Corporate Password Manager Instructions

Password manager provides convenient and secure password storage for all employees in our company. Let's explore its functionality, usage purpose, and setup steps.

The primary goal of the corporate password manager is to enhance company security through reliable password storage. Traditional password storage methods (e.g., text files or notes) are unsafe and do not meet modern security standards. Using a password manager allows to:

• Safely store passwords in an encrypted format.

• Easily manage passwords for various services and resources.

• Simplify the authentication process.

Setup

Step 1: Installing the Password Manager

1. Open the password manager via the link: https://space.cheitgroup.com/ and log in with GitLab account or the credential that have been shared with you.

2. After accessing the app, you can also download and configure a browser extension for Chrome.

As for the browser extension, you can only login with your username and password, not with GitLab account.

Step 2: Setting Up an 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.

Usage

Passwords

Passwords tab contains all the passwords you have access to. 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:;

• 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.

Adding Passwords

1. Click the Create password button.

2. Enter the service name, website link, login, and password.
   While 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.

Users

Contains a list of users with their positions, roles, and emails.

History

Displays the history of activities and changes.

Clients

A database of clients to which we link projects.

Projects

The list of the projects that the user participates in and have any accesses shared.

Folders

The list of folders in different projects:

• Every project, when created has a default General folder.

• To structure passwords to different parts of the infrastructure, the PM may create various folders by clicking Create Folder button. To do so, the PM should fill the Name for the folder, associate it with a project or other folders, and share if needed.

Shareds

Displays history of passwords sharing between you and other users. Can be filtered by sent/received and the type of the password.

When you have a password shared with you, you will get a notification about it in Slack from the Password Manager bot.

Browser extension

To login to a website with an extension,

1. Go to the website needed.

2. Open the extension and click Check Domain.

3. Insert the password automatically.

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By following these instructions, you can efficiently use the corporate password manager to manage user access, and maintain security across the organization.

Introduction & Guidelines

To ensure consistency and clarity in tracking tasks and billing for clients, we should utilise an organised list of default issues for projects. Below are the standard tasks, their naming conventions, and descriptions, including where each should be tracked.

• Estimation Time: All time spent on estimation should be tracked in the client project.

• PM Time Tracking: Project Managers should log their time in client projects under a separate PM task.

• Teamlead Assistance: If team leads assist on client projects, this time should be tracked within the client project.

By adhering to these guidelines, we ensure clear and consistent tracking of tasks, which helps in maintaining transparency and accuracy in client billing and project management.

Client projects

Standard Tasks

1. Estimation – issue for the team to track time spent on preparing the estimation of the project.

2. Project Setup – issue for the Developers to track time spent on setting up the project.

3. Team Collaboration – issue for Developers to track time spent on the team calls, tasks discussions, and progress updates from the team.

4. Project Management – issue for the PM to track project tasks, discussions with the team, client meetings, and general managerial tasks.

5. Teamlead Collaboration – issue for the Team Leads to track time spent on providing the assistance to the team, resolving critical issues, etc.

Internal Projects

Development Education

Development Education is an internal Jira project, where all the PMs, Team Leads, and Developers have access. It is created for the team to track all internal activities and work tasks that are not to be billed to clients.

For the individual learning and development, test tasks, etc. – we have task Education and the Team Lead should create sub-tasks for their department members:

• Education – [Name]

• Test task – [Name]

For team calls, internal processes, documentation development, interviews, etc. – we have tasks for FE Call, BE Call, Workshop, and the Team Lead should create sub-tasks for their department members:

• FE Call – [Name]

• BE Call – [Name]

• Workshop – [Name]

For any specific tasks that are assigned to someone on the team specifically – the Team Lead creates an issue and assigns the person needed.

For the team activities, participation in workshops or HR-related things – the Team Lead creates an issue Team Activities and adds sub-tasks for their department members.

The purpose of this Jira board is to track the invoicing process efficiently. The board is managed by the Alina Vaulina, who is the only person authorised to administer the board, delete tickets, and make other changes needed.

If any changes needed for the board, automations, or access changes – Viktoriia Khavaliuk is responsible for configuration of the board.

Structure of the board

1. Postponed

   • Contains tickets for invoices that have been delayed for any reason, and these clients will be invoiced later on. These might need further information, additional approval, or have other issues that prevent immediate processing.

2. PM Reports

   • Contains tickets that need to be filled by Project Managers with the details on the project and information on the hours worked.

3. Approve with Client

   • Contains tickets that are filled with the information needed, while the Project Manager confirms the billing amount with the client before proceeding.

4. Invoice by Alina

   • Contains tickets on the projects that are ready to be invoiced after receiving client’s approval.

5. Management Approval

   • Contains tickets with invoice attached for internal management approval. Alec, or another designated manager, reviews and approves the invoice.

6. Ready for Invoicing

   • Contains tickets approved by company management and are ready to be sent to client.

7. Done

   • Contains tickets with completed invoices. The process is finished, and the invoice has been sent to the client.

8. No Billing

   • Contains tickets that, for various reasons, will not be invoiced. These might include canceled projects or instances where no billing is required.

Invoice flow on the board

1. Ticket creation

Alina Vaulina creates a ticket in the PM reports column. This ticket represents a new invoice that needs to be processed.

The ticket includes client’s and project names as a Summary, and after the ticket is created, Alina assigns Project Manager to the ticket to fill the information needed.

2. PM fills the information

The PM takes the ticket and fills in the necessary project and invoice details.

• Project type – the PM should indicate the type of invoicing, by choosing one of the options and removing the other one.

• Rate – should contain hourly rates for the project.

• Hours total – should contain total hours spent by Che IT team on the project completion in the period indicated in the ticket summary.

• To invoice – should contain the amount of hours that need to be invoiced.

• No billing – should contain the amount of hours that are spend on the project but are covered by Che IT.

If the PM fills the information for Rief Media or One-Line, the information should be broke down by every project.

3. Client Approval

The PM moves the ticket to the Approve with Client column and coordinates with the client to get the required approvals. When the PM receives client’s approval, they should mention that in the ticket’s comments.

4. Invoice creation

After receiving client’s approval, the PM moves the ticket to the Invoice (by Alina) column.

There is no need for the PM to change the assignee, as the board is configured to change the assignee to Alina automatically when the ticket is moved to this column.

5. Management approval

Alina prepares the invoice based on the provided details and then moves the ticket to the Management Approval column for internal review.

The board is configured to change the assignee to Alec automatically, when the ticket is moved to this column.

6. Ready for Invoicing

After the invoice review and confirmation, the ticket should be moved to Ready for invoicing column.

In case when invoice needs to be edited, it should be moved back to Invoice (by Alina) column.

In both cases, the assignee will change to Alina automatically.

7. Invoicing

Alina informs the PM about the approval. The PM sends the invoice to the client and then moves the ticket to the Done column, indicating the process is complete.