diff --git a/README.md b/README.md index 9ae5c347..4fbe3d89 100644 --- a/README.md +++ b/README.md @@ -39,7 +39,7 @@ Some little extras at work: * 💻 [Work Ready](benefits/work_ready.md) – On top of your Macbook, we provide a budget for other equipment you might need to get set up for work * 💡 [Learning](guides/learning/README.md) – We provide a learning budget to help develop your skills -* 🍽️ [Lunchers](benefits/lunchers.md) – We randomly match up and new starters and some other team members to have lunch on us +* 🍽️ [Lunchers](benefits/lunchers.md) – Come into the office, book your desk & be in with a chance of having lunch on us! * 🏓 [Getting Together](benefits/getting_together.md) – We hold regular social events so you can get to know your teammates better Fair compensation and benefits: @@ -50,7 +50,7 @@ Fair compensation and benefits: * 🚄 [Season Ticket Loan](benefits/season_ticket_loan.md) – We provide loans to help you pay for your travel * 🚲 [Cycle To Work Scheme](benefits/cycle_to_work_scheme.md) – We offer the cycle to work scheme to help pay for your bicycle * 🚕 [Expenses Paid](guides/compensation/expenses.md) – We’re happy to cover a range of work-related expenses in line with our expenses policy -* 💻 [Help To Buy Tech](benefits/help_to_buy_tech.md) – A more affordable way for our team to buy the latest gadgets and technology +* 💻 [Help To Buy Tech](benefits/help_to_buy_tech.md) – Shop the latest gadgets,technology and now Ikea! * 🏦 [Income Protection & Life Assurance](benefits/income_protection_and_life_insurance.md) - Financial support provision when you or your family might need it most ### Welfare diff --git a/benefits/cycle_to_work_scheme.md b/benefits/cycle_to_work_scheme.md index 9d9dca8a..d5427119 100644 --- a/benefits/cycle_to_work_scheme.md +++ b/benefits/cycle_to_work_scheme.md @@ -4,11 +4,11 @@ We take part in Cycle to Work as we wish to support those who wish to cycle to w Made Tech have a limit of £2500 with CycleScheme which can be used to purchase a bike and any accessories you will need. You then pay a monthly 'salary sacrifice' to effectively 'hire' the bike and kit, over a 12 month period. Once this period has been completed you will be given options around owning your bike. The [FAQs section](https://help.cyclescheme.co.uk/article/42-what-is-an-ownership-fee) of their website has lots of information regarding these options.If you leave Made Tech before paying off the purchase, the balance will be taken from your final salary payment. -## Process for getting a bike through Cycle to Work on Made Tech Benefits Box +## Process for getting a bike through Cycle to Work: ### How do I use CycleScheme? -Start your application quickly and easily through the CycleScheme portal which you can access via Bob benefits. All you will need is the Employer Code which can be found in the information section of the Bob benefits CycleScheme box. Once you have entered the Employee code go through the application process using your Payroll number (labelled Employee ID on your bob profile, or can be found on your payslip.) +Start your application quickly and easily through the CycleScheme portal which you can access via Bob benefits. All you will need is the Employer Code which can be found in the information section of the Bob benefits CycleScheme tile. Once you have entered the Employee code go through the application process using your Payroll number (labelled Employee ID on your bob profile, or can be found on your payslip.) Once you have completed the application it will be sent to a member of the people team to approve your request. Once approved you will receive your eCertificate which can then be exchanged for your gear in store or online! diff --git a/benefits/getting_together.md b/benefits/getting_together.md index cde0d836..71eb70f1 100644 --- a/benefits/getting_together.md +++ b/benefits/getting_together.md @@ -1,29 +1,11 @@ # Getting together as a team and company - -## Day to day socialising -We encourage you to organise after work catch ups. These can take place in our offices, local pubs, restaurants or be activity based. - - - - ## Our monthly meet ups -Our People team try to organise a social activity for our offices each month, this can be extended out to friends, customers and prospective new joiners to Made Tech and is organised around our current office locations (London, Manchester, Bristol and Swansea). These are a great way to meet the team and spend some social time together outside of the work environment and at times outside of our office spaces. - - -Some careful considerations: - -- Where possible, encourage customers to join us to network and socialise. - -- We encourage you to invite friends of Made Tech and people we might consider hiring to after work office activities. It's a good opportunity to meet both socially. - -- Although we provide drinks in the office, please be respectful of others and the office space. - - - +Our Social Committee is made up of reps for each region, who are in charge of organising monthly regional socials. These socials will be low-key, often office based activities (don’t worry, drinks & snacks/dinner will be provided!)The intention is to facilitate more frequent gatherings, allowing us to stay connected on a regular basis 🍕🍜 -## Our Extravaganza’s -Every year we hold two bi-annual company wide events, a Summer and Winter Extravaganza, this is to celebrate our achievements over the last 6 months and to get together to socialise, network and mingle with our peers and wider team. +If you have any suggestions DM one of the reps for your region, and if you would like to get involved reach out to the People Team! +## Our Winter & Summer parties +Every year we hold a larger winter and summer event to celebrate our achievements over the last 6 months and to get together to socialise, network and mingle with our peers and wider team. _As drinking is exclusionary in nature to those who don't like or can't be around alcohol we make efforts to make sure it's not the centre of our culture whilst at the same time acknowledging it's important to some._ diff --git a/benefits/help_to_buy_tech.md b/benefits/help_to_buy_tech.md index d649d05c..f0ef94c7 100644 --- a/benefits/help_to_buy_tech.md +++ b/benefits/help_to_buy_tech.md @@ -1,9 +1,10 @@ -# Help to buy Tech is now...TechScheme! +# Help to buy Tech with TechScheme We've signed up to TechScheme which is accessible through Bob Benefits to make it easier and more affordable for our team to buy the latest tech gadgets. TechScheme lets you get the latest tech, such as Smart Phones, Smart Watches and/or Game Consoles, up to a maximum value of £2,000. You apply for an eCertificate worth the value of your shopping basket - so decide what you want to buy before you apply for this perk. You then repay this amount via your salary across 12 months. Powered by Currys to allow you to choose from thousands of products, and take advantage of the sales! Your voucher is valid for up to two years, so no need to spend it all at once! +You can now shop at Ikea for all your furtiture, flat pack & meatball needs! The process works the exact same, simply select Ikea as your chosen retailer at check out. ## TechScheme FAQs @@ -16,7 +17,7 @@ Once you have completed the application it will be sent to a member of the peopl ### 2. I've applied when will I get the eCertificate? -We will review all new applications every Monday afternoon, so