diff --git a/app.py b/app.py new file mode 100644 index 0000000000000000000000000000000000000000..e3546ad65bf14918892228b284190223bff411a2 --- /dev/null +++ b/app.py @@ -0,0 +1,172 @@ +import os +import glob +from pathlib import Path +from typing import List +from dotenv import load_dotenv +from openai import OpenAI +import gradio as gr +from pinecone import Pinecone, ServerlessSpec + +# Load .env from the script's directory +env_path = Path(__file__).resolve().parent / '.env' +print("Loading .env from:", env_path) +load_dotenv(dotenv_path=env_path) + +# Load environment variables +OPENAI_API_KEY = os.getenv("OPENAI_API_KEY") +PINECONE_API_KEY = os.getenv("PINECONE_API_KEY") +PINECONE_ENV = os.getenv("PINECONE_ENV") +INDEX_NAME = os.getenv("PINECONE_INDEX", "hr-handbook") + +print("Loaded PINECONE_API_KEY:", PINECONE_API_KEY[:6] + "..." if PINECONE_API_KEY else "NOT FOUND") +print("Loaded OPENAI_API_KEY:", OPENAI_API_KEY[:6] + "..." if OPENAI_API_KEY else "NOT FOUND") + +# Initialize OpenAI client +client = OpenAI(api_key=OPENAI_API_KEY) + +# Initialize Pinecone (us-east-1) +def init_pinecone(index_name: str): + pc = Pinecone(api_key=PINECONE_API_KEY) + if index_name not in pc.list_indexes().names(): + pc.create_index( + name=index_name, + dimension=1536, + metric="cosine", + spec=ServerlessSpec( + cloud="aws", + region="us-east-1" # ✅ using us-east-1 region + ) + ) + return pc.Index(index_name) + +# Load text files +def load_documents(root_dir: str) -> List[dict]: + docs = [] + for path in Path(root_dir).rglob("*.txt"): + category = path.parts[1] if len(path.parts) > 1 else "general" + with open(path, "r", encoding="utf-8", errors="ignore") as f: + content = f.read() + docs.append({"id": str(path), "text": content, "category": category}) + return docs + +# Embed and upsert to Pinecone +def index_documents(index, docs: List[dict]): + for batch_start in range(0, len(docs), 100): + batch = docs[batch_start:batch_start + 100] + ids = [doc["id"] for doc in batch] + texts = [doc["text"] for doc in batch] + embeddings = client.embeddings.create(input=texts, model="text-embedding-ada-002") + vectors = [ + (id_, emb.embedding, {"category": doc["category"]}) + for id_, emb, doc in zip(ids, embeddings.data, batch) + ] + index.upsert(vectors) + +# Query Pinecone +def retrieve(query: str, index, category: str = None, k: int = 5) -> List[str]: + embed = client.embeddings.create(input=[query], model="text-embedding-ada-002").data[0].embedding + kwargs = {"top_k": k, "include_metadata": True} + if category: + kwargs["filter"] = {"category": {"$eq": category}} + res = index.query(vector=embed, **kwargs) + return [m["metadata"]["text"] for m in res["matches"] if "text" in m["metadata"]] + +# Generate final answer +def generate_answer(query: str, docs: List[str]) -> str: + system_prompt = ( + "You are a helpful HR assistant. Use the provided context to answer the question.\n" + "If the answer is not contained in the context, reply that you don't know." + ) + context = "\n\n".join(docs) + messages = [ + {"role": "system", "content": system_prompt}, + {"role": "user", "content": f"Context:\n{context}\n\nQuestion: {query}"} + ] + response = client.chat.completions.create(model="gpt-3.5-turbo", messages=messages) + return response.choices[0].message.content.strip() + +# Gradio logic +def answer_question(query: str, category: str): + docs = retrieve(query, pinecone_index, category) + return generate_answer(query, docs) + +# Main logic +if __name__ == "__main__": + pinecone_index = init_pinecone(INDEX_NAME) + + if not int(os.getenv("SKIP_INDEXING", "0")): + documents = load_documents(".") + index_documents(pinecone_index, documents) + + categories = sorted({Path(p).parts[0] for p in glob.glob('*/*.txt')}) + recommended = { + "all": [ + "Where can I find benefits information?", + "How do I request time off?", + "What is TechScheme and how does it work?", + "What is chalet time?", + ], + "benefits": [ + "What does private medical insurance cover?", + "How do I join the pension scheme?", + "What is TechScheme and how does it work?", + ], + "company": [ + "What is the company's mission?", + "Where is the office located?", + "What is Made Tech's purpose?", + ], + "guides": [ + "How do I submit an expense?", + "Where is the hiring policy?", + "What is chalet time?", + "How can I contribute to the handbook?", + ], + "roles": [ + "What does a data scientist do?", + "How do career levels work?", + ], + "communities-of-practice": [ + "How can I join a community of practice?", + "When do CoPs meet?", + ], + } + + with gr.Blocks() as demo: + with gr.Row(): + logo_path = Path(__file__).resolve().parent / "logo.jpeg" + logo_value = str(logo_path) if logo_path.exists() else None + gr.Image(value=logo_value, width=170, height=170, show_label=False) + gr.Markdown("

