Below is the WiseNxt project management flow that outlines all the stages a project needs to go through all the way to completion. ### After identifying the project on the active projects list, a project requester needs to follow the below steps; ### **1. Project Proposal and Discussion** ### 1.1 Standardized Project Proposal Template * **Project Title:** * **Project Objectives:** * **Estimated Budget:** * **Timeline:** * Start Date: * End Date: * Key Milestones: * **Expected Deliverables:** * **Resources Required:** 1\.2 **Requirement Collection** * Before submitting the project proposal, the project initiator is required to collect detailed project requirements. * Schedule a meeting with a designated board member to discuss and refine the project scope, objectives, and expectations. * The meeting will ensure all necessary information is gathered to align the project with organizational goals. ### 1.3 **Pre-Community Board Discussion Process** 1. Project initiator completes the standardized project proposal template. 2. Proposal is shared in this space as a Wiki document. 3. Members have 5 business days to review and provide initial feedback. 4. Project initiator collates feedback and revises the proposal as necessary. ### **2. Community Board Approval Process** ### 2.1 Workflow for Submitting Proposals to HumHub Community Board 1. Project initiator finalizes the proposal after incorporating feedback. 2. A designated board member reviews the proposal for completeness. 3. If complete, the board member posts the proposal to the community board space at least 48 hours before the Wednesday meeting to be added in the preceding meeting as an agenda. ### **2.2 Voting/Consensus-Building Process** 1. During the community board meeting, the project initiator presents the proposal. 2. Q&A session follows. 3. Voting process: * Each of the 6 members (3 board, 3 non-board) has one vote. * Options: Approve, Reject, or Request More Information. * Project is approved if it receives at least 4 "Approve" votes. * If "Request More Information" option receives 3 or more votes, the proposal is revisited in the next meeting after clarifications are made. ## 3. Project Assignment and Tracking ### 3.1 System for Assigning Approved Projects 1. Create a skills matrix for all potential project team members. 2. During the approval meeting, discuss and nominate suitable team members based on: * Required skills * Current workload and availability * Interest in the project 3. Assign a project manager from the nominated team members. ### 3.2 Integration with Focal Boards 1. Create a new column on the Focal board for each approved project. 2. Add cards for each major milestone or deliverable within the project column. 3. Assign team members to specific cards/tasks. ### 3.3 Method for Updating Project Status 1. Project manager updates the Focal board weekly, moving cards as tasks progress. 2. Use color-coding to indicate status (e.g., green for on track, yellow for at risk, red for delayed). 3. Add comments to cards for more detailed updates. ## 4. Deliverables and Completion Criteria ### 4.1 Project Checklist/Rubric * Create a standardized checklist template including: * All expected deliverables * Quality criteria for each deliverable * Acceptance criteria for the overall project ### 4.2 Review Process 1. Project manager notifies the board when all deliverables are complete. 2. Two reviewers (one board member, one non-board member) are assigned to verify deliverables. 3. Reviewers use the project checklist to assess completion and quality. 4. Reviewers provide feedback within 5 business days. ### 4.3 Project Closure Procedure 1. Project manager addresses any feedback from reviewers. 2. Final project report is submitted to the community board. 3. In the next Wednesday meeting, the project closure is an agenda item. 4. Board votes to formally close the project or request additional work. ## 5. Payment Initiation ### 5.1 Standardized Payment Process 1. Upon project closure approval, project manager initiates the payment process. 2. Finance team verifies the approved budget and actual expenses. ### 5.2 Payment Request Form * **Project Title:** * **Project Manager:** * **Approved Budget:** * **Actual Expenses:** * **Amount Due:** * **Payee Details:** * **Completion Verification:** (Attach signed project closure document) * **Approval Signatures:** (Require two board member signatures) ### 5.3 Payment Processing Workflow 1. Project manager submits the payment request form. 2. Finance team reviews the form and supporting documents. 3. Two board members review and sign off on the payment. 4. Finance team processes the payment within 5 business days of approval. 5. Project manager and payee are notified when payment is sent. ## 6. Roles and Responsibilities ### 6.1 Board Members (3) * Review and provide feedback on project proposals * Vote on project approvals and closures * Oversee overall portfolio of projects * Sign off on project payments ### 6.2 Non-Board Members (3) * Review and provide feedback on project proposals * Vote on project approvals and closures * Participate in project reviews * Provide expertise and support to ongoing projects ### 6.3 Project Manager (Assigned per project) * Develop and submit project proposals * Lead project execution * Update project status regularly * Manage project team * Ensure deliverables meet quality standards * Initiate project closure and payment processes ## 7. Reporting and Transparency ### 7.1 Reporting System 1. Project managers submit a brief weekly status report on HumHub, including: * Progress on key milestones * Budget utilization * Any risks or issues 2. Monthly project portfolio review during a community board meeting. ### 7.2 Information Accessibility * All project documents, reports, and discussions are stored in the HumHub community board space. * Create a project dashboard on HumHub showing status of all active projects.