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

IDAccountTotalFirstLast

Labour, by person

IDWhoTimeCost%
2Jan Steinman399.7100.0%
2TOTAL:399.7100.0%

Labour, by activity

IDActivityTimeCost%
16Corresponding5.81.5%
3Designing8.02.0%
34Editing2.50.6%
33Entering Data9.52.4%
6Maintaining11.32.8%
5Managing Information62.915.7%
24Negotiating3.10.8%
43Organizing3.10.8%
49Processing4.41.1%
23Programming239.760.0%
11Researching32.38.1%
40Troubleshooting15.94.0%
32Writing1.40.4%
32TOTAL:399.7100.0%

Vehicle Use

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

IDVehicleDistance

Records

WhoVehicleDateDist/TimeCostPurposeNotesPaid


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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