers (offered only in a limited number of countries) are not eligible to participate in RVI. Business Partners who are approved and are providing support under the SVP Support Provider Program as part of selling the new license are not be eligible to participate in RVI for those sales. Eligible End User Sales Eligible End User sales include those that are in the country for which the Business Partner has been approved for an IBM value program, and which are: Not a part of the Business Partner s enterprise AND For End Users who are acquiring products for their own use and not for resale. RVI is excluded in the case where it was not possible to receive a value incentive for the new license. Sales of S&S to Public Sector End Users as defined in the IBM PartnerWorld Agreement International Software Value Incentive Attachment may be included if the Business Partner Last Update: May, RVI Ops Guide V 2.0

7 received an incentive on the original new license sale ( such as Value Advantage Plus or Value Advantage Plus for Government). The RVI request must be processed at the same time that the S&S sale is processed, and RVI must be paid as a rebate. Once a renewal order is processed for a Public Sector End User, RVI is not subsequently available under any circumstances. Eligible Renewals By Software Subscription & Support (S&S), we are referring to the software S&S offered through Passport Advantage and Passport Advantage Express, including multi year renewals, and sold with a Part Type description of SW Subscription and Support Renewal. The IBM Distributed Software Price Book can be used to look up the Part Type description of a specific S&S part number. Any renewal is ONLY eligible for RVI provided the Business Partner sold the related new license with value, meaning that the Business Partner received either SVI Value Advantage Plus Value Advantage Plus for Government SVI Solution on the new license sale within Passport Advantage or Passport Advantage Express. In the case of SVI, both SVI ID+ Sell and SVI Sell Only transactions qualify. The following does NOT qualify for RVI Subsequent term renewals for Software as a Service (SaaS) Subsequent Fixed Term licenses Software Reinstatements Appliance renewals with any part type description other than SW Subscription and Support. S&S ordered under Flexible Contract Terms (FCT) Any renewal offered through a Support Provider when the Support Provider is providing support. A Renewal under a Passport Advantage contract that is designated by IBM with a Contract Variant Code of ELA or Government is only eligible for the Renewal Value Incentive if there was an associated New License transaction that was sold with value. Only the transactions processed through a Business Partner s Preferred Distributor are eligible for the RVI incentive. Any software products that received SVI but fulfilled through non Passport Advantage or Passport Advantage Express method (i.e. AAS or ESOS) are not eligible for RVI even if the renewal is subsequently available and then ordered through Passport Advantage or Passport Advantage Express. REQUESTING AND ORDERING THE RENEWAL VALUE INCENTIVE Process steps to receive the Renewal Value incentive: Last Update: May, RVI Ops Guide V 2.0

8 a. If the Business Partner was the Last Reseller of Transaction, a renewal quote will be made available to the reseller in accordance with the existing IBM renewal process / cycle. This is approximately 75 days in advance of the End User s Passport Advantage Anniversary date. b. If the Business Partner was not the Last Reseller of Transaction but did sell the new license with value associated with that renewal, the renewal will appear on the IBM RVI Opportunity List along with information about the original license sale. Pricing is not included on this report. The Business Partner should discuss the quoted pricing with the user and their Preferred Distributor. The Business Partner must provide the Preferred Distributor with their Authorized Reseller Software Value Plus Remarketer Number. Note: If the Business Partner is not the last reseller of transaction, IBM will not provide end user pricing information regarding the renewal quote. The partner seeking to claim RVI can contact the End User for the quote. c. The Business Partner identifies the renewal part numbers which are eligible for RVI by viewing the IBM Renewal Value Incentive Opportunity List. This is available within one day of when the renewal quotes are issued. d. The Business Partner must identify the quantity of renewals to claim RVI. To claim RVI, the Business Partner must be able to demonstrate strong relationships and ongoing coverage associated with the End User s IBM software licenses. Claims may only be made for those renewals where coverage can be documented. e. When ordering, Business Partners must communicate to their Preferred Distributor on which renewal part numbers to claim RVI, the coverage period and for how many units. f. The Preferred Distributor should structure the order to reflect the instructions provided by the Business Partner. The Preferred Distributor is advised to check the IBM RVI Opportunity List to verify the Business Partner is eligible to claim RVI, for the quantity requested and ensure the rebate is not applied in an overlapping coverage period. Instructions for Preferred Distributors to claim the incentive can be found in the Preferred Distributor Addendum for RVI. g. The Preferred Distributor should also confirm the Business Partner is approved to re-market the Product Group (in SVP authorized countries) or approved for the Product Group (in Open countries with value programs). h. The Preferred Distributor verifies that the Business Partner has not been suspended from RVI. i. The Preferred Distributor ensures the proper classification of the End User in terms of I&A, General Business Large Enterprise or General Business Midmarket. j. The Business Partner must submit the order to their Preferred Distributor so that the Distributor has sufficient time to place the order before the RVI Due Date as indicated by the RVI Opportunity List. When the order is received by IBM, if any of the checks do not pass, then the order for the renewal will be processed without the RVI incentive. If a quantity is requested that is higher than the maximum RVI Eligible Quantity per renewal part, the order will be processed but RVI will only be paid on the maximum eligible RVI quantity. IBM will recover any overpaid RVI in any situation where the maximum quantity is exceeded. * For VADs in Switzerland, the order will be checked as above to ensure that the order qualifies for RVI and meets all the criteria, the RVI rebate will not be paid as an instant rebate. The VAD will required to raise an invoice on IBM for the RVI amount payable. IBM will calculate the RVI amount payable to all Swiss VADs on a monthly basis and will request the VAD to issue an invoice. Once the invoice is received by IBM it will be checked and processed accordingly. Last Update: May, RVI Ops Guide V 2.0