HR Chatbot

") + selected_category = gr.State("all") + + with gr.Row(): + category_buttons = [] + for cat in ["all"] + categories: + btn = gr.Button(cat) + category_buttons.append(btn) + + with gr.Row(): + with gr.Column(): + examples = gr.Dropdown( + choices=recommended["all"], + label="Recommended questions", + value=recommended["all"][0] + ) + with gr.Column(): + query = gr.Textbox(label="Ask a question") + submit = gr.Button("Submit") + answer = gr.Textbox(label="Answer") + + def set_category(cat): + return cat, gr.update(choices=recommended.get(cat, recommended["all"]), value=recommended.get(cat, recommended["all"])[0]) + + for btn in category_buttons: + btn.click(lambda _, cat=btn.value: set_category(cat), inputs=None, outputs=[selected_category, examples]) + + examples.change(lambda q: q, inputs=examples, outputs=query) + + submit.click(lambda q, cat: answer_question(q, None if cat == "all" else cat), + inputs=[query, selected_category], outputs=answer) + + demo.launch() diff --git a/benefits/Unum_Help_at_hand.txt b/benefits/Unum_Help_at_hand.txt new file mode 100644 index 0000000000000000000000000000000000000000..1de0553cff77df7125e79112e34f381bd33ae2f3 --- /dev/null +++ b/benefits/Unum_Help_at_hand.txt @@ -0,0 +1,13 @@ +# Unum Help@hand + +This benefit is available for all team members, providing you with fast, direct access to medical experts through one easy to use app. +The service provides the following: + +- Access to remote GPs: An unlimited number of video consultations with UK based doctors. +- Mental Health support: Access to therapists (typically delivered by video consultation). +- Physiotherapy: Consultation and treatment with a network of physiotherapists. +- Medical second opinions: Access to UK based private consultants. +- Life, money, and wellbeing support: Advice on a range of life and work issues (see our [employee assistance section.](https://github.com/madetech/handbook/blob/main/guides/welfare/paid_counselling.md#employee-assistance)) +- Access to a wellbeing calendar: Packed with resources, awareness dates, and support tools. + +To get started, download the app and log in using the details found in your invitation email. diff --git a/benefits/cycle_to_work_scheme.txt b/benefits/cycle_to_work_scheme.txt new file mode 100644 index 0000000000000000000000000000000000000000..d5427119c6bcd203520e23e1943a3e5db44663c8 --- /dev/null +++ b/benefits/cycle_to_work_scheme.txt @@ -0,0 +1,96 @@ +# Cycle To Work + +We take part in Cycle to Work as we wish to support those who wish to cycle to work whether it's for pleasure, aiming to be healthier, trying to be more green or any other reasons. +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: + +### 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 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! + +If you request your product before the 18th of the month your deductions will begin the same month, however if you request your voucher on or after the 18th your deductions will begin the following month. + +### Who are CycleScheme? + +CycleScheme is a great employee benefit which offers the most cost-effective way to get new cycling equipment. The scheme is run via a salary sacrifice meaning you won’t pay tax or national insurance – this saves you between 25% and 39% on your new bike and accessories. This reduced cost is simply deducted out of your payslip over 12 months, so no need to worry about large one-off costs! + +### Is CycleScheme the only provider I can utilise this scheme through? + +Yes, as of 5th December 2022. + +### What is the maximum value I can apply for? +The maximum value you can apply for is £2500. + +### How do I know how much to apply for? + +We recommend finding your perfect bike and accessories before applying so you know exactly what amount to apply for. This way you won’t apply for too much or too little – this is really important to get right because you cannot amend your application once you have been approved. You can also use the [Savings Calculator](https://www.cyclescheme.co.uk/calculator) to find out how much you will be saving on your package. + +### How often can I use the Cycle to Work scheme? + +You can only be in one agreement at a time, the next time you will be able to make an application will be once you've repaid your instalments. So if you are going to be paying back over a year, it would be best to think about your cycling needs over the whole year, not just right now. + +### Can I use Cycle to Work to get a bike for a family member, partner or friend? + +No, the items you select must be for yourself. + +### I already own a bike – can I still apply? + +Of course! You may want to get a whole new upgrade, or a second bicycle for a different season or terrain. Just want accessories? Using the Cycle to Work scheme for accessories only is a very popular option for employees who already own a bicycle and just want to upgrade the rest of their equipment! + +### Where can I get my bike and accessories from? + +You can shop in-store or online, with over 2,600 CycleScheme retailers to choose from across the UK. + +### Do I have to get a bike? Can I just get accessories? + +Yes! You are more than welcome to just get cycle accessories. Treat yourself to a new helmet, clothing for every season, locks, lights and much more! + + +### What is an eCertificate? + +An eCertiificate is the voucher you will be given once your application is approved. This is how you can purchase your bike or any equipment or accessories. + +### Do I have to spend my eCertificate all at once? + +Although you do not have to use your eCertificate all at once, we would advise that you do as your salary sacrifice amount will be according to the total amount you applied for, even if you spend less. + +### Can I amend my application once I've applied? + +Technically once you have submitted your application, you are unable to amend it. What you would need to do is cancel your application and reapply for your new amount. + +### Do I have to cycle to work every day? +No, the government guidelines state that you should use your bike and accessories for commuting for at least 50% of its usage however you do not have to log your bikes mileage and we thoroughly encourage you to use your bike in your spare time. + +### What happens if my bike gets damaged or stolen? + +This one’s down to you! Looking after the bike is your responsibility, so we encourage you to purchase insurance. CycleScheme offers insurance options with Bikmo through their website. + +### What happens to the bike at the end of the scheme? + +Once your hire period has come to an end, CycleScheme team will get in touch to discuss your options (Own it later, Own it now and Return.) 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. + +### Who owns the bike? + +CycleScheme are the legal owners of the bike from the start of the hire period, the bike is leased to you. Once you reach the end of your initial 12 month hire period, ownership of the bike will then automatically be transferred to you depending on which ownership option you choose at the end of your initial agreement. Should you not wish to purchase the equipment you can continue to loan it until it is 4 years old at which point the bike automatically becomes yours (unless you wish to return it.) + + +### What are 'hire periods' and 'hire agreements'? + +Your hire agreement is essentially the ‘terms and conditions’ of CycleScheme, which you will sign when you apply. Your hire period is the period that this agreement is valid for - this is also the period in which you will pay your salary sacrifice (12 months.) + +### What if I leave my company within my Hire Agreement? + +We completely understand that life can be unpredictable. If you were to leave your company or be made redundant in your hire period, the remaining gross balance would simply be deducted from your last payslip. + +### How does Cycle to Work differ to Interest Free Finance that some retailers offer? + +Through CycleScheme, you will save between 25% and 39% through tax and national insurance and the cost will simply be deducted from your payslip. You’ll also get loads of free extras, discounts and benefits on the CycleScheme website which you would not get on Interest Free Finance! For example, a bike costing £1000 could cost as little as £56.60 a month over 12 months on CycleScheme - compared to £83.33 through Interest Free Finance. + +### Once I put in my application via the CycleScheme website how long will it take to process my application? + +We will review any new requests every Friday afternoon so you shouldnt be waiting for more than one week for approval from Made Tech. + diff --git a/benefits/flexible_working.txt b/benefits/flexible_working.txt new file mode 100644 index 0000000000000000000000000000000000000000..078059742d54ac0406737b49890dd237b3cddeac --- /dev/null +++ b/benefits/flexible_working.txt @@ -0,0 +1,18 @@ +# Flexible Working + +Generally, we work Monday to Friday in all roles. But for a variety of reasons, people may need to work fewer than 5 days per week. +We try to accommodate for this when we can. But because of client considerations, and to manage any other business impact, we have a process for requesting a flexible working pattern. + +## Some things to consider + +**Notice** - Please provide as much notice as you can - ideally 2 months or more - for a request to change your working patterns. It helps us make sure our client commitments can continue to be met. + +**Project and scheduling needs** - As project and scheduling needs change, we'll do our best to accommodate flexible working patterns. But there may be very occasional times when we need to discuss temporary or permanent changes to a flexible working schedule. We'll try to give you as much notice as we can of any possible change. + +**Getting paid** - Your salary and any bonus payments will be pro-rated as a percentage of a 5 day week. For example, if you work 4 out of 5 days, your salary and any bonus would be reduced by 20%. + +**Pension** - As your salary is reduced, so too will your individual and employer pension contributions. You may like to increase your individual contribution to account for this. + +**Trial period** - If you request a flexible working pattern, there’s usually a trial period to assess the feasibility before any final change is confirmed. + +**Reduced working hours** - We can only support reduced working hours and not compressed hours or other patterns (such as annualised hours etc). diff --git a/benefits/getting_together.txt b/benefits/getting_together.txt new file mode 100644 index 0000000000000000000000000000000000000000..71eb70f1db9c81f3b028e67a09d72b2aec874e91 --- /dev/null +++ b/benefits/getting_together.txt @@ -0,0 +1,11 @@ +# Getting together as a team and company + +## Our monthly meet ups +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 🍕🍜 + +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.txt b/benefits/help_to_buy_tech.txt new file mode 100644 index 0000000000000000000000000000000000000000..f0ef94c7329de8338c5f959f415802b92a02e717 --- /dev/null +++ b/benefits/help_to_buy_tech.txt @@ -0,0 +1,67 @@ +# 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 + +### 1. How do I apply? + +Head to the TechScheme website which you can access through the Help to buy tech square on Bob Benefits, enter the Employer code (also found in the Tech square on Bob benefits) and complete the application. You will also need your payroll number (labelled Employee ID on your bob profile, or can also 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 shiny new tech in store or online! + + +### 2. I've applied when will I get the eCertificate? + +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? + +TechScheme allows you to buy the latest technology through your payroll. Whatever the product you purchase, you can pay back the cost over a set period of time (12 months), interest free and with no credit checks required, it's so simple. + +### 4. How much will the product(s) cost me? + +Your net pay will be reduced by a monthly amount equivalent to the total cost of the product(s) that you've chosen. This will be spread evenly over the selected period of time. + +If you request your product before the 18th of the month your deductions will begin the same month, however if you request your voucher on or after the 18th your deductions will begin the following month. + +### 5. Hold on I'm not buying the actual product? + +No, you're receiving an Instant eGift Card that you can spend online or in-store at any Currys PC World. This enables you to get total flexibility just in case something changes in-store and you can change your mind. + +### 6. Where can I get my Product? + +From Currys PC World network of over 450 stores, which have the largest selection of technology in the UK including all the top brand products. You can purchase online at www.currys.co.uk or www.pcworld.co.uk too. + +### 7. Can I spend more on top of what I buy on TechScheme? + +Yes, of course. You can use your TechScheme voucher to purchase the majority of the product and then pay for the rest! + +### 8. Who owns the product? + +As this is not a tax efficient salary sacrifice scheme, you will wholly own the product from the moment of purchase. + +### 9. Can I select more than one product? + +Yes, your spend limit is £2000, but it's up to you how use that amount all at once or over a few smaller products. + +### 10. What happens if I leave before the end of the payment period? + +If you leave before the end of the payment period, you must pay back the outstanding amount and this will deducted from your final net pay. + +### 11. What if my product gets stolen or damaged? + +It's recommended you obtain separate insurance, or check your product is covered under your home contents insurance policy. Payments from your salary will not stop or be suspended due to loss or damage of the product. + +### 12. What happens if my product breaks? + +If your product breaks you need to get in contact with Currys PC World: Within 30 days of purchase or delivery: You always have the option of an exchange or refund if the fault occurs within 30-days of purchase or delivery. You can return it to the store or arrange a pick up by calling the Knowhow contact centre on 0344 561 1234, or by emailing (customer.services@currys.co.uk) Extended range large kitchen appliances cannot be returned to one of Currys PC World stores, please call Knowhow contact centre on 0344 561 1234. Returns and exchanges can only be processed with proof of purchase. This can be the sales receipt, a bank statement or an online sales invoice. Please provide your Currys PC World order numbers when you return a product. Within each product’s guarantee period (normally 12 months from purchase or delivery), Currys PC World offer you a prompt repair service. In all cases, Currys PC World reserves the right to inspect the product and verify the fault. Please call the Knowhow contact centre on 0344 561 1234 or emailing (customer.services@currys.co.uk) to arrange a collection. To speed up the process, please have your order number to hand before calling. Currys do not cover faults caused by accident, neglect, misuse or normal wear and tear. + +### 13. How do I request a refund? + +You have a right to withdraw from the benefit and cancel the Funding Plan at any time prior to, and within 14 calendar days of, receipt of an email containing the Redemption Code, such 14 days to begin on the day after receipt of the said Redemption Code (“Cooling Off Period”). If You redeem any of Your Redemption Codes with one of the Authorised Retailers (online or in-store) at any time during the Cooling Off Period You will no longer be able to cancel this Funding Plan. +If You wish to cancel the Funding Plan in accordance with “Your Rights” described above You need to send written confirmation of Your request to cancel to Techscheme via email at info@techscheme.co.uk, or by post to Techscheme, PO Box 3809, BATH, BA1 1WX. diff --git a/benefits/hybrid_working.txt b/benefits/hybrid_working.txt new file mode 100644 index 0000000000000000000000000000000000000000..88fa36dd76cd4a28c363f8b145caeb5a23551a2c --- /dev/null +++ b/benefits/hybrid_working.txt @@ -0,0 +1,57 @@ +# Hybrid Working + +We believe in people working in the best way for our teams and clients - this may sometimes be in person, remotely at home, from a coffee shop or outside of the UK. + +The best outcomes are delivered by blending different ways and places of work - and we want to empower our teams to make the best decisions for their teams, projects and relationships. + + +### Made Tech offices +As part of our Hybrid Working policy, we want to encourage organic purposeful face-to-face sessions that help build relationships and stronger teams, which in turn deliver even better work for our teams and clients. Bringing people together regularly creates more opportunities for relationships to be built within teams, across Made Tech, and with our clients and partners. + +For our group-facing team members, and our client-facing team members that do not have a client onsite requirement, we encourage 2 - 3 days a month in a Made Tech office for purpose-driven activities that will help drive valuable outputs and relationship building. + +### Client office +Each of our clients will have their own requirements for Made Tech team members to work from their offices. All client-facing team members will be required to be able to travel to their assigned client office. We expect client-facing teams to create regular opportunities to come together to collaborate and where necessary to align with a client’s specific needs + +### Exceptional Circumstances +There may be circumstances where our team members may not be able to attend sites or our offices or may need additional support to be able to do so. We encourage you to reach out to your Line Manager and/or your People Partner to discuss how we can best support you. +You can find more information about hybrid working within our Hybrid Working Policy, and the supporting policies such as TOIL, Project Assignments and Reasonable Adjustments Passport - which you view with your Made Tech account. + +### Hybrid working guidance +- Check that you're not needed on-site by a client or your team +- Ensure you're available for your team ceremonies as normal and are able to dial in without interruption +- Be a good Slack citizen and check in regularly and visibly with your team throughout the working day in public channels +- Ensure you're not expected for any in-person meetings or sessions + +### Secure Remote Working +When remote working, and when onsite with a client, it is important to pay close attention to these security guidelines in addition to your normal security practices: +- If you are in a public place, such as a coffee shop, make sure you are handling any sensitive data responsibly and securely. Can you be overseen? Is your connection secure? +- Ensure any work-related conversations can’t be overheard. If that’s not possible, try to talk in general terms, and without specific details such as names or clients + +### Working abroad +Where possible we will support short-term/ad hoc remote working from outside of the UK (for example if someone wanted to travel and work from abroad for a few weeks during the year and this was viable). +Whilst we will always try to support this, in some cases this may not be feasible. + +When considering this option, you will need to: +- Discuss with your team (as in some cases, client requirements may not support this) +- Inform your line manager +- Let the People team know +- Ensure you're familiar with our security requirements + +Some things to be aware of when thinking about working abroad: +- Client laptops - you are not able to take a client laptop outside of the UK. +- VPN - you must use the VPN to access Made Tech systems. +- Our IT support - We’re only able to provide support during UK working hours. If there is a major issue with the laptop (or other equipment, such as your charger) you would be responsible for ensuring you are able to continue working until you return to the UK. + +If you remain uncertain or you have any additional questions, please reach out to the Compliance team, Ops, or People. + +### Travel expenses +Team members may expense travel to client sites that are outside of their regional office. Travel to and from your allocated office & within your regional office area is not able to be expensed. + +#### What is part of my regional office? +- London - within the M25 +- Manchester - all Manchester postcodes (M postcodes) +- Bristol - within a 25KM radius of Bristol city centre +- Swansea - within a 25KM radius of Swansea city centre + +You will be able to use our TravelPerks platform to book trains and hotels for your journey. For more information on when and how to use this take a look at the [Travel Perk doc](https://docs.google.com/document/d/1cgASgYU9rjF-y7pa9gJ9FJ8HCBP6M3ntmdgeLZclSPo/edit) and/or head over to our TravelPerks slack channel. diff --git a/benefits/income_protection_and_life_insurance.txt b/benefits/income_protection_and_life_insurance.txt new file mode 100644 index 0000000000000000000000000000000000000000..825764e3039af7e3fb79129ca781bd4abddb016f --- /dev/null +++ b/benefits/income_protection_and_life_insurance.txt @@ -0,0 +1,7 @@ +# Income Protection Cover + +We offer income protection cover for all Made Tech employees. If you are unable to work due to serious illness or disability this policy will pay you 75% of your salary for up to 2 years. The income protection scheme defers for the first 13 weeks of a colleague's absence and an assessment of the absence being eligible for income protection scheme will be taken by the scheme provider. + +# Life Insurance + +We offer life insurance cover for all company employees which will financially support our loved ones following death. This policy pays out 4x your annual salary. diff --git a/benefits/lunchers.txt b/benefits/lunchers.txt new file mode 100644 index 0000000000000000000000000000000000000000..3f4d693ff197e5a58d2015c3e088d4c13d286433 --- /dev/null +++ b/benefits/lunchers.txt @@ -0,0 +1,12 @@ +# Lunchers + +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 + +- 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. + +*You can only expense your lunch if you are chosen for lunchers.* + +If you have any questions, ask the People or Finance Team. diff --git a/benefits/pension_scheme.txt b/benefits/pension_scheme.txt new file mode 100644 index 0000000000000000000000000000000000000000..c23393baf0c75810e0e77de949c05b3aeae69f7f --- /dev/null +++ b/benefits/pension_scheme.txt @@ -0,0 +1,30 @@ +# Pension Scheme + +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: +- 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 contribution, however your salary must remain above the national minimum wage thresholds set by HMRC. +If you’d like to adjust your contributions, please [submit a request via Ask Made Tech](https://askmadetech.zendesk.com/hc/en-gb/requests/new). + +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. + +Our pension scheme is based on a salary sacrifice approach which is more tax-efficient for both employer and employee. We have removed the qualifying earnings limit, which should simplify pension management for those of you who are higher rate taxpayers. If you want to calculate your contributions you can use the calculator on the [Scottish Widows](https://www.scottishwidows.co.uk/retirement/calculators-tools/how-do-you-pay-to-your-pension/salary-sacrifice/) website. + +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 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 + +You can read more about Workplace pensions on [gov.uk](https://www.gov.uk/workplace-pensions/about-workplace-pensions) + +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 enquire via Ask Made Tech. diff --git a/benefits/private_medical_insurance.txt b/benefits/private_medical_insurance.txt new file mode 100644 index 0000000000000000000000000000000000000000..85bc1317a3cf9f39d87dd3e8fa4a59797083cb96 --- /dev/null +++ b/benefits/private_medical_insurance.txt @@ -0,0 +1,3 @@ +# Private Medical Insurance + +We have introduced BUPA Private Medical Insurance to employees who are SFIA 5 (Lead/Principal) and above. This policy will cover the costs of private healthcare from diagnosis through to treatment. This is a taxable benefit and is declarable on a P11D. diff --git a/benefits/season_ticket_loan.txt b/benefits/season_ticket_loan.txt new file mode 100644 index 0000000000000000000000000000000000000000..b5e0c9b4f64c59a1d840c9d0fde22abf9ba93c40 --- /dev/null +++ b/benefits/season_ticket_loan.txt @@ -0,0 +1,9 @@ +# Season Ticket Loan + +On completion of the probation period, we offer a season ticket loan up to the value of one month's net salary. + +You will need to provide a receipt for the season ticket. + +The loan will be repaid automatically at PAYE from your net salary every month. There is no tax benefit, and no interest is payable. + +If you leave the company prior to your loan being repaid, the outstanding balance will be deducted from your final salary payment. diff --git a/benefits/taking_holiday.txt b/benefits/taking_holiday.txt new file mode 100644 index 0000000000000000000000000000000000000000..cdf2593977f6b0e599bc3c5b43dde3035ef0be26 --- /dev/null +++ b/benefits/taking_holiday.txt @@ -0,0 +1,70 @@ +# Taking Holiday + +We're building a high-performance organisation that delivers great software products. We recognise that this requires a lot of hard work and that for our team to perform at their highest possible level, they need to live a well-balanced life and take regular time-out for rest, relaxation and rejuvenation. + +All team members have 38 days of leave available between June and May, this is inclusive of public and bank holidays (pro-rata for part time colleagues.) We believe this policy will help us to perform at the highest possible level. + +It is important that you and your colleagues feel that holiday is highly available. That holiday is an easily accessible commodity that enables everyone to get the necessary rest that they need. + +Made Tech will support holiday requests that are up to 4 consecutive weeks, if you wish to take longer than this the additional time may be unpaid. Please see our [Flexible Working](flexible_working.md) as the alternative to Flexible Holiday in those situations. + +## How long are you taking? + +We trust you'll use your best judgement when taking holidays. This is the level of notice we expect when you take your holiday: + +* **For 1 day** – you must give at least 3 days notice +* **For 2 days** – you must give at least 1 week notice +* **For between 3 days - 4 days** – you must give at least 2 weeks notice +* **For between 1 week - 2 weeks** – you must give at least 4 weeks notice +* **For greater than 2 weeks** – you must give 3 months notice + +The notice guidance is a minimum - please aim to give your team as much notice of upcoming leave as you can. Your team, Delivery Manager and client should all agree to your leave before you schedule this in, and providing notice minimises the chance of problems being raised. Where your team plans work at a regular cadence (e.g. during sprint planning every two weeks), you should aim to make the team aware of any potential leave to help the team remain accountable for commitments made. + +The ability to book holiday/learning days at shorter notice whilst you are within the chalet is an accepted exception to the above notice periods - in those instances please check in with Scheduling to ensure you are not due to be imminently assigned to an account and let your line manager know. + +If you wish to book holiday outside of these guidelines, please make a request to your Head of Capability, Head of Industry, or Head of Business Service who will help you plan for this time off. + +## How will it affect your team? + +Having several team members away at the same time can make life really difficult for everyone else. Try to forward-plan your holiday, so it doesn't have a detrimental affect on your team members or on the company. + +We recommend you check with your Delivery Lead whenever you join a new team. Our general guideline on this is that only 1 person from a small team (less than 4) may be away at any one time. For larger teams (5+) please refer to your Delivery or Team Lead to confirm what works best for your team. + +## Who approves holiday? + +We want to ensure teams own their holidays and that includes thinking about the commercial impact of taking them. To that affect we need to make sure you've done the following before booking holiday: + +* Ask your team members if it's okay with them +* Ask your clients if it's okay with them +* Ensure your responsibilities are covered whilst you're away +* Ensure the Made Tech person leading your client workstream or your line manager provides their agreement +* Ensure that the holiday is placed into HiBob + +## How is holiday approved? + +It is the responsibility of the person agreeing to a holiday booking to ensure it is made in aligment to this policy and that the holiday will not impact the quality of service we're able to provide our clients + +## Additional considerations + +* We use the HiBob calendar when working out project allocation and the number of days being billed to clients, so it's important that it is always up-to-date and accurate. + +* Time off due to illness and/or injury are handled separately. Flexible holiday cannot be used for these types of absences. + +* If a team members performance declines significantly due to abuse of this policy, then we reserve the right to review their use of this policy. + +* If you leave Made Tech part way through the year your contractual holiday allowance will be pro-rated to account for your leave date. In some cases this might mean we'll pay you for accrued and unused holiday and in others it might mean you'll have to pay days taken over your pro-rated allowance back. + +## Festive period at Made Tech + + +### 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. +* 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. +This means we need to coordinate with our team beyond what we may do ordinarily to ensure that there is fair access to holiday and adequate cover of team members working across client deliveries. + +* 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. + diff --git a/benefits/work_ready.txt b/benefits/work_ready.txt new file mode 100644 index 0000000000000000000000000000000000000000..12a97a36cff49a47072579aacbeedb61e013eee7 --- /dev/null +++ b/benefits/work_ready.txt @@ -0,0 +1,33 @@ +# Work Ready + +We know you're ready to work and so we want you to be work ready. We'll [equip you](../guides/it/Hardware.md) with a Macbook (or a PC if you're in Engineering or UCP and would prefer that) which will arrive at your home address prior to your start date. + +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. + +Examples of things you can order: + +- Monitor +- Adapters (HDMI, USB-C, etc.) +- Keyboards +- Mice +- Ergonomic chairs, stools, stands +- Standing desks +- Headphones +- Laptop stand +- Docking station +- Extension lead +- Laptop sleeve + +Please order items that are dispatched from the UK. If items are dispatched from outside of the UK you could receive a duty and tax bill that will also have to be deducted from your WFH budget. + +[See a list of popular purchases of office equipment](https://docs.google.com/spreadsheets/d/1aVJx2Qvd6U3H6tHkzeCOY1kVsfcuwXfmXzVWJOFsVYk/edit#gid=0) (internal link). We also have a Slack channel #x-swap-shop for anyone who wants to join and see what people are offering. + +If you are unable to claim items back yourself, please contact the operations team on either [operations@madetech.com](mailto:operations@madetech.com) or through [Ask Made Tech](https://askmadetech.zendesk.com/hc/en-gb) (internal link). + +You will be unable to purchase or expense any items during your notice period. diff --git a/benefits/working_hours.txt b/benefits/working_hours.txt new file mode 100644 index 0000000000000000000000000000000000000000..74ed40df9c4e01bcb8fa77cb1e4f111da77afa85 --- /dev/null +++ b/benefits/working_hours.txt @@ -0,0 +1,19 @@ +# Working Hours + +We care more about the quality of the work we produce than the amount of hours worked. We believe we individually know how we work best and can therefore set our own hours. + +## Some things to note + +**Setting hours** - We don’t have a set amount of hours you need to work in a day or a week. Many of us will vary our hours day to day while others prefer routine. + +**Start time** - We don’t have a specific start time but we do have our company update on the first Wednesday of every month at 9:30am, and weekly Friday showcases at 4:30pm. You should be in the office or dial in remotely for these meetings. + +**Ending your day** - There isn't a time we expect everyone to switch off their laptop or leave the office. If you're working shorter hours but having problems delivering on your commitments, someone is more likely to check in with you to see if everythings OK, and provide offers of support or some constructive feedback. + +**Longer hours** - The reality of working closely with clients is that there are deadlines. Sometimes working longer to make sure of a smooth launch or to help diagnose and fix a problem is needed. But we do everything we can to make sure these occasions are rare. If you regularly feel this pressure, say more than twice a year, we encourage you to raise this with a manager or another team member. + +**Other team member hours** - You might also feel pressure if you notice other team members regularly seem to work longer hours than you. We suggest finding ways to share and receive open and honest feedback. Unless someone has raised an issue with you, everything’s probably fine. + +**Commitments** - We need to respect our commitments and the time of other team members. If a meeting is scheduled, we ask everyone to be as accommodating as they can. This isn't to say you can't be responsible for setting meeting times that fit your working style better. + +**Contractual hours** - Most of our employment contracts do have set contractual hours. This is because we have a billed delivery operating model with clients that’s based on hours worked. This also helps us to adjust our flexible working policy in case that’s ever needed. diff --git a/communities-of-practice/cloud-and-engineering/book-club/edge-value-driven-digital-transformation.txt b/communities-of-practice/cloud-and-engineering/book-club/edge-value-driven-digital-transformation.txt new file mode 100644 index 0000000000000000000000000000000000000000..4881aea9eb059e1044e84226ba419cecb4f669ad --- /dev/null +++ b/communities-of-practice/cloud-and-engineering/book-club/edge-value-driven-digital-transformation.txt @@ -0,0 +1,24 @@ +# EDGE: value-driven digital transformation + +## About +Authors: Jim Highsmith, Linda Luu and David Robinson +Recommended by: Chasey +_[EDGE](https://www.goodreads.com/en/book/show/43567723-edge) embraces an adaptive mindset in the face of market uncertainty, a visible, value-centered portfolio approach that encourages continual value linkages from vision to detailed initiatives, incremental funding that shifts as strategies evolve, collaborative decision-making, and better risk mitigation. This guide shows leaders how to use the breakthrough EDGE approach to go beyond incremental improvement in a world of exponential opportunities._ + +## 20th May +_Authored by Reuben_. We had our first ever session!! We went over the rough format and covered just managed to cover the introduction and "Chapter 1: The Big Picture". We wondered at whether fast meant good (it doesn't) but expected to talk about that more in later chapters. We also spoke about our [mainly negative] experiences of Agile at scale and the challenges it presents and what it means to us to be agile. Lastly, this chapter talks about the new / digital-age fitness function and we started to ask how we might measure customer value, without externalising what should be internal team metrics. Great stuff! We decided we'd read "Chapter 2: Tech@Core" and "Chapter 3: EDGE Principles" for next time, but might not expect to cover it all as Tech@Core seems an interesting subject! + +## 10th June +_Authored by Reuben_. I forgot to take notes... but we spoke about Tech@Core :D + +## 24th June +_Authored by Reuben_. I missed this session and I am indebted to Tom for running it. The team chatted about the "EDGE principles", what kinds of governance can reduce waste and increase autonomy, and asked the question of how often principles should change. + +## 8th July +_Authored by Reuben_. We had a whopper and covered two chapters - "Chapter 4: Building a Value-Driven Portfolio" and "Chapter 5: Measuring and Prioritizing Value" before deciding it was time to enjoy the Friday afternoon sun (location dependent). We were pleased to welcome Catherine (a DP) into the conversation this week and was great to have her insight! We talked about the value we get from having User Researchers in our delivery teams and working closely with us, the issues we have with teams not having the ideal relationships between the goals, bets and initiatives, and how the EDGE operating model is value-centre rather than being implementation-specific although it tends to have enterprise in mind. The measures of success example on page 81 were very good for seeing how to put customer outcomes first! + +## Resources +👉 [An interview with Linda Luu](https://www.youtube.com/watch?v=-HPnr4yuUqc) going over the high-level stuff +👉 [An introduction to value-stream mapping](https://www.youtube.com/watch?v=tGDrt8SV5H4) (spin off from 20th May) +👉 [A lean-value tree example](https://miro.medium.com/max/1094/1*9KIk8YmivQxv53lEgestAA.png) (image for those without the book) +👉 [Weighted Shortest Job First (WSJF)](https://www.scaledagileframework.com/wsjf/) from SAFe is an implementation based on Cost of Delay diff --git a/communities-of-practice/cloud-and-engineering/book-club/library/books_we_have_got_our_eye_on.txt b/communities-of-practice/cloud-and-engineering/book-club/library/books_we_have_got_our_eye_on.txt new file mode 100644 index 0000000000000000000000000000000000000000..574e63233fbded60672ff4a72cde790b8cbbe659 --- /dev/null +++ b/communities-of-practice/cloud-and-engineering/book-club/library/books_we_have_got_our_eye_on.txt @@ -0,0 +1,9 @@ +# Books we've got our eye on + +Please contribute to this list if there's a book you're interested in! We'll include it in the considerations when we're ready to pick up a new book! 