you shouldnt have to wait longer than one week for Made Tech approval. Once we have approved and paid for your voucher you will then be sent this automatically from TechScheme. +We will review all new applications every Friday afternoon, so you shouldnt have to wait longer than one week for Made Tech approval. Once we have approved and paid for your voucher you will then be sent this automatically from TechScheme. ### 3. What is TechScheme? diff --git a/benefits/lunchers.md b/benefits/lunchers.md index 56276665..3f4d693f 100644 --- a/benefits/lunchers.md +++ b/benefits/lunchers.md @@ -1,17 +1,12 @@ -# Lunchers +# Lunchers -Every fortnight we select three groups of five people to have a team lunch and join any new starters in a de-regionalised format, with the day it’s held on rotation each time. - -This ritual provides an inclusive opportunity for the team to socialise and share their successes and challenges. -It's important that we continue to set aside the time for this, especially when as many of us work remotely most of the time. +Once a month in each office we select 5 people to have lunch together on us! Order from your favoriute restaurant, nip to the shops, find a local cafe or head for a walk around Borough Market - the choice is yours! ## How it works -The People & Culture Advisors will organise three lunchers groups every fortnight. *You can only expense your lunch if invited to do so by them.* +- At the start of the month the date for each region will be posted in the Slack channel. To be in with a chance of being selected, book your desk and make sure you are in the office on that day! +- The day before lunch the lucky lunchers will be posted in the regions Slack channel - if you cant make it, give your spot to someone else whos in. -While we're working remotely, order from your favourite restaurant, or purchase ingredients from a supermarket (up to a maximum of £20) and expense back under the "Staff Meals" section on Xero. +*You can only expense your lunch if you are chosen for lunchers.* If you have any questions, ask the People or Finance Team. - -*Policy owners: People & Culture Advisor(s)* - diff --git a/benefits/made_tech_benefits_box.md b/benefits/made_tech_benefits_box.md deleted file mode 100644 index 9bb1b43e..00000000 --- a/benefits/made_tech_benefits_box.md +++ /dev/null @@ -1,23 +0,0 @@ -# Made Tech Benefits Box - -[Made Tech Benefits Box](https://madetechbenefitsbox.rewardgateway.co.uk/) is the platform which hosts all of our benefits seen below: - -- Smart Tech (Our help to buy tech scheme) -- Halfords Cycle to work scheme -- Wellbeing Centre - -You also have instant access to discounts at over 850 different retailers including: -Sainsburys, Tesco, Asda, Waitrose and Iceland -Cineworld, Vue, Odeon -ASOS, Topshop, Debenhams, John Lewis -Currys PC World, Vodafone, EE and many more - -Made Tech Benefits Box is fully accessible on your desktop, laptop, tablet and smartphone. So, no matter where you are you can be sure to never miss out. - -### I've just started at Made Tech can I get access to Made Tech Benefits Box? - -Yes. We enrol new joiners onto the platform monthly. If you have been here for more than a month and not yet recieved an invite please let us know in the #team-people slack channel. - -### I need a new invitation for Made Tech Benefits Box - -We can get this sorted for you, please request a new invitation in the #team-people slack channel. diff --git a/benefits/pension_scheme.md b/benefits/pension_scheme.md index 67476dfd..0bc8965a 100644 --- a/benefits/pension_scheme.md +++ b/benefits/pension_scheme.md @@ -2,7 +2,14 @@ We have introduced a much-improved pension offering for all employees (as of May 2022). The workplace pension scheme is run by Scottish Widows and follows a contribution matching model where Made Tech matches the level of contribution you decide to make. -The pension contribution available to you is aligned to your SFIA level, with pensions for SFIA 1 being 4% (4% employer matched), SFIA 2-4 being up to 12% (6% employer matched), pensions for SFIA 5 being up to 14% (7% employer matched), pensions for SFIA 6 being up to 16% (8% employer matched) and pensions for SFIA 7 being up to 18% (9% employer matched). The minimum contribution in every level is 4% (employer matched), there is no maximum employee contribution at present. +The pension contribution available to you is aligned to your SFIA level: +- SFIA 1: 4% employer matched +- SFIA 2-4 6% employer matched +- SFIA 5: 7% employer matched +- SFIA 6: 8% employer matched +- SFIA 7: 9% employer matched + +The minimum contribution in every level is 4% (employer matched), there is no maximum employee contribution at present. Pension contributions are deferred for your first 90 days, if you want to opt in early add the date into the "Pension Scheme" section of your Hibob profile where you will be enrolled on a 4% contribution scheme which you can adjust after your probationary period. @@ -10,7 +17,7 @@ Our pension scheme is based on a salary sacrifice approach which is more tax-eff In order to allocate your preferred contribution, or early opt in, or opt out you'll need to fill in the "Pension Scheme" section of your Hibob profile. -- You will be able to adjust your contribution level annually in a set window in spring (open to all), or at any point in the case of significant life events where this may result in a change in financial circumstances. If you are affected by the latter please email finance@madetech.com and copy in people@madetech.com +- You will be able to adjust your contribution level annually in a set window in spring (open to all), or at any point in the case of significant life events where this may result in a change in financial circumstances. If you are affected by the latter please email payroll@madetech.com and copy in people@madetech.com - You can opt out at any point by updating the pension section of your Hibob profile in the "opted out" section. If you select to opt-out at the start of your employment, any initial deduction will be refunded if this is made within one month of the initial deduction. If you selected to opt out before the cut-off date (on the 18th) it will be processed in the same month, otherwise it will be in the following month. Any deductions made will usually stay in the pension until you're eligible to access your money, financial advice can be obtained to assist you transferring your pension to another provider. - There are also [Government guidelines](https://www.gov.uk/workplace-pensions/if-you-want-to-leave-your-workplace-pension-scheme) on opt-out @@ -19,4 +26,4 @@ You can read more about Workplace pensions on [gov.uk](https://www.gov.uk/workpl You can read more about Pensions and some third party advice on [MoneySavingExpert](http://www.moneysavingexpert.com/savings/discount-pensions) -For any general pensions queries please email finance@madetech.com +For any general pensions queries please email payroll@madetech.com diff --git a/benefits/taking_holiday.md b/benefits/taking_holiday.md index a4f8de2f..170dcb58 100644 --- a/benefits/taking_holiday.md +++ b/benefits/taking_holiday.md @@ -59,7 +59,7 @@ It is the responsibility of the person agreeing to a holiday booking to ensure i ### Between Christmas and New Years * We only work for clients during the 3 days between Christmas and New Years if they specifically ask for this. Where there is a client requirement