9 Claiming RVI on a Quantity less than what appears on the RVI Opportunity List It is possible that a Business Partner can demonstrate strong relationships and ongoing coverage on only some (not all) of the eligible quantity of a part on the RVI Opportunity List. In those instances, Business Partners should be clear in their communication with their Preferred Distributor that they are making a partial claim for a line item on the report. For example, if a Business Partner is eligible for 10 licenses of product A, but the Business Partner has not added value to all 10, the Preferred Distributor may split a line item and request RVI on only 5, for example. The RVI Opportunity List does NOT need to be changed when claiming less than the maximum quantity. Claiming RVI If a Business Partner has not had an on-going End User Relationship Business Partners may also find that they show as eligible for RVI on the RVI Opportunity List in instances where they have not had on-going relationships with End Users and do not have documentation that can be used for compliance purposes. In these instances, RVI should not be claimed. RVI and Ordering New License and Out Year Subscription and Support at the Same Time RVI on an Out Year Renewal and Value Advantage Plus on the New License If the new license is eligible for Value Advantage Plus, and if RVI on the out-year S&S is requested by the Business Partner on their order to their Preferred Distributor, the RVI for the renewal is paid as an instant incentive at the same time of the new license order. RVI on an Out Year Renewal and Software Value Incentive on the New License If the new license is associated with Software Value Incentive or Solution Software Value Incentive for commercial accounts, then the payment of the SVI incentive must be confirmed before RVI may be earned. In this case, the Preferred Distributor would still indicate on the order that the RVI incentive is being requested. IBM will then calculate the RVI eligible payment and make this payable to the VAD after the SVI incentive is paid on the original transaction. Again for Switzerland the VADs will be requested to issue an invoice for this payment. Deadline for Submitting an Order with RVI The order for the S&S with RVI claimed must be submitted by the Preferred Distributor to IBM no later than close of business at least one (1) calendar day before the Line Item Start Date Last Update: May, RVI Ops Guide V 2.0