💚 + +| Title | Author | Watched By | +| --- | --- | --- | +| [Release It!](https://www.goodreads.com/book/show/1069827.Release_It_) | Michael Nygard | Reuben | + +[👈 Library](./library.md) \ No newline at end of file diff --git a/communities-of-practice/cloud-and-engineering/book-club/library/books_we_have_read.txt b/communities-of-practice/cloud-and-engineering/book-club/library/books_we_have_read.txt new file mode 100644 index 0000000000000000000000000000000000000000..cd6541281be6e5fd19b48d2f1fba6893a5a501e2 --- /dev/null +++ b/communities-of-practice/cloud-and-engineering/book-club/library/books_we_have_read.txt @@ -0,0 +1,5 @@ +# Books we've read in Book Club + +1. ### [EDGE: value-driven digital transformation](../edge-value-driven-digital-transformation.md) + +[👈 Library](./library.md) \ No newline at end of file diff --git a/communities-of-practice/cloud-and-engineering/book-club/library/books_we_recommend.txt b/communities-of-practice/cloud-and-engineering/book-club/library/books_we_recommend.txt new file mode 100644 index 0000000000000000000000000000000000000000..547521937d36e0db0132e29e87863735e92ce4f2 --- /dev/null +++ b/communities-of-practice/cloud-and-engineering/book-club/library/books_we_recommend.txt @@ -0,0 +1,10 @@ +# Books we recommend + +| Title | Author | Recommended By | +| --- | --- | --- | +| [Accelerate](https://www.goodreads.com/en/book/show/35747076-accelerate) | Nicole Forsgren, Jez Humble and Gene Kim | Reuben | +| [Domain-Driven Design](https://www.goodreads.com/book/show/179133.Domain_Driven_Design) | Eric Evans | Reuben | +| [Infrastructure as Code](https://www.goodreads.com/book/show/26544394-infrastructure-as-code) | Kief Morris | Reuben | +| [Test-Driven Development: By Example](https://www.goodreads.com/book/show/387190.Test_Driven_Development) | Kent Beck | Reuben | + +[👈 Library](./library.md) \ No newline at end of file diff --git a/communities-of-practice/cloud-and-engineering/book-club/library/library.txt b/communities-of-practice/cloud-and-engineering/book-club/library/library.txt new file mode 100644 index 0000000000000000000000000000000000000000..fd72a33154d2176d32c1d7aa7bb2b73ef8fb2e38 --- /dev/null +++ b/communities-of-practice/cloud-and-engineering/book-club/library/library.txt @@ -0,0 +1,5 @@ +# Library + +- ✅ [Books we've read](./books_we_have_read.md) +- 💡 [Books we recommend](./books_we_recommend.md) +- 👀 [Books we've got our eyes on](./books_we_have_got_our_eye_on.md) diff --git a/communities-of-practice/cloud-and-engineering/book-club/welcome.txt b/communities-of-practice/cloud-and-engineering/book-club/welcome.txt new file mode 100644 index 0000000000000000000000000000000000000000..004ce2891dd359fae85f35661f46c4d666e50e89 --- /dev/null +++ b/communities-of-practice/cloud-and-engineering/book-club/welcome.txt @@ -0,0 +1,33 @@ +# Welcome to the Book Club + +👋 Welcome to our Cloud and Engineering Book Club! At Made Tech we are passionate about [learning](../../../guides/learning/README.md). In this Book Club, we choose a technical book in the cloud and engineering space and gather once a fortnight to discuss it. We hope to see you there soon! + +This page is about what the Book Club is all about. For all things books, take a look at our [library](./library/library.md). + +## Purpose + +As engineers in delivery teams, we want to continously improve our capabilities and how we deliver working software. By using a technical book to give our minds some direction, we will be able to share our own relevant knowledge and experiences to discuss and build on the book's content - the questions it asks of us - and how it can make us more well-rounded engineers. + +## Format? + +- We meet every other Friday at 1530 for 50 minutes. +- Anyone at Made Tech can subscribe to the club's calendar to get the invite. Just head over to the #eng-bookclub Slack channel and pick up the pinned post! +- We'll cover off an overview of the chapter. +- We'll cover off some of our own highlights. +- We'll then vote on some cards and discuss the most popular questions and deep dives that come to mind. +- At the end, we'll decide for next time. + +## What do I need to do? + +### Before the meeting + +- 💰 Use your learning budget to get your copy of the book! +- 📖 Try and read the agreed sections of the book. +- 🧐 While you read, you could try to think about any puzzles that came to mind, any challenges you'd like to pose to the group, any times you've seen the technique work/fail in real life, or just things you find insightful. +- 💡 Add your thoughts to the (internal) Trello board, which is pinned to the #eng-bookclub Slack channel. + +### During the meeting + +- 🚶‍♀️ We'll walk through the cards chapter-by-chapter +- 🗣 Chip in where you're happy to, whether that's a card you added, an opinion you want to share or a spur of the moment contribution! +- 🧘‍♀️ Or take a back seat if that's what you're comfortable with. \ No newline at end of file diff --git a/company/about.txt b/company/about.txt new file mode 100644 index 0000000000000000000000000000000000000000..268f9702799290237be638e43ab9701ebb93d0cc --- /dev/null +++ b/company/about.txt @@ -0,0 +1,34 @@ +# About Made Tech + +As a **purpose-driven organisation**, we believe the **outcomes** we create are more important than the technology we deliver. + +## Our purpose – why we do what we do + +We want to positively impact the future of the country by using technology to improve society, **for everyone**. + +We are already working with **brilliant public servants** to **modernise technology** and **accelerate digital delivery**. But we know we can do more to help those who share our vision. + +## Our vision – what we want the future to look like + +We want to **empower** the public sector to deliver and continuously improve digital services that are user-centric, data-driven and freed from legacy technology. + +To achieve this, we help them to modernise working practices, accelerate digital delivery, drive better decisions through data and enable technology and delivery skills. + +## Our missions – how we will get there + +We empower public sector organisations by helping them to become digital by default. + +- **Modernise** legacy technology and working practices +- **Accelerate** digital service and technology delivery +- **Drive** better decisions through data and automation +- **Enable** technology and delivery skills to build better systems + +## Our values – who we are and how we operate + +**Client focus** - we can only succeed in our mission if we’re a trustworthy partner to the public sector. We build strong and lasting relationships with our clients through empathy, flexibility, and pragmatism. + +**Drive to deliver** - we have a strong drive to deliver successful outcomes for our clients and their users, working hard to keep to our commitments and rapidly delivering software that improve people’s lives. + +**Learning and mentoring** - we’re passionate about learning and growth. Whether it's improving ourselves, the team, or the organisation, we believe in the power of continuous improvement. + +**One team** - we collaborate with colleagues, clients and communities to create an environment which is inclusive, integrated, and where everyone supports delivery of the mission. diff --git a/company/welcome_pack.txt b/company/welcome_pack.txt new file mode 100644 index 0000000000000000000000000000000000000000..c3ed3efb17741fa24604493693091305d2941c09 --- /dev/null +++ b/company/welcome_pack.txt @@ -0,0 +1,69 @@ +# Welcome Pack + +If it's your first day today, we'd just like you to know how happy we are to have you with us :) + +To give you an idea of what to expect from your on-boarding, we have written this short guide. It covers the things that we think are important for new starters and we hope it provides a basis for your successful on-boarding. + +Over the next few days and weeks we'll introduce: + +1. **Company mission, [values](about.md#our-values), business services and EOSs** - We'll talk about our mission and why the business exists. We'll tell you why we think it's important to improve software delivery in every organisation and how you can help us to achieve our mission. +2. **Peer buddy** — As part of our on-boarding process, we'll introduce you to a company buddy who will be available whenever you need them. If anything crops up (from simple questions to emergencies), feel free to let your buddy know and they will do all they can to help. + + It goes without saying that the rest of the team are here too, so there should be plenty of places to turn if you need anything. +3. [**Role expectations**](../roles/README.md) — All our team members have role expectations and we'll work with you to introduce these to you over the coming weeks. +4. **Career development 121s** — As part of your on-boarding process and ongoing career development, you'll have a monthly 121 with your Line Manager or one of the company directors. These sessions are an opportunity for us to review your progress, look at areas where we can provide support. +5. **Marketplace** — Every Friday, we run showcases. Please contribute to these and once you're feeling confident enough, look to facilitate one of them. +6. **Salary, Pensions & Expenses** — We'll take you through how our finances work, where to go to if you have any questions around salary, pensions, benefits or if you need to submit an expense claim. + +## Getting Started Checklist + +Our on-boarding checklist will be in your Hibob profile on your first day. Below are a few things this will cover. + +#### Everyone + +* [ ] Meet your buddy +* [ ] Attend first career development 121 to introduce role expectations +* [ ] Read the [Acceptable Use Policy](../guides/security/acceptable_use_policy.md) & [Bring Your Own Device Policy](../guides/security/bring_your_own_device.md) +* [ ] Ensure your own devices used for [work are secure](../guides/security/bring_your_own_device.md) +* [ ] Set up Slack account with picture, name(s), name pronunciation guide and [pronouns](https://www.mypronouns.org/) + +#### Non-Engineers +* [ ] Complete the [Github tutorial](https://guides.github.com/activities/hello-world/) + + +### Signing up for Services + +Below you'll find a list of tools that you will need to do your job. You will be setup with the accounts you'll need on your first day with us. + +Note that Google office applications (Docs, Sheets) are the preferred format for internal office documents, to be stored in Google Drive + +#### Everyone + +* [ ] Google Mail (with 2FA) +* [ ] Github (with 2FA) +* [ ] Slack (with 2FA) +* [ ] 1Password (with 2FA) +* [ ] Trello (with 2FA unless using Google Auth to login to Trello) +* [ ] HiBob + +Academy Engineers: you can skip these two for now, but you will probably need them once you graduate. + +* [ ] Xero +* [ ] Kimble + +#### Sales & Marketing + +* [ ] HubSpot +* [ ] Access to [LinkedIn Sales Navigator](https://www.linkedin.com/sales/) + +#### Engineers + +* [ ] Get access to infrastructure for delivery team + +### Setting up your Machine + +#### Engineers + +To get your machine set up with some essentials we've created [First Boot](https://github.com/madetech/first-boot). + +First Boot will install applications like Chrome, Slack, and Sequel Pro as well as installing the latest version of Ruby using `rbenv`, and the latest version of Node using `nvm`. diff --git a/guides/Relocation.txt b/guides/Relocation.txt new file mode 100644 index 0000000000000000000000000000000000000000..3c90c58058d52d42bfe62f6be9a696022f0af884 --- /dev/null +++ b/guides/Relocation.txt @@ -0,0 +1,16 @@ +# Relocation + + + +If you are planning to move address, you’ll need to inform us as early as possible. + + +To inform us of an upcoming move, you'll need to let the following people know: + +Your line manager -to inform them of any support you may need (booking leave to move house etc). +The People team via [people@madetech.com](mailto:people@madetech.com) - we need to know if we need to update your office location in bob. +Your head(s) of - if a location change is required, they may need to know in case this impacts your current or future projects. + + +Once you have confirmation of your new address and have spoken to the relevant people, you’ll need to update this in your bob profile. +You can do this via 'Actions > Employee Updates > Address Change'. diff --git a/guides/buddy_guidance.txt b/guides/buddy_guidance.txt new file mode 100644 index 0000000000000000000000000000000000000000..38cdb37c688d25f2df276ae78ed79c48a7b9cb7c --- /dev/null +++ b/guides/buddy_guidance.txt @@ -0,0 +1,17 @@ +# Buddy Guidance + +You've been chosen to be a buddy to a new team member - Yay. Here's some guidance to help you find out what's expected. + +A buddy is a friend at Made Tech. Someone friendly who helps new team members connect and find their way, especially in their first 3 months with us when everything is new to them. + +Being a buddy is a really important way to help a new person integrate into Made Tech. +When we're back in the office, you will show them all the good lunch places near the office, take them out for a coffee or lunch and help them find their way in the local area. + +As we're working remotely currently, most or all of your interactions will happen on video calls which we call 'coffee chats'. + +## Buddies +- proactively and frequently check in with a new starter to see how they are doing. In the first 3 months you may check in 2-3 times per month. After that time you can work out what suits you both, i.e. monthly catchup/remote lunch +- offer their help and answer all questions (or direct to the right person) +- explain how things work here and where to find stuff +- are available to the new team member for any guidance and often just a chat +- are friendly and helpful humans who are here to welcome all our new team members diff --git a/guides/chalet_time_policy.txt b/guides/chalet_time_policy.txt new file mode 100644 index 0000000000000000000000000000000000000000..7f42daef38b1a56aece35c5e62fe9701fe6e829a --- /dev/null +++ b/guides/chalet_time_policy.txt @@ -0,0 +1,168 @@ +# Chalet time policy + +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... + +- 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. + +### 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 + +Chalet members and their line managers will be responsible for ensuring this time is used usefully. + +Line management should therefore focus partly on: + +- Agree weekly goals to use chalet time according the highest priorities +- 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 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 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 the activities that a chalet member should do will depend on their roles and availability. + +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. 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 + +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 + +1. Pairing on interviews +2. Outreach to potential candidates + +### 4. Research and development + +1. Product development +2. Research projects + +### 5. Communities of Practice (CoP) + +- 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 + +- Reading +- Training courses +- Conferences +- Pairing and group learning + +### 7. Holiday that can flexibly be moved + +## Booking & scheduling chalet time + +### 1. New opportunities on client teams + +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 should be recorded as ‘Bench/Chalet’ in timesheets. + +### 2. New business and revenue + +Bid writing will be booked by the Scheduling team. The chalet member will fill out timesheets for time spent on the bid. + +Marketing activities should be recorded as ‘Bench/Chalet’ in timesheets. + +### 3. Hiring + +This time should be recorded as ‘Hiring’ in timesheets. + +### 4. Research and development + +This time should be recorded as ‘R&D’ time in timesheets. + +### 5. Communities of Practice + +This time should be recorded as ‘Bench/Chalet’ in timesheets. + +### 6. Learning time + +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. + +Learning activities that won't make you unavailable for a delivery (eg. reading, group learning) should be recorded as ‘Bench/Chalet’ in timesheets. + +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 + +Chalet members will [book holiday][5] in the normal way. + +## Responsibility to make activities visible and doable + +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 + +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 chalet members will help find opportunities and advocate for them to join client teams, either billed, invested or shadowing. + +### 2. New revenue and business + +Each week, the Bids team will send the Scheduling team details of bids that chalet members can contribute to. + +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 contact James Holloway of the Marketing Team. You can also contact relevant CoPs and teams for input. + +### 3. Hiring + +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 + +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 + +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, 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 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/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/cloud/aws_certification_advice.txt b/guides/cloud/aws_certification_advice.txt new file mode 100644 index 0000000000000000000000000000000000000000..6c056c3921e486855c46eeeeeacb8f28d251010b --- /dev/null +++ b/guides/cloud/aws_certification_advice.txt @@ -0,0 +1,143 @@ +# AWS Certification Advice + +- [AWS Certification Advice](#aws-certification-advice) + - [Purpose of this guide](#purpose-of-this-guide) + - [General](#general) + - [Certification Costs](#certification-costs) + - [Expensing an Exam](#expensing-an-exam) + - [Exams charged in USD](#exams-charged-in-usd) + - [AWS Business Training](#aws-business-training) + - [AWS Technical Training](#aws-technical-training) + - [AWS Certified Cloud Practitioner](#aws-certified-cloud-practitioner) + - [Recommended Online Training](#recommended-online-training) + - [AWS DevOps Engineer Pathway](#aws-devops-engineer-pathway) + - [AWS Certified Developer - Associate](#aws-certified-developer---associate) + - [Recommended Online Training](#recommended-online-training-1) + - [AWS Certified SysOps Administrator - Associate](#aws-certified-sysops-administrator---associate) + - [Recommended Online Training](#recommended-online-training-2) + - [AWS Certified DevOps Engineer - Professional](#aws-certified-devops-engineer---professional) + - [Recommended Online Training](#recommended-online-training-3) + - [AWS Solutions Architect Pathway](#aws-solutions-architect-pathway) + - [AWS Certified Solutions Architect - Associate](#aws-certified-solutions-architect---associate) + - [Recommended Online Training](#recommended-online-training-4) + - [AWS Certified Solutions Architect - Professional](#aws-certified-solutions-architect---professional) + - [Recommended Online Training](#recommended-online-training-5) + - [AWS Speciality Certifications](#aws-speciality-certifications) + +## Purpose of this guide + +Made Tech are an [AWS Advanced Consulting Partner](https://partners.amazonaws.com/partners/001E0000016ppWOIAY/Made%20Tech) and encourage both technical and non-technical staff to undertake AWS Training and Certifications. This guide will detail some training paths and associated costs. + +AWS provides some non-technical training via the AWS Partner Portal. Guidance on how to create an account and take advantage of this training can be found [here](aws_partner_certs.md). + +## General + +A guide on how to create an AWS Certification account and link it to your Made Tech AWS Partner Account is located [here](aws_partner_certs.md#creating-your-accounts) + +All AWS Exams can be taken remotely from home with either PSI or Pearson Vue. + +## Certification Costs + +Booking an AWS exam costs vary depending on the level of the exam. + +| Exam | Cost | Cost inc tax | +| --- | --- | --- | +| AWS Cloud Practitioner | $100 | $120 | +| AWS Associate Level (Developer, SysOps, Architect) | $150 | $180 | +| AWS Professional Level (DevOps Engineer, Architect) | $300 | $360 | +| AWS Speciality Exams (Security, Networking, Database, ML, Data) | $300 | $360 | + +Each time you pass an AWS Exam you receive a [free practice exam and 50% off voucher](https://www.certmetrics.com/amazon/candidate/benefit_summary.aspx) for the next exam. + +This means an individual could achieve all 11 AWS Certifications for $1650! + +### Expensing an Exam + +An exam can be expensed. In order to do this, follow the [expenses guide](https://github.com/madetech/handbook/blob/main/guides/compensation/expenses.md). The account should be set to `Other Training Costs` and the name of the exam used as the description. + +#### Exams charged in USD + +If the exam is charged in USD, there are two ways you can submit your expense claim in Xero. + +1. (recommended) Use the currency selection drop down within the “purchase amount” field, select `USD` and enter the amount shown on your invoice. Xero will automatically convert your expense for you to GBP. The amount converted may vary slightly compared to what you were charged. +1. Input the amount you were charged in GBP. You will then need to provide proof of purchase (bank statement etc.) which you will have to edit/merge onto the same attachment as the invoice, since Xero only allows 1 attachment. + +## AWS Business Training + +All non-tech employees are encouraged to undertake the [AWS Business Professional Training](https://aws.amazon.com/partners/training/path-bus-pro/) from the AWS Partner Portal. + +## AWS Technical Training + +All technical employees are encouraged to undertake the [AWS Technical Professional Training](https://aws.amazon.com/partners/training/path-tech-pro/) from the AWS Partner Portal. + +## AWS Certified Cloud Practitioner + +The next stage in the AWS Certification journey is the [AWS Certified Cloud Practitioner](https://aws.amazon.com/certification/certified-cloud-practitioner) which is easily achievable by both tech and non-tech employees. + +#### Recommended Online Training +1. [Stephane Maarek - Udemy](https://www.udemy.com/course/aws-certified-cloud-practitioner-new/) +2. [Pluralsight](https://www.pluralsight.com/paths/aws-certified-cloud-practitioner-clf-c02) +3. [Whizlabs](https://www.whizlabs.com/aws-certified-cloud-practitioner/) + You can do shorter tests on specific areas (databases, compute, etc.) so you can target specific knowledge. + Also if you run through them in Practice mode you can view answers and explanations as you go + + +## AWS DevOps Engineer Pathway + +After following the basic training and achieving the AWS Certified Cloud Practitioner Certification, Engineers working towards achieving the AWS DevOps Professional Certification should follow this pathway. + +### AWS Certified Developer - Associate + +The [AWS Certified Developer - Associate](https://aws.amazon.com/certification/certified-developer-associate) is probably the most enjoyable certification to work towards for software developers, covering a lot of the developer tools and fun things like Lambda/API Gateway/SQS/SNS etc... + +#### Recommended Online Training +1. [Stephane Maarek - Udemy](https://www.udemy.com/course/aws-certified-developer-associate-dva-c01/) +2. [Pluralsight](https://www.pluralsight.com/paths/aws-certified-developer-associate-dva-c01) + +### AWS Certified SysOps Administrator - Associate + +The [AWS Certified SysOps Administrator - Associate](https://aws.amazon.com/certification/certified-sysops-admin-associate) is the next step towards the DevOps Pro certification, covering the following domains. Monitoring & Reporting, High Availability, Deployment & Provisioning, Storage & Data Management, Security & Compliance, Networking and Automation & Optimisation. + +#### Recommended Online Training +1. [Cantrill.io](https://learn.cantrill.io/p/aws-certified-sysops-administrator-associate) +2. [ACloudGuru](https://learn.acloud.guru/course/aws-certified-sysops-administrator-associate) + +### AWS Certified DevOps Engineer - Professional + +The [AWS Certified DevOps Engineer - Professional](https://aws.amazon.com/certification/certified-devops-engineer-professional/) is the last step in the DevOps Pro certification pathway, covering the following domains. SDLC Automation, Configuration Management & Infrastructure as Code, Monitoring & Logging, Policies & Standards Automation, Incident & Event Response, High Availability, Fault Tolerance & Disaster Recovery. + +#### Recommended Online Training +1. [Stephane Maarek - Udemy](https://www.udemy.com/course/aws-certified-devops-engineer-professional-hands-on/) +2. [Pluralsight](https://www.pluralsight.com/paths/aws-certified-devops-engineer-professional) + + +## AWS Solutions Architect Pathway + +After following the basic training and achieving the AWS Certified Cloud Practitioner Certification, Engineers working towards achieving the AWS Certified Solutions Architect - Professional should follow this pathway. + +This pathway only consists of the Associate and Pro level Solutions Architect exams, but I would advise looking at other the Associate level courses before undertaking the AWS Solutions Architect Pro, is it is very difficult exam! + +### AWS Certified Solutions Architect - Associate + +The [AWS Certified Solutions Architect - Associate](https://aws.amazon.com/certification/certified-solutions-architect-associate/) is the Associate level Solutions Architect Certification and covers the following domains. Design Resilient Architectures, Design High-Performing Architectures, Design Secure Application & Architectures and Design Cost-Optimisted Architectures. + +#### Recommended Online Training +1. [Cantrill.io](https://learn.cantrill.io/p/aws-certified-solutions-architect-associate-saa-c02) +2. [ACloudGuru](https://learn.acloud.guru/course/aws-certified-solutions-architect-associate) + +### AWS Certified Solutions Architect - Professional + +The [AWS Certified Solutions Architect - Professional](https://aws.amazon.com/certification/certified-solutions-architect-professional) is the professional level Solutions Architect Certification and probably the most difficult AWS Exam. It covers the following domains. Design for Organisational Complexity, Design for New Solutions, Migration Planning, Cost Control and Continuous Improvement for Existing Solutions. + +#### Recommended Online Training +1. [Cantrill.io](https://learn.cantrill.io/p/aws-certified-solutions-architect-professional) +2. [ACloudGuru](https://learn.acloud.guru/course/aws-certified-solutions-architect-professional/dashboard) + + +## AWS Speciality Certifications + +1. [AWS Certified Advanced Networking - Specialty](https://aws.amazon.com/certification/certified-advanced-networking-specialty) +2. [AWS Certified Data Analytics - Specialty](https://aws.amazon.com/certification/certified-data-analytics-specialty) +3. [AWS Certified Database - Specialty](https://aws.amazon.com/certification/certified-database-specialty) +4. [AWS Certified Machine Learning – Specialty](https://aws.amazon.com/certification/certified-machine-learning-specialty) +5. [AWS Certified Security - Specialty](https://aws.amazon.com/certification/certified-security-specialty) diff --git a/guides/cloud/aws_partner_certs.txt b/guides/cloud/aws_partner_certs.txt new file mode 100644 index 0000000000000000000000000000000000000000..820157c74e62cdb55a2602de5f51527f5bb12c6f --- /dev/null +++ b/guides/cloud/aws_partner_certs.txt @@ -0,0 +1,75 @@ +# AWS Training & Certification + +- [Purpose of this guide](#purpose-of-this-guide) +- [AWS Certification](#aws-certification) +- [Creating your accounts](#creating-your-accounts) + - [AWS Training Account](#aws-training-account) + - [AWS Partner Network Account](#aws-partner-network-account) +- [Linking your Amazon and AWS Partner Accounts](#linking-your-amazon-and-aws-partner-accounts) +- [Learning Paths](#learning-paths) + - [AWS Business Professional](#aws-business-professional) + - [AWS Technical Professional](#aws-technical-professional) +- [Employee offboarding](#employee-offboarding) + +## Purpose of this guide + +Made Tech are an [AWS Advanced Consulting Partner](https://partners.amazonaws.com/partners/001E0000016ppWOIAY/Made%20Tech) and require all Made Tech employees to create a user account within the AWS Partner Portal as part of their onboarding process for a number of reasons. + + 1. Access to free AWS Partner Training materials. + 2. Linking employees personal AWS Certification accounts to our Partner account. + +# AWS Certification + +As a Made Tech employee you will be encouraged and supported in taking AWS Certifications. You are advised to create your AWS Certification account using a personal email address so any AWS Certifications you achieve belong to you. This can be the same Amazon account login that you use for doing your shopping on [Amazon](https://www.amazon.co.uk), so you maybe already have an account! + + +AWS has an extensive Training and Certification framework, and there is a lot of great content we can utilise as an AWS Partner to develop and improve our knowledge when working with AWS services. + +We aim for every Made Tech employee to achieve the AWS Cloud Practitioner Certification, and the AWS Partner Portal provides some valuable free entry level training paths towards taking the Cloud Practitioner exam. + +# Creating your accounts + +There are 2 types of accounts needed to take full advantage of the AWS Training and Certification platform. + +- [AWS Training Account](#aws-training-account) +- [AWS Partner Network Account](#aws-partner-network-account) + +## AWS Training Account + +If you have a personal Amazon account you can simply log in to [AWS Training and Certification](https://www.aws.training/SignIn) using the **left side** login. + +This will land you on yet another page where you should click `Login to your account` and will eventually land you in your [Certmetrics Account](https://www.certmetrics.com/amazon/). + +## AWS Partner Network Account + +Head over to the [AWS Partner Network registration guide](aws_partner_registration.md) that will take you through the steps to create an account on the Amazon Partner Network. + +# Linking your Amazon and AWS Partner Accounts + +In order for your AWS Certifications to appear within the Made Tech AWS Partner account, you need to link your person Amazon account to your Amazon Partner Network account. + +1. [Log in to the AWS Partner Network](https://partnercentral.awspartner.com/APNLogin) with your `@madetech.com` email address. +2. Click on `View My Profile` from the left hand `QUICK LINKS` menu. +3. Click the blue `Edit` button. +4. Under `AWS CERTIFICATION` add your personal AWS Certification email address to the `AWS T&C Account Email` field, and select `Yes` for `I consent to share my AWS Certifications with "Made Tech" *` + +Your AWS Certifications will not immediately appear, so check back at a later date. + +# Learning Paths + +## AWS Business Professional + +The recommended AWS Partner training path for non-technical roles is the [AWS Business Professional](https://aws.amazon.com/partners/training/path-bus-pro/). + +## AWS Technical Professional + +The recommended AWS Partner training path for technical roles is the [AWS Technical Professional](https://aws.amazon.com/partners/training/path-tech-pro/). + +# Employee offboarding + +When an employee leaves Made Tech, they should unlink their personal Certification email address from their `@madetech.com` AWS Partner Account. This should be done while they have access to their `@madetech.com` email address as part of their offboarding. + +1. [Log in to the AWS Partner Network](https://partnercentral.awspartner.com/APNLogin) with your `@madetech.com` email address. +2. Click on `View My Profile` from the left hand `QUICK LINKS` menu. +3. Click the blue `Edit` button. +4. Under `AWS CERTIFICATION` remove your personal AWS Certification email address to the `AWS T&C Account Email` field, and select `No` for `I consent to share my AWS Certifications with "Made Tech" *` diff --git a/guides/cloud/aws_partner_registration.txt b/guides/cloud/aws_partner_registration.txt new file mode 100644 index 0000000000000000000000000000000000000000..3f165f46d6d2d339480732e8cee7ac681cfc4a86 --- /dev/null +++ b/guides/cloud/aws_partner_registration.txt @@ -0,0 +1,68 @@ +# AWS Partner Network + +- [AWS Partner Network](#aws-partner-network) + - [Registration](#registration) + - [Step 1: Sign in](#step-1-sign-in) + - [Step 2: Join AWS Partner Network](#step-2-join-aws-partner-network) + - [Step 3: Let's get started](#step-3-lets-get-started) + - [Step 4: Create an APN account](#step-4-create-an-apn-account) + - [Step 5: Security code and password](#step-5-security-code-and-password) + - [Step 6: Why would you like to join APN?](#step-6-why-would-you-like-to-join-apn) + - [Step 7: Tell us about yourself](#step-7-tell-us-about-yourself) + - [Step 8: Congratulations](#step-8-congratulations) + +## Registration + +### Step 1: Sign in + +Go to the [aws.training sign in page](https://www.aws.training/SignIn) and click the right hand "Sign In" button to begin creating your Amazon Partner Network account. + +![](images/sign-in.png) + +### Step 2: Join AWS Partner Network + +Click "Join AWS Partner Network" + +![](images/aws-partner-network-sign-in.png) + +### Step 3: Let's get started + +Click "Let's get started" + +![](images/aws-partner-network-get-started.png) + +### Step 4: Create an APN account + +When creating an APN account you should use your **@madetech.com** email address to register. + +Once you have registered, a security code will be emailed to you to use in the next step. + +![](images/aws-partner-network-create-account.png) + +### Step 5: Security code and password + +Enter the security code from the email you received along with a password. + +![](images/aws-partner-network-security-code.png) + +### Step 6: Why would you like to join APN? + +Select how you heard about APN and what you are looking for support with. + +![](images/aws-partner-network-why.png) + +### Step 7: Tell us about yourself + +Fill out your contact information, whether you consent to share training and certifications with MadeTech and whether you'd like to receive AWS news and offers. + +**NOTE** + +- Use your **personal Amazon email** for the "AWS Training and Certification Account Email" section of the form in order to take your certifications with you should you leave MadeTech. + +![](images/aws-partner-network-about-yourself.png) + +### Step 8: Congratulations + +You have now registered for the AWS Partner Network + +![](images/aws-partner-network-congratulations.png) \ No newline at end of file diff --git a/guides/cloud/aws_sandbox.txt b/guides/cloud/aws_sandbox.txt new file mode 100644 index 0000000000000000000000000000000000000000..14ff7eeae57ad4a3f756c892211ed3639e941254 --- /dev/null +++ b/guides/cloud/aws_sandbox.txt @@ -0,0 +1,95 @@ +# Made Tech AWS Sandbox + +## Overview + +The Made Tech AWS Sandbox accounts are primarily used for individuals' personal development and testing. We run [AWS SSO](https://aws.amazon.com/single-sign-on/) to simplify and secure the IAM aspect of accessing this account. + +There are 2 accounts you can use: +- [Playground account](#playground-account) +- [Devops Pairing Interviews Account](#devops-pairing-interviews-account) + +## Playground account + +### Usage Policy + +This AWS account should only be used for temporary short lived test type projects and resources are destroyed every Friday evening. + +The Terraform and config for this cleanup task lives in this [aws-sandbox](https://github.com/madetech/aws-sandbox) GitHub repo. + +### Security + +The AWS Sandbox account is restricted by several service control policies blocking creation of IAM users, and is locked down to three regions (eu-west-1, eu-west-2 and us-east-1) + +### Access + +1. Request for a new user account in the #cop-cloud Slack channel in the `SandboxUsers` group. +2. AWS SSO login credentials will be emailed to you. +3. Follow the instructions and setup MFA. +4. Login via [https://madetech.awsapps.com/start/](https://madetech.awsapps.com/start/) + +### CLI Usage + +Use [aws-vault](https://github.com/99designs/aws-vault) to run CLI commands. + +Reasons for using this tool can be found [here](https://github.com/99designs/aws-vault#how-it-works). + +1. Install [aws-vault](https://github.com/99designs/aws-vault#installing) +2. Add the following config to your `~/.aws/config` file. + ``` + [profile mt-playground] + sso_start_url=https://madetech.awsapps.com/start + sso_region=eu-west-2 + sso_account_id=261219435789 + sso_role_name=SandboxUser + output=json + ``` + + 3. Test with `aws-vault exec mt-playground -- aws sts get-caller-identity` + 4. This pops open a browser where you need to login to create a session. + 5. Run any CLI based command in the same way e.g `aws-vault exec mt-playground -- terraform apply` + +## Devops Pairing Interviews Account + +This is a separate account for use in devops pairing exercises. + +This account differs in two ways from the main sandbox: +- It allows the creation of iam users. +- It **deletes all resources inside it every day!** + +### Access +Only employees that are conducting devops pairing interviews will be given access + +1. Request your user account to be added to the `DevopsPairingInterviewer` group in the #cop-cloud Slack channel. + +### CLI Usage + +Use [aws-vault](https://github.com/99designs/aws-vault) to run CLI commands. + +Reasons for using this tool can be found [here](https://github.com/99designs/aws-vault#how-it-works). + +1. Install [aws-vault](https://github.com/99designs/aws-vault#installing) +2. Add the following config to your `~/.aws/config` file. + +``` + [profile mt-devops] + sso_start_url=https://madetech.awsapps.com/start + sso_region=eu-west-2 + sso_account_id=612473995106 + sso_role_name=SandboxUser + output=json + ``` + +## Admin actions +This section is for SSO administrators (i.e. pepole in the `@sandbox-admins` group on slack) + +### Adding new users +For when a user has requested to be added to the AWS sandbox +- Login to sso https://madetech.awsapps.com/start#/ +- Click on: `aws account` > `Made Tech` > `Management console` +- Now go to https://eu-west-2.console.aws.amazon.com/singlesignon/identity/home?region=eu-west-2#!/users +- On the top right click `add user` +- Fill in their details (use the part before the @ in their email as username) +- Add them to the "SandboxUsers" group +- They should now get a email invite to join (valid for the next 7 days) + + diff --git a/guides/cloud/azure_partner_certs.txt b/guides/cloud/azure_partner_certs.txt new file mode 100644 index 0000000000000000000000000000000000000000..97d2d224e0148e78b5992f4101530160da372bf6 --- /dev/null +++ b/guides/cloud/azure_partner_certs.txt @@ -0,0 +1,32 @@ +# Azure Certification + +- [Azure Certification](#azure-certification) + - [Purpose of this guide](#purpose-of-this-guide) +- [Azure Partnership](#azure-partnership) +- [Linking your Azure certifications to the Azure Partner Portal](#linking-your-azure-certifications-to-the-azure-partner-portal) + +## Purpose of this guide + +Made Tech are a Microsoft Azure Partner and require all Made Tech employees with Microsoft certifications to link their Microsoft Certification Account to the Made Tech Azure Partner Portal as part of their onboarding process for a number of reasons. + + 1. Access to free Azure Partner Training materials. + 2. Maintaining and aquiring partner levels with Azure. + +# Azure Partnership + +As a Made Tech employee you will be encouraged and supported in taking Azure Certifications. You are advised to create your Microsoft Certification account using a personal email address so any Azure Certifications you achieve belong to you. + +Azure has an extensive Training and Certification framework, and there is a lot of great content we can utilise as a Microsoft Azure Partner to develop and improve our knowledge when working with Azure services. + +# Linking your Azure certifications to the Azure Partner Portal + +In order for your Azure Certifications to appear within the Made Tech Azure Partner Portal, you need to link your personal Microsoft Certification Account to the Made Tech Azure Partner Portal. + +Before you do this, you will need to have completed at least one exam or certification in the [Microsoft Learn portal](https://learn.microsoft.com/). + +1. Go to the [Partner Portal](https://partner.microsoft.com/pc/Users/MyAccount). +2. Sign in using your **Made Tech Microsoft account**. This should take you to the account page, as shown below. +3. Click on the “Associate Microsoft Learning account” button. +![](images/azure-partner-portal-page.png) +4. This will take you to a new log-in page. Here enter your personal **Microsoft Certification Account** credentials (these are the ones you used to sign up for the exam). +5. This will then redirect you back to the above account page and show that you have successfully linked your accounts to the Partner Portal. diff --git a/guides/compensation/expenses.txt b/guides/compensation/expenses.txt new file mode 100644 index 0000000000000000000000000000000000000000..eb993be90f2034bb646702b1f14850bea97ce008 --- /dev/null +++ b/guides/compensation/expenses.txt @@ -0,0 +1,32 @@ +# Expenses + +There is now a fully documented Made Tech expenses policy which covers trains, travel, hotel accommodation, and reimbursement of other business expenses. As it is more detailed than the previous guidance, the policy has been changed to an internally facing document for now. [You can find the document here](https://docs.google.com/document/d/1NthAC1xepzAI07o40c6WxXHbPttNxaCidhJ22eJHD-k/edit#). + +There is additional information on [equipment to enable you to work from home](../../benefits/work_ready.md), and [eye tests](expenses/eyetest.md) on those pages. + +## Travel +Made Tech is also now using TravelPerk to enable you to book all your business travel in one place. Payment is made directly by Finance so you don’t have to pay for travel yourself. For more information on when and how to use this take a look at the [TravelPerk document](https://docs.google.com/document/d/12NiB2QxHZ5k8ajqP95fOo2I-GBKZQLuzQutKAiem0DQ/edit#) (internal link). + +### Railcards +You can expense Railcards for the use of business travel. Made Tech will reimburse the price of any yearly railcard purchased from April 26th 2023 onwards. If you leave Made Tech you will not be charged for it and dont need to return it, but you cannot expense a railcard during your notice period. + +To purchase and expense a railcard you need to; +- purchase a railcard +- add it to your TravelPerk account +- take a screenshot to show that it has been added +- share the image and receipt on Xero when expensing it back. + +## How do you expense? + +Expense claims need to be submitted via [Xero](https://login.xero.com/identity/user/login). If you don’t have a login please drop a message in #ops-finance or email [finance@madetech.com](mailto:finance@madetech.com). + +There is more detail in the policy but all claims must be made within 90 days, and will typically be paid within 2 weeks. + +There are also some approval processes in place: +- Normal expenses: Claims that align with the policy will be approved but any claims that are outside of the guidelines will need approval from your Head of Department. +- Account expenses: Expenses that are aligned to a specific delivery or account (e.g. client entertainment, travel to meetings, etc) should be agreed with the Delivery Manager and/or account team in advance. +- Events and conferences: Expenses need to be approved in advance by the relevant Head of Department. + +For all other information please read the policy document and send any questions to #ops-finance or [finance@madetech.com](mailto:finance@madetech.com). + + diff --git a/guides/compensation/expenses/eyetest.txt b/guides/compensation/expenses/eyetest.txt new file mode 100644 index 0000000000000000000000000000000000000000..01abcb96d9c6517553ee62deadefa395c55a2e87 --- /dev/null +++ b/guides/compensation/expenses/eyetest.txt @@ -0,0 +1,19 @@ +# Eye Test Expenses + +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, using the category 'Staff discrentionary benefit'. + +## Claiming for Lenses and Frames + +If the outcome of the eye test is that you require glasses for the use of Display Screen Equipment (DSE) or (visual/video display unit (VDU), where an ordinary prescription is not suitable, then Made Tech will make a contribution towards the costs of a pair of glasses. + +- Made Tech will pay for the lenses plus an additional £60 toward any frames that you choose. +- After you purchase your frames and lenses, submit the receipts through Xero. + +Please request that the optician provides a report/copy of the prescription indicating these are required specifically for DSE or VDU use. + +**Note:** If you use Westfield Health you may want to reclaim the cost using their service instead, especially if you wish to purchase more expensive frames. + +If you have any questions on this please contact #ops diff --git a/guides/compensation/salary_pay_slips.txt b/guides/compensation/salary_pay_slips.txt new file mode 100644 index 0000000000000000000000000000000000000000..4ce1d49744909490b84a5e15053b5f4122bdae3e --- /dev/null +++ b/guides/compensation/salary_pay_slips.txt @@ -0,0 +1,9 @@ +# Salary & Pay Slips + +We're paid on the 28th of the month, or the Friday before if the 28th falls on a weekend or during a bank holiday. + +Payroll cut off usually falls on the 18th of the month and so if you started on or after that date, you would likely fall into the following month's pay run and recieve backpay for any period worked in the previous month. For example if you started on the 23rd January, your first pay day would be the 28th February and you would recieve pay from 23rd Jan - 28th Feb in that first pay check. + +Our Finance team are responsible for payroll and you will receive an invite to register for our payslip provider just before your first pay day and then receive an e mail each month on pay day confirming when your pay slip is available. + +If you've got any queries on your salary or payslip, please send these to finance@madetech.com diff --git a/guides/compensation/salary_reviews.txt b/guides/compensation/salary_reviews.txt new file mode 100644 index 0000000000000000000000000000000000000000..c8b8af69280d22a2e6e40ca742cc6baa77030a06 --- /dev/null +++ b/guides/compensation/salary_reviews.txt @@ -0,0 +1,5 @@ +# Salary Reviews + +Salaries are reviewed in line with our pay review policy - once, each business financial year. They may be adjusted taking into consideration business performance, individual performance and market rates. We reserve the right not to increase salary at review. An increase one year does not set any precedent or influence any future reviews. + +The other path to a salary adjustment is via our Internal mobility process (promotions or lateral moves) within the financial year. diff --git a/guides/contributing_to_the_handbook.txt b/guides/contributing_to_the_handbook.txt new file mode 100644 index 0000000000000000000000000000000000000000..92a65d3d74e957198c5eee0acdedfc0b58392768 --- /dev/null +++ b/guides/contributing_to_the_handbook.txt @@ -0,0 +1,77 @@ +# Contributing to the Handbook + +This guide aims to make it easier to submit changes to the Handbook without using `git` or a text editor. + +## Updating and adding pages in Github + +### Creating a page + +1. [Go to the handbook.](https://github.com/madetech/handbook) +2. Click through to the folder you want. +3. Click "Create new file" +4. Type out your contents under "Edit new file" 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, write a short description under "Commit new file". For example, "Add Flexible Holiday Page". +7. Select "Create a new branch for this commit" and give it a name relevant to your change. For example, "add-flexible-holiday-page". +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. +2. Click on the pencil icon in the toolbar above the file content. +3. Make your changes as before, previewing until you're happy with them. +4. Under "Commit Changes" describe what this change does. For example, "Fix typo" or "Extend section on getting a company credit card". +5. Keep the selected option as "Commit directly". You don't need to create a new branch for every change. +6. Press "Commit changes". + +### Finalising the change + +1. Get feedback from the wider company and address any feedback. Once you've had your Pull Request approved, you're ready to finalise your change. +2. On the "Conversation" tab of your Pull Request, click "Merge pull request". +3. Your new page will now be visible in the Handbook. + +## Approval and merging + +There are broadly two types of change to the handbook, each with a different approval flow. +If in doubt, default to the most strict method (Significant changes or additions) or ask for advice on Slack. + +1. Significant changes or additions +2. Uncontroversial clarifications + + +### 1. Significant changes or additions + +This includes changes to policies, changes to the way people are expected to work, changes that express a departure from a previous community norm, etc. + +1. Open pull request +2. Shout about the pull request in all relevant Slack channels. This should include announcements, but if it relates to a particular part of Made Tech, also in +the channels more relevant to those people. +3. Allow enough time for people to review and comment, remembering that they probably have busy schedules. One to two weeks is probably sensible. +4. Manage the conversation, seek approvals on GitHub, address feedback. +5. When it feels like something close to consensus is established, merge. + +Consensus is subjective, and we can't make a rule that catches all of the important ways it can look. +If you're unsure if you've got enough of it, reach out to the community on Slack. + +### 2. Uncontroversial clarifications + +This includes spelling mistakes, poorly worded sections, and writing something down that we all are doing anyway, + +1. Open pull request +2. Shout about it in relevant channels +3. Address feedback +4. Wait for an approval +5. Merge diff --git a/guides/equality-diversity-and-inclusion/README.txt b/guides/equality-diversity-and-inclusion/README.txt new file mode 100644 index 0000000000000000000000000000000000000000..2854233f9b3670e1234422681e71ac18e9f1e5d2 --- /dev/null +++ b/guides/equality-diversity-and-inclusion/README.txt @@ -0,0 +1,21 @@ +# Equality, Diversity & Inclusion at Made Tech + +Creating a better, fairer society is part of our purpose as an organisation. This starts with our people. + +We strive to make Made Tech an equitable, diverse and inclusive workplace and to provide a working environment that is free from discrimination at all times. + +We understand that everyone has varying needs. We’ll work to make sure that everyone’s needs are supported and met. + +We recognise that our different backgrounds, experiences, views, beliefs, cultures and physical/neurological differences represented enrich us as a company and as individuals. We embrace diversity in all of our activities and acknowledge that variety and difference are integral to the success and future development of our business. + +Read our [Equality, Diversity & Inclusion Policy](policy.md). + +## Teams and communities + +We have a number of ways we support equality, diversity and inclusion at Made Tech. + +We have a [diversity and inclusion service team](about-service-team.md) who are responsible for defining our strategy, setting KPIs and objectives, supporting the wider organisation to take action to deliver on these objectives, and reporting on progress to our leadership team and the wider company. This team is an escalation point for D&I related issues and manages the operation of equality data collection and reporting. + +We have a regular forum, our [diversity and inclusion