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OPS-in-a-BOX OPERATING MANUAL


English version 3.0.1

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OPS-in-a-BOX OPERATING MANUAL


English version 3.0.1

Introduction 

The OPS-in-a-BOX (OIB) cloud platform is a versatile and highly effective instrument of modern business management. OIB incorporates best practices as well as the newest trends in management known as a “liquid work.” Individual capabilities of the platform are accessible based on user roles.

The platform is supported by any device (PC, MAC, tablet, smartphone) that runs internet browser Chrome, Firefox, and Safari. Some functionality limitation can be experienced on older versions or other types of browsers.

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the future of work


OPS-in-a-BOX the future of work

the future of work


OPS-in-a-BOX the future of work

INTRODUCING THE FUTURE OF WORK

OPS-IN-A-BOX

 

“OIB” BENEFITS

◼︎ OIB (OPS-in-a-BOX) platform is part of the new application trend that supports so-called "LIQUID” WORK approach towards enterprise work management in a complex and fast-changing environment. It avoids using ineffective models of centralized or decentralized work.

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◼︎ OIB platform brings the company’s “work together” by “connecting outputs and deliverables of complex processes” (services) in functional departments using so-called "company map" that is simple to understand.

 
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1) OIB platform uniquely connects company work across many systems and platform (CRM, Ticketing system, Marketing campaign tools, etc.) with “work time” that is stored in calendars of each employee and “cost” that is stored in the financial systems. OIB calculates the profitability of each deal in real time. OIB eliminates the necessity to capture work hours in separate timesheet application. You see connected information through the dimension of your choice (team member, work, work time, cost)


 
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2) On the other hand, OIB gives full “functional freedom“ to use existing departmental processes and tools.

3) In addition OIB platform “organize materials” that are easily accessible from one place no matter where they are stored or what platform they were created in. You avoid complex searches; all content is at your fingertip.

 
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◼︎ The work of small flexible teams is organized around virtual “work desks.” All materials and content are linked to these “work desks” by context to avoid duplicity and need for version control. Information about your tasks, meetings, and decisions is similarly tied to the work desks. Your Office 365 or Google calendars are synchronized with OIB.

 
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◼︎ The deliverables of your existing work processes are called “service” and are offered internally among individual departments of your company. If someone needs work to be done, they ask for the deliverable (service) electronically within OIB. This arrangement guarantees that you know who is asking for what deliverables and who works on it.

◼︎ OIB is unique compared to other platforms because it makes “work output visible” but “hides complex processes” that lead to it. It doesn’t burden the entire company with unnecessary details and makes work transparent and simpler to follow.

SIMPLE WORK STRUCTURE

◼︎ The unprecedented work transparency is achieved by combining a company’s simple work structure with maximum autonomy and agility given to the teamwork in the functional departments.

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◼︎ The “Elements” of the company’s work structure.

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◼︎ “WORKSTREAM” - is a template for routinely repetitive work on the company level that all employees should understand. It is not a detailed functional process but rather a stream of deliverables completed by individual departments that form a final company output. ( example: sales cycle, customer support cycle, planning, and control cycle, measurement and evaluation of results, etc.)

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◼︎ “MILESTONE” - represents a point within a WORKSTREAM named by a specific progress achievement. It splits the workstreams into smaller parts for a more natural orientation of team members about work progress. (examples: deal identified, offer extended, deal closed, etc.)

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◼︎ SERVICE/DELIVERABLE represents agile teamwork completing important deliverable while using departmental processes and tools. The team meetings, events, tasks and decisions coordinate the work of the team members. The work takes weeks typically to months. (a typical example is: hiring employee, close a deal, implement a tool, resolve a customer complaint, team compensation plan, etc.)

◼︎ The difference between “SERVICE/DELIVERABLE” and ”TASK” is the volume of work; it’s duration and number of participants completing the work. Also ”TASKs” usually roll up under a “SERVICE/DELIVERABLE.”

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◼︎ “WORKDESK” - is a virtual work area where invited co-workers organize and coordinate their work and store information relevant to a particular “SERVICE/DELIVERABLE” which is a part of a specific “WORKSTREAM.”

 
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◼︎ “TASK, EVENT, MEETING, DECISION” are collaborative “generic functions” used for work on individual “workdesks” of a “SERVICE/DELIVERABLE.”

 
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IMPROVING YOUR DAILY WORK

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◼︎ 1. Transparent view of your work is enabled through three “lenses”:

  • people - my contacts ( choose a co-worker and the system will show you what’s being work on and how much time is used)

  • work - my work (shows the identical information through the lens of work - as a list of your deals or other transactions

  • time - my calendar (you’ll see what work is done and who is participating)

◼︎ 2. Work requests are administered through an INBOX where you accept or decline work you are requested to perform and mark as a completed when you finished.

