Company Operations
Managing company processes and operations. Keeping Thoth-Tech running. Help employees to understand
the systems, equipment, people, and processes need to make the organization function.
Process Representative: Ishrat Jahan
Documentation Infrastructure System
Internal systems website will be for holding all company related documentation. This will provide
the benefit of making documentation centrally locatable and easily accessible for relevant internal
audiences.
Overview, Goals, and Objectives
- Establish an Gatsby static site website for centralised documentation
- Documentation produced is accurate to current version of products
- An accessible way for storing and distributing company and product details
- GitHub actions are used to update and publish documentation(s) when PRs are merged
- Site is hosted through GCP
Project Mid-Trimester Progress
- Review on previous research done
- SRS details updated and merged
SRS
- Gatsby implementation plan done PR link
Project End-Trimester Progress
- Implementation of Gatsby centralised documentation website which generates content in gatsby from
markdown files from Company handbook repository
PR link
- Created and Styled the landing page
PR link
- The Gatsby website is deployed in Vercel and has two environment (Production and Preview)
- Created Hook, so that on every successful push, Vercel updates the content in gatsby accordingly
by re-deploying
- Markdown pages are being styled using Material UI (In Progress)
Draft PR link
- Created a Getting started guide for the Project
PR link
- Created new User stories, Designs according to the SRS document
Aims for Trimester Update
- Add new functionalities to the website and ensure timely turnover of deliverables
- Deploy the website to GCP
- Establish privacy and security features
- Create testing strategies
Deliverables
Short-term:
- Initial Gatsby centralised documentation website
- Establishing testing strategy
- Establishing hosting strategy
- Document processes
Long-term:
- Establish a website for all documentation as a part of Company Operation.
Project Members (6)
Delivery Representative: Ishrat Jahan
Software Developers: Harrison Paul Allwood, Manveen Kaur Bhullar, Pratham Gupta, Sherap Thakur,
Tanish Dhapola
Company Documentation
Overview, Goals, and Objectives
The Company Documentation team is responsible for reviewing, managing and improving the state of
documentation across the whole of the Thoth Tech company. Our goal is to review the current state of
company documentation within the company to improve and expand upon this documentation. In doing so,
our objectives are to streamline the quality and processes of documentation across the whole company
and to create additional documentation to support the needs of the company operation as it continues
to grow and change.
Aims for the Trimester
This trimester, the Company Documentation team aims to create, manage, maintain, and improve the
state of company documentation, company policies around transition and people operation. In meeting
this aim, the team will:
- Review the current state of documentation across the company (including company handbook)
- Identify gaps or areas of improvement
- Create new documentation, including templates, in order to address these areas
- Continue to think critically about the documentation needs of the company and create additional
documentation to accommodate such needs
- Work to the best of our abilities to create meaningful and high quality documentation
Deliverables
Short-term:
- Various documentation to supplement current documents in order to better meet company needs
- Reviewed and improved documentation and handbook to better the state of documentation across the
whole company
- Help product specific documentation team to operate more effectively
Long-term:
- Reviewed and improved company policies, guides, and Onboarding and Offboarding procedures
- Improvements to the Company Handbook
- Enhancing company policies and procedures
Project Members (6)
Delivery Lead: James Micallef
Documentation Developer: Sarah Nicole Dyson, Ethan Graham Keirs, Durga Maya Ghallay, Charanjeet
Singh, Faiq Rehman.
Project End of Trimester Progress
Project health
This project is healthy and all has completed all prioritised deliverables
Summary
The team has completed the non-continious prioritised deliverables as outlined at the start of the
Trimester. The project members have a good understanding of their responsibilities, roles and tasks
assigned to themselves. These tasks were scheduled in advance on trello to ensure that each project
member was aware of their tasks to do and any availabe tasks that they may wish to be part of. This
also helped other project members keep up to date as they were continiously updated on ther fellow
project members tasks.