community meetup](about-di-community.md) for discussing diversity and inclusion matters, scrutinising decisions being made by the diversity and inclusion service team, and making suggestions for future strategy. + +We support [open and closed community groups](about-open-and-closed-community.md) that meet to share experiences, raise issues and promote various aspects of diversity and inclusion. Open communities are free for anyone to join while closed communities are available to join by invite if you identify as belonging to that community. diff --git a/guides/equality-diversity-and-inclusion/about-di-community.txt b/guides/equality-diversity-and-inclusion/about-di-community.txt new file mode 100644 index 0000000000000000000000000000000000000000..fd396101c7ba977f414174527b708759cf2464c0 --- /dev/null +++ b/guides/equality-diversity-and-inclusion/about-di-community.txt @@ -0,0 +1,40 @@ +# Diversity and inclusion community + +The diversity and inclusion community is an opportunity for anyone at Made Tech to join the conversation on how we progress and promote diversity and inclusion across the business. + +In particular it was set up to: + +- Be open to anyone +- Meet on a regular basis +- Discuss ideas and issues +- Contribute to and review the strategy and plans of the [diversity and inclusion service team](./about-service-team.md) +- Hold the diversity and inclusion service team to account for delivering on their plan +- Review content changes before they are opened for wider review in the Handbook +- Escalate issues + +## When and how does the community meet? + +The community meets on a fortnightly basis via Google Meet. It is facilitated by a representative from the [diversity and inclusion service team](./about-service-team.md) or another nominated individual. The format uses the [Lean Coffee](https://leancoffee.org/) approach where topics can be suggested, prioritised by voting and then discussed in order. The invite is open on Google Calendar so you may add yourself to be reminded, [ask on Slack](https://madetechteam.slack.com/archives/CRAJF24CR) for more information. + +From time-to-time the diversity and inclusion service team may change the format as it sees fit to deliver on its goals and objectives. + +## Can I see what is discussed without joining? + +Minutes are added to the [inclusion repository](https://github.com/madetech/inclusion) for all meetings from the community up to 27/10/2021. +More recent minutes are available in this [Google Doc](https://docs.google.com/document/d/1JtDxGlA2v1uX2dycJQKZ_8Ff41t8jeriWqzFkGPQI7w/view) + +## How else can I get involved? + +The community also hangs out on [Slack](https://madetechteam.slack.com/archives/CRAJF24CR). You may also consider joining one or more [open or closed community groups](about-open-and-closed-community.md). + +## Who can join? + +Anyone can join the community meet up and Slack channel. It is attended by all available members of the [diversity and inclusion service team](./about-service-team.md) and anyone else who wants to join in or just watch. It’s totally fine to join for part of the meet up and to keep your camera off if you prefer. + +## How do I raise an issue? + +Issues can be raised using the Lean Coffee format ahead of and during community meetings. This can be useful for organisational-wide issues but if the issue is about someone’s personal experience it may be best to talk to a member of the [diversity and inclusion service team](./about-service-team.md) first. + +Anyone can contact the service team about an issue, or you could choose to raise it through a member of the diversity and inclusion community, or your diversity community group. Details on who to raise issues to are documented in the [#supply-diversity-and-inclusion Slack channel](https://madetechteam.slack.com/archives/CRAJF24CR). + +We have documented general guidance on [raising an issue](https://github.com/madetech/handbook/blob/main/guides/welfare/raising_an_issue.md) elsewhere in the Handbook, or you can get in touch with the People team if you’re not sure who the best person is to speak to. diff --git a/guides/equality-diversity-and-inclusion/about-open-and-closed-community.txt b/guides/equality-diversity-and-inclusion/about-open-and-closed-community.txt new file mode 100644 index 0000000000000000000000000000000000000000..494cdaac80d7992dea13c3cae6df23a94cfd151d --- /dev/null +++ b/guides/equality-diversity-and-inclusion/about-open-and-closed-community.txt @@ -0,0 +1,45 @@ +# Open and closed communities + +Open and closed community groups are collectives of individuals who come together to discuss particular challenges, ideas and experiences with regards to a particular community. These groups are self-organised, and will have their own ways of communicating and scheduling events. + +**An open community group** has open membership meaning anyone can join the group’s Slack channel, events and meetings. + +**A closed community group** is open only to those who are members of those communities. For example, to join the “women in tech” closed community group you would need to identify as a woman in order to have your request for an invite to be accepted. To join you will need to reach out to an organising member to request an invite. + +You can find a list of open and closed communities in the description of the [diversity and inclusion Slack channel](https://madetechteam.slack.com/archives/CRAJF24CR). We share this list during onboarding weeks too. + +## Starting a group + +Anyone can start an open or closed community group as long as they comply with our [Equality, Diversity & Inclusion Policy](policy.md). To start one you should: + +- Create an open or closed or both Slack channel for your group +- Notify the [diversity and inclusion service team](about-service-team.md) so they can add your group to the lists we share in Slack and during onboarding +- Document either in Slack or a shareable file the purpose of your group and details on how and when you meet +- If a closed group, provide details to the diversity and inclusion team on how someone can ask for an invite and what criteria they need to meet + +## Managing a group + +Open and closed community groups are self-organising and therefore need active management by its members to keep going. Civil servants have published a [“community development handbook”](https://www.gov.uk/government/publications/community-development-handbook/community-development-handbook) that provides lots of guidance on how to sustain a community. + +**Please note:** maintaining community groups is mentally and physically tiring – to keep the community sustainable this burden should not just fall on one or two individuals. + +## Support and budgets available + +There are a variety of ways we support open and closed communities to self-organise: + +- The culture and happiness team have budgets available for socials for your group and can provide support in organising events you may want to hold +- We have diversity and inclusion and culture and happiness budget available for paying speakers to talk at open or closed events +- We are organising a social and awareness calendar for key events that are relevant for our various community groups – this calendar enables our marketing team, employer branding and culture and happiness teams to organise and promote awareness +- Our offices can be used for meetings and our existing communication platforms (Slack, Google Meet) can be used to virtual meet + +Ask on Slack if you want to take advantage of this support. If something is not listed here, please speak to the [diversity and inclusion service team](about-service-team.md) who will be happy to find an answer as to whether we can support your request. + +## Issue escalation + +Community groups form around particular identities, needs and/or experiences. If issues are discussed by these groups, they can be raised with the diversity and inclusion service team to be reviewed and supported. + +If an individual has reported an issue to a group, it may be too much of a burden on that individual to escalate the issue themselves. In this case, a nominated individual from the group should be nominated to raise the issue on the affected individuals behalf. + +Details on who to raise issues to are documented in the [#supply-diversity-and-inclusion Slack channel](https://madetechteam.slack.com/archives/CRAJF24CR). + +We have documented general guidance on [raising an issue](https://github.com/madetech/handbook/blob/main/guides/welfare/raising_an_issue.md) elsewhere in the Handbook, or you can get in touch with the People team if you’re not sure who the best person is to speak to. diff --git a/guides/equality-diversity-and-inclusion/about-service-team.txt b/guides/equality-diversity-and-inclusion/about-service-team.txt new file mode 100644 index 0000000000000000000000000000000000000000..c68132fa597ed6f2e53852bdedb1e972031c67ca --- /dev/null +++ b/guides/equality-diversity-and-inclusion/about-service-team.txt @@ -0,0 +1,38 @@ +# Diversity and inclusion service team + +The diversity and inclusion service team are responsible for and empowered to shape and deliver changes to drive improvements that lead to Made Tech being a more diverse and inclusive place to work. We see this as a necessary ongoing investment needed to ensure equal opportunities are brought about by our work and that we maintain an inclusive culture as we grow. + +Specifically, the diversity and inclusion service team is funded to and is responsible for: + +- Defining our strategy +- Setting KPIs and objectives +- Co-creating change plans with other service teams +- Supporting the wider organisation to take action to deliver on these objectives +- Reporting on progress to our leadership team +- Being an escalation point with the ability to raise issues at an executive and board-level +- Manage operation of equality data collection +- Reporting on equality data to drive future decisions and investments +- Running the [diversity and inclusion community](about-di-community.md) +- Supporting [open and closed communities](about-open-and-closed-community.md) to form and operate + +## Membership + +It is a requirement that an executive director and a member of the leadership team are members of the service team to ensure the team continues to have sufficient authority to make necessary decisions. + +We will run an open recruitment process for other membership places of no less than two places being available per quarter to anyone at Made Tech. + +## Meetings + +The service team shall meet with all available members on a weekly basis to review goals, committed actions and issues. The meeting is 45 minutes and is run by the team’s directly responsible individual or a nominated other. + +The service team is also responsible for ensuring the diversity and inclusion community meets on a regular basis. + +Minutes for these meetings are publically available. +Historical records (03/09/2021 - 29/10/2021) are available on [GitHub](https://github.com/madetech/inclusion/tree/HEAD/minutes/SA-weekly) +More recent minutes (05/11/2021 onwards) are available in a [Google Doc](https://docs.google.com/document/d/1KlCwH72h7zqmbRFugwTzbcn_fawofRysWyi6qZRaZXg/view) + +## Managing issues + +The service team shall be available for issues to be raised via members of the diversity and inclusion community, open/closed communities or any other individual at Made Tech. Details on who to raise issues to should be documented in the [#supply-diversity-and-inclusion](https://madetechteam.slack.com/archives/CRAJF24CR) Slack channel. + +We have documented general guidance on [raising an issue](../welfare/raising_an_issue.md) elsewhere in the Handbook. diff --git a/guides/equality-diversity-and-inclusion/policy.txt b/guides/equality-diversity-and-inclusion/policy.txt new file mode 100644 index 0000000000000000000000000000000000000000..c9c0698a14586b62f34aad0772ebb750346efae4 --- /dev/null +++ b/guides/equality-diversity-and-inclusion/policy.txt @@ -0,0 +1,89 @@ +# Equality, Diversity & Inclusion Policy + +## About this policy + +This policy applies to everyone who works for Made Tech, or who acts on Made Tech’s behalf. All team members have a role in promoting equality, diversity and inclusion at work. We all have a personal responsibility to comply with the policy and to ensure, as far as possible, that others do the same. + +Made Tech is responsible for this policy, and for ensuring that all our staff understand their rights and obligations as detailed within it, and for any necessary training on equal opportunities. + +This policy does not form part of your contract of employment, and we may amend it at any time. + +## The legal framework + +It is illegal to discriminate against a person on the basis of the following [Protected Characteristics](https://www.gov.uk/discrimination-your-rights): + +- Age +- Disability +- Gender reassignment +- Marital or civil partner status +- Pregnancy or maternity +- Race (including colour, nationality, ethnic or national origin) +- Religion, religious belief or similar philosophical belief +- Sex +- Sexual orientation (ie homosexuality, bisexuality or heterosexuality) + +This list doesn't cover everything that might disadvantage someone. We're interested in fairness for everyone, not just meeting our legal obligations. + +## Diversity and equal opportunities + +This is a broader concept that builds upon the progress made through equal opportunities. Everyone is different and diversity means recognising, respecting and valuing the differences we each bring to work. + +Equal opportunities and diversity work together by identifying and addressing any inequalities and barriers faced by people and by valuing, learning and benefiting from the diverse cultures in society and our staff. + +## Types of discrimination + +### Direct discrimination + +This means treating someone less favourably than you would treat others because of a Protected Characteristic. For example, rejecting a job applicant because of their religion, or not promoting someone because of their sexual orientation. This includes any less favourable treatment because you perceive a person to have a Protected Characteristic (even though they do not in fact have it), or because they associate with a person or group who has a Protected Characteristic. + +### Indirect discrimination + +This means placing someone at a disadvantage through a policy, practice or criterion that applies to everyone but adversely affects people with a particular Protected Characteristic. For example, if a company insisted that all employees work on a Sunday, this would adversely affect Christians. If such a practice or criterion cannot be justified as a reasonable means to an end, then it could be considered unlawful. + +### Harassment + +Harassment related to any of the Protected Characteristics will be unlawful if it consists of unwanted conduct that has the purpose or effect of violating a person’s dignity or creating an intimidating, hostile, offensive, degrading or humiliating environment for that person. If you feel that you have been the subject of harassment please talk to your manager, HR person or a trusted colleague in the first instance if you feel more comfortable doing this. + +### Victimisation + +This is the unfavourable treatment of a person because they have taken action to assert their own legal rights under discrimination law, or assisted someone else to do so. For example, if a disabled employee asserts in a grievance that their employer is not complying with its duty to make reasonable adjustments, and is then systematically excluded from meetings. + +## Equal opportunities in employment + +We commit to avoiding unlawful discrimination in all aspects of employment including recruitment, promotion, opportunities for training, pay and benefits, discipline, and selection for redundancy. + +### Recruitment and selection + +Person and job specifications will be limited to those requirements that are necessary for the effective performance of the job. Candidates for employment or promotion will be assessed objectively against the requirements for the position, and on the basis of merit. Similarly, other selection exercises such as redundancy selection will be conducted against objective criteria. A person’s personal or home commitments will not form the basis of employment decisions except where justified and necessary. + +We will generally advertise vacancies to a diverse section of the labour market. Our advertisements should avoid any kind of stereotyping or wording that may discourage particular groups from applying. + +Job applicants should never be asked questions which might suggest an intention to discriminate on grounds of a Protected Characteristic. For example, you may not ask an applicant if they plan to have children. + +### Working practices + +We will consider any possible indirectly discriminatory effect of our standard working practices, including the number of hours to be worked, the times at which these are to be worked, and the place at which the work is to be carried out. When considering requests for variations to these working practices we will only refuse these if we have good reasons for doing so. + +### Part-time and temporary employees + +We will treat part-time and fixed-term employees the same as comparable full-time or permanent employees, and will ensure that they enjoy no less favourable terms and conditions (albeit on a pro-rata basis where appropriate), unless different treatment is justified. + +### Disability + +We will not ask job applicants about their health or any disability before offering them a position, unless it is to check that they can perform an intrinsic part of the job, or to see if we need to make any particular arrangements to accommodate them at interview. Where necessary, job offers can be made conditional to a satisfactory medical check. + +If you are disabled or become disabled, we would ask you to tell us about your condition, so that we can support you as much as possible, and discuss with you any adjustments that may help you. + +### Monitoring questionnaires + +As part of your onboarding at Made Tech and at regular intervals thereafter you will be asked to complete an equality, diversity and inclusion monitoring questionnaire. The data we collect from these will be used to help us make decisions that help fulfil our equality, diversity and inclusion aims. + +## Breaches of the policy + +All staff members have a right to equality of opportunity, and an obligation to uphold this policy. Managers must take responsibility for implementing the policy and for taking positive steps to promote equality at work. + +If you believe that you have suffered discrimination you can raise the matter through our grievance procedure, or you can talk to your manager, the people team, or a trusted colleague in the first instance if you feel more comfortable doing this. Complaints will be treated in confidence and investigated as appropriate. + +We consider any violation of our equality, diversity and inclusion policy to be a serious matter, and, where appropriate, we may invoke the disciplinary procedure when dealing with a breach. Serious cases of deliberate discrimination may amount to gross misconduct resulting in summary dismissal. Unlawful discrimination may also result in legal proceedings against you personally and against Made Tech, and may leave you and Made Tech liable to pay compensation. + +You must not be victimised or retaliated against for complaining about discrimination. However, making a false allegation deliberately and in bad faith will be treated as misconduct. diff --git a/guides/exit_interviews.txt b/guides/exit_interviews.txt new file mode 100644 index 0000000000000000000000000000000000000000..bd21be5b15e79334b8a7b4116bdc4c95364f9662 --- /dev/null +++ b/guides/exit_interviews.txt @@ -0,0 +1,14 @@ +# Exit interview + +A sad reality is that sometimes people will leave Made Tech. Below are a set of questions we like to ask during a 30 minute exit interview. + +- Why did you look for a new job? +- What made you accept the position? +- Did you feel that you were equipped to do your job well? +- How would you describe Made Tech culture? +- Can you provide more information, specific examples of culture? +- What could have been done to keep you? +- If you could change anything about your job what would it be? Roles, responsibilities, expectations, customers, etc. +- If you could change anything about the company what would it be? Culture, space, people, etc. + +**Disclaimer:** We found these in a [Glassdoor blog article](https://www.glassdoor.co.uk/employers/blog/7-must-ask-exit-interview-questions/). diff --git a/guides/hiring/career_fairs.txt b/guides/hiring/career_fairs.txt new file mode 100644 index 0000000000000000000000000000000000000000..7ccd2398566812fcb462713f20736eb00af43107 --- /dev/null +++ b/guides/hiring/career_fairs.txt @@ -0,0 +1,46 @@ +# Made Tech guide to career fairs + +## What does a careers fair look like? + +There are many stalls setup as a circuit around in a big hall. Students pass by the stalls asking questions about job opportunities and internships. + +Most stalls have two representatives standing to the side or in front of them. Standing behind the desk seemed to put too much of a barrier between students and representatives. Stalls typically had table clothes of the companies colors over them, some with logos. All stalls had big banners behind them with bullet point info about the companies and job opportunities at eye level. A lot of stalls had sweets or chocolate on them along with leaflets and swag ranging from totes, USB sticks, popcorn, pens, paper pads, rubix cubes. Some stalls had challenges like solving a rubix cube with a leaderboard. Some had examples of apps they'd built on laptops. A few stalls had additional podiums they brought a long. Our Google Cardboard were another example of things on tables. + +Typically the staff at the desks were recruiters or HR managers rather than people who actually work in engineering. Companies like Ford, Army, Navy, solicitors, Bloomberg and BAE systems are there. Many wore suits although some seemed much more down to earth. The big brands were the big hitters with students swarming around them for more information. Thats not to say we didn't also have 5 or so swarms during the day. + +Most students want to ask about what we do. Some are Computer Science grads, some are mechanical engineering but still interested in code. Some students are part way through their undergraduate years (3-4 years) and some will be doing postgraduate degrees (~2 years). Some want internships, some want graduate positions. Typically everyone wanted a description of what we work on but some ask about salary and length of internships and other things like day to day activities or work environment. + +On average most students stay from anywhere from 1 minute to 5 minutes. Some just want to grab leaflets but we tried opening conversations with everyone who approached. We tried talking to bigger crowds if many approached at once. Everyone even the shy ones appreciated us approaching them and having a conversation. A lot of people seemed a lot more interested in us after talking to them, most had no idea what we were about from the signage. + +## The patter(n) + +At the start we weren't sure on how to begin conversations but throughout the day we built up a fairly consistent conversation structure that worked for us: + + - Ask whether the student is studying compsci or has touched any code? + - Describe the fact we primariy build software, from anything like e-commerce stores, to complex warehousing APIs and even back office tools. + - Highlight the fact we go into other businesses to help their teams deliver better software faster. Several times we described moving organisations from delivering software every 3 months to every day. + - Go into detail about our code dojos, hack days, retreat, blogging and advise them to read our blog and github to see how we work. + - Provide Google Cardboard to take a look at the office. + - Try to take details or at least give a leaflet to every person who approaches. + - Also invite people to our office, to code dojos or whatever else if you fancy. + +## Things to try next time + + - Name badges with Made Tech logo on them + - Sweets are very popular like cadburys celebrations but should also provide vegan alternative too (biscuits or something) + - More leaflets, need around 200 probably + - Use laptop or two for taking contact details as tablet slow + - Challenge that takes maximum of a minute to complete + +## Questions we need to answer + + - How long are internships and when do they start? + - What does our graduate scheme look like? + - What are the salaries available to interns and graduates? + - Do we have any non-technical roles available? + +## Notes for next year + + - Banners should contain information about the fact we build web applications and help other companies do that + - Banner text should be at eye line as a lot of people were straining and bending over to read the text. Students seem to use this to wittle out companies, we used it as an opportunity to strike up conversations but worth making it a little easier at a glance. + - More technical attractions or gadgets or swag. AutomationLogic had a popcorn machine and beer opening USB sticks. diff --git a/guides/hiring/devops_pairing.txt b/guides/hiring/devops_pairing.txt new file mode 100644 index 0000000000000000000000000000000000000000..5bb6dad3298ff749577dfc0bb435db406fff2ab0 --- /dev/null +++ b/guides/hiring/devops_pairing.txt @@ -0,0 +1,22 @@ +DevOps pairing works similarly to [regular pairing](./pairing.md) +Please [read the regular pairing document](./pairing.md) before this one + +## Goals + +- Our DevOps pairing process is designed to simulate solving a real problem in a delivery. +Therefore work should be done on an actual cloud account so that the pair can work past unexpected problems + +- We insist on using infrastructure as code so that interviews can demonstrate these skills as this is often always used in a delivery + +## Preparing to pair +The DevOps pairing process needs a little more preparation than normal +- For pairing in AWS [you will need a cloud account to use](../cloud/aws_sandbox.md) +- Use [this terraform project](https://github.com/madetech/devops-pairing-terraform) to create temporary credentials for the pair + +## Writing code together +Please use one of [these scenarios](https://learn.madetech.com/technology/scenarios/cloud/) for the interview pairing exercise. + +## Ending the pairing session +When there are five minutes left in the session: +- Start to Destroy the resources created in the session +- While this is happening, it's good to ask how they thought the interview went, what they would change, how they would write tests to ensure the infrastructure has deployed correctly etc. diff --git a/guides/hiring/pairing.txt b/guides/hiring/pairing.txt new file mode 100644 index 0000000000000000000000000000000000000000..c7dbefd82c9fdec72043848445c194afd8e76dbd --- /dev/null +++ b/guides/hiring/pairing.txt @@ -0,0 +1,78 @@ +# Pairing with interview candidates + +If you are a Made Tech employee, please refer to this [guide for Software Engineers on how to pair](https://docs.google.com/document/d/1x8fVCx-FB-VU_1EHbGU6yLDn1fDyfa5R/edit?usp=sharing&ouid=113960202795862454830&rtpof=true&sd=true). + +## Why we pair with candidates +We’re trying to hire people who we’d like to work with. This is a way to try out "working" with them. + +It won’t give us certainty, but we hope it helps us make better decisions. + +## When you’ll be needed +You're only needed for: +- The pairing, which starts 30 minutes after the start of the interview, and lasts 30 minutes +- The debrief, which usually happens directly after the 1h30 interview, and lasts about 10 minutes + +For example: +- An interview is taking place at 2pm, lasting until 3.30pm. +- You’ll be needed to pair from 2:30pm, until 3pm. +- You'll be invited to discuss the pairing from 3:30pm, for about 10 minutes ("debrief"). + +Sometimes an interview might overrun. Read the thread in slack before joining the call. + +## What you are looking for +You’ll want to answer these questions about the candidate: +- Are they prepared? +- Are they writing good quality code? +- Are they writing good quality tests? +- Are they approaching the problem in an effective way? +- Can they clearly explain their approach? +- Can they clearly explain their thought process? +- Are they easy/fun to collaborate with? + +Taking notes while pairing can help to answer these questions. + +It's good for some of your feedback to have more detail than "yes" or "no". + +## Legal guidance +Made Tech have a legal duty to ensure that interviews are fair and free of discrimination. There are [illegal interview questions](https://www.interview-skills.co.uk/free-information/interview-guide/illegal-interview-questions) that must not be asked. While it's unlikely that these would be asked directly in a pairing session, it is important that conversation doesn't stray into these areas. + +## Meeting the candidate +The Made Tech people running the interview will let you know when to join. + +It’s OK to spend five minutes getting comfortable at the beginning. Introduce yourself, ask how they are doing. + +Tell the candidate the key facts: +- The session lasts ~25 minutes. +- We’re going to tackle a small coding challenge together, but it’s OK not to “finish” it. +- That you want to pair to understand more about how they work. +- That you want them to share things out loud, so you can understand more. + +## Preparing to pair +- Ask if they’re familiar with pair programming. If not, explain briefly. +- Decide on a pairing style together. +- Ask if they’ve done a kata before. If not, explain briefly. +- Ask which kata they’d like to do. If they’re not sure, suggest one from [this list](https://learn.madetech.com/technology/katas/). Tennis or Bowling work well. +- Ask if they’re familiar with test-driven development (TDD). If not, explain briefly. +- Tell the candidate you’d like to write tests as part of doing the kata. +- If you’re remote, decide how you’ll pair. You could use Tuple, Live Share, or screen sharing. + +## Writing code together +It’s OK to help, but give space for the candidate to show their skills and knowledge. If they get stuck, guide them to the next small step. + +Ask them to write the first test. + +Keep writing code and tests until you've got five minutes left. + +It's OK to keep coding for the last five minutes, or to stop and talk with the candidate instead. + +## Ending the pairing session +It’s OK to stop coding five minutes early and talk. You would do this to: +- Ask any extra questions +- Make the candidate more comfortable (e.g. remind them it’s OK to not finish) + +## Sharing your feedback +Join the debrief and share your feedback with the other interviewers. + +It’s OK to be unsure about whether you would hire the candidate. + +Note: See [devops pairing](./devops_pairing.md) for differences to this process diff --git a/guides/hiring/rationale.txt b/guides/hiring/rationale.txt new file mode 100644 index 0000000000000000000000000000000000000000..7a24420033d103aad04862f51f5b7fd9ef26aed8 --- /dev/null +++ b/guides/hiring/rationale.txt @@ -0,0 +1,15 @@ +# Rationale + +We believe that our hiring process should be fair and repeatable. What do we mean by this? + +## Fair + +Made Tech is an equal opportunity employer that is committed to inclusion and diversity. There is a simple reason to this, we know that having people of all different walks of life provide us with new view points and better our ability to achieve our mission. + +## Repeatable + +We want to be able to continually hire new staff! We wish to grow and we recognise in order to do this we require a pipeline that provides consistent results. Ideally we would have a pipeline where we could increase our spend and therefore increase our levels of hiring. + +## Achieving fair and Repeatable + +In order to achieve fair and repeatable hiring we need to define a process. As with the rest of our business we experiment and iterate with our hiring process. By having a clearly defined pipeline we can optimise and change it through conversation. We can also repeat successes by repeating our process. diff --git a/guides/hiring/referral_policy.txt b/guides/hiring/referral_policy.txt new file mode 100644 index 0000000000000000000000000000000000000000..c172f8b2d548e4c303f13c61b6b5149f351807ea --- /dev/null +++ b/guides/hiring/referral_policy.txt @@ -0,0 +1,55 @@ +# Employee Referral Policy + +The main purpose of this employee referral policy is for everyone at Made Tech to use when they need information about how Made Tech’s referral programme works. + + +## Policy Statements + +If you know someone who you think would be a good addition for a position at Made Tech, please do refer them via our [Pinpoint platform](https://made-tech.pinpointhq.com/employee-dashboard/referral_jobs). If we end up hiring your referred candidate, you may receive a referral payment if eligible. Use the policy guidelines below to determine your eligibility. + +Made Tech will give payments to employees who refer qualified candidates for our job openings. + +This is how our employee referral programme works: + + +| Monetary Amount | Roles | Payment amt on start date | Payment amt after probation | +| ------------------: | :--------------: | -------------------------:| --------------------------: | +| £500 | Apprentices | £250 | £250 | | +| £1500 | All other roles | £750 | £750 | + + +__Charity__ – should you wish to not take us up on the personal financial incentive then you can opt to make a charitable donation which we will make on your behalf to our associated charity for the given year of the campaign. + +## Who is eligible to take part? + +All our employees are eligible to take part in this program – as such the program does not include contractors or third-party vendors. + +The only other people exempt from participation are: +* Anyone working in our talent roles and hiring managers for positions for which they’re hiring. + + +## Who can be referred? + +The only groups of people who **cannot** be referred are candidates: +* That have applied and been unsuccessful in the past 6 months +* Who have terminated from employment with us for any reason within the last 18 months (for example, including resignations). +* Current contractors + +## Additional rules for rewards + +* Rewards will be processed within 30 days of each stage and processed in the next available pay run. +* We never say no to receiving a profile of a referral and will ensure that someone from our Talent team will review the profile and aim to take action within 5 working days. However, during busy periods, this may take longer. You can refer as many times as you wish. Please be sure to evaluate our roles and requirements and make a judgement on suitability to ensure everyone’s time and expectations are well managed. +* The candidate being referred must be someone the employee personally knows through a professional or a personal relationship and we will check the validity of the referral before offer stage. +* If the same candidate is referred by multiple employees, the first employee who makes the referral gets a reward, so act fast if you know someone that could be suited to our open positions. +* There is a 12 month time limit on a referred candidate, meaning if you refer someone to us and they are not right for the current positions now, you could still receive a payment if they are hired in the next 12 months. You will however not receive a payment if you leave Made Tech. +* Any financial reward is open to the usual PAYE deductions (tax), please contact People Ops via our Ask Made Tech portal should you have any questions regarding the deductions – which will be automatically made in your pay cycle. + + +Thank you to all of our Made Tech teammates for taking the time to consider their networks, social and professional as potential resources for referred candidates. + + +We may change our referral programme over time. We also reserve the right to remove certain rewards if they prove ineffective or inefficient. We’ll communicate any change in a clear and timely manner. Employees who referred candidates before a reward incentive was removed or changed will still receive the appropriate reward. + + +We’d like to remind our employees that we are an equal opportunity employer and do not discriminate against protected characteristics. We guarantee that all candidates will be given the same consideration and will pass through our established procedure. + diff --git a/guides/it/Hardware.txt b/guides/it/Hardware.txt new file mode 100644 index 0000000000000000000000000000000000000000..82fffd4eb4c3b93932d8078ec0ce1e435663f5ed --- /dev/null +++ b/guides/it/Hardware.txt @@ -0,0 +1,49 @@ +# IT Hardware + +Aura look after all the laptops and other IT infrastructure in the offices. For all laptop issues or questions please email them directly [it@madetech.com](mailto:it@madetech.com). +For accessories such as monitors, keyboards, etc. take a look [here](https://github.com/madetech/handbook/blob/main/benefits/work_ready.md). + +### 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 :) + +The current standard laptop specs for new purchases are: + +**Engineers and UCD** +- MacBook Pro (14inch standard display) +- Apple M4 with 10-core CPU, 10-core GPU, 16-core Neural Engine +- 32GB unified memory +- 512GB SSD storage + +OR + +- ThinkPad X1 Carbon Gen 11 or 12 14 inch +- Core i7-1355U Processor (E-cores up to 3.70 GHz P-cores up to 5.00 GHz) +- 16GB or 32GB of RAM +- 512GB SSD +- Windows or Linux + +(Gen, processor, memory and overall spec can vary on the ThinkPads - we'll talk to you individually about options.) + +**All other roles** +- Air M3 (13 inch) +- Apple M3 chip with 8‐core CPU, 8‐core GPU and 16‐core Neural Engine +- 16GB unified memory +- 256GB SSD storage + +You may have or receive a laptop with a slightly different spec - these are older machines which are still within the 3 or 4 year replacement period (see below). + +Standard laptop specs will be reviewed annually, and as and when Apple change their specs. The last review was January 2025. + +If there is an issue with your laptop please email [it@madetech.com](mailto:it@madetech.com) + +## Laptop replacement cycles + +**Engineers and UCD** - laptops are currently replaced every 3 years, according to the age of the individual laptop, not how long a user has had it. + +**All other roles** - laptops are replaced every 4 years, according to the age of the individual laptop, not how long a user has had it. + +Please note - the replacement is due on the date the laptop was bought by Made Tech, it it not based on the model year of the laptop. + +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. You do not have to have a replacement - if you're perfectly happy with the laptop you currently have then great. You can request a replacement at any point after the 3 or 4 year mark, whichever is applicable. New laptops will be whatever the standard spec is for your role at that time. + +As of February 2025 we are running behind on replacements for Pros. We're working through in date order. diff --git a/guides/it/Miro.txt b/guides/it/Miro.txt new file mode 100644 index 0000000000000000000000000000000000000000..e3b9221fa3843c80d4f52087a24998bfddd76bef --- /dev/null +++ b/guides/it/Miro.txt @@ -0,0 +1,44 @@ +# Miro + +All the information below and lots more useful stuff can be found on the Made Tech [Miro training board](https://miro.com/app/board/o9J_lkgJ4BU=/) (this is an internal link to a Miro board) + +## Getting access to Miro +### New starters +All new starters are automatically given a Full Miro licence when they join and are added to the Made Tech Team. + +They can be added to any board or Space in the Made Team Team by any other Made Tech Team member. To add them to another Space or client Team, that Team Admin has to invite them. + +### External users +External users **cannot** be added to the Made Tech team, they can only be added to separate client team and Spaces - see Types of Team below. The Team Admin for the client or Space can invite them. + +The licence options are: +- Free Restricted - viewing and commenting (this is free) +- Full - editing access (this costs us money) + +### Reviews +In order to keep licence costs down, access is reviewed every quarter based on usage. If a Full licence hasn’t been used in the previous 2 months it will be changed to a Free Restricted licence. This can be changed back to a Full licence at any point. The licence options are: + +- Free Restricted - viewing and commenting (this is free) +- Full - editing access (this costs us money) + +### Leavers +If you are leaving Made Tech; please transfer your boards to a new owner in advance. Any boards still owned by you at the point of offboarding will be transferred to a Team Admin. + +Leavers are removed from the Made Tech Team as part of the offboarding process. Leavers need to be manually removed from any other client or project teams by the Team Admin, though Ops will do a clear out once a quarter. + +## Types of Team +### The Made Tech Team +There is a Made Tech Team which all staff are automatically added to. This is internally facing only - external users **cannot** be added to the Made Tech team. This is so that there is no accidental sharing of internal information. + +Everyone has permissions to set up their own boards within the Made Tech Team, either as part of a Space or individually. These can be kept private, be shared with individuals or with the whole Team. + +### Client & Project Teams +There are also Client and Project Teams which individuals can request to be added to, or be invited by the Team Admin. These are completely separate from the Made Tech Team, and from each other, and have been set up to ensure that we are keeping all client data in separate and secure environments. + +These Teams are administered by the Team Admin who is a member of the project team, and only relevant project team members should be invited. + +If you need a new Team creating, contact Aura via email it@madetech.com or via Slack. + +To join an external team, click on the Made Tech team option at the top of your dashboard so you can see all the teams you have access to, click + Join team and a request will be sent to the admins for that team. + +There is more information on Ask Made Tech - search for Miro. diff --git a/guides/it/docker.txt b/guides/it/docker.txt new file mode 100644 index 0000000000000000000000000000000000000000..81979c6a4446aecc768be3181637c780ebbd9bd9 --- /dev/null +++ b/guides/it/docker.txt @@ -0,0 +1,12 @@ +# Docker + +Docker is an open platform for developing, shipping, and running applications. Docker enables developers to separate their applications from their infrastructure so they can deliver software quickly. With Docker, they can manage their infrastructure in the same ways they manage their applications. By taking advantage of Docker’s methodologies for shipping, testing, and deploying code quickly, they can significantly reduce the delay between writing code and running it in production. + +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 `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 it@madetech.com diff --git a/guides/it/laptop_replacements.txt b/guides/it/laptop_replacements.txt new file mode 100644 index 0000000000000000000000000000000000000000..6cc7890b4e7241591cd053eb2466cacd26b04f1f --- /dev/null +++ b/guides/it/laptop_replacements.txt @@ -0,0 +1,37 @@ +# Laptop replacements + +The laptop renewal period is 3 or 4 years, depending on your role and 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. + +- 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) + +- Aura will then arrange to send you a new laptop. + +- 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 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: + +
+Aura Technology
+1-2 Trinity Court
+Brunel Road
+Totton
+Southampton
+SO40 3WX
+
