Setting Up a New Plutio Project Board

Purpose and Scope: This SOP outlines the steps for setting up a new project board in Plutio, detailing task assignments, timelines, and responsibilities for the refinement, design, and development phases. It ensures efficient project setup and alignment across teams.

Definitions:

Client Input: Tasks or information required from the client.
Refinement Phase: Initial stage to finalize project scope and prepare for development.
Design Phase: Period for creating visual and functional designs.
Development Phase: Execution of approved designs and functionality in tools like GLIDE or BUBBLE.
LF Calls: Live Feedback calls to iterate on designs.
Dev Demo: Weekly call showcasing development progress.

Procedure:

Role Assignment (Based on Availability and Queue):
- Business Analyst (BA): Assigned by Head Office (HO) right when the project comes in.
- Project Manager (PM): Assigned by Head Office (HO) right when the project comes in.
- Designer: Assigned by HD right when the project comes in.
- Developer (Dev): Assigned by PM once the Design is fully approved, as this depends heavily on client approval.
- Quality Assurance (QA): Assigned by PM once Development is ready for testing.
Client Input > Refinement:
- Assign all tasks under Refinement to Diego.
- Set due dates for all Refinement tasks as 5 days from the start date.
Calls & Timeline:
- Set start and due dates for all project phases based on the proposal’s timeline.
- Assign Diego to all Refinement calls, due each day of the week following the payment date.
Designers’ Responsibilities:
- Designers must engage with the project scope and begin the first LF Draft during the Refinement phase, even if the Design phase hasn’t officially started.
Kickoff:
- Set the Kickoff task due 1 week after the first Refinement call.
LF Calls:
- Schedule weekly recurring LF calls according to the Design timeline outlined in the scope.
GLIDE Phase:
- Ideally lasts 2-3 weeks.
- Designers must actively participate during Refinement.
BUBBLE Phase:
- Ideally lasts 4-6 weeks.
- All roles must be approved before starting development, though some roles may release earlier for efficiency upon team consultation.
Client Input Tasks:
- Backlog: Assign tentative due dates for client completion of tasks. Release 3-5 tasks per week, ensuring completion before the corresponding phase ends.
- FAQs: Assign all FAQs to the client without a due date.
- To-Do’s:
  - "Read All FAQs" Task: Due 1 day after Kickoff.
  - "Fill in Onboarding Questionnaire": Due 2 days after Kickoff.
Internal Weekly Meetings:
- Schedule weekly dev updates during the Design phase. Adjust the number of calls to match the project’s proposal.
Design Phase Milestones:
- Set up design milestones by role.
- Add tasks for each role, including scope details, and set due dates based on LF calls.
- GLIDE: All roles must be approved before starting development.
- BUBBLE: Aim for all roles to be approved before development, but some roles may release earlier for efficiency.
Development Phase:
- Create development milestones once design roles are approved.
- Schedule weekly internal calls and demos by role, aligned with milestone due dates.
Post-Handoff:
- Send a client survey after the handoff.
- Move all internal tasks to the "Delivery Tasks" column.
Create Support Form
- Watch this step by step guide: https://komododecks.com/guides/l8EYLyyjhzDHNe4ynU0p

Responsibilities:

Project Manager: Ensure timelines, task assignments, and milestones are set up according to this SOP.
Developers: Follow milestones and provide weekly demos.
Designers: Engage early and ensure designs meet approval criteria.
Clients: Complete assigned tasks and provide feedback promptly.

Exceptions and Special Scenarios:

If unclear on task prioritization or role releases, consult the team for guidance.
Adjust the number of LF or Internal calls based on project-specific requirements in the proposal.
For overlapping timelines or expedited phases, ensure alignment with all stakeholders to prevent bottlenecks.