For the Finance Manager to create an invoice, a report is needed to be prepared first.

How to create a report:

1. Head to the Reports tab, click Add Report.

2. In the modal window choose the project from the dropdown list,
   and click Add.

3. In the report, you should choose the needed date range.

4. When you have checked all the details in the report, scroll down to the end of it, and click Save report. After that, the report will get a number assigned and will be saved with the Draft status, and you will be able to access it anytime from Reports tab. If needed, you can add comment to this specific report.

5. When all the edits needed are done, the PM can change the status for the report to Ready to approve.

6. As soon as the status has changed, a switcher appears on the right side, where the report has to get approved by the PM and the Account Manager.
   For One-Line projects Sophia should be assigned, for some projects – Alex, and for some projects – only PM reviews the report.

6. After the review the report gets Approved status, which means it has passed our internal review, and should be sent to the client’s approval as well.

7. When the report is approved with the client, the status of the report should be changed to Ready to invoice.

After this, the Finance Manager takes report into the processing to create an Invoice.

What are the next steps of invoicing process?

1. The Finance Manager uses the prepared report and creates an invoice. When the invoice is generated, the PM should change the status for the report to Invoice generated, and the Finance Manager changes the status of the invoice to Ready to Approve.

2. After this, the invoice goes to the management approval, in our case – Alec (in the system – Shpigar Oleksandr).

3. When the invoice is reviewed, Alec sets a new status for the invoice – Approved. If the invoice is not approved, it gets the status Not Approved, and Finance Manager takes it back to the step 1, and creates new invoice based on the comments from Alec.

4. Then the PM sends the invoice to the client, and changes status for the invoice to Waiting for Payment.

5. When the invoice is paid, the Finance Manager changes the status for the invoice to Paid.

---

History

Displays the history of all activities and changes.

Workload

As for workload tab, it is important to add projects with a Plus icon right next to the dev’s name, to see the list of all projects planned for the user. It is also important, because if the project is not added to this list, the user will not see the tasks from it in their dashboard.

To add time to workload, type the number of hours into the box of the respective project and date. If anything changes with the planning, do not forget to update it, to keep the workload accurate and up to date.

Clients

To access information on the clients, we need to go to the upper right corner, click on our profile, and from the dropdown list, choose Clients.

You will access the table view with info on the clients, such us account manager, sales manager, their country and quantity of projects. To add new client, click the button on the upper right corner.

---

Here, you will have to fill in all the necessary fields with the info, that will be used for billing and bonuses later on:

• Client’s legal name (Name of the company, as in the agreement)

• Channel

• Sales Manager

• Country

• Billing email

• Account manager

• Finance manager

• Default rate

• Start date

• Billing period

Don’t forget to save it by clicking on Add Client in the end of the form.

When the client is added, you can go to the client’s page from the list, and will see the info as follows:

In this view, you will have to fill in the info on the

• billing (will be used in the invoice),

• contact person (billing – person, who is responsible for invoices at the client’s company; main – person you are contacting on the project’s matters),

• invoice assignees – person, who will review and approve the invoice (usually, Alec, for some projects Sophia and Alex).

---

On the right side, you see all the projects that are connected to this client. To add a new project, you will have to search the project (in the upper right corner) that is created in Jira, choose it from the search and click Connect project.

When you scroll the page further down, you will see the Comments and Attachments sections, where you can add important info or files.

Projects

To go to the Projects tab, you can

• click on the Project's name in the client’s page

• click on the Projects page from the dropdown in the upper right corner, when clicking on your profile (the same as for clients).

The project in the tracker is created automatically, when we create a new Jira board. So, as soon as you have your board created in Jira, you will be able to access it from this view.

Project details

By clicking on the projects name in the list, you will be redirected to the Project’s page, where you will see info from Jira, such as

• Project key

• Project Manager

• Team – everyone, who is added to the project in Jira

Everything else, you will have to fill in by yourselves by clicking on the pencil button right to the Project details.

You will have to add necessary info for billing, and in this window you will be able to choose a color for the project (which you will see in the dashboard or summary tab).

Also, you will have to add Report assignees – add yourselves, and the person who will approve the report with the client (sometimes it is different person, such as Sophia, sometimes it is only the project’s PM).

Passwords

When scrolling further down, you will access all the passwords for the project, which can be shared with the team, edited, etc.

How to add a new password

1. Click the Create password button.

2. Enter the service name, website link, login, and password.
   When creating a new password, you can generate it directly in the app.

You should also assign the password to the folder, and indicate its type.

Optionally, you can add description if needed and make the password private, or share it with other users.