10 local time. o IBM defines the Line Item Start Date as the first day of the month of the Start month on the next cycle of S&S. As an example, for parts that have already been co-termed with a Passport Advantage anniversary date of April 1, the renewal order must be processed no later than March 31, 2013 in order to qualify for RVI. o If a renewal is in the process of being co-termed with the Passport Anniversary date, the license purchases have a start date falling outside of the anniversary date for Passport Advantage. In this case, the RVI deadline at the Line Item part level will not be the same as the day before the Passport Advantage Anniversary due date. The RVI deadline will be the close of business at least one (1) calendar day before the Line Item Start Date. Orders submitted after the RVI Due date local time will be processed but RVI will not be paid. The orders must be submitted by the Preferred Distributor using the automated tools. Manual orders with RVI requested will not have RVI paid routinely. IBM Passport Advantage Online Quotes and the Renewal Value Incentive (RVI) Opportunity List Passport Advantage Online Quotes Passport Advantage Online is the tool currently used by Business Partners to track and manage the Software S&S quotes when issued by IBM. Approximately 75 days prior to the End User s Passport Anniversary date, a renewal quote is issued by IBM for software renewals based on the End User s license base (at the time the quote is issued) for the following year. The PA Online Report will include all software, including appliances and FCT, and including types and part numbers that are not eligible for RVI. Details are available on Passport Advantage Online for the Last Reseller of Transaction and their Preferred Distributor. The Last Reseller of Transaction is the Business Partner that previously fulfilled the S&S for the End User or sold the original license in the case that S&S has not yet been sold for that product. RVI Opportunity List The IBM RVI Opportunity List is an important new tool for Business Partners and their Preferred Distributors. This report matches the active renewal quotes issued by IBM to the new license value sales, where a Business Partner has received a value incentive. Usually renewal quotes are issued on a monthly cycle; however, the RVI Opportunity List is updated with any changes on a daily basis. The RVI Opportunity list is a key control point for the RVI offering. Unless a line item appears on this report, RVI will not be awarded to the Business Partner for a renewal (except for out-year S&S sales which can receive RVI without being on the RVI Opportunity List). The list will only show the line items up for renewal in which IBM was able to verify that a Business Partner was awarded an incentive for selling the new license with value. The list does not show all renewal parts quoted for an End User unless they are all related to licenses sold with value. Last Update: May, RVI Ops Guide V 2.0

11 If the Business Partner sold the same original license part to the same Agreement Site Number /End User but on different dates and the sales are both matched to the same Renewal Quote / Renewal Quote Line item/ part number with the same start and end dates, these eligible entries will appear as two lines. Since the original sales relate to the same renewal part and they are now renewing on the yearly anniversary date, the total RVI eligible quantity for the renewal part will be the sum of the RVI Eligible Quantity for the two lines. The Business Partner and Preferred Distributor should also look at the Renewal Quote Status in order to determine if a renewal part is eligible for ordering on the day they wish to place the order. The following statuses are eligible to be ordered. Renewal quotes in these statuses will be found on PA Online. Open Part Ren/Bal Open Open / Not Available to the Web Line items on the RVI Opportunity List that are NOT in any of the above statuses cannot be ordered without further action. Depending on the reason, you may still be eligible for RVI. Business Partners and Preferred Distributors should contact the IBM Renewals team. See Appendix D for more information on statuses. The Business Partner s current Preferred Distributor will also be able to see the Business Partners lists for RVI. The Preferred Distributor will be able to see all the records for their current Business Partners. Changes and additions can be made to the RVI Opportunity List using the directions in Appendices E and F. As a further note, there may be more than one Business Partner who received value on the original license sale. Thus, the same renewal may appear on more than one Business Partners RVI Opportunity List. For instance, one Business Partner may have received VAP on a transaction but a different Business Partner may have received SVI Sell; however, only the Business Partner who fulfills the renewal prior to the due date will be eligible for the incentive. Instructions on gaining access to the RVI report are provided in Appendix H. How do the PA Online and the RVI Opportunity List compare? The RVI Opportunity List shows the renewals associated with the original value Business Partner and PA Online shows the renewals according to the Last Reseller of Transaction. The two reports may have common transactions but not necessarily. There could be no overlap or the reports could show the same information if the value Business Partner also fulfilled renewals or fulfilled the original licenses with value. The RVI Opportunity List shows renewals in a status called With Sales for Review which is not shown on PA Online. Also, after quotes appear on the RVI Opportunity List, the status of the renewal will be displayed throughout the quote s lifecycle. For instance, when a renewal quote is fully ordered, it will stay on the RVI Opportunity List with a quote status of Closed and Renewed. However, it will drop off PA Online once that occurs. There may be many more situations where status is the reason why a transaction does not appear on PA Online. Here are the common situations and what transaction should appear on which report. If the Business Partner was the Last Reseller of Transaction and sold the original license with value, then the transaction will appear on both the Business Partner s report from PA Online and the RVI Opportunity List provided the site number where the new license was sold did not change Last Update: May, RVI Ops Guide V 2.0

