wiki:TransitionMaintenance

Version 25 (modified by ed, 3 years ago) (diff)

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Monthly maintenance page

Page to organise the maintenance of TN.org and related servers

Monthly maintenance budget

£1,027.77 = approx 29.4 hours at an average (rounded up) rate of £35p/h

Most of this work will be around website hosting and maintenance, but there will be times when developers do stuff too.

All work done for this needs to be on tickets categorised with the milestone maintenance, and the category maintenance.

Monthly process in detail

  1. we have £1,027 per month for maintenance
  2. *all* maintenance work that wants to be paid *has* to be logged in TRAC maintenance tickets
  3. Ed runs mid-monthly reports to get a feel of how we're doing and let you all know
  4. Ed runs end-month report to sum up a month and assess techs' times and related costs
  5. Ed adds tech times to 'timesheets for techs' spreadsheet
  6. Ed requests invoices for that month's work from relevant techs
  7. Techs check invoice request and produce invoices which they send to Ed
  8. Ed checks tech invoices, saves them, sends them onto Jo for payment cc-ed to Sally for book-keeping
  9. Any leftovers go into the general maintenance budget (can be used for agreed site enhancements)
  10. Jo tells Ed when invoices have been paid
  11. Ed updates techs and updates the timesheets for techs spreadsheet of payment
  12. we aim to have quarterly maintenance skypes for all concerned

Month's times ongoing

  • April 2013: 13:35 hrs: £421.89 billed. 2.65 hrs leftover
  • May 2013: 23.68 hrs: £773.39 billed. -4.98 hrs leftover, £195.28 in debt.
  • June 2013 34.93 hrs: £1,116.50 billed. -23.91 hrs leftover, £811.78 in debt. Massive month with load spikes in particular and a lot of BOA work.

The board meeting in July agreed to raise the maintenance budget, so the July figures reflect the new budget (explanation below)

  • July 2013: 28.7 hrs: £900.69 billed. 0.7 hrs leftover, £127.08 in credit for the month. Another big month, and included 5 hrs of design time to patch up Transition Culture.
  • August 2013: 3.4 hrs: £118.50 billed. 26 hours leftover, £909.27 in credit for the month.
  • September 2013: ...

Changes made in July following board meeting and new budget and daily rate

Following the web maintenance report to the board at the end of the first quarter (April to end of June 13), the board agreed to raise the web maintenance budget by £3,250, taking it to total £9,250. This gives us a quarterly budget of £3,08.33, and a monthly budget of £1,027.77. Ed took the mean hourly rates from Q1's invoices and will work on a higher estimate of £35 p/h for Q2 onwards to give us some space. So with the higher monthly budget and the higher daily rate estimate, we have a target of 29.4 hours for maintenance.

Tickets and handy guide to running reports