+ +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 claiming back via Xero ([guide](../compensation/expenses.md) and [policy](https://docs.google.com/document/d/1NthAC1xepzAI07o40c6WxXHbPttNxaCidhJ22eJHD-k/edit#)), completing the following fields: +- Description: "Returning laptop to Aura for replacement" +- Account: "Postage, Freight & Courier" +- Industry: If it's a client laptop then it will depend on the client. If it's a Made Tech laptop then "Group" +- Capabilities: Your own capability +- Assign to customer: If it's a client laptop then it will depend on the client. If it's a Made Tech laptop then leave blank +- Label: Leave blank + +We do not offer an option to purchase your laptop. diff --git a/guides/it/laptop_security.txt b/guides/it/laptop_security.txt new file mode 100644 index 0000000000000000000000000000000000000000..4714b048a99854d723e336c6b4f65d39bd5d00b5 --- /dev/null +++ b/guides/it/laptop_security.txt @@ -0,0 +1,40 @@ +# Information Security + +Made Tech holds the following certifications: + +**CE+** +- Certificate number: IASME-CEP-045055 +- Date: 2022-06-30 +- Next review scheduled: 2023-06-30 + +**ISO 27001** +- Certificate number: CN/22466Q +- Date: 2022-07-12 +- Next review scheduled: 2025-10-20 + +**ISO 9001** +- Certificate number: CN/18125IS +- Date: 2022-07-12 +- Next review scheduled: 2025-07-02 + + +If you need a copy of these certifications you can find them in the [Knowledge Base](https://drive.google.com/drive/u/0/folders/1V6Gh1PJ0WeBb90i6cVYkXXHkkYHKXeuJ) (this an internal only link) + +In order to keep these certifications there's various standards we have to adhere to. Keeping our networks and equipment compliant and ensuring we're all trained is managed by Ops, but everyone in Made Tech has an individual responsibility for information security. + +You will find more information on how Ops do that and what all users need to do on the [Knowledge Base](https://sites.google.com/madetech.com/signpost/home/security) (this an internal only link) + +For any general questions use the #Ops-IT Slack channel where our response is also visible to others which can be really helpful. For requests to action or project specific queries then email [operations@madetech.com](mailto:operations@madetech.com) + +If you need information for a client or bid, email [operations@madetech.com](mailto:operations@madetech.com) + +For any urgent security issues then Slack, email or call anyone in the Ops team. + +### Useful links +- [All about Linux](https://github.com/madetech/handbook/blob/main/guides/it/linux_av.md) +- [Device profiles](https://github.com/madetech/handbook/blob/main/guides/security/device_profiles.md) + +The below are all internal only links +- [VPN - When to use it and how to access it](https://drive.google.com/drive/u/0/folders/14w3BXtsrgUqRmJ73QFhGXiCo3ufjvMmI) +- [Wifi - Staff and guest network info](https://sites.google.com/madetech.com/signpost/home/it-support) +- [Intro to InfoSec training](https://docs.google.com/presentation/d/1Ubthx1C1MOHhbf2BBvAnU2Jw3YW2Ej4e9zKhvprHgzE/edit#slide=id.g5c95da9fba_0_0) diff --git a/guides/it/linux_av.txt b/guides/it/linux_av.txt new file mode 100644 index 0000000000000000000000000000000000000000..bea464c5e7860b50226cdbfa3e4f76ba0ccbb05b --- /dev/null +++ b/guides/it/linux_av.txt @@ -0,0 +1,156 @@ +# 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 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 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. + + + +## Running a supported OS +The operating system must be a current, supported version, that continues to receive security updates. + +### Linux (Ubuntu) +Check [Ubuntu releases](https://wiki.ubuntu.com/Releases) to ensure that your version is supported. + +## Full disk encryption +**This is the most important step**. When you install your operating system there will be a checkbox to enable this. Please set a disk encryption password that fits the [password policy](https://github.com/madetech/handbook/blob/7d4a7f840a587fed5046045cbe43f8222cabb194/guides/security/password_policy.md). + +It may be possible to encrypt dual booted or manual partitions but it is simpler to erase the disk and follow the guided installation for one operating system. + +For Ubuntu select `Erase disk and install Ubuntu`, `Advanced features`, `Use LVM`, `Encrypt the new Ubuntu installation`. In the next step you will be able to set security and recovery keys. Don't forget them! + +(Note: Enabling full disk encryption after installation is a difficult and dangerous process that is best not attempted. It is most likely you will have to complete all the following steps again after a fresh (disk encrypted) install). + +## Automatic updates enabled +Security updates need to be downloaded and installed automatically (Note: it is up to users on when to apply non-security related updates). Both Ubuntu and Fedora have provisions to enable this: ++ [Ubuntu](https://help.ubuntu.com/community/AutomaticSecurityUpdates#Using_GNOME_Update_Manager) ++ [Fedora](https://fedoraproject.org/wiki/AutoUpdates#Automatic_Updates) + + +## User accounts +The user account that you use on a day to day basis must be a standard non-administrator account. If you require administrator rights to do your job, you can create a separate admin user and switch to this when required. + +### Linux (Ubuntu) + +**Note: This is optional for Linux users, though recommended by Cyber Essentials Plus.** + +A standard account is not on the `sudoers list`, so in order to run commands that require `sudo` access you can temporarily switch to an admin account, run the `sudo` command then logout of the admin user: + +```bash +su - [admin account] +sudo [command] +exit +``` + +## Account locking +User accounts should be configured to lock after a **maximum** of 10 failed login attempts for 5 minutes, log the username to the syslog if the user is not found, and apply the same settings to the root user account. + +### Linux (Ubuntu) +To enable account locking on Ubuntu add the following line to `/etc/pam.d/common-auth`, directly after the `# here are the per-package modules (the "Primary" block)` comment: + +``` +auth required pam_tally2.so onerr=fail deny=10 unlock_time=300 audit even_deny_root root_unlock_time=600 +``` + +This will: +- lock a user's account after 10 failed login attempts - this can be reduced but should not be greater than 10 +- lock the account for 5 minutes (300 seconds) +- log the username to the syslog if the user is not found +- apply the same settings to the root account. + +### Linux (Ubuntu) 22.04+ +pam_tally2.so has been replaced by pam_faillock.so
+pam_failock.so settings can be made in `/etc/security/faillock.conf` and by adding the following to the `/etc/pam.d/common-auth` file: +``` +auth [default=die] pam_faillock.so authfail +auth sufficient pam_faillock.so authsucc +``` +If you have prevented all logins by mistake with pam_tally2 you can reboot to recovery mode into a root shell to access `/etc/pam.d/common-auth`. + +#### Root account +[Ubuntu disables the root account by default](https://ubuntu.com/server/docs/security-users) by not setting a password. This allows a user to boot into a root shell via GRUB / recovery mode. To prevent this you should set a password for the root user: + +```bash +sudo passwd root +``` + +## Firewall +You should be running a local firewall configured to block any incoming traffic. + +### Linux (Ubuntu) +Ubuntu ships with `ufw`, but it is disabled by default. Enable it by running: + +```bash +sudo ufw enable +``` + +## Auto mount / auto run disabled +Your system should *not* auto mount or auto run files when media, such as a removable USB disk, is inserted. + +### Linux (Ubuntu) +In Ubuntu this feature can be disabled by selecting _"Never prompt or start programs on media insertion"_ in _Settings_ > _Removable media_. + +## VPN +You must have [Made Tech's VPN](vpn/README.md) configured on your system. + +## Anti-virus +You must be running Anti-virus software. The installed AV software must: +- be up to date (the most recent stable version, within 30 days of it's release) +- contain an up to date database of viruses and malicious software +- prevent access to, or the running of any malicious file or software (On-access scanning as opposed to scheduled scanning) + +You can test the configuration of your AV software using the test files provided by [EICAR](https://www.eicar.org/) on their ["Anti Malware Testfile" page](https://www.eicar.org/download-anti-malware-testfile/). For example, after downloading `eicar.com.txt` it should not be possible to open the file in a text editor. + +## SentinelOne +SentinelOne is the Linux Anti-virus Software of choice at Made Tech. To get set up with SentinelOne follow the instructions below + +### Step 1: Download and install the package +* [DEB Installer](https://ncrepository.z33.web.core.windows.net/sentinelone/SentinelAgent-Linux-22-1-2-7-x86-64-release-22-1-2_linux_v22_1_2_7.deb) - For Debian/Ubuntu based distributions +* [Non-Signed RPM Installer](https://ncrepository.z33.web.core.windows.net/sentinelone/SentinelAgent-Linux-22-1-2-7-x86-64-release-22-1-2_linux_v22_1_2_7.rpm) - For RHEL/Fedora Based distributions +* [Signed RPM Installer](https://ncrepository.z33.web.core.windows.net/sentinelone/Signed-SentinelAgent-Linux-22-1-2-7-x86-64-release-22-1-2_linux_v22_1_2_7.rpm) - For RHEL/Fedora Based distributions + +For Debian/Ubuntu +``` +sudo dpkg -i ~/Downloads/SentinelAgent-Linux-22-1-2-7-x86-64-release-22-1-2_linux_v22_1_2_7.deb +``` + +For RHEL/Fedora +``` +sudo rpm -i --nodigest ~/Downloads/SentinelAgent-Linux-22-1-2-7-x86-64-release-22-1-2_linux_v22_1_2_7.rpm +``` +or +``` +sudo rpm -i --nodigest ~/Downloads/Signed-SentinelAgent-Linux-22-1-2-7-x86-64-release-22-1-2_linux_v22_1_2_7.rpm +``` + +### Step 2: Register the Made Tech licence key to your SentinelOne install + +You can find the licence key in 1Password. +``` +sudo /opt/sentinelone/bin/sentinelctl management token set [licence_key] +``` + +### Step 3: Start the Service +``` +sudo /opt/sentinelone/bin/sentinelctl control start +``` + +Once installed, and you've started the service check with Ops to ensure you have registered to the SentinelOne dashboard successfully. If this was successful you can remove your previous Anti-virus solution. Should you face any problems or require support please reach out to #ops-it-support or #linuxination on Slack + +## DriveStrike +DriveStrike must also be installed on all Linux machines. It is owned and managed by the awesome Systemagic! You will receive an email from DriveStrike with an invitation to install DriveStrike shortly after starting although it is the individual's responsibility to ensure it is on their machine and the service is enabled. + +## Approved software +For Linux users anything downloaded from the main stable repositories is considered safe to install on your device. + +## UEFI Settings + +You probably want to go into the UEFI setup by hitting "Enter" to interrupt boot and then F1, and ... + +- Enable virtualization. (in "Security") + - You don't need this for containers, but you do for "proper" virtual machines +- Change the sleep state from S0 ("Windows 10") to S3 ("Linux") (in Config .. Power) + - Without doing this you may experience "hot bag syndrome", flat batteries, and lower battery life in suspend +- Enable "swap Ctrl and Fn" + - Because let's face it, the ThinkPad keyboard layout isn't right without doing this diff --git a/guides/it/slack.txt b/guides/it/slack.txt new file mode 100644 index 0000000000000000000000000000000000000000..c7542afce0c77d815ae7a021a5aaa0e1530c0d52 --- /dev/null +++ b/guides/it/slack.txt @@ -0,0 +1,76 @@ +# Slack + +## Purpose of this guide + +Slack is one of our most important cross company tools and used extensively by everyone. This guide is not intended to be a set of rules around using slack, this document is a guide to how we use slack. This should help everyone understand how to get the most out of slack while also being able to minimise distractions, notification noise and control their own focus time, without missing important updates from their team and the wider organisation. + +# Profiles + +[Filling in your profile](https://slack.com/intl/en-gb/help/articles/204092246-Edit-your-profile) helps people find and interact with you on slack, so it is important your profile has the following information: + - Full name + - A display name/handle that is discoverable, such as your first name + - A picture (it doesn't have to be of you, but a clear view of your face is preferable.) This helps keep profiles easy to distinguish at a glance. + - Your role/working group + - Your office location + - Your Made Tech email address + +You can also optionally add the following useful information to your profile if you feel comfortable doing so: + - A pronunciation guide for your name + - Your preferred pronouns + - Personal website, interests, hobbies + - Emergency contact number + + +# Channels + +Slack channels broadly fall under the following categories:- + + - Project channels (named after the project). If you are working on that delivery, it is expected you'll be in that channel, otherwise open project channels are optional. + - Supply channels (prefixed `supply-`). These channels are used by groups focusing on how we _supply_ deliverables. Optional unless directly involved with this group. + - Demand channels (prefixed `demand-`). These channels are used by groups focusing on how we engage with other organisations. Optional unless directly involved with this group. + - Group channels (such as `ops-` or `academy-`). Channels used by operational groups, optional unless directly involved. + - Specific purpose channels (usually prefixed with their temporary purpose, for example `bid-`). Temporary channels used for teams fulfilling a specific related task. Optional unless involved with the task, and will be archived after completion. + - General channels (no prefix). Company wide chanels such as `announcements`, `help` or regional channels such as `manchester` and _community of practice_ channels prefixed with `cop-`, these channels are used for cross company communication and tend have channel specific usage expecations, which should be detailed in their channel topic. + - Off topic channels (prefixed `x-`). These channels are entirely optional to join and use, feel free to create off topic channels if your interest or hobby is not yet represented! + - Bot channels or 'firehose' channels. It is occasionally useful to setup bots that post information to specific channels periodically, it is advised that you only need to join these channels if you are involved in monitoring such information. + +Every slack user will be in `#announcements` (in fact, you cannot leave this default channel), this is so that everyone can be reached in case of an important announcement. This channel is for pre-booked annoucements only so unless you have agreed an announcement with the People Team your message probably belongs in common-room. + +There are no other channels mandatory for _all_ users, but it is expected you will be in channels relevant to your working group. + +## Private channels and group chats + +Private channels can be used for specific tasks and group chats may be used to have small private discussions if necessary. It's worth noting that everything posted on our slack is logged and could be subject to a Freedom of Information request (specifically for channels relating to public sector projects), so it is wise to always use slack as if your message could be read. + +# Notifications and Availability + +We generally understand slack is an asyncronous tool - we do not expect immediate responses or constant availability. + +The team you are working with will expect a level of availability, which can be at odds with reducing notification distractions and focus. We encourage teams to communicate openly and agree ways of working that suit the individuals and the task at hand, and we recommend utilising 'notification free' focus time and respecting focus time of others where possible. + +# Threads + +We encourage you to keep specific discussions in general channels to threads. Responding to a message by creating a thread reduces notification bloat for other users of the channel, and you will only be notified of further thread responses if you are participating in that discussion. You can 'follow' and 'unfollow' threads to further control notifications you receive. + +# @ Usage + +## @user +You use @user to get a specific user's attention in any channel where you'd like to ensure they get notified about something important. + +## @here +Using @here will notify every user who is in the channel and active, for company wide mandatory channels this will usually be used to ensure important announcements are flagged. In other channels, feel free to use @here if you believe the post is immediately relevant to every user present. Some channels can get '@here noisy' such as `#help` where people are seeking to generate awareness, it is entirely reasonable to leave or mute such optional channels. + +## @channel +Using @channel will notify everyone in the channel who is present, and bypasses some settings such as muting the channel. This is only used for messages of the utmost importance and should generaly be used sparingly. + +# Conduct + +Please remember to be courteous, polite and treat your colleagues with respect, and while off topic and non-work chat is encouraged, please remember to keep such chat work friendly! + +# Emojis, bots, integrations + +We have many custom emojis, feel free to add more and use them. + +Many of our developers have built useful bots and integrations, such as the merit bot. Feel free to use these and develop your own, if you do so it is a good idea to present new additions in a company showcase! + +Many teams find external integrations useful if working with other supported tools, from setting up CI/CD alerts to more esoteric functions. You may need to contact an administator for some additions, but generally you're free to add useful external integrations at your own discretion. diff --git a/guides/it/software_licenses.txt b/guides/it/software_licenses.txt new file mode 100644 index 0000000000000000000000000000000000000000..57312198f03e9e7132051e14e3583e8bf24dc964 --- /dev/null +++ b/guides/it/software_licenses.txt @@ -0,0 +1,47 @@ +# Software + +## Software and licences including SaaS +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: +- Kandji - this is a management platform for our Apple devices. Kandji 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. + +This is not intended to place barriers in the way of teams having access to the tools they need to function, we just have to know what we're using and who is using it. + +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 [it@madetech.com](mailto:it@madetech.com) (except where indicated). This is not an exhaustive list (we're still working on that). + +- 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 (slack #ops-kimble-support) +- 1Password +- Learnably +- HiBob (slack #team-people) +- GitHub +- Microsoft Teams +- Workable (slack #team-people) +- Xero (slack #ops-finance) + +### Role specific (Request required) +- Amazon Web Services (AWS) +- Microsoft Azure +- Jetbrains +- [Docker](https://github.com/madetech/handbook/blob/main/guides/it/docker.md) +- Figma +- Dovetail +- Consent Kit +- Adobe Creative Cloud or other Adobe applications +- Lucidchart +- Office 365 +- TablePlus +- Tuple diff --git a/guides/it/vpn/README.txt b/guides/it/vpn/README.txt new file mode 100644 index 0000000000000000000000000000000000000000..883ac5536b3ba6a55ef4fd8849d97795c9150e89 --- /dev/null +++ b/guides/it/vpn/README.txt @@ -0,0 +1,9 @@ +## Connecting to Made Tech - VPN + + +This is a guide to connect to the Made Tech Virtual Private Network (VPN). + +- [Link to VPN instructions](https://drive.google.com/drive/folders/14w3BXtsrgUqRmJ73QFhGXiCo3ufjvMmI) + + + diff --git a/guides/jury_service.txt b/guides/jury_service.txt new file mode 100644 index 0000000000000000000000000000000000000000..099f9aa67e5d779f138c99632f2702123dae0d5a --- /dev/null +++ b/guides/jury_service.txt @@ -0,0 +1,12 @@ +# Jury Service + +If you are summoned for Jury Service, the process is simple... + +* Speak to your Made Tech and Client teams to let them know and to be sure that there is no reason you should ask for a postponement +* Book the appropriate amount of time off as... + * Policy Type: Out of Office (Paid) + * Reason: Jury Duty + +While at court... + +* If you are asked whether a trial lasting longer than 2 weeks will cause problems with your job, the answer is yes. If you have any questions, please check with your line manager and/or account team. diff --git a/guides/learning/README.txt b/guides/learning/README.txt new file mode 100644 index 0000000000000000000000000000000000000000..aa3019df9173d9d9a90830d2af0a46e740e8e1ce --- /dev/null +++ b/guides/learning/README.txt @@ -0,0 +1,61 @@ +# Learning and development at Made Tech + +Learning and mentoring is a core value at Made Tech. We strive to continuously learn and improve ourselves. We want to share our own knowledge with others and adopt a mentoring mindset, both with team members and clients. + + +## What resources are available? + +All team members receive an annual individual learning budget (pro rata’d) to support them with their professional development at Made Tech, whether that is for their current role or, to support their progression and career pathway at Made Tech. Individual learning budgets can be viewed and accessed via Hi Bob. + +It is important that you are investing your individual learning budget on resources that will help you to develop professionally and we will only approve requests that support this. + +We know that individuals all learn in different ways therefore there is a lot of variety in terms of how you could invest in your learning budget, examples could be (not exhaustive): + +Professional memberships +Conferences and events +Subscriptions +Specialised courses +Books +Webinars + +Individual learning budgets are there for you to invest in your professional development, therefore any resources outside of this will not be approved. In addition, individual learning budgets are not able to cover the following: + +Equipment +Software +Virtual games +Travel and expenses + +Where you spend your individual learning budget is not restricted, we would just ask that you use a reputable site if you are purchasing online so you know you are making a safe purchase. Further information on individual learning budgets and how to accces in Bob can be found in the team member guidance document. + +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 + +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 benefit from having an increased budget available to support their development earlier in their careers, and that senior roles would benefit from investment in a more custom learning programme, we have introduced a tapered amount dependent on role level. + +### When leaving Made Tech + +Individual learning budgets 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 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. + diff --git a/guides/line-management/121s.txt b/guides/line-management/121s.txt new file mode 100644 index 0000000000000000000000000000000000000000..d510a709a941c62e916cdebba380c0709fe2f274 --- /dev/null +++ b/guides/line-management/121s.txt @@ -0,0 +1,43 @@ +# 121 Meetings + +You should meet frequently with your direct reports for a minimum of 1 hour per month. + +There may be periods where you meet your direct reports more frequently or for longer/more frequent times per month, such as during their probation period. + + +## What are 121's used for? +121's are dedicated time for coaching, mentoring, and giving people space to reflect and grow: + +You might talk about: + +- What is expected of my role at Made Tech? +- How do I deal with this difficult thing? +- How do I progress in my career? +- Feedback, whether given or received +- Any other topic you both feel is valuable + + +## 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 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) +- share and encourage feedback + + +## Direct report 121 expectations + +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 the 121 section on bob +- over time, take the lead with setting the agenda and leading the 121 meetings diff --git a/guides/line-management/README.txt b/guides/line-management/README.txt new file mode 100644 index 0000000000000000000000000000000000000000..6af97386c9e441560d1eb25d03da3ce365d24eac --- /dev/null +++ b/guides/line-management/README.txt @@ -0,0 +1,44 @@ +# Line management at Made Tech + +Line managers help others to learn and grow, deliver great results, and progress their careers. + +People who report to a line manager are called "direct reports". + +This guidance isn't complete yet. If you need help, ask: +- your own line manager +- you can search our knowledge base - Ask Made Tech, and if you can't find an answer there, feel free to raise a query +- ask one of the people partnering team +- the line manager community (**#cop-learning-line-managers** on Slack) + + +## What do I need to do as a line manager? + +### 121 meetings +Hold regular 121 (one-to-one) meetings, at least once a month. + +[See more guidance on 121s](./121s.md) + +### Probation +Help your direct reports to pass their probation period. +Work with your 'Head of' to extend or fail probations, if necessary. + +[See more guidance on probation](./probation.md) + +### Annual reviews +Hold a review once a year, reflecting on the year's highlights and challenges. +This usually includes a salary review. +This may include setting goals or themes for the coming year. + +[See more guidance on annual reviews](./annual_reviews.md) + +### Promotions +Help your direct report make a case for being promoted. + +[See more guidance on promotions](./promotions.md) + +### Help underperforming people +Help them understand where they are underperforming. +Help them plan to improve in these areas. +As a last resort, give notice of terminating employment. + +[See more guidance on helping underperformance](./performance.md) diff --git a/guides/line-management/annual_reviews.txt b/guides/line-management/annual_reviews.txt new file mode 100644 index 0000000000000000000000000000000000000000..48c86192b4574c57ee306fb8a384465ae4325d0c --- /dev/null +++ b/guides/line-management/annual_reviews.txt @@ -0,0 +1,22 @@ +# Annual Reviews + +As a line manager, one of your responsibilities is to facilitate the annual reviews of the individuals you line manage. The annual review is a retrospective of the previous year, a look ahead at the coming year and typically a [salary review](../compensation/salary_reviews.md). + +The annual review will take place between April and May each year. + +## What should I do to prepare? + +It's recommended you advise and guide your team member to collect and collate evidence of progress and growth continually through the review period. + +You should also take the time to prepare a summary of the highlights and notable events of the review period to share with your team member, and think about guidance and goals for the next review period. Try to identify key areas of growth for the coming review period, constructive feedback from the individual's team will be key to this. + +## Summary +1. Book in annual review meeting with team member +2. Gather feedback +3. Complete annual review form on Small Improvements +4. Agree and set objectives (this may be in the review or as an additional meeting if preferred) +5. Enter agreed objectives on Small Improvements + +Our [annual review](https://docs.google.com/document/d/1B9DZHdytIXpy17ns-gSWCm62MS0eCBbIWTv6otvROKA/edit) guidance provides additional information regarding processes and responsibilities. + +Reviews should always be supported throughout the year with regular 1:1’s and feedback should be actively sought at those regular intervals. diff --git a/guides/line-management/performance.txt b/guides/line-management/performance.txt new file mode 100644 index 0000000000000000000000000000000000000000..102e5af76bea0f71b639d8f3443c6475de819402 --- /dev/null +++ b/guides/line-management/performance.txt @@ -0,0 +1,57 @@ +# Performance Management + +At Made Tech we believe every team must promote an open, honest feedback culture and collectively work to improve and maintain psychological safety. + +Occasionally, a team will need support in helping an individual meet the expectations placed on them, which is something that will fall to you as a line manager to support on. + +There's no one-size-fits-all performance management process, it is instead a process tailored to the individual and the support they need. + +## What is performance management? + +In a general sense, the process of performance management will involve understanding the ways in which your reportee does not currently meet expectations and supporting them to work out a plan to improve. You will need to set goals and measure outcomes, which means defining how you will measure success with your reportee and their team. + +As a last resort, you may need to serve notice of termination of employment. + +## Where do we start? + +The trigger to begin a performance management process is usually concerns about an individual's ability to meet expectations is raised by their team lead, to the people team or to their line manager. + +When this happens, it's important to confirm performance management is a necessary step. + +Begin by speaking to the team lead that has raised concerns, your goal is to understand the ways in which the individual is falling short of expectations, what has been done within the team to support them and what feedback they have already received, and what successfully meeting expectations would entail. + +It's important to note that each team should provide support and give useful, constructive feedback. If you aren't satisfied this is the case, you should be clear that you believe these steps need to be taken before performance management, and you should support the team to provide the necessary feedback and review performance periodically. + +Meet with your reportee and the Head of People. The purpose of this is to begin with an empathetic approach and understand if there are external factors or issues affecting your reportee that we can provide support with, doing so may avoid direct intervention. + +The decision to begin performance management officially will be made between an individual's line manager, their team lead, and the Head of People. + + +## Performance management is necessary, what's next? + +The decision has been made to seek direct intervention, which will be your responsibility as line manager. Your next step should be to work with your reportee to form a set of measurable goals that will show they are able to meet the expectations they need to in order to succeed as part of their delivery team. + +Unfortunately, giving detailed guidance for this is difficult as it will depend heavily on the situation at hand, the people team and the line manager community of practice will support you as much as possible. Remember the key points: + - Approach the situation with empathy + - Clearly identify what we need to do, and how + - Clearly identify how we will measure success + - Clearly define the timeframe for meeting expectations + - Be honest and open about the situation - remember that feedback is information + +Review progress as often as possible, ideally every week during this process. Remember that this process can be intense and a source of anxiety, again refer to the people team for support we can offer to everyone involved. Reassure your reportee that we want to see them succeed in their role! + +## Ending performance management + +Ideally, you reportee will be able to show progress and reach the goals you've set together, and will no longer need close monitoring. Gain endorsement from their team lead that this is the case, and inform the Head of People that you'll cease performance management officially. + +It's important from here that support structures you've built together don't immediately disappear, it's recommended to keep iterating on the goals and growth plan, and to review outcomes regularly, gradually reducing the review frequency to a normal cadence. + +Reassure your reportee that having extra support and direct intervention will have no long term impact on their career growth. + +## Terminating employment + +It's really important to be explicit about what the outcomes we are looking for are and also balance that with eventual consequences of not seeing improvements to a persons performance. + +We want to do everything we can to support someone who is not meeting expectations and that is our first aim. + +In some cases, and as a last resort, we may need to serve notice of termination of employment. This would be supported by the Head of People and you should engage them in this process as soon as underperformance is identified. diff --git a/guides/line-management/probation.txt b/guides/line-management/probation.txt new file mode 100644 index 0000000000000000000000000000000000000000..ab21b03ec831df1255cdb6c378557f1dde85cc95 --- /dev/null +++ b/guides/line-management/probation.txt @@ -0,0 +1,114 @@ +# Probation at Made Tech + +When someone joins Made Tech, they're "on probation" for three months. +This means their notice period is shorter - usually one week. + +At the end of probation, people either pass or fail. Most people pass. +Rarely, you'll extend probation, or pass someone early. + +This guidance is written for line managers, but may be useful for people on probation too. + +- [What happens during probation?](#what-happens-during-probation) +- [Explaining how to pass probation](#explaining-how-to-pass-probation) +- [One-to-one meetings during probation](#one-to-one-121-meetings-during-probation) +- [Finishing probation](#finishing-probation) + +## What happens during probation? + +In the first week, explain probation to your direct report. Talk about what it is, and how to pass it. + +Each week, meet them one-to-one. +Get feedback from their team, and reflect on it together. You should clarify the need for constructive feedback here - it's important to set progression goals and this helps identify areas for development. +Ensure clarity on role expectations and core values. +Talk often about whether they're on-track to pass. +Be honest and upfront about concerns or skills gaps and support your direct report by providing clarity on what those are, and discuss finding opportunities for them to demonstrate progress. + +Before the end of the probation period you must have confidence that the team member meets their role expectations and is aligned with our core values. Demonstrating both of these generally means that they are a great addition to our team and will help drive the company goals forward. Absence of either of those needs to be looked into more closely. + +### Week 6 + +This is a great time for a half way review. Discuss how their time has gone so far, reflect and review on feedback and work examples you have already discussed and identify what you want to focus on for the following 6 weeks. +Feedback is easier to receive if you give colleagues a heads up and a chance to better observe you. Send out a probation feedback request to the team leads, peers and other stakeholders they work with via Small Improvements asking to observe the team member for the following 4 - 6 week. A template 'Probation Feedback' is available to use. + +### Week 10 + +It's time to review the feedback you have received over the past few weeks. If you are missing feedback then this is a good time to nudge colleagues. +Reviewing the feedback during week 10 will allow a further 2 weeks (week 12 is your probation review) to reflect and work through anything that is unclear or outstanding. + +### Week 10 - 12 + +Please see 'Finishing probation' below. + +## Explaining how to pass probation + +Talk about what good looks like for your direct report's role. [The handbook role pages](../../roles/README.md) may help with this. +It's good to spend the first two weeks talking about this. + +Explain that feedback is useful evidence on how they're performing. + +Tell them to ask their team for feedback. You can talk to their team directly to help get more feedback, if needed. + +### Worries about failing probation + +It can be stressful to be on probation. Explain early that: + +- Most people pass +- Getting regular feedback means the result won't be a surprise +- You will guide and support them + +## One-to-one (121) meetings during probation + +Read our [general guidance for 121 meetings](./121s.md). + +In probation, focus more on: + +- Giving and receiving feedback +- Reflecting on feedback together +- Whether they're on-track to pass + +Feedback can be difficult to get. If it's not clear whether they are on-track four weeks in, ask their team for feedback directly. + +## Finishing probation + +Make a recommendation on behalf of your direct report to your 'Head of'. This is done through Hibob. + +Actioning a probation through Hibob. +This is done via your direct reports profile > Actions > Employee Updates > Probation. + +You’ll have the space to add in all feedback gathered from you and your direct report, finishing this recommendation with either a “pass”, “Extend” or “Fail” decision before submitting. +Once submitted, this will go straight to your 'Head of’ for approval. + +Highlight feedback from the team about them and a short summary of how they demonstrated meeting or exceeding their role expectations and our core values. Be sure to include balanced feedback that also includes areas for development or further focus and growth for your team member based on the feedback provided or that you have observed as line manager. + +*Your 'Head of' will make the final decision on whether to pass, extend, or fail probation, informed by your feedback* + +### Passing probation + +Once your Head of has confirmed they agree with your recommendation to pass probation, congratulate them on passing probation. Confirm their new notice period (this will be reflected in your Hibob profile under the section, Work). The People team will action post-probation benefits.* + +Decide together how often to have one-to-ones from now on (we'd recommend a minimum of monthly). + +### Failing probation + +Ensure conversations happen early on to assess and review progress during the probation period and gives your direct report an opportunity to improve. + +If there is no/limited progress, get in touch with your Head of and the People team. Explore and agree next steps. + +If the probation period has not been successful, hold a probation review meeting where you will tell the individual they haven't passed probation, and give them notice of their employment with Made Tech ending. + +It can be difficult and stressful for all involved. Talk to the People team for support. + +### Extending probation + +Sometimes, it's not clear at the end of probation if someone would succeed at Made Tech long-term. + +In these rare cases, work with your 'Head of' to extend probation, agreeing on a fixed amount of time. Let the People team know of any extension so they can update relevant systems too. + +Being on probation can be stressful. Think carefully when deciding between extending and failing. + +### Learning from failed probations + +Failed probations sometimes mean something went wrong in our hiring. + +Talk to the hiring team and the People team about a failed probation, to see if anything can be learned or changed. + diff --git a/guides/line-management/promotions.txt b/guides/line-management/promotions.txt new file mode 100644 index 0000000000000000000000000000000000000000..b3001ed50a170b07471b24188770f7e8a89147c4 --- /dev/null +++ b/guides/line-management/promotions.txt @@ -0,0 +1,25 @@ +# Promotions + +This guidance is written mostly for line managers. It'll help you understand how promotions work at Made Tech. + +You're responsible for supporting people you line manage when they want to get promoted. + +## When should I encourage someone to apply for promotion? + +It's difficult to provide a one-size-fits-all answer to this question, but ultimately this decision is made when both you and the individual you line manage feel that individual is ready to take on a new role. Signs this might be the case could include: + +- They exhibit some or all of the core competencies for their desired role +- They are consistently evidencing some or all attributes that are described in the [SFIA level](https://sfia-online.org/en/sfia-8/sfia-8) that corresponds to their desired role +- They have examples of exemplary work or feedback received +- They have received endorsement from the leads of their current project +- They display the potential to succeed in the desired role + +## How do I seek promotion for someone? + +Team members may apply for any open role in their career path listed on our careers page via [Workable](https://referrals.workable.com/made-tech/jobs/). If the role the individual you line manage is interested in a role that is not listed on this list please inform your head of team so we can collate date about our internal demand. +You can find more information about the promotions process in our [Promotion Guidance for client facing team members](https://docs.google.com/document/d/1LjchEGWCVxeyCo4PTYZxd1PL0DKPUx_8AoT3F67ifoo/edit) or Promotion Guidance for our group facing team members (link will be updated soon) + + +### What should I do if the promotion case is unsuccessful? + +In the event the promotion application is unsuccessful, feedback will be provided by the interviewing panel and the team members will have the opportunity to appeal. diff --git a/guides/mentorship/README.txt b/guides/mentorship/README.txt new file mode 100644 index 0000000000000000000000000000000000000000..a90dcdaab93ed2c99797fdf04f4cdc6048fc131a --- /dev/null +++ b/guides/mentorship/README.txt @@ -0,0 +1,40 @@ +# Made Tech Mentorship Guide + +At Made Tech, mentorship enables Made Tech staff with the opportunity to provide guidance and support to people in the wider tech community. Mentees are able to gain new knowledge and support and develop and enhance their skills. + +## General Guidance + +* Be kind, have empathy and be supportive +* Don’t share personal information about your mentee in open forums +* Please give at least 48 hours notice before moving or cancelling your session, so that both parties have a chance to adjust their schedules +* When first meeting, take some time to outline what goals you’d like to achieve, and how long it might take to achieve them. We recommend setting somewhere between 6 and 12 sessions and reviewing at the end to see where to go from there. + +## Mentee / Mentor Matching + +Once you're matched up, we'll send an introductory email introducing you to your mentor. + +## First session guidance + +If you have a particular approach or mentorship / pairing style that you’d like to, please feel free to use it. Here are some suggestions to get the ball rolling on the first session: +1. Introduce yourselves +2. Outline goals and objectives +3. Discuss what you both would like out of the sessions - Set some [SMART Goals](https://www.mindtools.com/pages/article/smart-goals.htm) +4. Discuss preferred pairing styles - It’s likely that you will be pairing during the sessions. We recommend using Visual Studio Code Live Share +5. Discuss how frequently you would like to have sessions + +## Before your sessions + +Discuss what you will be pairing on during your sessions. In terms of what you could pair on, a good option would be to use some of the following: +- https://learn.madetech.com/technology/katas/ +- https://learn.madetech.com/technology/koans/ +- https://www.codewars.com/ + +## Any questions? + +Feel free to ask any questions in the #cop-mentoring channels or send an email to mentorship@madetech.com. + +## Mentor and Mentee Guidance + +Refer to the following guides for specific mentor/mentee guidance +- [Mentor Guidance](mentors) +- [Mentee Guidance](mentees) \ No newline at end of file diff --git a/guides/mentorship/mentees/README.txt b/guides/mentorship/mentees/README.txt new file mode 100644 index 0000000000000000000000000000000000000000..d5a31af31294adb6449397d4afce7409f7fa0b28 --- /dev/null +++ b/guides/mentorship/mentees/README.txt @@ -0,0 +1,17 @@ +# Mentees + +## What to do once you're paired? + +After your initial session, it will be your responsibility to create sessions with your mentor. + +## Before the session + +### Learning Style + +Everybody learns differently, if you have an awareness of your learning style it might be worth sharing this information with your mentor as it may help them when pairing with you or suggesting resources to try in your own time. + +For example, if your learning style is visual you may prefer seeing diagrams when the mentor is explaining new concepts for the first time. + +### Set Your Expectations + +It might be beneficial to have a list or a mind map on the technical skills you would like to develop. You could try pair programming on coding katas (coding exercises) with your mentor instead. Codewars is a good place to sign up and start together. diff --git a/guides/mentorship/mentors/README.txt b/guides/mentorship/mentors/README.txt new file mode 100644 index 0000000000000000000000000000000000000000..fe1378028ca71e9bdfe90518ba38497ea21c15fb --- /dev/null +++ b/guides/mentorship/mentors/README.txt @@ -0,0 +1,48 @@ +# Mentors + +Thank you for signing up to be a Made Tech mentor. Here’s a little guide for how to prepare and go about the sessions. + +The point of doing this is to provide an opportunity for people to expand on their coding skills from professionals in the industry, but also to provide those looking to enter the industry with an insight into what it can be like. + +As a mentor, you will be supporting people at various stages on their tech journeys, these could be people who applied to the Academy, or people who are members of various tech communities or networks. You get to help someone by sharing both your technical and non-technical knowledge and experience, helping them grow on their fundamentals or understand some tricky concepts. + +## Mentor / Mentee Pairing + +There are two ways that we will be pairing mentors with mentees + +### Academy Support + +Some people who have applied to the Academy will be allocated mentors. These will either be people