Introduction

The PrW Subscriptions module in StrataVAR enables VAR teams to efficiently manage, track, and renew customer-managed subscriptions.
Unlike one-time or term-based maintenance contracts, managed subscriptions involve recurring renewals, dynamic usage tracking, and periodic billing adjustments.

This introductory article explains how PrW simplifies the subscription renewal process, introduces the key lifecycle stages, and highlights the roles involved in subscription management.

The Subscription Lifecycle in PrW ensures a structured approach to managing subscription renewals.

Typical stages include:

• Activation – A subscription is initiated and recorded in PrW.
• Usage Tracking – Customer consumption is monitored to assess utilization.
• Renewal Planning – Upcoming renewals are identified using dashboard insights.
• True Forward (Cisco) – Usage differences are reconciled, and future billing quantities are adjusted.
• Customer Validation and Pricing – Renewals are confirmed and priced for approval.
• Quote Generation and Completion – A validated quote is linked to the renewal project, concluding the cycle.

If you’re new to the PrW Subscriptions module, start here before exploring the role-based tutorials that follow.

Watch the video: Introduction to PrW Subscriptions
Next step: How to Identify and Prioritize Subscriptions for Renewal

Key Terms

What's in the Video

End to End Workflow of PrW Subscription

The PrW Subscription workflow brings together both Renewal Managers and Renewal Engineers to ensure renewals are processed accurately and on time.
The complete flow includes:

Step 1. Renewal Manager Journey -Identifying Renewals

Using the Subscription Dashboard, Renewal Managers review subscriptions due in 30, 60, or 90 days, along with upcoming True Forward events.
Charts allow them to prioritize subscriptions based on value, account importance, or manufacturer.

Step 2. Assigning Subscriptions to Renewal Project 

From the dashboard, the Renewal Manager navigates to the Assign Subscription to Project Console to:

• Select Managed Subscriptions under an account
• Create a new Renewal Project or use an existing one
• Assign a Renewal Engineer to proceed with renewal activities

How to assign subscription

1. From the dashboard, open the Assign Subscription to Project Console.
2. Review subscriptions associated with the selected account.
3. Apply filters if required.
4. Select subscriptions and assign them to a new or existing project.
5. When assigning subscriptions to a Renewal Project, you may be able to include subscriptions from related accounts within the same Account Family. In such cases, the relevant account is selected within the assignment dialog (popup), while the console view remains scoped to the currently selected account.
6. Assign a Renewal Engineer to execute the renewal.

Outcome:

The Renewal Project is created and assigned for execution.

Step 3. Renewal Engineer Journey- Reviewing Assigned Project

The Renewal Engineer receives an automated email once a project is assigned. They use the Engineer Dashboard to monitor assigned renewal projects and track progress through visual charts.

From the dashboard, the Engineer navigates to the Managed Subscription Console, where they can:

• Review subscription fields and hierarchy
• Access subscription items
• Edit details such as quantity or renewal date
• Export data in Asset List template to share with the customer
• Customer reviews the data and shares the item-level feedback with the engineer for updates.
• Alternatively, the customer can also make changes to certain specified fields in the asset list. This Enriched Asset List is then uploaded by RE in PrW, where the changes made by the customer in the asset list item are reflected directly.

After the customer review, the Engineer updates the fields based on feedback or uploads the Enriched Asset List to confirm final asset list items for renewal.

Once the subscription details are confirmed:

• The Engineer exports the data again in the Price Request template
• This is shared with vendors for pricing.

Step 4. Quote Generation and Linking to PrW 

Vendor quotes are processed through the Quoting tool such as PqW.

1. Vendor pricing is imported.
2. A customer quote is generated.
3. The quote is linked to the appropriate Renewal Project in PrW.

Once the customer approves the quote:

• The quote is marked as Won
• The Renewal Project status updates automatically to Complete

 Vendor PO Assignment

In the final step:

• The Engineer uses Vendor PO Assignment to map renewed subscription items to items in the vendor purchase order.
• This ensures accurate alignment with vendor systems. The next-cycle Managed Subscription is generated automatically.

With PO Assignment, the PrW subscription renewal is complete and the managed subscriptions are ready for the next renewal cycle. 

Conclusion

In this article, you learned what Managed Subscriptions are and how PrW supports the end-to-end subscription lifecycle. We covered the following-

• The lifecycle and stakeholders
• How Managers identify and assign renewals
• How Engineers validate, price, quote, and complete projects
• The role of subscription dashboards and consoles

With this foundation, you’re ready to explore the Subscription Manager’s journey — starting with how to identify and prioritize subscriptions for renewal using the dashboard insights.

What's Next

In upcoming videos, you will deep dive into subscription renewal journey- how renewal manager analyzes and assigns subscription to renewal projects for renewal and how renewal engineer executes the various stages of renewal project.