Budget Reset April 8, 2014

SELV Budget April 8 Baseline Final .xlsx

Thanks Wendy. I have added In Scope, Out of Scope throughout the spreadsheet to reflect my understanding of what you approved. We will review this on Thursday with the full SELV team, so please confirm we are good to go on this version by Wednesday COB.

In reviewing the spreadsheet ISG found two omissions. Ron's time last week and expecting ongoing work wasn't accounted for, as well as time Mike is spending helping Vidya with various issues. I have added these, but propose that we now call this the baseline final version. Any future "unidentified work" will have to be managed against the unidentified work budget.

For ongoing new issue and triage management, we are recommending that we meet briefly (15 mins twice weekly, T/Th) to triage any new work identified. I will send out an email prior to the meeting with the issue so everyone can have a chance to review and provide input via email if they are unable to attend the meeting. Invites for this will be going out shortly.

I will try to get real-time(ish) visibility into budget in Jira, but will produce a monthly status report on budget to this team. I am scheduling a monthly review with this team for the budget check-in.

Please let me know if you have any additional questions or requests for budget management going forward,

Sarah

From: Wendy Prosser <wendy.prosser@villagereach.org>
Date: Tuesday, April 8, 2014 5:14 AM
To: Sarah Jackson <sarah.jackson@villagereach.org>, Emily Bancroft <emily.bancroft@villagereach.org>, Ron Pankiewicz <ron.pankiewicz@villagereach.org>, Allen Wilcox <allen.wilcox@villagereach.org>
Subject: RE: Revised SELV Budgeting Spreadsheet

I didn’t notice anything else to note other than what we already talked about on the budget.

From: Sarah Jackson
Sent: Friday, April 04, 2014 11:04 PM
To: Emily Bancroft; Wendy Prosser; Ron Pankiewicz; Allen Wilcox
Subject: Revised SELV Budgeting Spreadsheet

Hello All -

Thanks for being willing to meet early, late, and on your day off! I have updated the spreadsheet based on the results of our conversation today (travel costs and items out of scope). The result is a estimate of ~$45k for identified work, an estimated 32k in unidentified work, for a total estimate of $76k. HSG – Please review the spreadsheet and mark the remaining items with blanks in column E as in or out of scope. After that we will finalize the budget.

I want to call out (for the sake of ensuring we are all on the same page) that we are not saying that the budget range for the remainder of the project is a low of $45 and a high of $76k. For the unidentified work it is basically a guessing game, and no one know how many issues are yet to be identified or how hard they will be to fix. Our process for estimating the unidentified work was to give a low and a high number, then choose the average of these as the estimate. For example we estimated 2-4 weeks of development to fix issues identified during Josh's MOZ trip, so we budgeted for three. $76k represents our best guess of what it will take to complete the project. It could be more, it could be less.

After the call Allen, Ron and I discussed this point in regards to budgeting and agreed that, once HSG validates items in and out of scope, we will settle on the budget for identified work. Any unidentified work with be triaged and budgeted as we more through the remainder of the project on an item by item basis. I will be keeping very close tabs on ensuring we are only working on items that are identified work or that are approved unidentified work.

As discussed, we will also be tracking actual hours against budgeted items. I will update JIRA on Monday to link each line item on the budget to the associated stories for ongoing budget management.

Thanks to everyone for coming together to work this issue to a successful resolution.

--Sarah