who will be joining the next run of the Made Tech Academy, or who need more support for a future application. + +### Availability and Skill Match + +We may have people who get in contact either directly, or through external tech communities looking for support from a mentor with a particular skill. We will pair based on the skills they would like to develop. + +When you are paired, we will give you the following information about the mentee in order to make contact. + +- Name +- Email Address + +Please contact your mentee via email, you and your mentee should arrange the time for your sessions. + +## Booking the Sessions + +Once you’re matched up, you will be put in touch with your mentee via email and on slack. If you don’t receive a message within a couple of days of the pairing being allocated, please let me know. + +It could be useful to set up a [Calendly](https://calendly.com) account, and the mentee can use this to put time in your calendar. + +Once the first session is arranged, you’re good to go! + +## Your Sessions + +How you conduct the sessions is up to you! As mentorship is currently done remotely, all you’ll need to do is join the hangouts/zoom link created in your calendar by Calendly. + +The first session will likely be filled with introductions and discussions of expectations, but no doubt that you will both want to get coding pretty quickly. Feel free to find a plan that works for both you and your mentee. + +## Mentoring Successfully + +- Outline expectations and ground rules from the outset +- Ask the mentee their learning priorities, check that they’re on track +- Mutually set goals with your mentee +- Be clear about your contact schedule +- Hold each other accountable diff --git a/guides/office/clear_desk_clear_screen.txt b/guides/office/clear_desk_clear_screen.txt new file mode 100644 index 0000000000000000000000000000000000000000..2d9bd9910716c0ca883db3d4978e13d48e82ea82 --- /dev/null +++ b/guides/office/clear_desk_clear_screen.txt @@ -0,0 +1,23 @@ +# Clear Desk/Clear Screen + +Made Tech operates a Clear Desk/Clear Screen policy. This means that all sensitive/confidential materials should be removed from a user workspace and secured when no one is using it. + +## Clear Desk: +- All ‘Confidential’ information must be hidden from view when not being actively used +- Hard copies should be kept in locked drawers or returned to the appropriate place in the office +- Drawers/files containing sensitive information must be kept closed and locked. The keys to these drawers/files should be kept in a secure location and not left unattended at any time +- Printouts should be immediately removed from the printer +- When no longer needed, sensitive documents should be shredded in the office shredder +- Passwords to confidential material should not be left on pieces of paper, sticky notes, or left unattended on a desk + +## Clear Screen: +- If you need to leave your workstation for any reason, you should ensure your screen is locked and not visible +- If you are using multiple screens, ensure you remain aware of what is displayed on both screens +- When working outside the Made Tech Office (either from home, onsite with a client, or in a public space) ensure you remain aware of your surroundings and who may be able to view your screen. + +### Devices: +- When not in use, turn off your device to ensure disk encryption is enabled. +- USB drives or other mass storage devices should be secured a locked drawer when not in use. Personal data (as defined in the Data Protection Act 2018) must not be stored on such storage devices + +### Other: +- Confidential and restricted information should not be displayed on any whiteboards or sticky notes around the office diff --git a/guides/office/dress_code.txt b/guides/office/dress_code.txt new file mode 100644 index 0000000000000000000000000000000000000000..3328a1bb8fac1d9f7e08787d0b663880ccf41287 --- /dev/null +++ b/guides/office/dress_code.txt @@ -0,0 +1,10 @@ +# Dress Code + +Made Tech is typically a casually dressed environment, however we have a need as an organisation to project a level of professionalism to each other, customers, potential hires, and other outside collaborators. + +This should be considered a rough guide as to acceptable dress in the Made Tech office. If you're working on-site or visiting a customer organisation you should be sensitive to their dress code and modify your dress accordingly. If in doubt please seek advice from another member of the team. + +## Generally not OK for the office: + +- Tracksuit bottoms / sweatpants +- Sports-style shorts diff --git a/guides/office/kitchen.txt b/guides/office/kitchen.txt new file mode 100644 index 0000000000000000000000000000000000000000..7c5af9d4edfcca280c9f0fe5a7300aa9699f1d50 --- /dev/null +++ b/guides/office/kitchen.txt @@ -0,0 +1,36 @@ +# Kitchen Etiquette + +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: + + - When grinding beans that no meetings are going on in the meeting room as it's very loud and can interrupt voice calls and conversations + - When you're done making coffee that you tidy up any spillages so the kitchen is left in a clean state + +## Dirty glasses, cutlery, and crockery regime + +We all appreciate a clean and orderly kitchen, and a clear sink. This is why everyone should put their dirty tableware in the dishwasher. + +Before using the dishwasher, please familiarise yourself with [accepted dishwasher loading conventions](https://www.wikihow.life/Load-a-Dishwasher). + +Please ensure: + + - When you're finished with any tableware that you rinse them and put them in the dishwasher + - When the dishwasher is full, then load it with a cleaning agent and start it + - When the dishwasher is running already, then wash your items in the sink with detergent instead + - When the dishwasher has finished and has clean items in it, empty it. Then put your dirty items inside! + +## Rubbish rules + +We are passionate about recycling at Made Tech, please familiarise yourself with which items should be recycled on [First Mile's Dry Mixed Recycling](https://thefirstmile.co.uk/business-waste/collection/mixed-recycling) page. + +When using the bins, there are a few things to keep in mind: + + - Put the right items in the right bins. Recycle! + - When recycling, make sure your items are clean + - Keep the bins clean, no one likes messy bins. When a bin accidentally gets dirty, wipe it down with some damp paper towels + - When a bin is full, remove the bin liner and close it, then put in a new bag diff --git a/guides/office/officehandbook.txt b/guides/office/officehandbook.txt new file mode 100644 index 0000000000000000000000000000000000000000..688021e1b5591d329002115cb86e4b2d35501744 --- /dev/null +++ b/guides/office/officehandbook.txt @@ -0,0 +1,122 @@ +# Office handbook + +Each office has its own individual office handbook packed with information to help you understand areas such as +access, meeting rooms and connecting to the internet. +Please take a look at the [main office handbook](https://docs.google.com/document/d/1trOGW8mUDmMhDLLJxZwi194WkA6liFk1j0wiAu27C3Q/edit) +(internal link) which holds general office information and links to the regional handbook for the office you are attached to. The office handbooks are also pinned to the top of the relevant office slack channel. + +For any queries regarding offices please email [operations@madetech.com](mailto:operations@madetech.com) or get in contact via slack #ops + +# How to book a desk + +You can book a desk in any office using [Office RnD](https://hybrid.officernd.com/community/madetech/dashboard?date=2023-06-02). There is more information on how to book desks for yourself, your team and any visitors [here](https://docs.google.com/document/d/1wCGrHN-prrUt8RnyNux2MshCTQ36D_rvTKTeu1qJwMk/edit) (internal link). + +# Access information + +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 + +Entry to the office is via the stairs. Due to the steepness of the steps, we are unable to add ramps for wheelchair access. + +There are steps at the front door to enter the building and a narrow staircase. + +There is a spiral metal staircase joining the first and second floors within the office. Alternatively, you can exit the office and use the entry staircase. + +### Layout and office information + +There are low beams on the ceiling. + +The floors are hardwood, they are fairly flat. + +The office is split over two floors. The office is all open space with one large and one small meeting room available on the second floor. The first floor has glass partitions but these do not exclude all office noise. Both floors can be quite noisy. + +The kitchen is on the second floor, and access is through double doors made of glass. They are relatively light to open and open inwards and outwards. You can access snacks and cold drinks from lower cupboards, and some snacks are laid on the counter. Kettles and coffee machines are stored on the worktops. Mugs are stored in upper cupboards. The dishwasher is integrated into the lower cupboard units. + +Most of the desks are adjustable with extension leads to plug into located on top of the desks. + +The toilets are on the first floor. They are unisex, with four stalls and one shower. + +There is a shared external garden space, which is only accessible by metal grilled stairs with a gap to the immediate right and no handrail. Anyone with balance difficulties might need assistance. + +### Health and safety information +There is no visual fire alarm, only an audio alarm. + +The office is brightly lit. + +There is no Braille in the office. + +Fire and first aid information can be found on the notice board. + +## Bristol + +### Entry to Bristol + +The office and all its facilities are on the ground floor. + +Entry to the Made Tech office does not involve steps when entering through the Runway East entrance; there are three steps and an escalator to enter through the 101 entrance. + +The office is on the same floor as the entrance and requires access via two key card-locked fire doors. + +The doors are wide enough for a standard wheelchair. + +### Layout and office information + +The desks are a set height (approximately 70 cm) with extension leads to plug into located on top of the desks. + +The office is all open plan and can get quite noisy. + +The kitchen is a shared kitchen within Runway East; there are dishwashers within the lower cabinets, as well as a full-height fridge. Cups are stored in an upper cabinet which may be difficult for some people to access without assistance. Hot drinks supplies are stored on the countertop and may be difficult to access from a lower height. + + +### Health and safety information + +There is an audio fire alarm, but no visual fire alarm. + +The office is brightly lit. + +There is no Braille in the office. + +Toilets are gendered, with accessible toilets within the gendered bathroom. Only the accessible toilets have self-contained hand-washing facilities. + +There are wheelchair accessible showers, however these are currently located within gender segregated bathrooms. + +Fire and first aid information can be found on the notice board. + +## Manchester + +### Entry to Manchester + +There is a wheelchair ramp on the left of the main building entry door with an automatic door at the top. The office is on the 4th floor; there is access via both stairs and lifts. The Manchester office is accessible to anyone using a standard wheelchair. + + +### Layout and office information + +The desks are a set height (73.5 cm tall) with extension leads to plug into located on top of the desks. One desk raiser is available, allowing one desk to be converted into a standing desk. + +Pathways within the office are wide enough to be easily accessed by a wheelchair. + +The office is all open plan and can get quite noisy. + +The kitchen is on the same floor as the office and is a shared kitchen; there are no doors to access the kitchen. Cups are stored in upper cabinets, while plates are in lower cabinets. Hot drinks supplies are stored on the countertops in the kitchen; these may be difficult for some people to access without assistance. There is a dishwasher in a lower cabinet. There is a microwave on the counter and one in the upper cabinets. + +The ground and 4th floors have accessible toilets. + + +### Health and safety information +There is a non-hearing and visual fire alarm system in the office and on the 4th-floor landing. + +The office is brightly lit. + +There is no Braille in the office. + +Fire and first aid information can be found on the notice board. + + + diff --git a/guides/onboarding.txt b/guides/onboarding.txt new file mode 100644 index 0000000000000000000000000000000000000000..9385fd64d1bac9c046aed1b07ca16287fa436bab --- /dev/null +++ b/guides/onboarding.txt @@ -0,0 +1,46 @@ +# Onboarding + +## Before your first day + +Once you’ve signed your contract, we’ll contact you about what you need to get ready for work. We’ll send you a laptop to your chosen address, and check that you’re all set up for working from home. +We’ll start getting you approved to work in the public sector. This is called a Baseline Personnel Security Check (BPSS). We’ll arrange an online form to be sent to you by CBS Screening, and help you through the process. + +It’s normal to have questions or worries - it’s okay to ask us to explain anything! + +## On your first day + +We currently run our onboarding remotely which means we can cover all our regions, as well as keeping people safe and well. + +We will have set up your accounts and new Made Tech email address ahead of time. +You can use these to join your onboarding morning call. +You’ll spend the morning with one of our Community Managers, who will introduce you to the wider team, and talk you through everything you need to know to be successful at Made Tech. + +Your onboarding will cover: +- all the accounts we use at Made Tech (Slack, G Suite, HiBob, etc.) +- a run through of how to use our tools (timesheets, booking holiday, etc.) +- an overview of how we do things at Made Tech + +This usually takes up the whole morning, and you’ll be handed over to your team for role specific onboarding, or an introduction to an internal team. + +## Group onboarding + +In the first week of every month, we run a group onboarding week. This includes overview sessions of all the important things you need to know - plus a chance to meet some of the wider team. +During this week we cover some overviews on: + +- People Team +- Feedback Workshop +- Commercial +- Public Sector +- Marketing +- Methodology Activity +- Feedback Role Play Session +- Finance +- Operations +- Propositions and Capabilities +- Compliance +- Scheduling +- User-Centred Design +- Agile Methodology + +If you join during group onboarding week, we’ll likely start a little earlier than usual to get you set up with accounts before you join the rest of the team. + diff --git a/guides/policy/anti_corruption_and_bribery_policy.txt b/guides/policy/anti_corruption_and_bribery_policy.txt new file mode 100644 index 0000000000000000000000000000000000000000..df1ccd9e27d2eb5bdfc8e34ce37a15d242ee7d96 --- /dev/null +++ b/guides/policy/anti_corruption_and_bribery_policy.txt @@ -0,0 +1,66 @@ +# Anti-Corruption and Bribery Policy + +## About this policy + +1. It is our policy to conduct all of our business in an honest and ethical manner. We are legally bound to comply with the provisions of the Bribery Act 2010 (“the Act”) and to uphold laws relevant to countering bribery and corruption in all jurisdictions in which we take a zero-tolerance approach to bribery and corruption and are committed to acting professionally, fairly and with integrity in all our business dealings and relationships. +1. Any employee who breaches this policy will face disciplinary action, which could result in dismissal for gross misconduct. Any non-employee who breaches this policy may have their contract terminated with immediate effect. +1. This policy does not form part of any employee's contract of employment and we may amend it at any time. It will be reviewed regularly. +1. This policy will be periodically reviewed by the Company and updated when appropriate. We will assess those relevant workers who are more likely to be exposed to situations covered by the Act, and provide appropriate training where necessary on how to implement and adhere to this policy. +1. We will communicate our anti-bribery and corruption stance to all customers, suppliers and contractors at the outset of our relationship with them, and as appropriate thereafter. + +## Who must comply with this policy? + +1. This policy applies to all persons working for us or on our behalf in any capacity, including employees at all levels, directors, officers, agency workers, seconded workers, volunteers, interns, agents, contractors, external consultants, third-party representatives and business partners. Everyone in the Company must therefore take the time to read this policy and understand how they must act and how the policy affects them. + +## Responsibility for the policy + +1. This policy has been implemented to prevent or detect any potential bribery or corruption issues for the Company. +1. The board of directors of the Company will have overall responsibility for ensuring compliance with this policy. +1. The Chief Operating Officer has been nominated by the board to specifically monitor compliance and effectiveness of this policy. The Chief Operating Officer will therefore be the point of contact for any queries or concerns in respect of the matters set out in this policy, or concerns under the Bribery Act 2010. + +## What is bribery? + +1. The Bribery Act 2010 (“the Act”) came into force on 1 July 2011. +1. Bribe means a financial or other inducement or reward for action which is illegal, unethical, a breach of trust or improper in any way. Bribes can take the form of money, gifts, loans, fees, hospitality, services, discounts, the award of a contract or any other advantage or benefit. +1. Bribery includes offering, promising, giving, accepting or seeking a bribe. It does not matter whether the advantage is given directly or through a third party. +1. Payments referred to as “facilitation payments” also fall foul of the Act. These are small payments typically made to public officials to secure or speed up routine actions, and may be classified as “inspection fees” or “licence fees”. Careful consideration should be given as to whether any such request is genuine and a proper request, or a facilitation payment. Genuine payments should be accompanied by a receipt which sets out the reason for the payment. +1. All forms of bribery are strictly prohibited, and breaching the Act is a criminal offence. If you are unsure about whether a particular act constitutes bribery, or if you have any suspicions, concerns or queries, raise it with your manager or a member of the leadership team. +1. Specifically, you must not: + 1. give or offer any payment, gift, hospitality or other benefit in the expectation that a business advantage will be received in return, or to reward any business received; + 1. accept any offer from a third party that you know or suspect is made with the expectation that we will provide a business advantage for them or anyone else; + 1. give or offer any payment (sometimes called a facilitation payment) to a government official in any country to facilitate or speed up a routine or necessary procedure +1. You must not threaten or retaliate against another person who has refused to offer or accept a bribe or who has raised concerns about possible bribery or corruption. + +## Gifts and hospitality + +1. This policy does not prohibit the giving or accepting of reasonable and appropriate hospitality for legitimate purposes such as building relationships, maintaining our image or reputation, or marketing our products and services. +1. A gift or hospitality will not be appropriate if it is unduly lavish or extravagant, or could be seen as an inducement or reward for any preferential treatment (for example, during contractual negotiations or a tender process). +1. Gifts must be of an appropriate type and value depending on the circumstances and taking account of the reason for the gift. Gifts must not include cash or cash equivalent (such as vouchers), or be given in secret. Gifts must be given in our name, not your name. +1. Promotional gifts of low value such as branded stationery may be given to or accepted from existing customers, suppliers and business partners. +1. The table below sets out the level of authorisation required for providing gifts and hospitality. + + | Value of Gift | Value of Hospitality | Level of Authorisation | + | -------------- | --------------------- | ------------------------------------ | + | Less than £100 | £0 to £100 | None required but must keep a record | + | Over £100 | £100 to £500 | Board Director | + | Above £250 | >£500 + business case | Board Decision | + +6. Gifts of a value less than £100 may be accepted with the approval of a director. No gifts of a value exceeding £100 should be accepted, and you should politely refuse the gift and advise the offerer of our policy in respect of this. If this places you in a difficult position you should refer to The Chief Operating Officer for guidance. + +## Record-keeping + +1. You must keep a written record of all hospitality or gifts given or received. +1. You must also submit all expense claims relating to any gifts or hospitality if you offer hospitality, gifts or payments to third parties in accordance with our expenses policy and record the reason for expenditure. +1. All accounts, invoices, and other records relating to dealings with third parties including suppliers and customers should be prepared with strict accuracy and completeness. Accounts must not be kept "off-book" to facilitate or conceal improper payments. + +## Donations and sponsorship + +1. The board will make any decisions in respect of the choice of the charities which the Company may support. +1. Charitable donations include not only direct payments to a charity, but also the sponsorship of individuals undertaking activities to raise money for charities. It is therefore important to give consideration when you are asked for sponsorship. +1. The Group does not make donations to political parties or political organisations. + +## How to raise a concern + +1. If you are offered a bribe, or are asked to make one, or if you suspect that any bribery, corruption or other breach of this policy has occurred or may occur, you must report it in accordance with our Whistleblowing Policy as soon as possible. This includes notifications of another person’s wrongdoing, or suspected wrongdoing. +1. Any notification will be treated in confidence and there will be no adverse consequences to any employee who refuses to pay a bribe (even if such a refusal may result in the Company losing business) or makes such a notification. +1. If you let us know as soon as you are aware of any breach or potential breach, then we can take action to protect you and the Company. diff --git a/guides/policy/anti_slavery_and_human_trafficking_policy.txt b/guides/policy/anti_slavery_and_human_trafficking_policy.txt new file mode 100644 index 0000000000000000000000000000000000000000..2f61451242b66ade9ff268221fce79d47d0ab0fc --- /dev/null +++ b/guides/policy/anti_slavery_and_human_trafficking_policy.txt @@ -0,0 +1,35 @@ +# Anti-Slavery and Human Trafficking Policy + +## Policy statement + +1. Modern slavery is a crime and a violation of fundamental human rights. It takes various forms, such as slavery, servitude, forced and compulsory labour and human trafficking, all of which have in common the deprivation of a person's liberty by another in order to exploit them for personal or commercial gain. We are committed to acting ethically and with integrity in all our business dealings and relationships and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our own business or in any of our supply chains. +1. We are also committed to ensuring there is transparency in our own business and in our approach to tackling modern slavery throughout our supply chains, consistent with our disclosure obligations under the Modern Slavery Act 2015. We expect the same high standards from all of our contractors, suppliers and other business partners, and as part of our contracting processes, wherever possible we include specific prohibitions against the use of forced, compulsory or trafficked labour, or anyone held in slavery or servitude, whether adults or children, and we expect that our suppliers will hold their own suppliers to the same high standards. +1. This policy applies to all persons working for us or on our behalf in any capacity, including employees at all levels, directors, officers, agency workers, seconded workers, volunteers, interns, agents, contractors, external consultants, third-party representatives and business partners. +1. This policy does not form part of any employee's contract of employment and we may amend it at any time. + +## Responsibility for the policy + +1. The board of directors has overall responsibility for ensuring this policy complies with our legal and ethical obligations, and that all those under our control comply with it. +1. The Head of Operations has primary and day-to-day responsibility for implementing this policy, monitoring its use and effectiveness, dealing with any queries about it, and auditing internal control systems and procedures to ensure they are effective in countering modern slavery. +1. Management at all levels are responsible for ensuring those reporting to them understand and comply with this policy and are given adequate and regular training on it and the issue of modern slavery in supply chains. +1. You are invited to comment on this policy and suggest ways in which it might be improved. Comments, suggestions and queries are encouraged and should be addressed to the Head of Operations. + +## Compliance with the policy + +1. You must ensure that you read, understand and comply with this policy. +1. The prevention, detection and reporting of modern slavery in any part of our business or supply chains is the responsibility of all those working for us or under our control. You are required to avoid any activity that might lead to, or suggest, a breach of this policy. +1. You must notify your manager or the Head of Operations as soon as possible if you believe or suspect that a conflict with this policy has occurred, or may occur in the future. +1. You are encouraged to raise concerns about any issue or suspicion of modern slavery in any parts of our business or supply chains of any supplier tier at the earliest possible stage. +1. If you believe or suspect a breach of this policy has occurred or that it may occur you must report it in accordance with our Whistleblowing Policy as soon as possible. +1. If you are unsure about whether a particular act, the treatment of workers more generally, or their working conditions within any tier of our supply chains constitutes any of the various forms of modern slavery, raise it with your manager or the Head of Operations. +1. We aim to encourage openness and will support anyone who raises genuine concerns in good faith under this policy, even if they turn out to be mistaken. We are committed to ensuring no one suffers any detrimental treatment as a result of reporting in good faith their suspicion that modern slavery of whatever form is or may be taking place in any part of our own business or in any of our supply chains. Detrimental treatment includes dismissal, disciplinary action, threats or other unfavourable treatment connected with raising a concern. If you believe that you have suffered any such treatment, you should inform the Head of People immediately. If the matter is not remedied, and you are an employee, you should raise it formally. + +## Communication and awareness of this policy + +1. Training on this policy, and on the risk our business faces from modern slavery in its supply chains, forms part of the induction process for all individuals who work for us, and regular training will be provided as necessary. +1. Our commitment to addressing the issue of modern slavery in our business and supply chains must be communicated to all suppliers, contractors and business partners at the outset of our business relationship with them and reinforced as appropriate thereafter. + +## Breaches of this policy + +1. Any employee who breaches this policy will face disciplinary action, which could result in dismissal for misconduct or gross misconduct. +1. We may terminate our relationship with other individuals and organisations working on our behalf if they breach this policy. diff --git a/guides/policy/dealing_code_policy.txt b/guides/policy/dealing_code_policy.txt new file mode 100644 index 0000000000000000000000000000000000000000..99601f8205928b5c3c7f11e4ea3a52684803c322 --- /dev/null +++ b/guides/policy/dealing_code_policy.txt @@ -0,0 +1,221 @@ + +# Dealing code + +## Introduction +The purpose of this code is to ensure that the directors of Made Tech Group plc (the **Company**), and certain employees of the Company and its subsidiaries, do not abuse, and do not place themselves under suspicion of abusing, Inside Information and comply with their obligations under the Market Abuse Regulation as in force in the UK (and which applies to the Company as its shares are admitted to trading on AIM) and the AIM Rules. + +Part A of this code contains the Dealing clearance procedures which must be observed by the Company’s PDMRs and those employees who have been told that the clearance procedures apply to them. This means that there will be certain times when such persons cannot Deal in Company Securities. + +Part B sets out certain additional obligations which only apply to PDMRs. + +Failure by any person who is subject to this code to observe and comply with its requirements may result in disciplinary action. Depending on the circumstances, such non-compliance may also constitute a civil and/or criminal offence. + +Schedule 1 sets out the meaning of capitalised words used in this code. + +## Part A - Clearance procedures + +1. **Inside Information** + + 1.1. You cannot at any time tell anyone (including your family, friends and business acquaintances) any confidential information about the Company. In addition, if any information you have about the Company is Inside Information you cannot: + + >(A) deal in any Securities of the Company or any instruments linked to them; + > + >(B) recommend, encourage or induce somebody else to do the same; and/or + > + >(C) disclose the Inside Information, except where you are required to do so as part of your employment or duties (you will know if this is the case). + + 1.2. This behaviour is known as “insider dealing”. The prohibition applies even if you will not profit from the dealing. + +2. **Dealing By Restricted Persons** + + 2.1. It is the Company’s policy that certain individuals from time to time be designated as a Restricted Person, because of their involvement in a particular transaction or business situation (for example, the annual results process) which means they may have access to Inside Information. You will be notified if you have been designated a Restricted Person and will also be notified when you are no longer a Restricted Person. If you are a PDMR you will always be considered a Restricted Person. + + 2.2. The Board has absolute discretion to designate any employee as a Restricted Person, thereby restricting that employee from Dealing in securities of the Company, at any time. + + 2.3. A Restricted Person must not Deal in any Securities of the Company without obtaining clearance to Deal in advance in accordance with paragraph 3 of this Share Dealing Code. + + 2.4. The definitions of ‘Dealing’ and ‘Securities’ of the Company are very broad and will capture nearly all transactions in the Company’s shares or debt instruments (or any derivatives or financial instruments, including phantom options) carried out by a Restricted Person, regardless of whether such transaction is carried out for the account of the Restricted Person or for the account of another person. + +3. **Clearance to Deal** + + 3.1. You must not Deal for yourself or for anyone else, directly or indirectly, in Company Securities without obtaining clearance from the Company in advance. + + 3.2. Applications for clearance to Deal must be made in writing and submitted to the Company Secretary using the form set out in Schedule 2, applications for clearance to Deal by the Company Secretary must be made in writing and submitted to the Chief Financial Officer. + + 3.3. You must not submit an application for clearance to Deal if you are in possession of Inside Information. If you become aware that you are or may be in possession of Inside Information after you submit an application, you must inform the Company Secretary as soon as possible and you must refrain from Dealing (even if you have been given clearance). + + 3.4. You will receive a written response to your application, normally within five working days. The Company will not normally give you reasons if you are refused permission to Deal. You must keep any refusal confidential and not discuss it with any other person. + + 3.5. If you are given clearance, you must Deal as soon as possible and in any event within two working days of receiving clearance. + + 3.6. Clearance to Deal may be given subject to conditions. Where this is the case, you must observe those conditions when Dealing. + + 3.7. You must not enter into, amend or cancel a Trading Plan or an Investment Programme under which Company Securities may be purchased or sold unless clearance has been given to do so. + + 3.8. Different clearance procedures will apply where Dealing is being carried out by the Company in relation to an employee share plan (e.g. if the Company is making an option grant or share award to you, or shares are receivable on vesting under a long-term incentive plan). You will be notified separately of any arrangements for clearance if this applies to you. + + 3.9. If you act as the trustee of a trust, you should speak to the Company Secretary, or designated director, about your obligations in respect of any Dealing in Company Securities carried out by the trustee(s) of that trust. + + 3.10. You should seek further guidance from the Company Secretary, or designated director, before transacting in: + + >(A) units or shares in a collective investment undertaking (e.g. a UCITS or an Alternative Investment Fund) which holds, or might hold, Company Securities; or + > + >(D) financial instruments which provide exposure to a portfolio of assets which has, or may have, an exposure to Company Securities. + + This is the case even if you do not intend to transact in Company Securities by making the relevant investment. + +4. **Further guidance** + + **If you are uncertain as to whether or not a particular transaction requires clearance, you must obtain guidance from the Company Secretary before carrying out that transaction.** + +## Part B – Additional provisions for PDMRs + +5. **Circumstances for refusal** + + You will not ordinarily be given clearance to Deal in Company Securities during any period when there exists any matter which constitutes Inside Information or during a Closed Period. The Company may also consider it appropriate to withhold clearance when there is sensitive information relating to the Company (e.g. the Company is in the early stages of a significant transaction but the existence of such transaction does not yet constitute Inside Information). + +6. **Notification of transactions** + + 6.1. You must notify the Company and the FCA in writing of every Notifiable Transaction in Company Securities conducted for your account as follows: + >(A) Notifications to the Company must be made using the template in Schedule 3 and sent to the Company Secretary, or designated director, by you or as soon as practicable and in any event within one business day of the transaction date. You should ensure that your investment managers (whether discretionary or not) notify you of any Notifiable Transactions conducted on your behalf promptly so as to allow you to notify the Company within this time frame. + > + >(E) Notifications to the FCA must be made within two working days of the transaction date electronically using the PDMR Notification Form on the FCA’s website . If you would like, the Company Secretary can assist you with this notification, provided that it is asked for within one working day of the transaction date. + + 6.2. Once you have notified the Company of a Notifiable Transaction as required by 4.1(A), it will be required to make a market announcement of the Notifiable Transaction within two working days of the transaction date. The Company will use the information in the notification sent to the Company Secretary in order to release the relevant RNS. + + 6.3. If you are uncertain as to whether or not a particular transaction is a Notifiable Transaction, you must obtain guidance from the Company Secretary, or designated director. + +7. **PCAs and investment managers** + + 7.1. You must provide the Company with a list of your PCAs and notify the Company promptly of any changes that need to be made to that list. + + 7.2. You should ask your PCAs not to Deal (whether directly or through an investment manager) in Company Securities during Closed Periods and not to deal on considerations of a short-term nature. A sale of Company Securities which were acquired less than a year previously will be considered to be a Dealing of a short-term nature. + + 7.3. Your PCAs are also required to notify the Company and the FCA electronically using the PDMR notification form on the FCA’s website , within two working days of every Notifiable Transaction conducted by them or for their account. You should inform your PCAs in writing of this requirement and keep a copy; the Company Secretary (or designated director) will provide you with a letter that you can use to do this. If your PCAs would like, the Company Secretary (or designated director) can assist them with the notification to the FCA, provided that your PCA asks the Company Secretary (or designated director) to do so within one business day of the transaction date. + + 7.4. You should ask your investment managers (whether or not discretionary) not to Deal in Company Securities on your behalf during Closed Periods. + +## Schedule 1 - Defined terms + +**Closed Period** means any of the following: +1. the period of 30 calendar days before the release of a preliminary announcement of the Company's annual results or, where no such announcement is released, the period of 30 calendar days before the publication of the Company's annual financial report; and + +1. the period of 30 calendar days before the publication of the Company's half-yearly financial report; or + +1. any other period that the Board, in its absolute discretion, designates as a close period. + +**Company Securities** means any publicly traded or quoted shares or debt instruments of the Company (or of any of the Company’s subsidiaries or subsidiary undertakings) or derivatives or other financial instruments linked to any of them, including phantom options. + +**Dealing** (together with corresponding terms such as **Deal** and **Deals**) means any type of transaction in Company Securities, including purchases, sales, the acceptance or exercise of options, the receipt of shares under share plans, using Company Securities as security for a loan or other obligation and entering into, amending or terminating any agreement in relation to Company Securities (e.g. a Trading Plan or Investment Programme). + +**FCA** means the Financial Conduct Authority. + +**Inside Information** means information which relates to the Company or any Company Securities, which is not publicly available, which is likely to have a non-trivial effect on the price of Company Securities and which an investor would be likely to use as part of the basis of their investment decision. + +**Investment Programme** means a share acquisition scheme relating only to the Company’s shares under which: (A) shares are purchased by a Restricted Person pursuant to a regular standing order or direct debit or by regular deduction from the person’s salary or director’s fees; or (B) shares are acquired by a Restricted Person by way of a standing election to re-invest dividends or other distributions received; or (C) shares are acquired as part payment of a Restricted Person’s remuneration or director’s fees. + +**Market Abuse Regulation** means the Market Abuse Regulation as in force in the United Kingdom from time to time. + +**Notifiable Transaction** means any transaction relating to Company Securities conducted for the account of a PDMR or PCA, whether the transaction was conducted by the PDMR or PCA or on behalf of the PDMR or PCA by a third party and regardless of whether or not the PDMR or PCA had control over the transaction. This captures every transaction which changes a PDMR’s or PCA’s holding of Company Securities, even if the transaction does not require clearance under this code. It also includes pledging or lending Company Securities, gifts of Company Securities, the grant of options or share awards, the exercise of options or vesting of share awards and transactions carried out by investment managers or other third parties on behalf of a PDMR, including where discretion is exercised by such investment managers or third parties and including under Trading Plans or Investment Programmes. Further details of transactions which are deemed Notifiable Transactions are set out in Schedule 4. + +**PCA** means a person closely associated with a PDMR, being: + +(A) the spouse or civil partner of a PDMR; or + +(B) a PDMR’s child or stepchild under the age 18 years who is unmarried and does not have a civil partner; or + +(C) a relative who has shared the same household as the PDMR for at least one year on the date of the relevant Dealing; or + +(D) a legal person, trust or partnership, the managerial responsibilities of which are discharged by a PDMR (or by a PCA referred to in paragraphs (A), (B), or (C) of this definition), which is directly or indirectly controlled by such a person, which is set up for the benefit of such a person or which has economic interests which are substantially equivalent to those of such a person. + +**PDMR** means a person discharging managerial responsibilities in respect of the Company, being either: + +(A) a director of the Company; or + +(B) any other employee who has been told is a PDMR. + +**Restricted Person** means: + +(A) a PDMR; or + +(A) any other person who has been told by the Company that the clearance procedures in Part A of this code are applied. + +**Trading Plan** means a written plan entered into by a Restricted Person and an independent third party that sets out a strategy for the acquisition and/or disposal of Company Securities by the Restricted Person, and: + +(A) specifies the amount of Company Securities to be dealt in and the price at which and the date on which the Company Securities are to be dealt in; or + +(B) gives discretion to that independent third party to make trading decisions about the amount of Company Securities to be dealt in and the price at which and the date on which the Company Securities are to be dealt in; or + +(C) includes a method for determining the amount of Company Securities to be dealt in and the price at which and the date on which the Company Securities are to be dealt in. + +## Schedule 2- Clearance application template + +**Made Tech Group plc** **(the Company**) + +**Application for clearance to deal** + +If you wish to apply for clearance to deal under the Company’s dealing code, please complete sections 1 and 2 of the table below and submit this form to the Company Secretary (or designated director). By submitting this form, you will be deemed to have confirmed and agreed that: + +(i) the information included in this form is accurate and complete; + +(ii) you are not in possession of inside information relating to the Company or any Company Securities; + +(iii) if you are given clearance to deal and you still wish to deal, you will do so as soon as possible and in any event within two working days; and + +(iv) if you become aware that you are in possession of inside information before you deal, you will inform the Company Secretary (or designated director) and refrain from dealing. + +|**1.**|**Applicant**|| +| - | - | - | +|a)|Name|| +|b)|Contact details|*[please include email address and telephone number.]*| +|**2.**|**Proposed dealing**| +|a) |Description of the securities |*[e.g. a share, a debt instrument, a derivative or a financial instrument linked to a share or debt instrument.]*| +|b)|Number of securities|*[If actual number is not known, provide a maximum amount (e.g. “up to 100 shares” or “up to [€1,000] shares”).]*| +|c)|Nature of the dealing|*[Description of the transaction type (e.g. acquisition; disposal; subscription; option exercise; settling a contract for difference; entry into, or amendment or cancellation of, an investment programme or trading plan).]*| +|d)|Other details|*[Please include all other relevant details which might reasonably assist the person considering your application for clearance (e.g. transfer will be for no consideration).]*