While sharing you should indicate the access level for the user: whether they will be able only to use it, or they will be able to edit/share/delete it as well.

---

On the main section we have 3 tabs: Reports, Agreements, and Invoices.

Agreements

Navigate to the Agreement section to fill the details on the team members' rates, as it is important for billing.

You will have to create an Agreement for every team member assigned to the project.

When adding an agreement, you should select user, their rate, service and start/end dates for this service.

When the rate for some service is changing, you will have to add end date to the existing agreement, and create a new one with an updated rate.

Reports

To go to the Reports tab, you can

• click on the Reports tab in the header

• from the Projects page, tab Reports.

To create a report, you should click Add report button, in the modal window choose the project from the dropdown list, and click Add.

In the report, you should choose the needed date range.

For more detailed view, you can switch views with Issues and Users to check what developers were working on if needed.

In the report, we have issue key, title, spent time (from tracker), estimate (from Jira), and field for editing billing time. You can adjust billing time for some issues or switch the Billable button on and off. All the tasks except bugs are billable by default.

When you have checked all the details in the report, scroll down to the end of it, and click Save report button. After that, the report will get a number assigned and will be saved as draft, and you will be able to access it anytime from Reports tab.

If needed, you can add comment to this specific report. When you made all the edits needed, you can change the status for the report to Ready to approve.

As soon as you have changed the status, a switcher appears on the right side, where you have to approve the report as PM, and the Account Manager should approve the report with the client.

When report is approved with the client, the status of the report should be changed as well. After the report is approved, it can be used to create an Invoice.

Invoice

In the invoice tab, you can access:

• Invoice – list of invoices that are billed as post-payment.

• Pre-invoice – list of invoices that are billed as pre-payment.

Statistics

This tab gives you a possibility to check statistics for any period of time for any projects.

Different stats can be filtered for projects, team members, departments, time, etc.

Aslo, you can go back to unbilled issues, or issues where spent and billed time differ.

---

---

---

Login into the System

1. To access the system, go to https://my.cheitgroup.com/reset.

2. Enter the email address associated with your Jira account.

3. Create a unique password, which will be sent to your specified email address.

4. If you do not receive the email with the password, please check your spam folder.

Set Up your Account

1. Login to your account and head to Profile section
   on the top right corner.

2. Check your personal information and
   adjust if needed.

3. Reset your password and click Save.

TimeTracker Activation – Add a Jira Token

1. After logging in, you will need to add a Jira token to work with the tracker.

2. You will see a modal window like this – click the provided link.

3. You will be redirected to your Atlassian account. Select "Create new API token".

4. Name the token (e.g., TimeTracker live), create it, and copy the generated token.

5. Return to the TimeTracker page, enter your email, paste the copied token, and click "Apply."

Browser Extension

How to install the extension

1. Download the extension archive.

2. Extract the archive.

3. Open "Manage Extensions" in your browser

4. Enable "Developer Mode" in the upper-right corner of the window, and click “Load unpacked”.

5. Select the extracted directory with the extension.

6. After installation, log in to the extension with your email.

The extension allows you to track time even in case of power outages and without Internet connection. The system checks for an internet connection each time the widget is opened (by clicking the icon in the upper-right corner of your browser). When offline, the extension will appear as follows:

Using Time Tracker

When everything is set, you can start tracking time for your tasks. The timetracker has a couple main tabs that you are going to use daily: TimeTracker, Dashboard, Workload, and Passwords.

Timetracker

In the Timetracker tab, you can find all the issues currently assigned to you. You can search for an issue start tracking the task from this list.

Other than that, the Timetracker tab gives you all the worklogs for the day or week (depending on the filtering).

When you are opening a worklog for the task – you see every separate time entry as well as a sum of all worklogs (total amount of time you have spent working on the issue).

Dashboard

Dashboard is the tab, where you can see your tasks for the day.

On the top of the tab, you have a diagram that reflects your daily schedule – what tasks were you working on and when, or when you took a break. This is also useful to take a look on it at the end of the day, and make sure you tracked all the working time (and check if you haven’t missed to add anything). From this bar you can also manually log time into any empty spot.

Below the diagram you can see either Workload or Worklogs.

Workload reflects projects assigned to you, planned time for them, and fact workload. Here you can also check the completion progress and see if any tasks were underestimated.

By clicking on a project, you will unfold the list of issues you should work on and click on the play button on the right side to start tracking:

To stop or pause tracking time, you should click the needed button in the list, on top of the Dasboard tab or in the extension.

Extension is a duplicate of the Dashboard tab.

Summary

Summary tab indicates everyones worklogs and helps you see what your teammates are busy with at the moment. In this view, we can either see everyone, or filter for specific people.

