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Project Management FAQ

WhatThis is thea protocolrunning & always in-progress document of FAQ and basic information needed to start and manage projects for a P, maintained by Quinn and sometimes updated by PMs.

General Protocols

 

Protocol for responding to clients?clients

Within the working day. If we need more time to investigate, still acknowledge the email within the working day and let the client know that we will get back to them soon. 

 

WhenProtocol for when the client reports an error in their instance, what should I do? instance

  1. Acknowledge that we have received it 
  2. Try to re-create the error (to verify that it is indeed a platform problem) , or ask for client for link / screenshot of error message 
  3. If it’s problem related to product , report in Slack: #help_product (Note: if it’s a very urgent issue that needs fixed right away and it’s morning Asia timezone, please ping Quinn/ Jana to use urgent email to wake Europe dev team up)
  4. If it’s a problem that can be investigated or fixed by analyst, assign Paymo task to the analyst 
  5. Update the client within 24 hours and once problem is resolved 

 

What is the list of basic information/docs which need to be asked to the client if they want to add a new data source and destination?

 

 

Access & Credentials

 

HowShare should I share or/ request credentials with clients or agencies? agencies

  1. Request in #help_it for Jan to create a new vault for the client.
    • Typically, for each new project we have a new vault in 1Password c_clientname to share credentials internally 
    • If we are sharing with client we need to create a new one c_ext_clientname
  2. Ask Honza to add client to this new vault through their email 
  3. The Client should receive an email with instructions from 1Password to create an account and leave their password in a secure way.

 

But

Whatwhat should I do if the client sends credentials over email? 

  1. Copy the credentials over to 1Password
  2. Ask client never to do it over email again 

 

HowGrant doBE I/ requestMI access for new users

For Meiro team: Request in #help_it (Slack) and assign it to Jan. It will be granted via Okta. 

For users outside of Meiro team: 

  1. Get written confirmation from client that we can grant access 
  2.  Create a new User

 

Set up 2FA for an account? 

2FA (2 Factor Authentication) is used to enhance security of an account and ensure that only authorised personnel will be able to log in a certain account. When we start a new project, for example, we always create a new dedicated email for client: client@meiro.io  and this email credential is stored in 1Password under the relevant vault. 

Once the email (or similar accounts) is set up, please set up 2FA as follows: 

  1. From your email or user account, go to security setting -> set up 2FA 
  2. Select "Authenticator" option. A bar code will be generated. Take a screenshot of the barcode

     

  3. Go to 1Password record and create a new section with One-Time-Passwordimage-1638507802352.02.21 PM.png
  4. Click on the small barcode logo and the Code Scanner will appearimage-1638507991573.04.14 PM.png
  5. Drag screenshot of the barcode into code scanner

     

  6. Follow the rest of the instruction

 

Components 

 

Request for a new component? component

You should request for a new component (connector or loader) only when it is defined in the scope of work contracted with a client, not for prospective clients. If unsure, check with Quinn. 

The steps are as follows: 

  1. Ask for access & documentation: 
  • API: API documentation, base URL to access API, API token generated by client
  • Database: credential to log in DB with read-only access, ask if VPN is required / URL needs to be whitelisted, data model/ERD, data dictionary 
  • sample data from the intended data source
  • Fill in the component request form in #dev_wishlist_component Zoho (guide here)

Once a component request is received, it will be assessed and development work will be planned for during Dev team’s weekly meeting. 

 

How to grant access for new users of client's BE/MI?

  1. Get written confirmation from client that we can grant access 
  2. To grant access to a user from an agency or client, add them by creating a new User
  3. To grant access to a Meiro staff, request for it in #help_it and assign to Jan. Meiro employees should access all instances through Okta.

 

How to check the listList of existing components and request for components?

ThisOccasionally shouldyou will be asked by sales team for an estimate of project timeline, and it's important to take into consideration time taken to develop a component needed in the project if we don't have theit already. 

This is existing components list which is updated list:by documentation team: https://docs.meiro.io/books/meiro-integrations/page/introduction-to-meiro-integrations-with-list-of-integrations 

 

List of Projects using a specific components 

The fastest way is to request from Jan in #help_it (Slack) to pull a list from docker registry. 

 

Project Planning

 

How aredo I estimate work hours for project planning?