12 before the renewal quote was issued. If the site does change, it may or may not show up on the RVI Opportunity List. If the Business Partner was NOT the Last Reseller of Transaction but sold the original license with value, the transaction will appear on the Business Partner s IBM Renewal Value Incentive Opportunity List. However, it will not appear on PA Online associated with the same Business Partner. If the Business Partner was an influencer and did not fulfill the original license with value, the Business Partner will see the transaction on the IBM Renewal Value Incentive Opportunity List but it will not appear on PA Online associated with the same Business Partner. IBM Renewal Value Incentive (RVI) Opportunity List Once a Business Partner has been granted access to the RVI Opportunity List from their Authorized Profile Administrator (APA), the report can be accessed from the Renewal Value Incentive website on the Resources tab at If a Business Partner intends to claim RVI, it is their responsibility to review the IBM Renewal Value Incentive Opportunity List as soon as renewal quotes are issued to verify that the data on the original license is correct. If the Business Partner has a value sale that corresponds to an active Renewal Quote part /line item, then that renewal quote line item and the corresponding value sale information will appear on the RVI Opportunity List as a row. For every row, the RVI Due date and the Maximum quantity that is eligible for RVI is provided. The RVI Opportunity List matching logic applies if the original purchase and the renewal quote are for the same Passport Advantage number and Site number. If you do not see an item on the list but you know the End User has migrated their licenses to a new site you can request quote information from the End User and submit an Add request. Also orders can only be placed for those transactions in the following statuses. Open Part Ren/Bal Open Open / Not Available to the Web We have included additional statuses to help the Business Partner to determine whether or not an original value sale might have been recognized as matching to a renewal, but does not qualify for other reasons. For a full list of statuses, see Appendix D. RVI Opportunity List Organization There are 3 tabs: Filter Tab On the Filter tab, a Preferred Distributor can set the Preferred Distributor (if they manage more than one entity), the Business Partner and the Date Ranges. The Business Partner will be able to select only the Due Date ranges. This Filter controls the data shown on the Details / Upcoming and the Details / All views. Last Update: May, RVI Ops Guide V 2.0

13 Overview Tab This tab shows a graphical overview of the data selected. Preferred Distributors can view all the Business Partner data together or they can select a single Business Partner s data. The Count of RVI Opportunities is based on looking at the RVI Due date and then counting the unique number of quotes. For the Preferred Distributor, there will also be a line that shows how many business partners have an RVI Opportunity for those quotes. The Product Group chart shows the count of the number of quotes that have at least one line item within that Product Group. If a Business Partner wishes to look at a different date range, they should return to the Filter page. Details Tab The Details tab has three views. Upcoming This displays the RVI opportunities for the date range selected in the filter view that have not YET passed the RVI Due Date. A quote line item will appear if either the Renewal Due Date or the RVI Due Date is between the two date ranges selected on the Filter. This view also displays a Quote Status. This is the status associated to the Quote (not the Line Item). At any given time, not all quotes appearing in the Upcoming view will be orderable. The Business Partners and Preferred Distributors need to check the Quote Status. Throughout the quote life cycle, updates to the quote status will be shown. For instance, the status may move from Open to a Fulfilled status before the RVI Due Date and before the transaction moves to the Expired view. Business Partners and Preferred Distributors should review the status before quoting or ordering. You may also see some parts in the Upcoming view that are Closed and Renewed or Part Ren/Bal Open or Part Ren / Bal Not Open. In these cases all parts or some parts were already fulfilled by a Business Partner and orders against these parts will be rejected. But it the quote was only partially fulfilled, then the parts not fulfilled will be eligible for ordering. The status applies to the whole quote and does not display status on a line item basis. Please contact your IBM Representative to request a quote to be reissued. Expired Request This view requires the user to set a date range. It is used to display opportunities where RVI Due Date is in the past. Opportunities are displayed regardless of whether RVI was requested on the order or not. A quote line item appears if the RVI Due Date is between the two date ranges selected on the Filter. Once in this view, users can switch to either the Upcoming or the All views in order to view the other reports. All - This view displays opportunities with Renewal Due dates or RVI Due Dates within the date range given in the filter view. A quote line item will appear if either the Renewal Due Date or the RVI Due Date is between the two date ranges selected. On any of the lists in the Details tab, if you scroll to the right you will see the word Details. If you click on Details you will see the original value sale information. Within the list, you can sort the data by each of the columns listed. Clicking on the column title will cause a Search box to appear where you can search for a specific value. Last Update: May, RVI Ops Guide V 2.0