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◼︎ 3. Auto “Reminders” monitor work effectiveness and meeting deadlines.

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GENERIC FUNCTIONS


společné všem oddělením

GENERIC FUNCTIONS


společné všem oddělením

INBOX - REQUEST AND ACCEPTANCE OF WORK

◼︎ INBOX (pracovní schránka) - ukazuje věci o kterých máte vědět a co se v systému odehrálo během vaší nepřítomnosti. Práce o kterou jste požádání (buď servis nebo tásk) ze zobrazí jako položka v pracovní schránce a vy kliknutím na ozubené kolečko můžete práci akceptovat nebo odmítnout. Zadavatel práce nasledně dostane potvrzení do inboxu o vaší volbě. Zároveň dostanete tyto informace přes e-majl kde můžete práci přímo akceptovat aniž by jste se museli logovat do systému. Systém vám umožní nastavit jaký druh informací chcete vidět aby vás nezatěžoval nerelevtními informacemi. Pro toto nastavení klikněte pod napisem "inbox" na tlačítko "All" a zapnutim či vypnutím jednotlivých položek z výběru si nastavte co chcete v inboxu vidět,

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◼︎ DASHBOARDY - jsou přístupné manažerům a ukazují operativní analýzy "práce", "pracovníků" a "finančních nákladů"

◼︎ REPORTY - jsou přístupné manažerům a ukazují finanční analýzy" forekastu", "příjmů a výdajů", "plateb" a "marketingu"

◼︎ TASK REPORT - zpřehledňuje manažerům celkovou práci s tásky a jejich zadáním, postupem a ukončním

◼︎ BIZ MODEL - Překládá operativní data v reálném čase do vámi zvolené metody strategického postupu firmy, tj. říká vám kede jste s implementací vaší strategie z realných operativních dat vaší firmy



COLLABORATION FUNCTIONS

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◼︎ SCHŮZKY (MEETINGS) - je jednorázová nebo opakující se schuzka s více učastniky (např. jednání se zákazníkem, plánovací schůzka, pracovní pohovor atd.)

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◼︎ UDÁLOSTI (EVENTS) - je vaše jednorázová práce nebo událost které se učastníte jen vy (např. cesta ke klientovy, vyúčtování cestovného, příprava na schůzku, odpovědˇ na dotaz atd.)

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◼︎ ÚKOLY (TASKS) - jsou úkoly které si sobě nebo spolupracovníkům zadáte, nebo vás o ně někdo požádá v požadovaném termínem ukončení. Na ůkolu pracujete postupně v určitých intervalech jak váš čas a priority dovolí před termínem dokončení. Čas zaznamenáváte průběžně jak na úkolu pracujete.

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◼︎ ROZHODNUTÍ (DEISIONS) závažné mínění spolupracovníků podle kterých se budou řídit akce v určité oblasti nebo části práce. Rozhodnutí jsou uchována v systému OIB v jejich spojení se zakazníky jejich zakázkami a pracovními funkcemi kterých se týká (např. fiannce). Toto umožní vybudovat “firemní pamětˇ” do které se dá nahlédnou podle potřeby a ujasnit si proč a v jakých závislostech byla rozhodnutí udělána. Tento přístup zvyšuje jasnost o věcech ve firmě a odpovědnost zaměstnaců za důsledky rozhodnutí.


TIME MANAGEMENT

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◼︎ Why to track your work time? Many consider this effort redundant if you don’t run “time-based” business billing. There are however a couple of good reasons to capture your work time anyway:

  • You can show your management how you participate in the company success. If your participation has a time stamp on it, it is hard for anyone to take credit for your work. If you work in a team, your participation and time contribution is captured and recognized.

  • When tracking your time, you will use it more effectively. Our ATA calendar capability (Active Time Awareness) enables you to align your work time with your company priorities and strategy. ATA gives you the ability to constructively address your workload with the management if you feel overworked or if your time is not optimally utilized.

◼︎ Time is the most valuable asset which you probably don’t pay enough attention to. It is about to change. Our calendar doesn't let you only view what happens with your time; It helps you to change the way you spend it.

◼︎ Plan your day! Flexibly adjust your time based on the progress you make during the day. Change your events, meetings and time on tasks. Here is how to do it”

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  1. Start with the “meetings” - BLUE color (meetings depend on a time allocation by multiple people, therefore they are harder to reschedule.) Use calendar “events” to block time before the meeting for preparation and schedule 15 to 30 minutes post meeting to process notes. It will save you an hour or so jogging your memory later and reaching out to the colleagues for missing and forgotten context.

