Adjustments for Maintenance Services

[aharwood2]

At UoM we have a new Ops Service starting that looks after maintenance. It is useful to be able to track this separate to regular project work. We can enable this in CapX by:

• Add a flag to the subtask to mark it as a maintenance task or combine with leadership to form a subtask type.
• Switch to filter out maintenance tasks on the capacity view so that they don't count towards capacity usages.
• Projects with funded maintenance to have a timesheet task with the duty BAU -- will need to run a script to update the timesheet tasks where RSOS engineers are assigned to funded maintenance tasks -- check with Ian.
• Relax the errors on CapX around "maintenance" projects to ensure that "maintenance" means owned by RSOS. Might not have a task as it might not be funded -- not sure what I meant by this!

[aharwood2]

@ianhinder -- could you check my def of done here to make sure I've understood correctly what needs to be done. I need some clarity on the last one as I didn't note enough detail! Trying to get this into v1.14.1.

[ianhinder]

• Add a flag to the subtask to mark it as a maintenance task or combine with leadership to form a subtask type.

At the moment we would have three task types: leadership, maintenance, development, I guess. They shouldn't overlap, so perhaps this is the way to go? Having an independent toggle would be the most flexible. I think I don't have a strong opinion either way. Maybe slight preference for the task type.

I would not use the word "maintenance" here, as there could be tasks which are maintenance but not owned by the operations service team (yet), and I would like to track specifically the ones owned by the ops team. The word might have to be something fairly generic to potentially apply to other RSE groups; maybe "operations"? Not sure. Could the wording be customised for each site? e.g. it could be "RSOS" for us, and default to "maintenance".

• Switch to filter out maintenance tasks on the capacity view so that they don't count towards capacity usages.

I think we just decided to omit these tasks and not provide a switch. We can always provide one later if needed. I can't think of a situation where I want to see project plus maintenance assignments.

• Projects with funded maintenance to have a timesheet task with the duty BAU -- will need to run a script to update the timesheet tasks where RSOS engineers are assigned to funded maintenance tasks -- check with Ian.

Can we do this manually as each project is onboarded? Otherwise getting it right could be a bit fiddly.

• Relax the errors on CapX around "maintenance" projects to ensure that "maintenance" means owned by RSOS. Might not have a task as it might not be funded -- not sure what I meant by this!

I'm not sure either! Maybe this is the error of "project is active but there is no task running"? But we should then make sure there is an unfunded maintenance task in that case.

I wrote:

• For each project, a timesheet code for unfunded maintenance in addition to the code for funded maintenance

This would only be needed for projects which are owned by the ops team but are not funded. As we onboard, we can request such codes.

• Timesheet codes for each RSOS supported service which is not funded that doesn't have one already

Again, these can be requested as needed.

• Reopen finished CapX projects into maintenance state if there is anything still running that we intend to keep running on best effort (?)

We weren't sure about this one, but I think it would make sense. If we are using CapX to track work on something, then the project isn't really finished; it's in unfunded maintenance. And "maintenance" is a suitable state to cover that.