Monthly Timelog Review

Background

We send monthly invoices for projects with contract type Retainer or Time & Material.

The contract type is set on the planio.Order (aka Issue of type Order).

Process Details

• Part of: monthly-project-invoicing-overview

• Owner scrum-master

• Participants: project-managers, account-managers

• Frequency: Monthly

• Trigger: on the first Tuesday of each month

• Inputs:

  • Timelogs from planio

• Outputs:

  • Timesheet PDFs

Summary:

• scrum-master: triggers the file creation and copies the final PDFs

• project-manager: checks the numbers for each of his projects

Prerequisites

• all weekly reports have been checked during the weekly-timelog-review-meeting

• for project-managers: have Azure Storage Explorer installed

• the scrum-master has created all the tasks for the timelog review

Process

Involved Roles:

• scrum-master: Coordinates and triggers report generation

• project-manager: Checks numbers

1. The scrum-master

   1. creates tasks for all involved project managers, by copying the template in planio and setting it from "Template" to status "In Progress": https://pwrp.plan.io/issues/4453
   2. triggers the data refresh by calling this link:
      https://pwrp-ops.azurewebsites.net/api/refresh_data_http?code=_XTfsPx-ng4e6wvluC0nJ2aICrKoA3AQ0Zy1dEeUraHPAzFu0uxsLA%3D%3D
   3. triggers the time log generation by calling this link, and by replacing the month for the relevant cycle (e.g. 2024-02):
      Create Reports:
      https://pwrp-ops.azurewebsites.net/api/monthly_reporting_http?code=1nOwHQkrGckVijHpnZ7LAPG9EmfxBcU2P7Vig39u6hNgAzFuRRyvVw==&month=2024-02&report_type=run_01&refresh=false
   4. informs the affected Project Managers that they can now check the Time Logs in Storage Explorer.

2. Each project-manager

   1. Checks if he is indeed the best project-manager. Else discusses with team members and a different project-manager or account-manager may be assigned.
   2. Checks his reports in Azure Storage Explorer and fixes problems in Planio on the time logs
   3. 
   4. One can also use the Timelog report
   5. An easy way to modify the Comment of a time log is to open the following link in the browser:
      https://pwrp.plan.io/time_entries/10618/edit (replace the number with the Log from the Worklog section of the report:
      
   6. The project-manager may request to rebuild the reports at any moment. The scrum-master coordinates execution.

3. When all the project-managers have confirmed that their projects are OK, the scrum-master informs the account-managers

4. Each account-manager

   1. Checks the numbers for each of his clients
   2. If necessary, they discuss with the project-managers and correct numbers in Planio
   3. The account-manager may request to rebuild the reports at any moment. The scrum-master coordinates execution.

5. When everything has been fixed, the scrum-master

   1. triggers final log generation by calling https://pwrp-af.azurewebsites.net/api/monthly_reporting_http?code=IF_eyt8X16WQPD0ekmrFDFIxx4-bhr8fQMQDtBa0ZsEgAzFuxQr2Lg==&month=2023-10&report_type=final (again, replacing the month)
   2. copies the pdfs to Power Partners - Invoicing - Invoicing\monthly\yyyy-mm\
   3. waits until everything is synced
   4. informs the account-managers that the timelog PDFs are ready