Also, every project has a specific color assigned, so it is easy to differentiate projects from one another.

And, underneath a user’s name we see the project and task, that is being tracked at the moment.

Workload

Workload is the tab, where you can see projects that are planned for you for the current week. You cannot edit your planned capacity on your own, as the workload is planned by the project management team every Monday. This tab is for informational purposes only.

• On the left side, you see all the projects planned.

• In the middle you see planned workload for every day, where numbers in the squares is planned time, and time in the ovals is fact work log.

• On the right side you see summary for planned and worked time during the week, as well as your working capacity.

Your planned hours are also visible from the Dashboard tab, as well as in the extension.

Passwords

In this tab you can find all the passwords shared with you.

This tab is in a table view, where:

• Name – is the title for the saved password;

• Status – indicates whether your credentials are valid (should be green, if red – you won’t be able to login);

• Password – contains the password, which you can view or copy :note:;

• Username – contains the username, which you can copy :note:;

• Shared with – indicates who on the team has access to the password;

• Type – indicates the type of the password,

• Website – contains the link to website that you have access to;

• Folder – indicates to which folder the password belongs.

You can also edit the view of the page, by clicking on Edit Columns and adjusting the table to your comfort and liking.

Using Saved Passwords

1. To use saved passwords, open the Passwords tab and use the search function to quickly find the needed password. Also, you can use the filtering to make it even quicker

2. Click on the Copy button to copy the password or automatically fill it into a login form on the website with browser extension.

---

This document outlines the essential communication and task management processes for our projects. The goal is to streamline our workflows, ensure clarity, and improve overall efficiency of client-team communication.

---

General Communication Processes

At CheIT Group the biggest communication goal of the PM is to ensure clear communication between the client and the project team. Both parties should aim to provide clear, concise messages to make the process smooth and efficient.

Response Time

The communication with the client’s representative team is conducted via email and Slack channels, where the response time by the PM should be:

To streamline the communication process and reduce redundant communication, the PM integrates Jira notification into Slack, so that the client gets the updates on the tasks.

Along with that, PM sends weekly reports – information about week’s progress, main updates, and hours spent during the week.

If a PM takes PTO, they should ensure another PM on the team is assigned to carry on the project, and inform the client’s representative about the temporary change and introduce a contact person for the time of their absence.

New requests and estimates

In case when the client sends a message about new request, and the PM reacts to the message with the following emoji – 👀, it means they took the task into processing.

In case of task estimation increase, the PM should ensure to communicate this to client in advance.

Compensation specifics

Bugs

1. After the acceptance period starts, the client should test the released scope and submit bugs during 1 month. Bugs submitted within this period are fixed and compensated by CheIT Group.

2. If the client submits a bug that is out of the initial scope or is unrelated to the release, the time spent for fixing is paid in full by the client.

3. If the client submits a bug that was caused by technical changes, the time spent for fixing is paid in full by the client.

4. If the client submits a bug that the CheIT team foresaw and warned a client about such possibility, the time spent for fixing is paid 50/50 by the client and CheIT Group.

Overtimes

• Critical tasks that arise on weekends or weekdays (after 6 PM) can be completed outside of working hours at a rate of X2.

• If the client requests weekend work to meet a milestone or specific date not previously clarified, it must be discussed in advance and compensated at a rate of X3.

---

Rief Media

Task Management

1. When assigning new task, the representative of Rief Media should provide the SOW and estimate for the respective project and task.

2. Upon receiving a new task in Asana, the PM should refer to the SOW and review the estimate. If the estimate is not provided, it should be clarified by the PM.

3. Afterwards the PM should estimate the task with the CheIT team, and if the team’s estimate exceeds the initial estimate in SOW, the PM should inform the Rief Media representative, highlighting the most time-consuming aspects and discussing possible alternative options for simplification and optimisation accordingly.

4. When the task is completed, the PM reassigns the task in Asana back to the Rief Media representative who initially assigned it. In case of Brent, should be added the tag Design.

5. The PM should log the hours spent into the SOW every Friday till EOD.
   If there is over budget issues or disputable points, they should be disscussed with the manager immediately.

6. Every last working day of the month, the PM should check the SOWs to re-assure that they are filled out.

Support Requests

1. Upon receiving the new request, the PM provides an estimate and ETA, and approve it with the client before taking the request into execution.

Updates

The PM is responsible to provide regular updates on the tasks' progress and status to the client.

---

One-Line

Estimates & Requests

One-Line representative should analyse their client’s requests and re-format them into clear requests for the development team without forwarding the initial request from their client. When One-Line representative assigns a new task for the CheIT team, the task needs to be described clearly, containing all the necessary information.

