Changes between Version 32 and Version 33 of TransitionMaintenance

Timestamp:

12/16/13 16:46:32 (3 years ago)

Author:

ed

Comment:

--

TransitionMaintenance

@@ -6 +6 @@
 
 NB: Ed realised his maths is up the spout on 3/12 and that the monthly amount approved from the board meet was £6,000 + £3,250 = £9,250 = £770 per month. Ed has to edit the page and the timesheets for techs spreadsheet to reflet this. Ed thinks it boils back to his miscalculation for the board report in July but needs to assess... 
+NB: 16/12: we have some extra budget to cover the maintenance up to £1,000 per month for December 2013 - March 2104 - Hurray! 
 
-£1,027.77 = approx 29.4 hours at an average (rounded up) rate of £35p/h 
+£1,000 = approx 28 hours at an average (rounded down by not particularly scientifically so be careful) 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.
+All work done for this needs to be on tickets categorised with the milestone maintenance; it is possible to have different categories (task, enhancement etc.)
 
 == Monthly process in detail ==
 
-1. we have £1,027 per month for maintenance
+1. we have £1,000 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
+3. Web ops runs mid-monthly reports to get a feel of how we're doing and let all ttechs know on ttech list
+4. ASAP in a new month: Web ops runs end-month report from month before to sum up a month and assess techs' times and related costs
+5. Web ops adds tech times to 'timesheets for techs' spreadsheet
+6. Web ops assesses tech charges based on different techs' hourly rates
+6. Web ops requests invoices for that month's work from relevant techs on ttech list
+7. Techs check invoice request and produce invoices which they send to Web ops
+8. Web ops checks ttech maintenance invoices, sets the timesheets spreadsheet to orange, saves a copy in business folder, sends them onto Jo for payment cc-ed to Sally for book-keeping (ref: Core budget, Web, maintenance)
 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
+10. Jo pays the invoices within two weeks if possible and tells Web ops when invoices have been paid
+11. Web ops updates techs and updates the timesheets for techs spreadsheet of payment by making it green
+12. There is a general aim to have quarterly maintenance skypes for all concerned
 
 
@@ -41 +43 @@
  * September 2013: 38.34 hrs: £1,367 to bill. 8.94 hrs over-time-budget, £339.23 over-cash-budget. But still 17.76 hrs under running total budget and £697.12. Big month; lots of drupal and server work to sort out performance issues.
  * October 2013: 33.57 hrs: £1,210.45 to bill. 4.17 hrs over-time-budget, £182.68 over-cash-budget. Still 13.6 hrs under running total budget and ££514.44; another big month but we're staying under the quarterly estimate owing to August's incredibly quiet month. 
- * November 2013: 14/11 report: 22.8 hrs: £777.56 to bill. 6.52 hours under-time-budget, £250.21 under-cash-budget. Calmer month. Good to get some cash under the belt; we're 'in the green' on the running total by approximately 19 hours/£740 
+ * November 2013: 23.88 hrs: £808.81 to bill. 5.52 hours under-time-budget, £216-ish under-cash-budget. Calmer month. Good to get some cash under the belt; we're 'in the green' on the running total by approximately 19 hours/£700
+* December 2013: ... [month's total]: [£to bill]. ... 
 
 == Changes made in July following board meeting and new budget and daily rate ==