we'd look for volunteers to provide this cover. Most team members will not be working during this time. -* You will need to book this time off as holiday in HiBob unless you are working. +* Please note - you will need to book this time off as holiday in HiBob unless it has been agreed that you are working. ### December and January Taking time off works differently for the two weeks before Christmas and the first week in January as this is a popular time for holidays. @@ -68,4 +68,3 @@ This means we need to coordinate with our team beyond what we may do ordinarily * We'll consult with our clients as early as possible to understand what level of cover they will need. * Time off requests submitted for this period are typically reviewed and confirmed by mid October. -We've put together an [FAQ document](https://docs.google.com/document/d/1vaAFMbznH-sGMgstjmFXrA9dIxio-vr53C7JHs7Inao/edit#) which you can view with your Made Tech account. diff --git a/benefits/work_ready.md b/benefits/work_ready.md index e9e99b22..eb75eea3 100644 --- a/benefits/work_ready.md +++ b/benefits/work_ready.md @@ -4,6 +4,8 @@ We know you're ready to work and so we want you to be work ready. We'll equip yo In addition to this, you have access to a one off £250 work ready allowance. The allowance allows you to purchase items that will assist you in your job role. It can be used from your first day, and doesn’t need to be used in one go. If you are working your notice period, you are unable to use the budget. +Before utilising your work ready budget, please complete your DSE (Display screen equipment) training and DSE assessment to assist you in purchasing items required to fit in with DSE requirements. + To utilise your work ready allowance; simply order the equipment you require then claim it back via expenses on Xero. You must have an invoice or receipt to ensure you can claim it back on Xero. Once on Xero please log the expense under ‘computer equipment <£250’. Once a claim is made you will be added to the next available weekly payment run. For any further questions on expenses please read the [expenses process](../guides/compensation/expenses.md). You can see how much of your allowance is left to use by looking at your profile on Bob under the Work Ready section. diff --git a/guides/chalet_time_policy.md b/guides/chalet_time_policy.md index 82cb9ddd..7f42daef 100644 --- a/guides/chalet_time_policy.md +++ b/guides/chalet_time_policy.md @@ -1,142 +1,168 @@ # Chalet time policy -This document describes where and how people should spend time when not on client work - known as chalet time. The purpose is to make sure people use this time to build their skills, grow Made Tech’s business and contribute to communities of practice. +This document describes how people should spend time when not on client work. This is known as Chalet Time. + +Chalet time should be used to build skills, grow Made Tech’s business and contribute to Communities of Practice. ## What is chalet time? -Chalet time is when people are not on client work. -For example, there is a two week gap for someone finishing the software engineering academy and going onto a client project. Another example, a Lead Designer having three days between their current client project and the next. +Chalet time is when people are not on client work. For example... + +- A two week gap between someone finishing the software engineering academy and going onto a client project. +- A week between a new starter joining the company and their first client project. +- A lead designer having three days between their current client project and the next. + +Occasional chalet time is a common part of a business like ours, as client work isn’t always going to perfectly match our skills and availability. It's a good time to focus on other activities. + +## Getting started in the chalet + +Please follow these steps when you join the chalet. -Occasional chalet time is part of a business like ours, as client work isn’t always going to perfectly match our skills and who is available to work in different teams. -However, used the right way, chalet time can be valuable to grow skills, our business and contribute to communities of practice. +### 1. Join the [`#chalet`][1] Slack channel. +This channel provides up-to-date information on chalet activities and practices. You can use it to ask questions and arrange collaborative work. +### 2. Add mandatory chalet meetings to your Google Calendar. +You can find Google Calendar links for chalet meetings pinned to the top of the [`#chalet`][1] Slack channel. +Members of the Chalet are expected attend these meetings, so that we can: + +- Help people use their chalet time well +- Share opportunities and events +- Help people with blockers +- Build a sense of community + +### 3. Join the [Chalet Community Board][2]. +Use this board to discover tasks you can undertake while in the chalet, including work with Made Tech departments and Communities of Practice. You can also learn about chalet members and their current projects. ## Responsibility for using chalet time usefully -People with chalet time and their line managers will be responsible to ensure this time is used usefully. +Chalet members and their line managers will be responsible for ensuring this time is used usefully. -Line management should therefore focussed partly on: +Line management should therefore focus partly on: - Agree weekly goals to use chalet time according the highest priorities -- Check together progress against goals for chalet time in Small Improvements +- Check progress against goals for chalet time in bob - Agree a plan to get someone onto billed client work - Identify blockers someone has doing activities with their chalet time -- Identify where someone needs their line manager to introduce them to and in some situations advocate for them to join in with something within the organisation +- Identify if someone needs help reaching out to a part of the organisation, so that they can assist or shadow. This could involve introducing someone to a team or advocating on their behalf. -Each Head of Capability Practice is ultimately accountable for everyone in their practice using chalet time the right way. This will be measured by the average people’s time is billed to a client, also known as utilisation. Heads of Capability Practices will report each week how people are using chalet time, as part of weekly utilisation meetings with Operations. +Each Head of Capability Practice is ultimately accountable for everyone in their practice using chalet time the right way. This will be measured by the average amount of people’s time billed to a client, also known as utilisation. ## Priorities for chalet time -The priorities for using chalet time will always stay the same, but what activities you do will depend on your roles and availability. -If there are no activities that need to be done that match your role and availability, chalet time should be used for the next highest priority. For example, if there are no activities that someone could do to find new opportunities on client teams or new business and revenue, people would do hiring activities. +The priorities for using chalet time will always stay the same, but the activities that a chalet member should do will depend on their roles and availability. -Priorities for chalet time: +If there are no activities that need to be done that match the chalet member's