Review what is possible without requesting an extension
Reservation lengths vary depending on the purpose. Two days may be enough for personal development and testing, but a week or more can be required for a bootcamp with multiple customers. Please review tiering methods to understand reservation lengths and what you can reserve without an extension request.
Self-Service 2 Week Duration
Within the Sales organization, tiering methods provide some freedom over scheduling equipment for many common types of reservations. The key is to provide Salesforce Account or Opportunity data on your reservation to enable more time and equipment. Adding the Account and Opportunity data gets you two clusters for two weeks without asking for an extension.
Pro Tip: Once you reserve the appropriate equipment for the desired time, you can use the Reschedule button to adjust your Start and End dates. If time is available and a customer needs to defer or rearrange the original plan, move the Start Date ahead to extend the End Date.
Of course, there may come a time when two weeks is not enough, and you'll need to ask for additional time. Act fast as soon as you know!
What happens when you need more than two weeks?
Everyone knows that equipment within the HPOC is in high demand, and when you need an extension, it may be unavailable. To maximize utilization and accommodate deals of all sizes, we recommend you act quickly when you know you'll need a reservation extension. We also require certain information so we may evaluate the business justifications and grant the approvals. Follow these five rules for the most timely approvals.
1 - Add Salesforce Account and Opportunities to your reservations
Not only does adding the Salesforce Account and Opportunity give you the freedom to reserve two clusters for two weeks, but when you need longer, this information is vital to gaining extension approvals. We understand there might be unique circumstances, but the Account and Opportunity are generally required for approval.
2 - Begin with available equipment if possible
If you know when creating the reservation that you may need more than two weeks, make sure the equipment will be available for an extension. When looking for equipment, space the Start and End Dates far enough apart to cover the time you might need (ex., a month or two months), then reserve the cluster for two weeks. By default, the most available clusters are displayed at the top of the list.
Note: The following is the responsibility of the Reservation Owner:
Collaborate with any other reservations that may block your extensions. You may ask them to delete the desired cluster from their reservation, but coordinate with Outcome Engineering to ensure it can be placed on your reservation quickly.
Finding any available and comparable replacements for equipment you release from a reservation or need to replace a blocked cluster is solely the responsibility of the reservation owners.
3 - Create a Reservation Extension Ticket
Because timing is important, check the cluster availability when you think you need an extension and click on Reservation Extension. The faster you act and the more information you supply, the more likely we will resolve your ticket quickly. That means including the business justification!
4 - Supply the necessary information upfront
Please ensure we have all the information we need upfront to speed up the approval process. After you submit your extension request, the Outcome Engineering team will pick up the ticket and evaluate the following information.
Length of Reservation
Type and # of Clusters in Reservation
Opportunity Deal Size
Test Plan / Criteria for Success
Opportunity Stage
Opportunity Probability
Evaluation of Recent Notes / Activity
5 - Know who and the time involved during the approval process
We highly suggest you have all the above information ready because, depending upon the reservation length, even Outcome Engineering needs approval, which could take extra time.
Up to 30 Days: Outcome Engineering reviews and approves as resources are available
30 - 90 Days: Outcome Engineering will seek approval of the requester's Director
90+ Days: Outcome Engineering will seek approval of the requester's VP
Having all the information necessary to evaluate the reservation will make all the difference in timing. You'll be less likely to battle other reservations blocking equipment time. Nobody likes playing the HPOC Hunger Games! It's stressful!
Now that you know what happens after you request an extension, provide us with all the information we need to help you get these approvals granted quickly.