  2. Plan and enter “events” - GREEN color, that represent quick “one-off” deliverables or other work during the day (e.g., reply to the customer question, etc.). Enter the estimated time you think you will need for accomplish each event. During the day, relocate the events in your calendar based on your evolving priorities, so you keep a realistic overview of your workload and time you have to accomplish it. It is much more efficient than keeping a separate “to do” list. You will plan more realistically what you can accomplish, avoid stress, and overwork from too ambitious commitments. You’ll be able to discuss your workload with the management rationally.

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3. Last we recommend reviewing all the “tasks” - ORANGE color (on the top of the calendar) that you have currently running (requested by you or your colleagues). Judge which task are important and urgent to meet their deadlines. Reserve time in your calendar by using temporary “events”. Prioritize time by shifting less essential tasks, events and meetings into the future. As you log in actual work hours, it helps you to judge work time future for future tasks correctly.

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◼︎ Link your time to the company Work Hierarchy. We recommend as well that you allocate all meetings, events, and tasks to the appropriate work or project in your company work hierarchy. The platform will automatically calculate your time distribution by particular deal or client engagement for both internal and external stakeholders. The work list with time distribution will help you to optimize your time use in long run.

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If you turn the above routine into a habit and manage your time and work actively in one place you will gain back control of your life, become more productive and impactful for your organization.


LINKING DOCUMENTS

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◼︎ vše co je na webu a má svůj “link” se dá připojit a namapovat na různých místech OIB systému (například pracovní stoly servisů, zakázky, úkoly atd.) a tím zminimalizovat duplicitu dokumentů a informací i jejich vyhledávání,) Linky se dají připojovat dvěma způsoby.

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  1. manualním zkopírováním” a vložením na připravené místo linku

  2. pomocí toolu “bookmarker” (viz další bod)


BOOKMARKER

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◼︎ BOOKMARKER je pomůcka která vám umožní připojovat dokumenty do OIB systému k zakázkám, jejich pracovním stolům, i jednotlivým úkolům aniž by jste se v browseru museli neustále přepínat do OIB sytému a složitě kopírovat linky dokumentů.

◼︎ Po nainstalování bookmarker “extention” do browseru Chrom nebo Firefox můžete v jejich desktopové verzi značne omezit počet kliků na mapování a připojováni dokumentů k jednotlivým částem vaší práce. Link namapované informace je sdílen se všemi kteří maji k dané časti vaší práce přístup, vlastní přístupová práva však respektují nastavení originálního systému (např google drive, iCloud, onedrive atd.) pod kterým je informace nebo soubor fyzicky uložen.

◼︎ Jak bookmarker instalovat? Stáhněte si bookmarker. Po stahnutí souboru bookmarkeru s nazvem “addon-2.0.zip” jej rozbalte dvojitým kliknutím na soubor. Vytvoří se vám adresář s jednotlivýmy instalačními soubory. V browseru Chrom pak klikněte v pravém horním rohu na “tři tečky”. Po otevření menu vyberte “Moore Tools” (v anglické verzii browseru) a pak vyberte “Extensions”.

klikněte na “Load Unpacked” a vyberte z vašeho adresáře ten který se vytvořill rozbalemí zazipovaného souboru

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Stiskněte “Select” a bookmarker se vám naistaluje do lišty browseru. Nyní jste připraveni bookmarker používat.


TAGS

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◼︎ “Tag” (štítky/návěští) slouží k flexibilnímu vytvoření skupin/dimensí informací pokle kterých můžete filtrovat a reportovat v systému. Pole “Tags” jsou umístěna na mnoha místech systému, klikněte na ikonu “štítku”, vyberte skupinu a zaklikněte tagy ktere chcete přiřadit dokumentu, pak mužete tyto informace vyhledávat podle štítků kliknutím na pole “trychtýře”.


REMINDERS

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◼︎ Systém umožnuje nastavení upomínek na mnoha místech v systému (lidí a firem, milníky práce, pracovní stoly, úkoly atd.) všude kde uvidíte ikonu obrýsu dutého zvonečku, klikněte na ni. Otevře se vám panel upomíkny ve kterém vyberete datum kdy chcete být připomenuti a zapište důvod přoč upomínku nastavujete ( např. je třeba uhradit fakturu, nebo požádat o slíbené dokumenty)

U Pracovních milníků, servisů a pracovních stolů si můžete navíc nastavit v rámci jednoho toku práce nebo zakázky i závislosti dokončení a začatku dalších milníků, servisů a pracovních stolů, tak aby jste nezapoměli na vykonání určité závislé práce . Vššchny upomínky jsou schromážděny pod ikonou “zvonku” v horním menu, po kliknuti na něj uvidíte panel se všemi upomínkami pro nastavené období. V kalendáříku se zvýrazní dny které mají nastavenu nějakou připomínku. naví vám každé ráno příjde “e-mail” s listem připomínek na daný den.