*[If you are applying for clearance to enter into, amend or cancel an investment programme or trading plan, please provide full details of the relevant programme or plan or attach a copy of its terms.]*| + +## Schedule 3 - Notification template + +**Made Tech Group plc** **(the** **Company**) + +**Transaction notification** + +Please send your completed form to Debbie Lovegrove (debbie.lovegrove@madetech.com]. If you require any assistance in completing this form, please contact Debbie Lovegrove. + +|**Name**| | +| - | - | +|**Position**| | +|**Is this notification for a dealing you have undertaken or is the notification on behalf of one of your PCAs (person closely associated with you)?** | | +|**If it is on behalf of one of your PCAs please provide their name and relationship to you**|*[If the PCA is a legal person, state its full name including legal form as provided for in the register where it is incorporated, if applicable.]*| +|**Initial notification / amendment**|*[Please indicate if this is an initial notification or an amendment to a prior notification. If this is an amendment, please explain the previous error which this amendment has corrected.]*| +|**Nature of the transaction**|*[e.g. purchase, sale, transfer of shares/contract for difference, participation in a placing, grant or exercise of options]*| +|**Details of the transaction(s)**|

*[please also provide contract notes if available]*


*[Where more than one transaction of the same nature (purchase, disposal, etc.) of the same financial instrument are executed on the same day and at the same place of transaction, prices and volumes of these transactions should be separately identified in the table below, using as many lines as needed. Do not aggregate or net off transactions.]*