14 Within any list, you may export the data to a spreadsheet to manipulate it. The formats supported are Excel 2007, Excel 2003, CSV, HTML and XML. In any of the views you may see opportunities showing in red. An opportunity is displayed in red if the Business Partner has either lost eligibility for the RVI Incentive, or is no longer authorized for the Product Group of the renewal. Use the Software Value Plus Dashboard to check on eligibility at the Product Group level. If the reason is due to a lost SVP approval, when the Business Partner becomes recertified and records the certification in PPS, then the RVI Opportunity List will automatically update. Multiple Incentives on the Original New License Sale If the Business Partner received more than one value incentive on a given sale, IBM will display the data for only one value incentive following the hierarchy below. Value Advantage Plus Software Value Incentive Solution Software Value Incentive In most cases, Value Advantage Plus is paid on the full quantity ordered and therefore will give the highest RVI eligible quantity. Using the RVI Opportunity List to identify RVI Eligible Quantity and which Parts they apply to The RVI Opportunity List lists all the renewal parts along with all the possible value sale matches. The RVI Opportunity List serves as a control point in the RVI process, and renewals that do not appear on this list will not be paid in normal processing as additional discount on a credit invoice to the Preferred Distributor. It is important that the Preferred Distributor and the Business Partner ensure that the RVI Opportunity List is accurate in order to receive RVI. Scenario 1: Same New License Sale maps to Same Renewal Part but with Different Coverage Dates Depending on the quote, the same part number could be mapped to the same value sale on more than 1 line. This is usually the case when the part is on the quote twice but with two different coverage periods. A common scenario is that the End User purchases additional quantities of the same license year after year so some licenses have not yet been cotermed to the Passport Advantage Anniversary Date. RVI should not be claimed within a coverage period for more than the original quantity sold with value. RVI can be claimed on any combination of the lines with the same part number but the total for a coverage period should not exceed the total original quantity sold with value. For instance, for a quantity of 10, a quote may have the part listed with a full year coverage period and then the same part listed with partial year coverage but the partial year overlaps or is within the same year, as the full year coverage period. In this case 10 can be applied to only 1 of those lines or split across those lines to total cannot be applied to both the full year and the partial year contained within the full year. If the same part number appears on two different line items but the coverage period does not overlap (i.e. Jun Jul 31 of this year then Aug Jul 31 of the next year), then the total RVI quantity can apply to each period. Last Update: May, RVI Ops Guide V 2.0

15 Scenario 2: Multiple New License Sales mapped to the Same Renewal Part If a Business Partner has made multiple new license value sales to the same End User for the same part number then they may sum the RVI eligible quantity to get the total eligible for a renewal part number and coverage period. However if that part appears twice in the quote, please see the section above for guidance on not exceeding the maximum quantity. A pivot report is available on the export to an Excel format. This can be used to organize the data more efficiently to determine the above trends in the data. MAKING CHANGES TO THE RVI OPPORTUNITY LIST End User Migrations If an End User migrated their licenses to a new Passport Advantage agreement, IBM utilizes such records to the best of our ability to identify the original license sale. However, if the Passport Advantage agreement stays the same, but the End User transferred the licenses to a different site, and the renewal is issued from the new site, there may be a mismatch between the original site information and the renewal site information. If this occurs, the match between the value sale and the renewal will not automatically be reflected on the RVI Opportunity List. If the End User has a Passport Advantage Express purchasing relationship with IBM and then migrates to a Passport Advantage agreement IBM may not have the renewal information matched to the original new license sales. After the Renewal Quote is issued, for any missing value sales use the Add a Transaction to the IBM RVI Opportunity List form to request the addition along with supporting information that documents and supports the request. Product Migrations If the product has gone through an evolution (for example, the product may be withdrawn and then replaced with another product), that evolution will be captured if possible and the quantity eligible for RVI will be converted and displayed in the current units. Business Partners may notice that the RVI Eligible quantity may not match the original sales order quantity. If IBM is not able to convert the quantity to the new units, a 0 will appear in the Eligible RVI Quantity. In order to make a claim for RVI for this renewal, the Business Partner needs to request a Change to the IBM RVI Opportunity List, provide a quantity, and explain how they arrived at the new quantity. Completing the Forms to Request a Change or Addition to the RVI Opportunity List Business Partners who need to request a change to either the quantity eligible for RVI or the reseller name and number associated with licenses sold with value will use a form called Change Last Update: May, RVI Ops Guide V 2.0

