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Planio Guidelines

Orders

  • Subject: XX-00000: #code Name
  • Contract Type: as agreed with client
  • Description: The project brief, as agreed and shared with the client

Prefix (OR, AU, IO, RO, PO)

The following order prefixes exist (explained in more detail below):

  • OR: Orders for Power Partners BV
  • AU: Orders for Power Partners AG (Auftrag)
  • IO: Internal Orders (for which no formal order exists in Bexio)
  • RO: Running Orders, i.e. orders that don't have an end date or a total estimate
  • PO: Project Orders, i.e. an order that tracks investments into one of our products

Number

  • For OR and AU, the number (00000) is equal to the order number in bexio.

  • For IO, RO, and PO, the number is equal to the issue number in planio

Suffix

The suffix denotes the OrderLine in bexio, in case we want to create a planio Order per bexio OrderLine. This is for example useful for DWH projects, where one OrderLine is on a fixed price basis, whereas the rest is on Time & Material.

Formal Definition

The order number must be of the following format:

Regular Expression: ^((AU)|(OR)|(IO)|(RO)|(PO))[[[0-9]{5}]](-[1-9])?$

Examples

  • Correct Examples:
    • OR-02934-1
    • AU-03999
  • Incorrect Examples:
    • OR-2934 (wrong number, number must have 5 digits)
    • OR-02934-A (wrong suffix, suffixes must be 1, 2, 3, according to the OrderLine in bexio etc.)
    • IN-02934 (wrong prefix)

Internal Orders

Internal Orders are orders for which no counterpart exists in bexio.

They are internal because a client has not received a formal document for an Internal Order.

For these, the Order Number corresponds to the planio task number, prefixed with 0s.

Internal Orders for Internal Projects

  • Channel: Internal
  • Subject: IO-[TASK-NR]: #pwrp[XX] Name, e.g. IO-02355: #pwrpzh Internal Reporting
  • Contract Type: Internal Project
  • Client Company: The Power Partners company that profits the most. If in doubt, then #pwrpzh

NOTE: earlier, we used IN instead of IO for internal orders. However, this lead to confusion, because the prefix IN is used by bexio also for Invoices.

Internal Orders for Client Projects

We can use Internal Orders for clients that do not insist on a formal order. In these cases, the two options are:

  • Create a task that is not assigned to a parent issue. This will then create a timelog report DEFAULT. Use this for smaller, unrelated tasks and support requests.
  • Create an internal order in planio. Do this for larger "projects" where clients, so we can bundle issues together and report on the overall project.

In case you want to create an internal order (second option), use this convention:

  • Subject: IO-[TASK-NR]: [code], e.g.IO-01982: #son Planning Analysis`

Running Orders

A running order is an order that doesn't have a start or an end date, but a bucket that we want to use to log time.

Running orders exists for both client projects and for pwrp internal projects. By definition, they are always Internal Orders, as we currently don't offer these as formal orders to clients.

They are pre-fixed with an RO.

Examples for Running Orders:

The following settings are valid for running orders:

  • Channel: any (though typically Internal)
  • Subject: RO-[TASK-NR]: #pwrp[XX] Name, e.g. RO-03368: #pwrpzh Sales
  • Contract Type: Internal Project, Time & Material
  • Client Company: The company that benefits and pays.

External Orders

Power Partners BV

  • Project (Channel): pwrp wf
  • Subject: OR-[bexio-order-number](../../../../%5Bcode%5D.md) Name, e.g. OR-00036 #cgk Power BI project SAP

Power Partners AG

  • Project (Channel): pwrp zh
  • Subject: AU-[bexio-order-number](../../../../%5Bcode%5D.md) Name, e.g. AU-00008 #pot Cost Control Dashboards

Internal Projects

Internal projects are code that we write for internal use. They are very similar to client projects. From a team perspective, it should not make a difference if a
task is internal or not: It is productive time delivered by the dev team, whether it is the creation of an internal dashboard, a blog article, maintenance of the web-site, or more.

  • Order:
    • Internal Order
      • Contract Type: Internal Project
      • Client Company: see below
    • or No/DEFAULT Order
  • Channel: internal
  • Client Company (who is invoiced): The company that profits most from the activity. For example, if we create a blog article in Dutch only, the client company is Power Partners BV.

Non-Project Issues (Tasks, Meetings, Questions)

Non-delivery issues are not directly related to a client project, but also not Internal Projects. They are necessary, but we cannot invoice them.
Typical examples are: internal meetings, training, and other non-delivery activities

Sales

Delivery staff that are tracked against billability KPIs can log sales and pre-sales meetings in planio. You can create a planio issue according to the following guidelines:

  • Order:
    • Internal Order
      • Contract Type: Internal Project (this means there is no invoice)
      • Client Company: None
    • or No/DEFAULT Order
  • Channel: Squad 0 (this means there is no invoice, even for DEFAULT order)
  • Client Company: the employee's company (this helps find issues in the agile board)

The big difference to internal projects is that the Channel is set to Squad 0, and not to Internal Project. As a result, this time cannot be invoiced, not even internally.

Meetings

Tracker: Meeting

DoD: see planio checklist

Agenda and Minutes are written to description of issue in planio.

Action items are directly created in planio and linked to the meeting as a related issue.

Support Tickets

Support Tickets are handled like tasks, except:

  • It is not mandatory to have a time estimate
  • The client contact person is added under Company/Contact (so they will be notified by planio about updates)
  • Support tickets are never assigned to an Orders.

We have a support policy of 2 hours, meaning that we can fix a support case without notifying the client if it takes up to two hours. As soon as the assignee sees that it will take more than 2 hours, he will notify the client and discuss next steps.