Six engagement stages
Stage 1 — You send a brief
Email general@spartan.biz.id, optionally attaching the brief template from the downloads page. Answer only the parts you know.
Stage 2 — Free initial discussion
A 30-minute call to confirm we understand the context. We ask about gaps and share an initial opinion, including when a simple process fix is enough.
Stage 3 — Written proposal
You receive the scope, per-stage deliverables, schedule, cost per stage, estimated running cost and the assumptions we used. Anything you disagree with is adjusted at this stage.
Stage 4 — Agreement and preparation
The engagement agreement is signed, including confidentiality terms. We prepare access, repositories and test environments; you nominate a contact person.
Stage 5 — Staged delivery
Each stage ends with something you can try and comment on before the next begins. Progress is reported periodically.
Stage 6 — Handover and support
Source code, documentation and training are handed over. If chosen, a support period follows so your team is not alone in the first months.
What is best prepared in advance
- One contact person authorised to make technical decisions.
- Sample data or files (anonymised is fine, no real customer data).
- A list of the systems or applications involved and who manages them.
- Internal data rules: what may be processed and where it may be stored.
- An idea of deadlines and a budget range, even a rough one.
That is fine. Gaps often become the substance of the initial discussion — better discovered before work starts than after.
Documents used during the engagement
| Document | Prepared by | Purpose |
|---|---|---|
| Project brief | You (our template) | Basis for scope and proposal. |
| Proposal | Us | Scope, deliverables, schedule and cost. |
| Engagement agreement | Us, reviewed by you | Rights, obligations and confidentiality terms. |
| NDA (if required) | Adapted | Protection of information before detailed discussion. |
| Handover record | Jointly | Evidence that deliverables were received and tested. |
| Invoice | Us | Per-stage billing as agreed. |
When requirements change along the way
Change is normal. What matters is that the mechanism is clear to both sides:
- The change is requested in writing, a short email is enough.
- We estimate the impact on scope, schedule and cost.
- You approve, decline or adjust the request.
- Additional work starts only after that approval exists.
This prevents surprise invoices and work proceeding without a clear basis.
Adding scope verbally in daily chats without a record. Not because we are rigid, but because that is the most common way projects overrun budgets on both sides.
Questions about the process
How long from brief to proposal?
Usually a few business days after the initial discussion, since effort and the number of integrations strongly affect scope and cost.
Do we have to sign an agreement?
Yes, for paid work. The agreement protects both sides, particularly on confidentiality, ownership of results and the scope of responsibility.
How does day-to-day communication work?
Email for decisions that need a record, and short calls for matters resolved faster by talking. We adapt to your team's habits.
Can we stop a project mid-stage?
Yes. The terms are in the agreement; in practice we finish the stage in progress so the output remains usable, then close the work tidily.
Ready to discuss your needs
Send a short brief or your question. We will explain which package fits and what the next step is — with no charge for the initial discussion.