16 a Transaction on the IBM Renewal Value Incentive Opportunity List. The form is accessed from the IBM Renewal Value Incentive Opportunity List. In order for the change to be considered,, the renewal revenue must be $5,000 USD or higher. The deadline for submission is before the 15th day of the month, two months before the line item start date is due (i.e., by August 15th if the line item start date is October 1st, approx 45 days). This allows time for IBM to investigate and approve the change. For straightforward requests with all supporting information, IBM targets to return a decision within 10 working days of receiving a request. All correspondence should reference the change request number provided after the request is submitted through the website. Upon resolution, IBM will respond to the person who submitted the request as well as the Primary Relationship Contact in your Business Partner Profile maintained by your APA. If you have submitted a request to change the list, the order must be held until the outcome of IBM s investigation, in order to receive RVI. IBM must process changes to the RVI Opportunity List before a Business Partner submits the order; otherwise, the current Opportunity List information will be used when determining the quantity and the reseller eligible to receive the incentive. IBM will not re-bill if appropriate time has not been given for the investigation. A single form may be used to change the opportunity data based on a specific End User s Passport Advantage Agreement Number. Each form will accommodate changes to 5 different lines on the report. If more than 5 changes are required, another form must be submitted. More detailed instructions on requesting a change to a line in the RVI Opportunity List are given in Appendix F. Requesting an Addition to the IBM Renewal Value Incentive Opportunity List If an End User has an active Renewal Quote that does not appear on the RVI Opportunity List, and the Business Partner has records to demonstrate a sale of a new license with value to that End User, they can request that the renewal information and the corresponding original new license information be added to the RVI Opportunity List. The form, Add a Transaction on the IBM Renewal Value Incentive List is accessed from the IBM RVI Opportunity List. Situations such as complex product migrations or Passport Advantage site migrations, or migrations from Passport Advantage Express to Passport Advantage, may result in omissions from the List. In order for the addition to be approved, the renewal revenue must be $5,000 USD or higher. The deadline for submission is before the 15th day of the month, two months before the line item start date is due (i.e., by August 15th if the line item start date is October 1st, approx 45 days) to allow time for IBM to investigate. For straightforward requests with all supporting information, IBM targets to return a decision within 10 working days of receiving a request. All correspondence should reference the number provided after the request is submitted through the website. Upon resolution, IBM will respond to the primary Business Contact in your Business Partner Profile maintained by your APA and the contact who submits the form. For any requests received after the deadline for submission, IBM will attempt to resolve on a best efforts basis. Last Update: May, RVI Ops Guide V 2.0

17 A single form may be used to change the opportunity data based on a specific End User s Passport Advantage Agreement Number. Each form will accommodate changes to 5 different lines on the report. If the Business Partner has more than 5 changes, they will need to submit another form. More detailed instructions on adding a line to the RVI Opportunity List are given in Appendix G. In a limited set of situations, we may need to pay the RVI rebate directly to the Business Partner if we cannot add the line item to the RVI Opportunity List. In this case, the Business Partner will receive a notice from the local BPSO team (the Business Partner s Preferred Distributor will be copied ) advising the Business Partner that this situation will require a manual payment. In order to receive the manual payment, after the order has been placed, the Business Partner should the original confirmation of the manual payment with the tracking number to the BPSO (see the Contacts section of this guide) and include the Sales Order Number on which they are requesting to receive RVI. All requests need to be received by IBM within 30 days after the IBM Sales Order Date. Eligible Documentation for S&S Sales in order to earn RVI RVI is designed to pay incentives to Business Partners who sold the original new license with value, stayed engaged with the End User and has documentation about their on going relationships and contined coverage in supporting the End User relative to IBM software. Eligible documentation must clearly show the Business Partner s involvement after the new license sale or after the last renewal that was purchased by the End User. The sales documentation for the new license sale cannot be used as documentation for the renewal sale of the same part. Types of documentation that do NOT qualify: with only price quote attached. Assertions of verbal discussions Types of documentation that IBM recommends: Proposals for S&S at time of renewal that include a) Business Partner recommendation for S&S and b) documented explanation or presentation of value received from IBM S&S attached to the price quote for those products. Discussions with the End User that includes the benefits of S&S renewals and discussions of additional licenses requirements followed up with written documentation Other examples of Acceptable Documentation: Research by the Business Partner in the number / coverage of licenses and specific recommendations to users on requirements for renewals Record of any new license sale to the same customer (not necessarily the same site) Record of any SVI reward to the same customer Record of any VAP sale to the same customer Proposal for a VAP Solution or proposals for IBM additional software without being registered in a value program or without a VAP Solution Services to assist in the implementation of licenses sold with value Last Update: May, RVI Ops Guide V 2.0