role and availability, chalet time should be used for the next highest priority. For example, if there are no activities that someone could do to find new opportunities on client teams or new business and revenue, that person should do hiring activities. -#### 1. New opportunities on client teams +### 1. New opportunities on client teams 1. Billed opportunities, where clients pay for someone’s time 2. Invested opportunities, working on a client team, but not billed to begin with, showing value first 3. Shadowing, getting experience of how teams work -#### 2. New business and revenue +### 2. New business and revenue 1. Bid writing - leading / pairing / shadowing / case studies / research 2. Support marketing team create content, like blogging, case studies, talks that promote Made Tech -#### 3. Hiring +### 3. Hiring 1. Pairing on interviews 2. Outreach to potential candidates -#### 4. Research and development +### 4. Research and development 1. Product development 2. Research projects -#### 5. Communities of practice +### 5. Communities of Practice (CoP) -- [Communities Improvements Backlog][2] +- CoPs have regular meetings and ongoing activities. To participate in these, search Slack for channels starting with `#cop`. +- CoPs will post opportunities to the [`#chalet`][1] Slack channel and the [Chalet Community Board][2]. -#### 6. Learning time +### 6. Learning time - Reading - Training courses - Conferences - Pairing and group learning -#### 7. Holiday that can flexibly be moved - -## Booking or scheduling chalet time +### 7. Holiday that can flexibly be moved -Chalet time activities will be booked and scheduled as follows: +## Booking & scheduling chalet time -#### 1. New opportunities on client teams +### 1. New opportunities on client teams -Billed or invested time - like other times someone joins a client team this will be booked by the Scheduling team and the individual will fill out timesheets for time spent in this team. +Billed or invested time will be booked by the Scheduling team, just like when someone joins a client team. The chalet member will fill out timesheets for time spent in this team. -Shadowing - this time should be recorded as ‘Bench/Chalet’ time in timesheets. +Shadowing should be recorded as ‘Bench/Chalet’ in timesheets. -#### 2. New business and revenue +### 2. New business and revenue -Bid writing - booked by the Scheduling team and the individual will fill out timesheets for time spent on a bid. +Bid writing will be booked by the Scheduling team. The chalet member will fill out timesheets for time spent on the bid. -Marketing - this time should be recorded as ‘Bench/Chalet’ in timesheets. +Marketing activities should be recorded as ‘Bench/Chalet’ in timesheets. -#### 3. Hiring +### 3. Hiring This time should be recorded as ‘Hiring’ in timesheets. -#### 4. Research and development +### 4. Research and development This time should be recorded as ‘R&D’ time in timesheets. -#### 5. Communities of practice +### 5. Communities of Practice + +This time should be recorded as ‘Bench/Chalet’ in timesheets. + +### 6. Learning time -Doing activities on the [Communities Improvements Backlog][2] this should be recorded as ‘Bench/Chalet’ in timesheets. +If your learning activity will make you unavailable for a delivery (eg. a conference or exam) please book this as 'Learning Time' in Bob and let your line manager know. Record this as 'Learning Time' in timesheets. -#### 6. Learning time +Learning activities that won't make you unavailable for a delivery (eg. reading, group learning) should be recorded as ‘Bench/Chalet’ in timesheets. -People with chalet time will [book learning time](https://github.com/madetech/handbook/blob/main/guides/learning/booking_learning_time.md) in the normal way. +We're actively reviewing the Learning process so this may change. If you have any questions please post them in the [`#supply-learning-and-development`][4] Slack channel. -#### 7. Holiday +### 7. Holiday -People with chalet time will [book holiday](https://github.com/madetech/handbook/blob/main/benefits/flexible_holiday.md) as they would any other holiday or leave. +Chalet members will [book holiday][5] in the normal way. ## Responsibility to make activities visible and doable -Different parts of the business will be responsible for making people aware of activities they can do with chalet time: +Various parts of the business will be responsible for making people aware of activities they can do with chalet time: -#### 1. New opportunities on client teams +### 1. New opportunities on client teams -A list of live accounts is pinned to the [`#chalet-time-team`][1] Slack channel, teams and leads are published from Kimble. This will give people a list of people to approach about potential opportunities to join client teams. +A list of live client accounts is pinned to the [`#chalet`][1] Slack channel. This can be used to learn about clients, and to find opportunities to join client teams. -Line managers of people with chalet time will help find opportunities and advocate for them to join client teams, either billed, invested or shadowing. +Line managers of chalet members will help find opportunities and advocate for them to join client teams, either billed, invested or shadowing. -#### 2. New revenue and business +### 2. New revenue and business -Bids team will update the Scheduling team each week of bids people with chalet time can get involved with. +Each week, the Bids team will send the Scheduling team details of bids that chalet members can contribute to. -Marketing team will have a visible [backlog](https://trello.com/b/GpbyEM2N/chalet-marketing-projects) of tasks people can do to help promote Made Tech. This is pinned to the top of [`#chalet-time-team`][1] Slack channel in important links. -If you have a look and feel that it is something you could pick up, please assign your name to the card. If you need any more information, please reach out to in [`#demand-marketing-team`](https://madetechteam.slack.com/archives/C01MMH7DGUA) and they will be able to provide more details and context etc. +The Marketing team will share tasks that chalet members can do to promote Made Tech. These will be posted in the [Chalet Community Board][2]. If you need more information about a task, ask the person who created the ticket or post in the [`#team-marketing`][3] Slack channel. -If you have an idea for a blog post join [`#demand-content`](https://madetechteam.slack.com/archives/CSGHC1WH0) and read the 'how to blog for Made Tech' pinned post to get started. +If you have an idea for a blog post contact James Holloway of the Marketing Team. You can also contact relevant CoPs and teams for input. -#### 3. Hiring +### 3. Hiring -Scheduling team will give the Talent team coordinators access to the Kimble report of who has chalet to do extra hiring interviews or require training to do so. +The Scheduling team will give the Talent Team Coordinators access to the Kimble report of who has chalet time. They can be asked to do extra hiring interviews, or undertake training to do so. -#### 4. Research and development +### 4. Research and development -The R&D team will add tasks to the [CoP trello board](https://trello.com/b/taj8yvLP/communities-improvements-backlog) in [`#chalet-time-team`][1] Slack channel for people in the chalet to do to help build products or research new opportunities. +The R&D team will add tasks to the [Chalet Community