Process/HowProjectManagementAtTheTorProject.md

@@ -81,17 +81,17 @@ All grant writing happens in ephemeral Google docs, or in the Fundraising Team/G
 Once the project gets approved, the project manager gets the submitted documents that were approved and stores the approved, final clean version in Nextcloud in the folder Projects/Project NN/Documents Submitted. They will also add the project's information to the [active Project's page](home#projects).
 
 Next the project manager will:
-*	Send a poll to all people involved in the project to find a day to do a kickoff meeting.
-*	Converts the approved time-line into a ‘status and timeline’ spreadsheet to track and change across the duration of the project.
-*	Creates a label ‘Project NN’ in Gitlab
-*	Creates a [coordination meeting pad with information about the project](Process/Templates/KickoffProjectMeetingPadTemplate):
-  * Start and end dates
-  * Goals
-  * Who is involved in the project
-  * Frequency and where meetings will be held
-  * Links to timeline, Gitlab kanban board, sponsor folder in Nextcloud
-  * Deliverables that will be accomplished across the duration of the project
-  * Indicators used in the project, if any
+* Send a poll to all people involved in the project to find a day to do a kickoff meeting.
+* Converts the approved time-line into a ‘status and timeline’ spreadsheet to track and change across the duration of the project.
+* Creates a label ‘Project NN’ in Gitlab.
+* Creates a [coordination meeting pad with information about the project](Process/Templates/KickoffProjectMeetingPadTemplate):
+  * Start and end dates,
+  * Goals,
+  * Who is involved in the project,
+  * Frequency and where meetings will be held,
+  * Links to timeline, Gitlab kanban board, project folder in Nextcloud,
+  * Deliverables that will be accomplished across the duration of the project,
+  * Indicators used in the project, if any.
  
 The [kickoff meeting](Process/Templates/KickoffMeetingTemplate) agenda includes:
 * Going over Deliverables and desired outcomes, clarifying anything that is not clear
@@ -110,7 +110,7 @@ The [kickoff meeting](Process/Templates/KickoffMeetingTemplate) agenda includes:
   * what to expect from these meetings (agenda, status)
   * agree on how coordination and communication will happen..
 
-Next, we create tickets, adding them to the appropiate milestone, tagging them with the sponsor label. 
+Next, we create tickets, adding them to the appropriate milestone, tagging them with the project label. 
 
 The [roadmap](process/HowToBuildRoadmap) will be define by a [kanban board](https://gitlab.torproject.org/groups/tpo/-/boards) filtered by the project's milestone.
 
@@ -120,13 +120,13 @@ Through the life of a project we hold monthly or bi-weekly [meetings](Process/Te
 
 ### Executing
 
-* Tracking system
-  * project costs: done by CEO (Sue)
-  * costs: done by CEO (Sue)
-  * regular risks assessments (not done on a regular basis at the moment but it should be done by PM)
-    * how likely to miss deadline
-    * how much impact
-  * progress on activities in Gitlab as well as who is working on what.
+We are tracking the progress of the project in different ways. The project manager tracks the progress on work toward deliverables as well as tracks the indicators that we need to reach and  report. The CFO tracks the costs that the project are incurring to. 
+* project costs: done by CEO (Sue)
+* costs: done by CEO (Sue)
+* regular risks assessments (not done on a regular basis at the moment but it should be done by PM)
+  * how likely to miss deadline
+  * how much impact
+* progress on activities in Gitlab as well as who is working on what.
 
 At a pre-determined regular frequency there are voice meetings in BBB to coordinate work from the project. Each meeting will have:
   * Agenda created by participants
@@ -138,20 +138,19 @@ At a pre-determined regular frequency there are voice meetings in BBB to coordin
 
 Right now to track the work done in the project we use:
 
-* Gitlab 
+* Gitlab Community Edition in https://gitlab.torproject.org
   * with labels utilizing the Gitlab Boards (kanban) to plan what needs to be done next as well as visualize what people are working on.
   * milestones for what makes sense
-*	A spreadsheet in Nextcloud that has the timeline and status of each activity in the project. This is kept up-to-date manually by the project manager based on information from Gitlab’s tickets, project meetings and discussions with team leads.
+* A spreadsheet in Nextcloud that has the timeline and status of each activity in the project. This is kept up-to-date manually by the project manager based on information from Gitlab’s tickets, project meetings and discussions with team leads.
 
 Key performance indicators on a project:
-  * time spent on tasks: we do not do this but it would be desirable to keep track of time spent on tasks. For this we need people to write down estimations for their tasks as well as how much time was spent on each issue. Gitlab tickets can track this information.
-  * % of project completed
-
+* time spent on tasks: we do not do this but it would be desirable to keep track of time spent on tasks. For this we need people to write down estimations for their tasks as well as how much time was spent on each issue. Gitlab tickets can track this information.
+* % of project completed
 
 ### Reporting
 
-How frequently we report to the funders will depend on the requirements from the funder when we sign the agreement with them.
- 
+All funders and their projects require regular reports about the progress of the work. Some funders require a short narrative every month about what was achieved and what is the plan for the following month. Other funders require more complex reports on different schedule that may also involve reporting on the indicators that are being tracked for the project. One way or the other, this requires extracting information from Gitlab, meeting notes and asking people about them reporting for the work they already did. The reports gets written by the project manager and reviewed by director of engineering, executive director and grant manager before they are sent to the funder.
+
 ### Closing
 
   * Review original documents and plans