About
Operational trust before you commit.
Every engagement begins with a written Statement of Work (SOW) that defines scope boundaries, deliverables, assumptions, exit criteria, and dependencies. We do not default to open-ended retainers. If a client asks for one, we discuss why and structure the retainer with 90-day exit clauses and defined scope boundaries. Our preference is fixed-scope work with clear milestones, even when engagement duration extends beyond 12 weeks.
What this means for you: You know what you are paying for and when the engagement ends. No billing surprises. No scope creep that erodes your budget without your knowledge.
Written scope document defining objectives, deliverables, assumptions, timelines, and pricing. Reviewed by legal counsel on both sides before execution.
Technical and operational specification for implementation work. Includes data flow diagrams, system integration points, testing requirements, and go-live criteria. Used as the acceptance baseline for UAT.
Structured test script covering functional validation, error handling, data migration accuracy, and performance thresholds. Designed to be executed by client operations staff; no external tooling required.
Pre-deployment checklist covering access provisioning, fallback procedures, training completion, and post-go-live support setup. Includes a 30-day hypercare support window at no additional charge.
Written summary of what was delivered, what was tested, what remains open, and recommendations for next-phase work. Includes actual vs. planned scope delta with documented rationale.
For regulatory-driven projects: detailed mapping of current state vs. target state against a specific regulatory framework (e.g., UCITS, AIFMD, MiFID II). Includes control owner assignments and remediation priority.
No data retention post-engagement. Client data — including portfolio data, system configurations, operational procedures, and communications — is not retained after engagement completion. Any working copies held during the engagement are destroyed within 30 days of engagement close, confirmed in writing.
NDA standard. All engagements are covered by a mutual NDA executed before work begins. The NDA is not a one-time consent form — it is an active agreement with defined confidentiality periods (minimum 3 years from execution) and explicit carve-outs for legally required disclosures.
Working data isolation. During the engagement, client data is stored in dedicated, access-controlled environments. We do not use shared development environments for client data. System access is restricted to personnel directly assigned to the engagement.
No secondary use. Client data is not used for benchmarking, marketing, product development, or any purpose other than the defined engagement deliverables. This is contractually prohibited, not just policy.
Data residency. For institutional clients with specific data residency requirements, we can accommodate controlled access models where data remains in your environment. Discuss this before engagement start; retrofitting is not always possible.
We are prepared to complete standard enterprise security questionnaires (SIGLite, CAIQ, custom vendor risk assessments) on request. Response time is 10 business days for initial submission. We do not provide custom security questionnaires to clients who have not signed an NDA.
We are in the process of obtaining SOC 2 Type II certification (target completion: Q4 2026). We maintain GDPR compliance for EU-based client engagements.
PBW Professional Services L.L.C. does not accept referral fees from software vendors, implementation partners, or service providers. We have no reseller agreements with any technology vendor. We do not recommend specific technology stacks in exchange for referral payments, revenue sharing, or kickbacks. We do not accept finder fees for introducing clients to other service providers.
When we recommend a technology platform — e.g., Bloomberg AIM, Charles River Development, or any other OMS/EMS — the recommendation is based solely on fit for the client's operational requirements. We have no financial incentive tied to which platform you select.
We do not receive volume rebates, referral fees, or training commissions from technology vendors. Our revenue comes entirely from client fees for consulting services.
Disclosure practice: If any third-party compensation arrangement, referral offer, or vendor incentive could affect a shortlist or recommendation, it is disclosed before advice is given.
Competitive neutrality: We work with all major buy-side technology platforms and are not exclusive to any vendor. Our recommendations are driven by your operational requirements, not by vendor relationships.
Client retains all rights to work product created specifically for their engagement. Our methodology frameworks and templates remain our intellectual property. Total liability under any engagement is capped at fees paid for the applicable SOW. This is negotiable for multi-phase engagements above $100K.
Every engagement is governed by a signed contract and project-specific SOW. Engagements do not begin work until contracts are fully executed.
Engagement success depends on timely inputs from the client side. Here is what we require and when.
| Engagement Type | Typical Duration | Scope |
|---|---|---|
| Assessment | 4–8 weeks | Current-state review, gap analysis, recommendations. Fixed price. |
| Sprint | 6–12 weeks | Defined problem, specific deliverable. Fixed price. |
| Full Implementation | 12–24 weeks | End-to-end delivery including UAT, go-live, and hypercare. Fixed price with defined milestones. |
| Advisory Retainer | 12 months (rolling) | Ongoing access to senior advisory resources. 90-day exit clause. Monthly billing. |
Output: Written assessment with prioritized findings and recommendation roadmap. No implementation is included in a standard assessment.
Timelines assume client-side inputs are provided on schedule. Delays on client side extend timelines proportionally.
We do not begin work outside of defined scope without a written change order. This is not a technicality — it is the mechanism that protects you from billing surprises.
If we begin work that we believe is outside scope without a change order, you are not obligated to pay for it. We will document and justify any out-of-scope work at your request before billing.
We will never bill you for work you did not approve. This is non-negotiable and is reflected in our contract language.
Ready to scope an engagement?
Book a 30-Minute CallUse the call to confirm fit, required evidence, likely engagement model, and the right next step.