Project/Enterprise resource planning system

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This a request, open for discussion. It has not been deliberated to consensus by the villagers. It will be agreed, modified, or tabled at the meeting of (not scheduled).

Contents

Project ID: 105

Project steward

Jan Steinman

Need

To track project progress milestones and deadlines, and to allocate income, expense, labour and other resources to profit-centres, EcoReality needs an enterprise resource planning (ERP) system that allows collaboration, transparency, and timely reporting of all project data.

Description

EcoReality currently has a number of databases containing information related to projects and planning:

  • contact information and status, including members, prospective members, advisory council members, and self-selected email list recipients,
  • action items, currently linked to a meeting minutes page and a responsible individual,
  • incoming email log, from people who use the contact form] on our website,
  • surveys in a standard format, such as the biodiesel survey,
  • skills inventory of all members, completed as part of their application process,
  • harvest records, recording item, amount, date, and resource,
  • market price data for agricultural products, linked to harvest records,
  • library, with detailed information about our 1,200 volume library, catalogued by International Standard Book Number (ISBN) and Dewey Decimal Number (DDN)
  • library lending system, able to track persons borrowing books and locations of books,
  • lodging system, linking accommodations with visitors and dates,
  • resources, such as capital equipment and other physical resources,
  • resource sharing system, including a vehicle use logging system,
  • stewardships, which are linked with resources and individuals,
  • activities, such as "administration," "education," "animal care," etc.,
  • projects, such as this one, with information about budgets and timelines,
  • time logging and reporting, linking individuals with projects, activities, accomplishments, and date/times,
  • accounting, including full general ledger system.

An ERP system will link all these databases and will add new data in a way that ensures:

  • ease of access,
    • putting data where it is expected and needed via simple templates (like the timelog info on this and other project pages),
    • allowing simple searching, sorting, summary, and cross-correlation,
    • allowing collaborative data reporting on any website page by anyone with proper access,
  • ease of entry,
    • keeping record-keeping tasks simple,
    • allowing simple error recovery without compromising security,
    • accountability; entered data is linked to the enterer.

Status

  • 2010-09-27: With a new investor and imminent financing of the balance, this project has be restored to active status.

Goal or deliverable

  1. on-line data entry for member labour and expenses,
  2. enhanced reporting facilities:
    • standard templates in selected categories for reporting appropriate data,
    • easy, collaborative reporting of custom report queries available anywhere on the website.

Timeline, schedule, or end date

  • 2009-11-30: Develop and deploy on-line data entry for member labour, expenses, and other information.
  • 2010-03-31: Develop and deploy enhanced reporting facilities, using standardized forms accessible via MediaWiki templates.
  • 2010-03-31: Develop and deploy enhanced reporting facilities, using ad-hoc database queries, easily performed by any member (or other person granted access) on any page on our website.

Plan

Financial budget

  • $5,467, in paid labour for design and implementation.
  • 80 hours in unpaid labour, for oversight and office support, valued at $15/hour, total value $1,200.
  • Total budget, including value of unpaid labour: $6,667.
  • No shares will be issued for work on this project.

Inflows

  • $5,000: grant from the Co-operative Development Initiative (CDI) of Canada (requires 25% matching funds).

Outflows

  • $5,000: paid to Jan Steinman for 333.33 hours of labour at $15/hour.
  • $300: rebate for Jan Steinman's monthly dues, $25/month for 12 months.
  • $1,500: portion of Jan Steinman's monthly 30-hour allotment over 12 months, 8.33 hours per month at $15/hour.
  • $167: cash outlay, partial rebate of Internet service fees paid by Jan Steinman, $13.92/month for 12 months.

Net Profit/Loss

  • $1,667 net outflow from EcoReality, 25% of the total of $6,667, as required for the CDI grant.

Labor budget

  • Jan: 433:20 hours over 12 months.
  • Three Others: estimated 36 hours over 12 months, review, as part of their monthly 30 hour allotment.


Cash Outlay

Due to pending litigation, EcoReality Co-op statistics are not available at this time.

Labour, by person

Due to pending litigation, EcoReality Co-op statistics are not available at this time.

Labour, by activity

Due to pending litigation, EcoReality Co-op statistics are not available at this time.

Vehicle Use

"Vehicles" with no odometer, such as tractors or stationary equipment, are in tenths of an hour, rather than kilometres.

Due to pending litigation, EcoReality Co-op statistics are not available at this time.

Records

Due to pending litigation, EcoReality Co-op statistics are not available at this time.


Final accounting

List of disbursements, including:

  • final, reconciled costs of the project,
  • where money came from for the project, including Class A/B investment shares and to whom they are issued,
  • final, reconciled labour on the project,
    After final accounting, no more time can be allocated to a project.
  • Class B investment shares and to whom they are issued.

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