Board][2]. These tasks often involve helping to build products or research new opportunities. -##### 5. Communities of practice +### 5. Communities of Practice -Capability and Delivery Heads will maintain a [visible backlog of tasks][2] people with chalet time can undertake to improve their community of practice. This is pinned to [`#chalet-time-team`][1] Slack channel. +Capability and Delivery Heads will maintain a visible backlog of tasks in the [Chalet Community Board][2]. Chalet members can undertake these to improve their community of practice. ## Length of chalet time activities -Chalet time activities must be able to deliver some value in small blocks of time: half day, single day or 3–5 days, meaning chalet time can add value if someone joins a client team at short notice. +Chalet time activities must be able to deliver some value in small blocks of time: half day, 1 day or 3–5 days. This is so that chalet time can add value if someone joins a client team at short notice. -Some activities may need more than a week but still be able to deliver business or personal value in increments of a half day, single day or 3–5 days. +Some activities may need more than 5 days. These should still be able to deliver business or personal value in increments of a half day, 1 day or 3–5 days. -[1]: https://madetechteam.slack.com/archives/C03F23K2RL0 "Chalet time team Slack channel" -[2]: https://trello.com/b/taj8yvLP/capability-improvement-backlog "Capability improvements backlog in Trello" +[1]: https://madetechteam.slack.com/archives/C03F23K2RL0 "Chalet Time Team Slack Channel" +[2]: https://trello.com/b/7lSGB2Xw/chalet-community-board "Chalet Community Board" +[3]: https://madetechteam.slack.com/archives/C01MMH7DGUA "Marketing Team Slack Channel" +[4]: https://madetechteam.slack.com/archives/C0226JKA39T "Supply Learning and Development Slack Channel" +[5]: https://github.com/madetech/handbook/blob/main/benefits/taking_holiday.md "Taking Holiday" diff --git a/guides/compensation/expenses/eyetest.md b/guides/compensation/expenses/eyetest.md index 47156ecc..5d23254b 100644 --- a/guides/compensation/expenses/eyetest.md +++ b/guides/compensation/expenses/eyetest.md @@ -3,7 +3,7 @@ Everyone is able to claim back the costs of an annual eye test. You need to: - Book the eye test yourself and get a receipt -- Submit the receipt for the eye test through Xero +- Submit the receipt for the eye test through Xero, using the category 'Staff Welfare'. ## Claiming for Lenses and Frames diff --git a/guides/contributing_to_the_handbook.md b/guides/contributing_to_the_handbook.md index b5ac3ef0..92a65d3d 100644 --- a/guides/contributing_to_the_handbook.md +++ b/guides/contributing_to_the_handbook.md @@ -2,9 +2,9 @@ This guide aims to make it easier to submit changes to the Handbook without using `git` or a text editor. -## Adding new pages in Github +## Updating and adding pages in Github -### Creating the page +### Creating a page 1. [Go to the handbook.](https://github.com/madetech/handbook) 2. Click through to the folder you want. @@ -16,6 +16,18 @@ This guide aims to make it easier to submit changes to the Handbook without usin 8. Submit the change by clicking "Propose new file". 9. You will be then be able to create a Pull Request to get review of your new page. Click "Create pull request", then share the link with people! +### Updating a page + +1. [Go to the handbook.](https://github.com/madetech/handbook) +2. Navigate to the page you wish to update. +3. Click the pencil button in the top right +4. Make the necessary changes using [Markdown](https://docs.github.com/en/github/writing-on-github/getting-started-with-writing-and-formatting-on-github/basic-writing-and-formatting-syntax). +5. Preview your changes at any time by clicking "Preview". +6. When you're happy with your page, click "Commit changes" and write a short description under "Commit message". For example "update pension scheme page to include the people team email" +7. Select "Create a new branch for this commit" and give it a name relevant to your change. For example, "update-flexible-holiday-page". +8. Submit the change by clicking "Propose changes". +9. You will be then be able to create a Pull Request to get review of your new page. Click "Create pull request", then share the link with people! + ### Addressing review 1. Click on the "Files changed" tab on your Pull Request. diff --git a/guides/hiring/referral_policy.md b/guides/hiring/referral_policy.md index ad3b88cb..05d021f2 100644 --- a/guides/hiring/referral_policy.md +++ b/guides/hiring/referral_policy.md @@ -13,7 +13,7 @@ Our company will give incentives and bonuses to employees who refer qualified ca This is how our employee referral reward program works: -This Employee Referral Program Policy applies to all our employees who refer candidate to our company. +This Employee Referral Program Policy applies to all our employees who refer a candidate to our company. | Monetary Amount | Salary Level (£) | Payment amt on start date | Payment amt after probation | | ------------------: | :--------------: | -------------------------:| --------------------------: | diff --git a/guides/it/Hardware.md b/guides/it/Hardware.md index 2a1beb15..1760c1d5 100644 --- a/guides/it/Hardware.md +++ b/guides/it/Hardware.md @@ -1,6 +1,6 @@ # IT Hardware -Ops look after all the laptops and other IT infrastructure in the offices. For accessories such as monitors, keyboards, etc. take a look [here](https://github.com/madetech/handbook/blob/main/benefits/work_ready.md) and speak to your ever helpful Community Manager. +Ops look after all the laptops and other IT infrastructure in the offices. For accessories such as monitors, keyboards, etc. take a look [here](https://github.com/madetech/handbook/blob/main/benefits/work_ready.md) or slack to #ops. ### Laptops Everyone at Made Tech will be given a laptop aligned to the role they do. The Linux users in Made Tech would like to specifically highlight that Engineers can request Linux machines :) @@ -31,15 +31,10 @@ You may have or receive a laptop with a slightly different spec - these are olde Standard laptop specs will be reviewed annually, and as and when Apple change their specs. The last review was November 2022. -If there is an issue with your laptop please email [support@systemagic.co.uk](mailto:support@systemagic.co.uk) +If there is an issue with your laptop please email [it@madetech.com](mailto:it@madetech.com) ## Laptop replacement cycles -Laptops are replaced every 3 years, according to the age of the individual laptop, not how long a user has had it. When your laptop is due for replacement you'll be contacted by Systemagic or Ops to arrange for a new one to be given to you and return of the old one. +Laptops are replaced every 3 years, according to the age of the individual laptop, not how long a user has had it. When your laptop is due for replacement you'll be contacted by Aura to arrange for a new one to be given to you and return of the old one. New laptops will be whatever the standard spec is for your role at that time. - -When they've been returned, laptops are traded in or recycled, depending on what state they're in. - -- If a laptop is not eligible for trade-in (e.g. has icloud lock, is too damaged, not working, no value) then Systemagic performs a full disk wipe and the laptop is recycled by https://greenmachinecomputers.com/ -- If a laptop has a trade-in value then Systemagic