In the initial project planning we will need to estimate work hours (how many Man-Days / Man-Hours it will take to complete certain tasks. Note: 1MD = 8 MH) 

For standard project tasks (initial implementation of projects, with tasks we've done before) we can base on past actual hours spent to estimate. Please refer to this Project | Work Hours estimates document.

Actual hours spent may still vary based on complexity of the project, skills level of the analyst, hosting (on premise or cloud), etc... 

 

Others

 

Adding new clientsclient contact addedcontacts to welcome emails & product newsletters?newsletters

Not automated clients I.e. Clients with instances on premise or instances not managed by Meiro

  1. Sia Fong gets new users from PMs whom instances are not automated for welcome emails and product newsletters
  2. Sia Fong will create or update MailChimp database with new users.
    1. For Emtek & BCA, it will be added to New Emtek & BCA users - 27 Oct 2021 specifically.
    2. For welcome emails, Sia Fong will tag the emails with "New users - since 1 Sept 2021" tag and emails will automatically be sent
  • Go to MailChimp
  • Click Audience > Select MEIRO.IO GENERAL > Manage Audience > Import Contacts > Copy & Paste or Upload file > select audience, status and check “Update any existing contacts”
  • Choose a tag:
  • Sia Fong will update Karina for product newsletters
  • Karina will send out product newsletters

 

Automated clients

List of clients with automation set:

  • bca.cdp.meiro.io (<- this is dev instance)
  • cdp.banking.demo.meiro.io
  • cdp.bat.meiro.io
  • cdp.chemist.meiro.io
  • cdp.drmax.meiro.io
  • cdp.ecomm.demo.meiro.io
  • cdp.internal.meiro.io
  • cdp.megapixel.meiro.io
  • cdp.rombii.meiro.io
  1. PM to reach out to Sia Fong for new clients to add instance to automation list
  2. Sia Fong assigns an analyst to add to workspace
  3. Analyst will load user emails from workspace to MailChimp. Any new emails added after 1 Sept 2021 will automatically receive welcome email. 
  4. Sia Fong will update Karina for product newsletters
  5. Karina will send out product newsletters

 

HowHosting of Meiro Events 

What are the steps involved in setting up & hosting Meiro Events? 

Step 1: Meiro team to create a new server for receiving events from our SDK. Please request this from Jan. At the moment, our product does not have multiple domain support, so if the client has more than one website, we need to create one new server for each website. 

Step 2: Send the IP address(es) of the newly created server(s) to client. 

Step 3: Client to set up 2FAsubdomain for anMeiro account?Events. This ensures first party data collection. 

2FAExample: (2if Factorclient's Authentication)website is useddata.com tothen enhance security of an account and ensure that only authorised personnelsubdomain will be ableme.data.com

Step 4: Client to logSet inup aDNS certainrecord, account.as Whenexplained wehere. startThis aessentially newestablish project,the forIP example,address wethat alwaysshould createbe aassociated newto dedicatedthat emaildomain. forSo, client: client@meiro.io when an action happens on the website and thisour emailMeiro credentialEvents SDK captures it, it is storedsent in 1Password underto the relevantIP vault. 

Once the email (or similar accounts) is set up, please set up 2FA as follows: 

  1. From your email or user account, go to security setting -> set up 2FA 
  2. Select "Authenticator" option. A bar code will be generated. Take a screenshotaddress of the barcodeserver

     

    that
    3. we
  3. Gocreated to(therefore 1Passwordour recordanalysts can access and createingest athat newdata section with One-Time-Passwordimage-1638507802352.02.21 PM.png
  4. Click oninto the small barcode logo and the Code Scanner will appearimage-1638507991573.04.14 PM.png
  5. Drag screenshot of the barcode into code scanner

     

  6. Follow the rest of the instruction

 

How do I know which components (connectors / loaders) are used in which project? 

The fastest way is to request from Jan in #help_it (Slack) to pull a list from docker registry. 

 

How do I estimate work hours for project planning?

In the initial project planning we will need to estimate work hours (how many Man-Days / Man-Hours it will take to complete certain tasks. Note: 1MD = 8 MH) 

For standard project tasks (initial implementation of projects, with tasks we've done before) we can base on past actual hours spent to estimate. Please refer to this Project | Work Hours estimates document.

Actual hours spent may still vary based on complexity of the project, skills level of the analyst, hosting (on premise or cloud), etc..CDP). 

 

 

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