This allows the CheIT team to prepare estimates more quickly and accurately, as the PM won't need to gather additional details before the developer can start the estimation process.

One-Line representatives should remember that we allocate resources in advance. The PM will provide the ETA for tasks after confirming with One-Line’s client. If a task has a specific ETA from the client, the One-Line representative should inform the PM so resources can be reallocated accordingly.

When working on the estimate, the PM includes the following aspects:

• Management & Communication – included in the preliminary estimate, but it is not always possible to predict the amount of communication on a specific task, so the final time may differ.

• Implementation – If the task involves design, a more accurate development estimate is provided after receiving the design file.

• Staging

• Testing

• Possible Bug Fixing

• Transfer to Live

• Testing on Live.

If the content adding is required to be done by CheIt team, it should be estimated additionally.

Change Management

If the task requires more effort than estimated, CheIT team continues working on the task only after approval of additional hours. If the additional time was not approved by One-Line representative, these hours are not charged to the final client.

If change requests from the client appear after the estimate is completed, the completion time may be increased. In such cases, Che IT informs about the change in the estimate after receiving the CR.##

Implementation

1. If the requested page does not have the full design or mobile version, the CheIT team creates the design at its' own discretion. Any changes that appear after the implementation in such cases will be estimated additionally.

2. All the changes or new tasks are completed on the Stage first. After the scope is tested on Stage it is sent for the approval by One-Line representative.

3. After the CheIT PM receives the approval, the team transfers tasks to live from Monday to Thursday, no later than 2 hours before the end of the workday.

3. After the task is released to live, the acceptance period starts for 1 month.

Acceptance

When accepting a new task/page, the One-Line team should test it on their side, possibly involving several manager before submitting bugs.

To submit bugs, the One-Line representative should use BugHerd to share and manage feedback. The CheIT PM should mark the inquiries in the Bugherd accordingly, using tags

• CB – for bugs.

• CR – for new requests.

Software Usage

• CheIT team should access all services using Swizerland VPN as the client should not know that the team works from Ukraine.

• CheIT team should not use corporate CheITGroup emails where they will be visible to the final client.

• CheITGroup branding should be removed from the WP Theme.

• All communications with third-party services must be carried out through developers@one-line.ch.

• All access credentials should be shared first with developers@one-line.ch.

---

---

Sheet #1 – Overtime Entries

This sheet is used by Project Managers (PMs) to record overtime hours worked by developers. Below are the details of each field and how to fill them out:

Fields Description

1. Developer (Column A) – Enter the name of the developer who worked overtime.
   Important – type developer’s name the same way as it is in Hurma, so the pivot-table sums up their worked hours correctly.

2. Date (Column B) – Enter the date when the overtime work was done in the format DD.MM.YYYY.

3. Number of Hours (Column C) – Enter the total number of overtime hours worked on that day.

4. Project (Column D) – Enter the name of the project for which the overtime work was done.

5. PM (Column E) – Enter the name of the Project Manager responsible for the project.

6. Month (Column G) – This field automatically extracts the month from the formatted date, no need to fill anything.

7. Compensated in Hurma? – This field is for the HR to mark compensated hours.

Sheet #2 – Summary

This sheet provides a monthly summary of overtime hours per developer. It will be used by HR to review and extract the totals for each month and compensate it in Hurma.

Usage Instructions

For Project Managers (PMs):

1. Open the “Overtime Entries” sheet.

2. Fill in the details for each overtime entry in the appropriate fields.

3. Ensure the date is in the correct format (DD.MM.YYYY).

For HR:

1. Open the “Summary” sheet.

2. Review the totals for each developer and month.

3. Use the summarised data to process overtime payments or for record-keeping.

4. Put checkmarks in the Overtime Entries sheet after the hours are compensated.

When we have a new project on a discovery stage, this table is one of the documents that should be created by the PM. Important note: the access to the table should be opened via the link, so that the company management or sales-related teammates could access it as well.

In the first tab, you have space to keep track of the ideas from the Che IT team, where you should fill the status, the idea’s author, title and description, and a raw estimate for the implementation.

In the second tab, you have space to keep track of the additional requests from clients, where you should fill the status, request (title), description (technical specifications for the request), approximate estimate, and details (why the request was postponed, when you should circle back to them, and so on).

This field should be added into every PM’s view but in case you cannot find it, please contact Viktoriia Khavaliuk to add it.

---

After creating a file for additional requests and ideas, the PM should communicate with the team about it.

Team members should be aware that every project has a file for tracking such requests or propositions, and be free to add their ideas to the list.

 General info

 What needs to be improved?

•