A brief summary of each project members role and completed task:
James Micallef
James Micallef was the Delivery Lead. Their tasks were:
- Documentation
- Led the team
- Set up team tools, communication channels and cadence
- Facilitated team meetings and retrospectives
- Communicated and prioritised tasks
- Reviewed and provided feedback on documentation
- Remote Working Guide
- Update Communication Scenarios in Handbook
Sarah Nicole Dyson
Sarah Nicole Dyson was a Documentation Developer. Her roles were OnTrack Enhance Authentication
(under Deployment team) - Documentation & back-end Development. Their tasks were:
- Documentation
- Converted the first Company Report into Markdown and added it to the Handbook
- Updated the leadership folder within the Handbook. Added in the leadership and company structure
images for T2 2022, and added folders to separate the leadership information into different
trimesters so that the most up-to-date information (and past information) is easy to find
- Updated the folders within the Documentation repository to reflect the new teams added to the
company this trimester
- Created a document which outlines the rules of specific operations within the company: how to
store documentation and where (handbook, documentation repository, or Teams channels), as well as
how and where to conduct team meetings
- Updated the Communication Scenarios document in the Handbook to complete it – added a range of
scenarios Thoth Tech members may face and best courses of action for each
- Created a remote working guide, as one of the first installments of cyber security guides in the
Thoth Tech handbook
Ethan Graham Keirs
Ethan Graham Keirs was a Documentation Developer. Their tasks were:
- Documentation
- Review Handbook for missing documents and updated, improved, integrate or created documentation
where nessessary
- Updated Getting Started Guide in Handbook
- Made Meeting Minutes and converted into markdown for GitHub
- Convert weekly to-dos made by James Micallef into markdown for GitHub
- Made Software Requirement Specification (SRS) based off existing Software Requirement
Specification
- Reviewed and provided feedback on documentation
- Task 10.2 Company report for Company Operations Company Documentation team
Durga Maya Ghallay
Durga Maya Ghallay was a Documentation Developer. Their tasks were:
Charanjeet Singh
Charanjeet Singh was a Documentation Developer. Their tasks were:
Faiq Rehman
Faiq Rehman was a Documentation Developer. Their tasks were:
High-level overview
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- Handover process
- Password Guidelines
- Convert Meeting Minutes to Markdown
- Convert Software Requirement Specification (SRS) to Markdown
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- Onboarding
- Review all information in existing Handbook
- Find any company documentation that's not in the Handbook and put it in
- Updated, improved, integrate or created documentation in Handbook
- Create documentation repository
- Getting Started Guide
- Add Company Report to the Handbook
- Update Leadership folder in Handbook
- Plan out what Cyber Security Documentation to Add to Handbook
- Convert weekly to-dos into markdown
- Update Documentation Repo Folder Structure
- Establish Company operations rules
- Software Requirement Specification (SRS)
- Remote Working Guide
- Update Communication Scenarios in Handbook
- Task 10.2 Company report for Company Operations Company Documentation team
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Aims for Trimester Status
The Company Documentation team aimed to create, manage, maintain, and improve the state of company
documentation, company policies around transition and people operation. To meet the aim the team had
to:
- Review the current state of documentation across the company (including company handbook)
- Identify gaps or areas of improvement
- Create new documentation, including templates, in order to address these areas
- Continue to think critically about the documentation needs of the company and create additional
documentation to accommodate such needs
- Work to the best of our abilities to create meaningful and high quality documentation
In this aspect, the team has achieved all of these requirements to varying degrees. Current
documentation was reviewed many times and if needed was updated and improved upon. For any gaps
identified new documentation, including templates was created to accommodate such needs.
Deliverables Status
Short-term
All of the short term goals set at the beginning of the trimester have been meet. The first goal was
to create Various documentation to supplement current documents in order to better company needs,
which can be seen in documents such as the "Geting Started Guide", "Remote Working Guide" and
"Password Guidelines". Other documentation was Updated, improved and integrate where needed as well,
including those outside of the handbook. The handbook was reviewed and improved upon many times to
better the state of documentation across the whole company. Some help with product specific
documentation was provided to other team to operate there documentation effectively.
Long-term
The long term goals remain the same and the team should continue work on achieving theses
deliverables.
- All company policies, guides, and Onboarding and Offboarding procedures within Thoth Tech need to
be reviewed and be updated, improved, or created if none exists already.
- Improvements to the Company Handbook
- Enhancing company policies and procedures
A focus should also be put one on ensuring previous decisions, design, and requirements are easily
accessible to all future users, developers, and other stakeholders so relevant context is provided
for all work in the future.
Project Recommendations
- It is recommended that all project members review the company handbook, this will allow them to
answer any questions other teams may have about the handbook, company operation or documentation.
The reviewing of the company handbook also allow project members to identify any missing documents
that they can add or updated and improved existing documentation in the Handbook. This is
recommended to be done at the start of each trimester.
- Documentation team members should ensure templates are existing or developed for all document
types and team activities.
- A report should be produced with recommendations and expectations for current project teams to
implement for documentation of their projects
- Collaboration with other project teams should take place to ensure the documentation repository is
being utilised for all company and project information. This team will should also be responsible
for upholding the expectations of documentation across the company.
Blockers
There are no blockers that will affect the continuation of this project. The only blockers are on an
individual level, there where:
- Trouble with formatting files for GitHub as idetified by the GitHub Checks
- Communication between project members
Link