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SALES


Instruction for sales activities in the OPS-in-a-BOX platform

SALES


Instruction for sales activities in the OPS-in-a-BOX platform

CREATE A NEW DEAL

◼︎ In left menu "My Work" click "+" sign.

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◼︎ Fill in the name of the deal (it is recommended to add a name of the client as well for easier orientation and search), select a “workstream” under which you'll manage the deal and select anticipated start and end date for the deal.

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◼︎ If the end date is not know you can choose endless work/transaction and the system will place an end of the work 50 years from the start date.


MANAGE A DEAL

◼︎ In the existing deal scroll to "Manage Work", check that all services your deal will request are loaded, if not manually add missing ones (click 3 dots of the appropriate milestone and select "add service" from the menu, or delete unnecessary ones (click on the 3 dots of the service and select "remove service".)

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◼︎ For each milestone and service set date by when you want them to be finished by clicking on the "bell" sign (you can always adjust the dates).

◼︎ Dependencies between milestones, services or their “workdesks” are set by clicking the appropriate "bell” sign, entering # days you want to be reminded before the depending services need is finished.

◼︎ If your service delivery flows through multiple milestones - click on “<>” button to move it along the Milestones and place them visually at the current place. If you complete all services in a given milestone, tag it as "completed". Do the same if you complete service and click on 3 dots and select "mark as a completed" from the menu.


Request Work deliverable (service) for a deal

◼︎ In the existing deal scroll to "Manage Work" and find a service/deliverable, you want to assign to someone, if you don't see the desired service in your workflow make sure you have selected the correct department and quarter under which the service is delivered.

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◼︎ If the service does not show up, please create one (see manage deal above). Click on the “3 dots” of the service and select "add workdesk," then select the "provider" you want to assign the service work to.

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◼︎ Sales AM is accountable for initiating the following Services and tasks … S1,2,4 T6 WF


S1 Acquire and maintain Customer + upsell

◼︎ In the left menu "My Work" scroll to "Manage Work" find service S1, click on "3 dots" and select "add provider / add workdesk", select the person who will manage acquisition and maintenance of customer relationship with upsell - the person chosen will receive request in OIB inbox and by mail asking to take responsibility for the deliverable management.


S2 Offer and RFI/RFP creation

◼︎ In the left menu "My Work" scroll to "Manage Work", find service S2, click on “3 dots” and click on "add provider / add workdesk", select person who will lead the Offer and RFI/RFP work - the person chosen will receive request in OIB inbox and by mail asking to take responsibility for the deliverable management.


S4 Project Management

◼︎ In the left menu "My Work" scroll to "Manage Work" find service S4, click on “3 dots” and click on "add provider / add workdesk", select person who will manage your project - the person chosen will receive request in OIB inbox and by mail asking to take responsibility for the deliverable management.


T6 Presales consultation

◼︎ Under desired service deliverable and providers “workdesk” click on the “Task” icon.

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◼︎ Click on the “+predef” button and select from the list a person (technical specialist) you are assigning the task to. Click on the “Syphon” sign, select the predefined task from the menu and click “Done”. Create a task assigned to a technical specialist. S/he will capture hours in the task or create events & meetings under service S5 "Realization of PoC/Assessment Installation & Deployment."


Make a forecast

◼︎ In left menu "My Work" and find your deal to forecast for. Click on "Money" tab in People/Work/Money bar.

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◼︎ Scroll down and click on "Forecast" tab. Enter new forecast by clicking on "+".

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Adjust or delete forecast by clicking on "Edit" respectively “Trash” buttons,

Note: The forecast must be actualized every Monday by 12:00 pm

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PROJECT MANAGEMENT


Instruction for project management activities in the OPS-in-a-BOX platform

PROJECT MANAGEMENT


Instruction for project management activities in the OPS-in-a-BOX platform

S4 Project Management Acceptance

◼︎ Option a) In left menu "Inbox" under the “cog” button click on “accept/decline” service "S4 project management" to acknowledge your choice for the request.

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◼︎ Option b) In an “e-mail” received from OPS-in-a-BOX.com click on “accept/decline” service "S4 project management" to acknowledge your choice for the request.