18 Successfully defending the IBM footprint against competition (documentation of value of IBM over competitive offerings) Multi-year S&S sales as a part of an SVI or VAP sales effort All documents must display a date, either on the face of the document or in the body or context of the document, within the last year and since the new license sale order date or the last renewal date whichever is later for the products originally sold with value. Types of documentation that do NOT qualify: with only price quote attached. Assertions of verbal discussions Internal memos and notes, testimonials from IBM field sales or Business Partner employees, or other documentation that are not between the Business Partner and the End User. Purchase Order alone for purchase order of sales earlier than the sale made with value Calls or s from the End User to the Business Partner asking for a quote Social s Day Timer calendar entries unless they are supported by actual meeting documents Proof of Entitlements Confidentiality Business Partners must submit sales documentation upon IBM request in order to receive RVI incentives. In order to protect End User confidentiality, however, any reference to the price that the Business Partner is proposing or charging the End User may be removed or hidden in the documents the Business Partner submits to IBM. In addition, the Business Partner may remove or hide other information they consider sensitive or confidential, such as hourly rates, as long as the document meets the requirements outlined above. COMPLIANCE Business Partners requesting RVI agree to present documentation upon request to demonstrate their continued relationship with the End Users after the original license sale or after the last renewal sale. If the requested documentation is not provided within the 30 working days allowed or the documentation provided does not demonstrate that the required criteria were met, IBM may exercise the IBM Business Partner Agreement for Software Value Plus right-to-terminate clause. In this case, a Business Partner s participation in the Renewal Value Incentive as well as any of the following programs; Software Value Incentive, Value Advantage Plus (standard or Government) SVI Solution and Software Value Plus may be suspended or terminated. The purpose of this section is to describe how the compliance process works and provide direction to Business Partners for the compliance activities. Correspondence Last Update: May, RVI Ops Guide V 2.0

19 IBM will contact a Business Partner when one of their Renewal Value Incentive transactions is chosen for a Renewal Value Incentive Compliance review. If the Renewal Value Incentive is paid as a manual incentive, then the compliance check may occur before the incentive is paid. IBM will notify the Primary Relationship Contact in the Business Partner s Headquarters location within the PartnerWorld profile when documentation is requested. Cycle One (1) Notification Letter A Cycle One (1) Notification Letter is the first written communication the Business Partner organization will receive once it has been selected for a compliance test. This letter will detail the RVI renewal transaction(s) that have been selected for compliance review. This letter will also detail the documentation which the Business Partner is required to submit and inform them of their deadline to submit the requested compliance documentation. After the Cycle One (1) Notification Letter is issued, IBM will follow up with the Business Partner s Business Contact (via telephone/ ) to confirm receipt. NOTE: If IBM is unable to confirm a Business Contact for the Business Partner s organization, the Business Partner may be suspended from the Renewal Value Incentive. In order to avoid this, it is critical to keep the Primary Relationship Contact in the Business Partner s Headquarters Location in the PartnerWorld profile up to date. Cycle Two (2) Reminder Letter A Cycle Two (2) Reminder letter will be sent via to the Business Partner s Primary Relationship Contact if the requested compliance documentation has not been received by IBM. After the Cycle Two (2) Reminder Letter is issued, a final reminder phone call will be made. Termination Letter A termination letter will be sent via to the Business Partner s Business Contact if the requested compliance documentation is not received. After the deadline date communicated in the Cycle One (1) Letter has passed, the Business Partner firm will be considered in violation of the Business Partner Agreement for Software Value Plus and as a result, IBM will exercise the rightto-terminate clause. In this case, the Business Partner s participation in the Renewal Value Incentive, and all of the following as applicable Software Value Incentive, Value Advantage Plus (standard or Government), SVI Solution and Software Value Plus, will be terminated. A copy of the letter will be sent to the Business Partner s Preferred Distributor as well as the IBM Geography Sales and Operations personnel. Compliance Status Definitions Last Update: May, RVI Ops Guide V 2.0