wiki:TransitionMaintenance

Version 36 (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

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!

£1,000 = 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; it is possible to have different categories (task, enhancement etc.)

Monthly process in detail

  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. 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
  7. Web ops requests invoices for that month's work from relevant techs on ttech list
  8. Techs check invoice request and produce invoices which they send to Web ops
  9. 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)
  10. Any leftovers go into the general maintenance budget (can be used for agreed site enhancements)
  11. Jo pays the invoices within two weeks if possible and tells Web ops when invoices have been paid
  12. Web ops updates techs and updates the timesheets for techs spreadsheet of payment by making it green
  13. There is a general 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: 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: 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

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 £2,312.50, and a monthly budget of £770. 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 22 hours for maintenance.

Keeping this here as Ed did some BAD maths - this italics is OUT OF DATE: 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. ACTUALLY, Ed's maths was bad at assessment, and then break down - as the average monthly maintenance April-June /13 is 24 hours per month.

Quarterly totals and averages

Q2 - April - June 2013

Q2: 71.96 hours total: average per month: 24

Q3 - July - September 2013

Q3: 70.44 hours total: average per month: 23.48

Q4 - October - December 2013

Tickets and handy guide to running reports