 
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Send a request to manage a project

Assign Project management tasks T1 - T6

◼︎ In left menu "My Work," select from work list the deal/bid you want to assign project manager to. Scroll down to "Manage Work," find service "S4 Project management".

(if the service "S4 Project management" is not present, please create one by clicking “3 dots / add service” in the milestone.)

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◼︎ Now click on “3 dots” under the service and further click on "add workdesk", select person who will manage your project - the person chosen will receive a request in OIB inbox and e-mail asking to take responsibility for the project management.

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◼︎ Under the icon "people" in the “workdesk” select all team members who will be involved in the work, then click “done”. The added individuals will gain access to the project management workdesk. You can now assign predefined and new tasks to these team members.

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◼︎ Click on the “Task” icon. Click on the “+predef” button and select from the list a person you are assigning the task to. Click on the “Syphon” sign, select the predefined task you need T1 to T6 from the menu and click “Done.” The system creates a task assigned to the selected team member. S/he receives task request in the OIB inbox and by mail.

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Capture hours for Project management

◼︎ Make sure that "events", "meetings", "tasks" and "decisions" are allocated to the S4 "Project management," and it's workdesk. You can allocate them by opening their record, clicking the “pin” sign and selecting the right workdesk in the work hierarchy "tasks" and "decisions." Hours for your "events," "meetings" are automatically synchronized with your OIB calendar (and then further to G-cal or Office 365). Hours for tasks are logged individually.


Setting up project deadlines and reminders

◼︎ You can set up independent deadlines, reminders and their dependencies for milestones, services, and their workdesks. Click on the "bell" sign. Notification panel opens. Select the date you want to get the reminder. Click "get notification", type a note for your reminder. Select all milestones, services or workdesk dependencies by entering a number of days before their end date you want to be reminded. Click "Confirm". Please make sure that you have end dates set for all milestones, services or workdesk you want to send dependencies first. Your reminders will show up in the "reminders" menu, and you will receive a consolidated reminder e-mail every day.


Resource capacity Planning

◼︎ Resource capacity planning is done by the manager or administrator of the OIB platform. In the right menu click the "cogs" sign, under "people/jobs" find and click on the job name. Go to the "work" bar, click "edit" and set capacity for the role by setting capacity sliders for each deliverable (work-service) the role is set to deliver. Please note that the hours and cost figures are calculated per week.


Price adjustments

◼︎ Product price is set by the administrator in the “price list”. Each internal deliverable (work service) can be priced and billed externally. Price for internal services can be adjusted for each deal/bid , and it's service individually. Go to the “blue bar” of the service in the left menu "My Work". Select your deal/bid and scroll down under "Manage Work." Click "3 dots" of the blue "service" bar and check the “Unit price(unit represent a number of hours). If you need to adjust the price for the particular service “click” on the "adjusted price" button and change it to the desired value. Each service can be adjusted individually if necessary.


Setting Internal and external PM tasks

◼︎ option a) in the top menu click the "Task" icon." Task panel will open. Click "+Task"

 
Task Top menu.png
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◼︎ option b) in left menu, "My Work" select a deal/bid and the “workdesk” under the icon "people" select all “team members” who will be involved in the work, and click “done”. Team members will gain access to the project management workdesk. You can now assign predefined and new tasks to these team members.

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◼︎ Click on the “Task” icon. Click on the “+predef” button if predefined tasks exist and assign a task to a team member or click "+" to create a new task.

Predef tasks.png

◼︎ A new task will open. Under the "pin" sign select the work and workdesk to which the task will be allocated. If you are creating a task from a workdesk it will self-populate.

task - pin.png


◼︎ In the "To do" field describe the headline of the task. Select a person who will be the first to work on the task. (note that you can assign tasks only to the team members who report to you or if the task is allocated to the workdesk you can assign it only to the team members involved in the work related the work desk. - you can always add a person to the workdesk to be able to assign the task.)

◼︎ Under the "Syphon" icon you can select names of people who will have a view access to the task.

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◼︎ Select "Tags" to enable filtering in the task reports. In the field, “description” enter the text that will form a body of the e-mail sent to the task assignee and will be visible publicly.

Attach URL links pointing to database records, files, web pages, videos, and other URL addressable documents.

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◼︎ Select “date by”, reminder date and priority. Enter information to "My notes" that will be visible only when editing task in the OIB platform. Click "Save."

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◼︎ The system creates a task assigned to the selected team member. S/he receives task request in the OIB inbox and by mail (unless you are assigning the task to yourself - then e-mail will not be sent to you).


WF1 Contract creation and approval

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WF2 Offer and RFI/RFP creation and approval

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