performs a full disk wipe and prepares it to be in best condition to maximise trade-in valuation (e.g. stickers removed, residue scrubbed off, device cleaned). The laptop is valued through https://www.stormfront.co.uk/trade-in then sent to a trade-in partner for analysis. Any payment received is credited to MadeTech’s next invoice. diff --git a/guides/it/docker.md b/guides/it/docker.md index d9f5c863..81979c6a 100644 --- a/guides/it/docker.md +++ b/guides/it/docker.md @@ -5,8 +5,8 @@ Docker is an open platform for developing, shipping, and running applications. D Due to changes within Docker, from Jan 2022 any employees using a Made Tech email address must use the Made Tech licence for Docker Desktop and not an individual licence. ## Onboarding/offboarding -If you require a Docker licence please message `operations@madetech.com` or slack #ops-it-support with the details of the project / workstream that you need adding to. +If you require a Docker licence please message `it@madetech.com` with the details of the project / workstream that you need adding to. If you are a Delivery Manager / the Lead Engineer on a project then please ensure that you notify the Operations team if a member of your team leaves your project so that we can remove their access to that project. -If you have left a project and are still in the team on Docker or you no longer require your licence please ensure you let the ops team know by sending a message to operations@madetech.com or #ops-it-support +If you have left a project and are still in the team on Docker or you no longer require your licence please ensure you let the ops team know by sending a message to it@madetech.com diff --git a/guides/it/laptop_replacements.md b/guides/it/laptop_replacements.md index 89bcb143..6feaf984 100644 --- a/guides/it/laptop_replacements.md +++ b/guides/it/laptop_replacements.md @@ -2,30 +2,30 @@ The laptop renewal period is 3 years, which is based on the age of the laptop not the amount of time an individual has had it. Renewal is entirely optional - if you want to keep your current laptop that’s fine. -- Systemagic will contact you to let you know the laptop is eligible for renewal. You’ll be offered a new machine in line with our agreed [laptop specifications for your role.](https://github.com/madetech/handbook/blob/main/guides/it/Hardware.md) +- Aura will contact you to let you know the laptop is eligible for renewal. You’ll be offered a new machine in line with our agreed [laptop specifications for your role.](https://github.com/madetech/handbook/blob/main/guides/it/Hardware.md) -- Systemagic will then arrange to send you a new laptop. +- Aura will then arrange to send you a new laptop. -- Once you've finished transferring any information from your old laptop you need to either send it back to Systemagic or arrange to drop it off with a member of the Ops Team in the London office. For either method please can you ensure: +- Once you've finished transferring any information from your old laptop you need to send it back to Aura. Please ensure: - That the device is clean (no stickers) - That the charger is included -- There is a note with your name on it so that Systemagic can identify who it’s from. +- There is a note with your name on it so that Aura can identify who it’s from. If you are posting the laptop you need to ensure it’s suitably packaged and has plenty of padding to ensure a safe return. Send it with tracking and insurance to the following address:
-Systemagic -The Old Gas Warehouse -Frome Road -Bradford on Avon -Wiltshire -BA15 1HA +Aura Technology +1-2 Trinity Court +Brunel Road +Totton +Southampton +SO40 3WX-We recommend using the following methods to send the laptop and charger to Systemagic: - -[Post Office Track and Trace](https://www.postoffice.co.uk/track-trace) +We recommend using the following method to send the laptop and charger to Aura as this both tracks and insures the laptop, and you can arrange to have the parcel collected from your home: [Special Next Day Delivery](https://www.royalmail.com/sending/uk/special-delivery-guaranteed-1pm) -You can expense the postage by sending a receipt for postage to [finance@madetech.com](mailto:finance@madetech.com). We currently do not offer an option to purchase your laptop. +You can expense the postage by claiming back via Xero - in the description of the xero expense add ‘returning laptop to Aura for 3-year replacement'. + +We do not offer an option to purchase your laptop. diff --git a/guides/it/linux_av.md b/guides/it/linux_av.md index c629a600..26eb9c23 100644 --- a/guides/it/linux_av.md +++ b/guides/it/linux_av.md @@ -1,9 +1,9 @@ # All about Linux -In order to reach the standards for [ISO](https://www.madetech.com/blog/iso-27001-changes/) and [Cyber Essentials Plus](https://www.ncsc.gov.uk/cyberessentials/overview), all our laptops must meet a certain set of requirements. For Mac and Windows machines that is controlled remotely by our IT Partner Systemagic. For Linux machines that currently all needs to be done manually. +In order to reach the standards for [ISO](https://www.madetech.com/blog/iso-27001-changes/) and [Cyber Essentials Plus](https://www.ncsc.gov.uk/cyberessentials/overview), all our laptops must meet a certain set of requirements. For Mac and Windows machines that is controlled remotely by our IT Partner Aura. For Linux machines that currently all needs to be done manually. The documentation below is valid in places and out of date (but not incorrect) in others. A new set of standards is being put together but it won't be ready until January 2022. At that point this new information will move to the internally facing Knowledge Base. -In the meantime, Welcome, if you have any questions please ask [operations@madetech.com](mailto:operations@madetech.com) and join the #linuxination Slack channel! Everybody really likes Linux so whether you are new to Linux or a Linux wizard we all like questions and are all here to help. +In the meantime; Welcome! If you have any questions please join the #linuxination Slack channel! Everybody really likes Linux so whether you are new to Linux or a Linux wizard we all like questions and are all here to help. diff --git a/guides/it/software_licenses.md b/guides/it/software_licenses.md index b923b069..7d92e7ba 100644 --- a/guides/it/software_licenses.md +++ b/guides/it/software_licenses.md @@ -4,9 +4,10 @@ Most standard software including SaaS applications will be set up on your laptop when you receive it. A standard toolset is being put together and we're implementing a way for everyone to easily access and download what they need. Some software is installed on Mac or Windows laptops to ensure we can keep the hardware safe and working, and to meet our CE+ and ISO certification obligations. Please do not attempt to remove the following software: -- Jamf - this is a management platform for our Apple devices. Jamf reports back to Systemagic and Made Tech Ops on security settings, security updates and will allow us to remotely push out settings like the Made Tech VPN connection and virus protection. -- JamfProtect (Mac only) - this is anti-virus software. -- SentinelOne (PC & Linux) - this is anti-virus software. +- Kanji - this is a management platform for our Apple devices. Kanji reports back to Aura on security settings, security updates and will allow us to remotely push out settings like the Made Tech VPN connection and virus protection +- SentinelOne - this is anti-virus software +- ThreatLocker - this enables the enhanced administrator access +- N-Central - this allows Aura to provide remote support by viewing and taking control of your device ## Requesting access to software If you need something that isn't installed please don't just go and buy it or use a free trial - we probably already have a licence and can get you set up. In some cases we may ask you to use our standard tools rather than a personal preference as we're looking to avoid duplication in having many tools performing similar or the same job. We also need to demonstrate that we have the correct measures in place to protect our data, our clients' data, and their customers' data. The tools we use are a key part of that. @@ -16,37 +17,31 @@ This is not intended to place barriers in the way of teams having access to the If you would like to request new software that Made Tech doesn't currently use as standard, or if a client is requesting use of a specific tool, please use [this form](https://docs.google.com/forms/d/14yjYQttTsW38g0gUCTo5gqeUcLd1fFyk8O2pL5PyOr8/edit) to do that. This will go to the Operations Team to review and they'll come back to you directly to clarify anything and talk about set up, onboarding etc. ## Standard Software -If you need access to existing software email [operations@madetech.com](mailto:operations@madetech.com) or drop a Slack in #Ops (except where indicated). This is not an exhaustive list (we're still working on that). +If you need access to existing software email [it@madetech.com](mailto:it@madetech.com) (except where indicated). This is not an exhaustive list (we're still working on that). -It's worth remembering that you're likely to need admin access to install most software. Team members can request access to admin permissions by emailing [support@systemagic.co.uk](mailto:support@systemagic.co.uk) requesting admin access with details of the purpose for access e.g upgrading system software. Access should be used only in line with the purpose detailed in the request. You must not log into the admin account on your laptop directly. - -Systemagic will respond to requests between 9am-5pm Monday to Friday so please ask within these hours if you're planning on installing anything out of hours. - -- Google Workspace (email [support@systemagic.co.uk](mailto:support@systemagic.co.uk)) +- Google Workspace - [Slack](https://github.com/madetech/handbook/blob/main/guides/it/slack.md) - Trello - [Miro](https://github.com/madetech/handbook/blob/main/guides/it/Miro.md) -- Salesforce / Kimble +- Salesforce / Kimble (slack #ops-kimble-support) - 1Password - Learnably (email [support@systemagic.co.uk](mailto:support@systemagic.co.uk)) - HiBob (slack #team-people) -- Small Improvements (slack #team-people) - Airtable - GitHub -- Jamf -- Microsoft Teams (email [support@systemagic.co.uk](mailto:support@systemagic.co.uk)) -- Workable -- Xero +- Microsoft Teams +- Workable (slack #team-people) +- Xero (slack #ops-finance) ### Role specific (Request required) - Amazon Web Services (AWS) - Microsoft Azure -- Jetbrains (email [support@systemagic.co.uk](mailto:support@systemagic.co.uk)) +- Jetbrains - [Docker](https://github.com/madetech/handbook/blob/main/guides/it/docker.md) - Figma - Dovetail - Consent Kit - Adobe Creative Cloud or relevant applications - Lucidchart -- Office 365 (email [support@systemagic.co.uk](mailto:support@systemagic.co.uk)) +- Office 365 - TablePlus diff --git a/guides/learning/README.md b/guides/learning/README.md index f15c7303..ea19df59 100644 --- a/guides/learning/README.md +++ b/guides/learning/README.md @@ -5,20 +5,37 @@ Learning and mentoring is a core value at Made Tech. We strive to continuously l ## What resources are available? -You'll receive a learning budget which is ready for you to use in Learnerbly, our online learning platform. You can access a variety of content, including books, online and offline courses, and even individual coaching sessions. It’s important that you use your budget on resources that directly link to your development here at Made Tech, whether that’s for your current role or a promotion you’re working towards. +You'll receive an individual learning budget to spend on resources that directly link to your development here at Made Tech, whether that's for your currrent role or promotion your working towards. You are able to purchase resources on Learnerbly, our online learning platform or via other external providers. + There is also a variety of learning content developed and shared by people at Made Tech, plus partnerships with external providers for anything that we can't deliver in-house, like certifications and specialised courses. +### In House learning programmes -### When joining Made Tech -Our plan for FY24 is to introduce a tapered appraoch to learning budgets. Whilst we are still working on finalising localised learning priorities, we will be assigning a proportioned amount to all team members for Q1. +Intro to Line Management + +We deliver an inhouse intro to line management programme for all individuals or are new to line management at Made Tech. We are currently reviewing this course and looking to launch a revised programme by Quarter 3 (Dec-Feb) + +Technical Training: Clean Code 101 + +We deliver an in person Clean Code 101 training programme, a bootcapmp covering programming concepts which is suitable for all Engineering levels. This programme is delivered througout the year - more information can be found at https://learn.madetech.com/technology/calendar/ + +Technical Training: Recapping TDD and Testing along the spectrum +A 1.5 day in person boot camp aimed to build confidence in 'test driven development' using different tools across different areas of teating. This programme is delivered througout the year - more information can be found at https://learn.madetech.com/technology/calendar/ + +What is Consulting and How I should do it at Made Tech. + +A one day in person bootcamp covering the consulting market, how Made tech fits into that market, how to approach account strategy and influence your client. This course is suitable for all roles at Made tech. This programme is delivered througout the year - more information can be found at https://learn.madetech.com/technology/calendar/ + + +### When joining Made Tech +Based on the feedback we have received that more junior roles in Made Tech would beenfit from having an increased budget available to support their development earlier in their careers, and that senior roles would beenfit from investment in a more custom learning programme, we introduced a tapered amount dependent on role level. ### When leaving Made Tech -Learning allowance will end as a benefit from the day it’s confirmed that a team member will be leaving Made Tech (e.g. when their notice has been accepted). We Won't claw back any of your allocated personal learning spend. +Learning allowance will end as a benefit from the day it’s confirmed that a team member will be leaving Made Tech (e.g. when their notice has been accepted). ## Showcases -We have showcases every Friday between 4:30pm and 5pm. You'll get opportunities to present to the team, or learn something new from other teammates. All full-time team members should come along when work commitments allow. +We have showcases every Friday between 4:30pm and 5pm. You'll have opportunities to present to the team, or learn something new from other teammates. All full-time team members should come along when work commitments allow. -We are currently refreshing our whole approach to learning and mentoring at Made Tech, in doing this, we intend to adopt an agile approach - introducing and experimenting in stages to validate their impact and scalability. This handbook will be updated regularly to include our new learning initiatives. diff --git a/guides/line-management/121s.md b/guides/line-management/121s.md index 11eafbab..d510a709 100644 --- a/guides/line-management/121s.md +++ b/guides/line-management/121s.md @@ -20,13 +20,12 @@ You might talk about: ## Our 121 tool We use the 121s section on bob to schedule and take notes of all our 121's. These notes become data points that your direct reports can use to prepare for annual reviews and promotions. A scheduled 121 will have a list of 'Talking points' (agenda) that you can setup in advance. It's also an easy way for direct reports to ask peers for feedback and set objectives for career progression. - ## Line Manager 121 expectations We expect you to: - spend a minimum of 1 hour per month with each direct report -- record 121s and notes on Small Improvements +- record 121s and notes on bob - to start with, set the agenda and lead the 121 meetings - provide clarity on role expectations and performance - help prepare direct reports work towards career progression (or passing probation) @@ -40,5 +39,5 @@ We expect you to: - take ownership of setting and reviewing goals frequently - set 'Talking points' ahead of 121's - prepare examples of work or feedback you want to talk about -- take notes in Small Improvements +- take notes in the 121 section on bob - over time, take the lead with setting the agenda and leading the 121 meetings diff --git a/guides/office/kitchen.md b/guides/office/kitchen.md index aa1c472d..7c5af9d4 100644 --- a/guides/office/kitchen.md +++ b/guides/office/kitchen.md @@ -2,6 +2,8 @@ We share the kitchen space with each other as well as with our customers. We have put together a few guidelines for keeping the kitchen nice and tidy. +While we don’t have a designated employee solely responsible for restocking fridges and cupboards, if you see empty stock in fridges and cupboards, please use the overstock (labelled) to restock these areas. The Ops team try to keep on top of this, but some days can be busier than others, and we may not be in the following day. We want to try and ensure everyone is greeted with stocked drinks and snacks upon arrival. + ## Coffee We love our coffee at Made Tech. We have fresh beans regularly delivered to the office and have multiple thermos drip coffee jugs that keep coffee lovely and fresh. Please ensure: diff --git a/guides/office/officehandbook.md b/guides/office/officehandbook.md index 61016774..688021e1 100644 --- a/guides/office/officehandbook.md +++ b/guides/office/officehandbook.md @@ -15,6 +15,10 @@ You can book a desk in any office using [Office RnD](https://hybrid.officernd.co Below is information on access and layout for each of our offices. If anyone has a disability that may require additional needs whilst in an office, please slack either #ops or email [operations@madetech.com](mailto:operations@madetech.com), and we will assist you with completing a PEEP. +# Office etiquette + +Please leave desks and meeting rooms as you (should hopefully) find them. This means making sure all the equipment, including stationery, remotes, USB-C cables, keyboards, etc., are back where they should be. Chairs should be returned to the correct desk or room, and meeting room tables should be clear. + ## London ### Entry to London diff --git a/guides/process/scheduling/how_to_timesheet.md b/guides/process/scheduling/how_to_timesheet.md index 76cdb0fd..ef88d2be 100644 --- a/guides/process/scheduling/how_to_timesheet.md +++ b/guides/process/scheduling/how_to_timesheet.md @@ -4,7 +4,7 @@ We use [Kimble](https://www.kimbleapps.com/) to complete timesheets. All resources on how to complete and approve timesheets are in the [Knowledge base](https://sites.google.com/madetech.com/signpost/home/kimble-resources?authuser=0) (including a link for login through Single Sign-On (SSO)). -Made Tech hours are 35 per week, 7 hours per day full time. Part-time hours are prorated according to your agreed hours. +Made Tech billable hours are 35 per week, 7 hours per day full time. Part-time hours are prorated according to your agreed hours. Only billable team members need to complete a timesheet (including contractors) and you will be notified at your onboarding session if you need to complete one. The timesheet must be completed to account for all of your time in the working week (excluding contractors). diff --git a/guides/process/scheduling/setting_up_projects.md b/guides/process/scheduling/setting_up_projects.md deleted file mode 100644 index 213d7a99..00000000 --- a/guides/process/scheduling/setting_up_projects.md +++ /dev/null @@ -1,144 +0,0 @@ -# Setting up Projects - -We use [Harvest](https://madetech.harvestapp.com/) and [Forecast](https://forecastapp.com/967648/schedule/projects) to track and project time spent on both internal and customer-facing projects at Made Tech. - -It is important that we set up projects consistently, as accurate time tracking underpins a number of important things: - -- We almost always invoice customers on a Time and Materials (T&M) basis, which means timesheets for customer engagements are converted directly in to invoices - -- There are various transactions that happen between markets (e.g. for a London person spending time working on a delivery in Manchester) that impact revenue and cost in both markets - -- Service Areas have a set budget that they're working to - -## Workflow - -There are a number of steps to setting up a new project. The remainder of thise guide describes the context behind the decisions you'll need to make when setting up a new project. - -1. Create project in Harvest -2. In the case of billable projects ensure there's a budget defined -3. Assign people and rates to project in Harvest -4. Import project to Forecast -5. Forecast people against project in Harvest -6. Ensure the team know what to timesheet against - -Before setting up a new project, please ensure you speak with the Ops Team in `#ops-scheduling` channel in Slack. - - -## Client - -Every Project has a Client. Typically this will be the client we're working with. However, there are a couple of exceptions: - -### Partner organisations - -Sometimes we collaborate with partner organisations. If that partner organisation is "priming" the engagement (i.e. they're billing the client), the client should typically be set as the partner organisation, as we'll be invoicing the partner organisation rather than the client. - -### Internal initiatives - -If we're working on an internal initiative, such as a Service Area, or running an internal project within a Market, there are a number of internal clients: - -- Made Tech: this client is reserved for group-wide activities such as Service Areas, Holidays, Absence etc. - -- Made Tech _market_: (e.g. Made Tech Bristol) this client should be used for local internal activities such as chalet projects. - - -## Project codes - -Project codes help us to more easily allocate time and cost and make financial reporting less time consuming. - -There are a number of components to a project code: - -`LOCATION-CATEGORY-NUMBER` or