***Date******Volume of shares******Price per share***
---
---
---
| +|

**Aggregated information**

**Aggregated volume**

**Price**

|

*[Please aggregate the volumes of multiple transactions when these transactions:*

*- relate to the same financial instrument;*

*- are of the same nature;*

*- are executed on the same day; and*

*- are executed at the same place of transaction.]*

*[Please state the metric for quantity.]*

*[Please provide:*

*- in the case of a single transaction, the price of the single transaction; and*

*- in the case where the volumes of multiple transactions are aggregated, the weighted average price of the aggregated transactions.]*

*[Please state the currency.]*

| +|**Place of the transaction(s)**|*[on market or outside of a trading venue?]*| +|**Date of Transaction**|*[Date of the particular day of execution of the notified transaction, using the date format: YYYY-MM-DD and please specify the time zone.]*| + + +## Schedule 4 - Notifiable Transactions + +|**Transaction**| +| :- | +|An acquisition, disposal, short sale, subscription or exchange| +|The acceptance or exercise of a share option or award, including of a share option/award granted to managers or employees as part of their remuneration package, and the disposal of shares stemming from the exercise and/or vesting of a share option/award| +|Entering into or exercising equity swaps| +|Transactions in or related to derivatives, including cash-settled transactions| +|Entering into a contract for difference on a financial instrument of the Company| +|The acquisition, disposal or exercise of rights, including put and call options, and warrants| +|Subscriptions to a capital increase or debt instrument issuance| +|Transactions in derivatives and financial instruments linked to a debt instrument of the concerned issuer, including credit default swaps| +|Conditional transactions, upon the occurrence of the conditions and actual execution of the transactions| +|Automatic or non-automatic conversion of a financial instrument into another financial instrument, including the exchange of convertible bonds to shares| +|Gifts and donations made or received, and inheritance received| +|Transactions executed in index-related products, baskets and derivatives| +|Transactions executed by a manager of an alternative investment fund in which the PDMR or its PCA has invested| +|Transactions executed in shares or units of investment funds, including alternative investment funds (AIFs)| +|Transactions executed by a third party under an individual portfolio or asset management mandate on behalf or for the benefit of a PDMR or their PCA| +|Borrowing or lending of shares or debt instruments of the Company or derivatives or other financial instruments linked to them| +|The pledging or lending of financial instruments by a PDMR or a PCA. A pledge or similar security interest, of financial instruments in connection with the depositing of the financial instruments in a custody account does not need to be notified, unless and until such time that such pledge or other security interest is designated to secure a specific credit facility| +|Transactions undertaken by persons professionally arranging or executing transactions or by another person on behalf of a PDMR or a PCA, including where discretion is exercised| +|Transactions made under a life insurance policy, where the policyholder is a PDMR or a PCA and they bear the investment risk and have the power or discretion to make investment decisions in relation to the policy. No notification obligation is imposed on the insurance company| + diff --git a/guides/policy/whistleblowing_policy.txt b/guides/policy/whistleblowing_policy.txt new file mode 100644 index 0000000000000000000000000000000000000000..3404acbb85749d61ec592e2fb3c767ce8e93feda --- /dev/null +++ b/guides/policy/whistleblowing_policy.txt @@ -0,0 +1,47 @@ +# Whistleblowing Policy + +## Whistleblowing policy + +1. We are committed to conducting our business with honesty and integrity and we expect all team members to maintain high standards. Any suspected wrongdoing should be reported as soon as possible. +1. This policy covers all employees, officers, consultants, contractors, casual workers and agency workers. +1. This policy does not form part of any employee's contract of employment and we may amend it at any time. + +## What is whistleblowing? + +Whistleblowing is the reporting of suspected wrongdoing or dangers in relation to our activities. This includes bribery, facilitation of tax evasion, fraud or other criminal activity, miscarriages of justice, health and safety risks, damage to the environment, safeguarding issues and any breach of legal or professional obligations. + +## How to raise a concern + +We hope that in many cases you will be able to raise any concerns with your manager. However, where you prefer not to raise it with your manager for any reason, you can: +- contact the Head of People and/or Head of Operations. Contact details are at the end of this policy. +- email whistleblowing@madetech.com (which will be confidentially sent to the same roles named above) + +We will arrange a meeting with you as soon as possible to discuss your concern. You may bring a colleague or union representative to any meetings under this policy. Your companion must respect the confidentiality of your disclosure and any subsequent investigation. + +## Confidentiality + +We hope that all employees will feel able to voice whistleblowing concerns openly under this policy. Completely anonymous disclosures are difficult to investigate. If you want to raise your concern confidentially, we will make every effort to keep your identity secret and only reveal it where necessary to those involved in investigating your concern. + +## External disclosures + +The aim of this policy is to provide an internal mechanism for reporting, investigating and remedying any wrongdoing in the workplace. In most cases you should not find it necessary to alert anyone externally. + +The law recognises that in some circumstances it may be appropriate for you to report your concerns to an external body such as a regulator. We strongly encourage you to seek advice before reporting a concern to anyone external. Protect operates a confidential helpline. Their contact details are at the end of this policy. + +## Protection and support for whistleblowers + +- We aim to encourage openness and will always support whistleblowers who raise genuine concerns under this policy, even if they turn out to be mistaken. +- All colleagues are legally protected if they make a qualifying disclosure. +- Whistleblowers must not suffer any detrimental treatment as a result of raising a genuine concern. If you believe that you have suffered any such treatment, you should inform your Line Manager, the Head of People or your People Partner immediately. +- You must not threaten or retaliate against whistleblowers in any way. If you are involved in such conduct you may be subject to disciplinary action. +- However, if we conclude that a whistleblower has made deliberate, false allegations maliciously, the whistleblower may be subject to disciplinary action. +- Protect operates a confidential helpline. Their contact details are at the end of this policy. + +## Contacts + +| Contact | Details | +| ------------------------------------------------ | -------------------------------------------------------------------------------------------------- | +| Head of People | Nina-Marie Purcell
nina-marie.purcell@madetech.com | +| Head of Operations | Sam Paice
sam.paice@madetech.com | +| Whistleblowing email | whistleblowing@madetech.com +| Protect
(Independent whistleblowing charity) | Helpline: 0203 117 2520
E-mail: whistle@pcaw.co.uk
Website: https://protect-advice.org.uk | diff --git a/guides/process/mentoring/supporting_and_mentoring_other_engineers.txt b/guides/process/mentoring/supporting_and_mentoring_other_engineers.txt new file mode 100644 index 0000000000000000000000000000000000000000..fe6f50530b69929568a0b80c0a4f33586c111be2 --- /dev/null +++ b/guides/process/mentoring/supporting_and_mentoring_other_engineers.txt @@ -0,0 +1,67 @@ +# Supporting and Mentoring other Engineers + +## Constructivist Learning Theory + +> Constructivist teaching is based on the belief that learning occurs as learners are actively involved in a process of meaning and knowledge construction as opposed to passively receiving information. Learners are the makers of meaning and knowledge. + +Our experience in mentoring and coaching has shown us we gain the most knowledge and understanding not through simply providing answers and solutions to questions or problems but instead by helping provide tools and information through which others can shape their own answers. We can often help another engineer when they ask a question by asking further questions to help frame thinking or providing potential sources of information that will provide further guidance to them. + +## Patience + +It is fundamental that when mentoring we show patience, people learn at different speeds and some concepts may be much harder for others to grasp than they were for you. If you find that frustration seems to be creeping in from either party you should stop and take a break, clear your head and try to reset the tone of conversation. Try to get to the root of where the frustration is coming from, are you communicating the concepts you're discussing in clear and understandable language? Have you misunderstood the question? Take time with the learner to make sure you both are on the same page wherever possible. + +## Responding to questions + +When a colleague asks a question it's important that we try our best to make them feel listened to and understood, if they are new to this process it's probably worth explaining why we aren't directly answering their request. Explain the value we place on helping others to find the tools to solve their own problems rather than solving/answering directly for them + +### Clarifying the question + +Does the person asking the question have all the tools to adequately clarify the problem they are facing? If they can't it's probably best trying to guide them towards being able to better frame the problem they're facing and developing language around it. + +If they have the language but are struggling to explain the root cause you can try applying [5 whys](https://en.wikipedia.org/wiki/5_Whys) as a method of helping them focus in on it. + +### Guidance and leading over Answers + +Where possible when asked a question the best possible response is either a prompt or question that will help the learner explore their situation deeper without feeling they've been spoon fed or simply given a solution. + +We value providing others the tools to assemble their own learnings, to help with this we should phrase questions in a way that allows for open discussion and prompts consideration on the topic we're dealing with. Avoiding providing solutions or responding with closed Answers/Questions can shut down the ability for the asker to form their own understandings and views on the problem they are facing. + +### Sources of information + +Does the learner know the best place to look for information that could help answer their question? Do they know the correct terms to find this if they were to [Google it](#google-it)? If they don't, guide them towards some good resources you know or if you're both struggling to find something that helps provide further understanding throw it out to the team via the #slack-overflow channel in our slack. + +It's worth bearing in mind where possible that providing multiple types of resources (video, audio, text, workshop) is potentially the most beneficial way to accommodate people with disparate learning styles. + +In the [Academy Workshops repo](https://github.com/madetech/academy-workshops) you can find a variety of workshops that we have worked on and peer reviewed that can help provide resources or even questions/discussion topics that can be used with learners. + +### Pair on it + +Pairing can also be an effective method of helping a colleague with a question, it's important that we remember the aim is to help them develop a solution for themselves so this may involve taking more time in the navigation role than you would normally with pairing. Prompt them to discuss their thinking and what potential solutions they think there are as they go, if they are struggling with this work with them to break it down into smaller chunks and get them to build a plan for tackling these chunks (This can be done on paper or with pseudo-code, it's more about the thought process really). + +Even if you're not driving it's important to maintain pairing discipline; asking questions and sticking to breaks and timers. + +### Training behaviours + +Where necessary or valuable we should look at improving a Developer Behaviour like one of the [XP values](http://www.extremeprogramming.org/values.html) + +### Training skills + +Sometimes it will be necessary to help the learner develop a skill based on how they ask their question. If they are struggling to clarify the problem their facing they may need help working on their debugging skills. When we do this we may take a more closed approach the first time (as the learner may need more of a walkthrough) but in future situations the learner should require less explicit support. + +### Open questions + + +> Open questions have the following characteristics: +> - They ask the respondent to think and reflect. +> - They will give you opinions and feelings. +> - They hand control of the conversation to the respondent. + +When working on mentoring a colleague we want to have discussions around our aims and the questions/problems they are facing. By using open questions we can try and provoke these discussions instead of allowing simple yes or no answers. + +### Google it + +Googling the problem can sometimes be the best way to highlight to a learner that it's not required to have an exhaustive knowledge of all the documentation around a subject, once you've made them feel listened to suggest this approach to them. If they are struggling to clarify the problem enough you should try and work on this with them first. + +### Solving their problem + +Sometimes a problem will be tricky enough that trying to provide guidance can take significantly longer time than you can fully devote to a mentee, in these rare instances it's ok to help provide a solution but you should talk through it with them as you go and try to ensure they've understood it. diff --git a/guides/process/people/capability_procedure.txt b/guides/process/people/capability_procedure.txt new file mode 100644 index 0000000000000000000000000000000000000000..7e026d1f6b2b43c171c70ebd9e6e39caca5c1cc0 --- /dev/null +++ b/guides/process/people/capability_procedure.txt @@ -0,0 +1,26 @@ +# Capability Procedure + +In cases where employees are not meeting the expectations that have been clearly defined to them, and after an expectation health check has been performed, we follow the [Acas Code of Practice on Discipline Procedures](http://www.acas.org.uk/publications). + +## Expectation Health Check + +Before we escalate to formal proceedings, an expectation health check will be performed by a Director. Capability Procedures usually include measures to identify and address issues, our expectation health check seeks to address issues before reaching that stage. + +In the case where a health check has failed to address issues raised, a formal performance review procedure will be followed. + +## Formal Performance Review + +- Step 1: If it is decided a formal performance review must be carried out, Made Tech will notify the employee in writing of the reasons why and be invited to a meeting to discuss the problem. +- Step 2: Made Tech will then hold the meeting to discuss the problem, allowing the employee to present their case. The employee has the right to bring a companion* with them. +- Step 3: Made Tech will then decide on appropriate action to be taken. If it is decided that the employee has been performing unsatisfactorily, the employee will be given a written warning that includes the details of the performance issue, and the timescale in which the issue must be addressed. +- Step 4: If the issue has not been rectified within the time period, a final written warning will be issued stating another timescale in which the issue must be addressed and the consequences if the issue is not addressed. + +\*Companion can include a paid official of a trade union, a lay trade union official that can provide evidence of experience in these matters, or a colleague. In certain circumstances we may also allow representatives from other organisations if particularly relevant to the grievance such as Citizens Advice Bureau. + +## Consequences of a not addressing a final written warning + +The most likely consequence of not addressing concerns within the time period set out in a final written warning will be dismissal. Other consequences may include demotion or loss of seniority. + +The employee will be informed as soon as possible of the reasons of their dismissal, the date on which the employment contract will end, the appropriate period of notice and their right to appeal. + +Where an employee feels that the decision of dismissal is wrong or unjust they should appeal against the decision. Appeals will be heard within a reasonable timeframe in the form of a meeting. Employees should let Made Tech know the grounds for their appeal in writing. Employees have the right to be accompanied in their appeal meeting. Made Tech will then notify the employee in writing the results of the appeal hearing as soon as possible. diff --git a/guides/process/scheduling/hiring_contractors.txt b/guides/process/scheduling/hiring_contractors.txt new file mode 100644 index 0000000000000000000000000000000000000000..6318d01dd9ac337329d03bace6047249b3e07436 --- /dev/null +++ b/guides/process/scheduling/hiring_contractors.txt @@ -0,0 +1,82 @@ +# HOW TO HIRE A CONTRACTOR + +Definition of contractor: An externally sourced individual Off-payroll worker, working to deliver specific outcomes on a single client project for a predetermined length of time. + +Definition of Hiring Manager: The person responsible for the contractor. + +**This process is for when it is highly likely that there are no internal capability for a skillset available for a project. As per usual process, this should be determined in conjunction with Scheduling before this process kicks off.** + +1. To initiate a request with the Talent team, [This form](https://docs.google.com/forms/d/1HgIwXsW80r2RIpD0T4Oj6nHXsjOvoRF41CuJ9mHY4X0/edit) will need to be completed. Scheduling will work with you to fill this out. + * [from May 2021- the Scheduling team will complete an IR35 assessment to define whether the role falls inside or outside of IR35]. + +2. The Talent team will add selected recruitment agencies to the vacancy who will upload them to [Workable](https://made-tech.workable.com/backend) (our internal applicant tracking system) and tag the Hiring Manager for evaluation feedback on the system. +3. The Hiring Manager can then directly deliver feedback and arrange interviews directly through the system. +4. Once you have identified a candidate to offer, please inform the Talent team so they can relay feedback correctly and negotiate the offer where necessary. +5. When we have an accepted offer and start date, the People team will complete the administration and contract, the Scheduling team will be kept informed. + * [from May - When a contractor begins work, they must complete an IR35 re-assessment to confirm the in-practice IR35 status of the role.] + +## Points to consider + +* The client project team are responsible for the contractor. Please inform the agency and/or talent partner who the timesheet approver is. + +* It is the project team’s responsibility to inform the Scheduling team of the contractor’s end date so that the contract notice can be served in time + +* Billable contractors need to complete a Made Tech timesheet. This may be in addition to the agency timesheet. + +* Line managers are responsible for the accuracy of both timesheets. + +* Contractors cannot be unbilled or in the chalet without written approval from the relevant Market Principal. + +* Contractors must be attached to a single, specific project and set of outcomes. To transfer a contractor to a new project, a new assessment must be done and **a new contract must be issued** to remain IR35 compliant. The Scheduling team will facilitate this change in contract with the People Team + +* Contractors must carry out the work specified in their contract i.e lead engineer for HMRC. They are not able to work on internal projects or work for other Made Tech clients without this agreed and the contract adjusted to reflect this arrangement. + +* If there is a known break between projects i.e one project finishes and there’s a 2 week break, the contractor should take this time as unbilled leaved. The People team can support these conversations. + + ## FAQs + + **What are contractors permitted to do (and not do) whilst with Made Tech?** + + Contractors **shouldn’t be required** to attend company updates or social events, however they may be invited and go of their own accord. + + They shouldn’t receive training, line manage anyone or, work on multiple projects at one time. However, it is acceptable to share knowledge or train the team. + + Contractors should not work on internal projects whilst contracted to work on client projects due to IR35 legal requirements. This is also cost prohibitive. If the scope of work, client or other elements of their contract e.g. hours, days, day rate, changes, we need to update the contract to reflect this. Please inform scheduling asap in case this affects financial reporting and the systems need amending. + + + + **Who are the right people to interview for these roles to ensure we are getting the right skills for the project?** + + The project teams will be expected to interview contractors because they sit outside of the standard hiring process and there’s an urgency to the request. If the project lead (tech lead or delivery manager) would like specific expertise, Scheduling can help to determine the right person in the business to request time from. + + + + **Who determines the contractor rates and makes a decision on margin?** + + The rate for the role must be included in the contractor request form. The Talent team will use this as a guide to understand maximum limits for a role, however, will use market rates for a role and the charge out rate will not be shared with an agency or candidate. + Using the [rate card and calculator](https://docs.google.com/spreadsheets/d/11LkRvm5gGnSeAxp_3i1H-_jlfWWpqXEM3Xz5SLAeVRE/edit#gid=368177954), you can see if a candidate falls within the acceptable range, and if not, it will need a decision from the project lead and Market Principal. For any additional evidence or questions around market information, please contact the talent team. + + + + **Who is responsible for finding contractors other opportunities within the business and managing either their notice or contract change/extension?** + + Scheduling will check that the current project does not need them further, if there are no known opportunities, they will then offer this role out to all markets in Slack. If there are no needs, the People team will be contacted to serve their contract notice period. + + **How is notice served? Can I terminate a contractor earlier than the agreed end date?** + + Please inform the Scheduling team as soon as you anticipate a contractor will no longer needed on the project. We usually set an expectation of 1 calendar weeks’ notice but this is contract dependent so please check beforehand with Scheduling. + + This will be initiated with the People team who manage contracts and will inform the agency if required. + If a project unexpectedly finishes, we may be liable to pay the notice period. Where there is a financial impact to Made Tech, the Market Principal needs to be informed. + + We should aim to give the contractor as much notice as possible that the project is coming to an end. + + + + **Who should decide if a contractor can be unbilled for a certain period and who pays for this time?** + + Contractors should not be unbilled and we expect them to be working 5-days a week on client-work, except where we have agreed an onboarding period of half a day or where there is Market Principal approval. The start date needs to be agreed with the client and communicated to the contractor. If there’s any change in start date, the contractor should start in line with that date and should be informed if this change. The contract will also need to be updated. There should not be a period where the contractor is unbilled. Where there is a break between projects, the contractor will be asked to take holiday in between. + + + +For any other questions not covered please refer to the [Ops Scheduling Slack Channel](https://madetechteam.slack.com/archives/CFCSJJVML). diff --git a/guides/process/scheduling/how_scheduling_works.txt b/guides/process/scheduling/how_scheduling_works.txt new file mode 100644 index 0000000000000000000000000000000000000000..8c466b81988113372a87485887f1611f42a1493e --- /dev/null +++ b/guides/process/scheduling/how_scheduling_works.txt @@ -0,0 +1,16 @@ +# How Scheduling Works + +Scheduling, or the art of getting the right people supporting the right activities in the business, is really about pulling the right stakeholders together to agree the best outcome. + +This guide sheds some light on the typical needs the Scheduling area of the business supports, who is involved in servicing these needs, and what decisions are we aiming to reach. + + + +| What is the need? | How do scheduling team find out? | What decision are we making? | Who is involved in the decision? | Who is informed of the outcome? | +|-------------------------------------------|--------------------------------------------------------------|------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------| +| New billable person joins the business | New joiners alerted by people team | Where will this person have the biggest business impact and where will this individual have the best onboarding experience? | Market Principal | People Team
Delivery Lead of team individual is joining
Service Area Owner (in the case of joining a Service Area team) | +| Billable person to support sales activity | Ask from a demand service team | Is this a priority for the business? Who is the best and most readily available person to give this sales activity the best chance of success? | COO (to validate priority)
Demand team member
Market Principal (where decision impacts billable team member on a delivery, or where sale is tied to a market) | Individual
Delivery Lead of impacted team | +| New account or workstream team | Confirmation from lead on sales opportunity | What is the best team we can assemble to deliver the outcome? | Market Principal
Head of Delivery | Individual(s)
Delivery Lead of impacted team (if individual is moving teams)
Demand Team member | +| Billable person released from delivery | Forecast weekly review or
Delivery Lead alerts scheduling | Where will this person have the biggest business impact or what is the best opportunity for their personal development? | Market Principal | Individual
Delivery Lead of team individual is joining
Service Area owner (in the case of joining a Service Area team) | +| Change an existing delivery team | Forecast weekly review or
Delivery Lead alerts scheduling | What is the most optimal team shape, and who is best and most readily available to support this team? | Market Principal
Delivery Lead
Head of Delivery (where change impacts account or workstream leads) | Individual(s)
Delivery Lead of impacted team (if individual is moving teams)
Service Area owner (if individual is moving teams) | +| Team members to support service area | Ask from a Service Area owner | Is this a priority for the business? Who are the best and most readily available people to support this need? | COO (to validate investment)
Service Area Owner | Individual(s)
Delivery Lead of impacted teams
Market Principal | \ No newline at end of file diff --git a/guides/process/scheduling/how_to_timesheet.txt b/guides/process/scheduling/how_to_timesheet.txt new file mode 100644 index 0000000000000000000000000000000000000000..ef88d2be19f55033e2b29ee4fbb186d738b6a789 --- /dev/null +++ b/guides/process/scheduling/how_to_timesheet.txt @@ -0,0 +1,85 @@ +# How to timesheet + +## General + +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 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). + +Timesheets are approved by your Delivery Manager or Project lead for client work (including non-billable projects), and Operations or service area lead for internal projects such as Sales or Marketing. + +Any absences i.e. Holiday, Medical leave, etc still need to be recorded in the People Team system (currently HiBob). + +## When to submit your time + +Time sheets need to be submitted weekly **every Friday by 12pm** and we use the data to directly invoice our clients. + +When the end of the month falls on a weekday other than Friday, you will be asked to submit a timesheet up until the end of the month. This will be in addition to the Friday timesheet meaning you need to complete 2 in a week. + +E.g. June 30 falls on a Tuesday, your timesheet needs to be submitted up until Tuesday i.e. 7 hours for Monday and 7 hours for Tuesday. The rest of the week (Wednesday to Friday) will be included in the Friday timesheet. + +## What categories should I allocate my time to? + +All of your 35 hours should be allocated to the category/ies where you spend your time. This will either be a client project or an internal project or a combination of both. + +## Client projects + +Client projects are separated into 3 categories; Billed, Investment and Chalet, you will be allocated to one as appropriate by the Scheduling team. + +Billed is where we are charging the client for your time and indicated by a ‘BIL’ in the project title. + +Investment is where we are investing time with the client but not charging them for your time, you are available should another suitable billed opportunity come up. This is indicated by a ‘INV’ in the project title. + +Chalet is where you are not assigned to a client and are completely available for billed opportunities and internal projects. This is indicated by a ‘BEN’ in the project title. + +## Made Tech internal projects + +You may be asked to support internal Made Tech initiatives while on a billed engagement. This includes activities such as hiring, bid writing, helping with our academy, or supporting one of our service areas. + +Where these commitments total less than 5 hours per week, they should be included in our standard operating overhead and should not be accounted for separately from billed hours. + +Some internal activities do not count towards the 5 hours as our clients benefit from them indirectly. These include: + +* Line management (1:1s etc.) +* Taking part in communities of practice + +When the total internal commitment exceeds 5 hours in a week, each commitment should be allocated in its entirety to the appropriate project in Kimble and not included in billable hours. + +Please ensure that you get approval in advance from your account team for all non-delivery commitments. You must also get agreement from the relevant service area leader before booking any time against their service area project. + +## How to submit your timesheet + +We use Kimble 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). + +### Why we need you to do timesheets + +Timesheet data directly drives our client invoicing. Incomplete and incorrect timesheets can lead to us under or overcharging clients which can create significant challenges for account and finance teams. + +Timesheet data also creates wider business-critical data about utilisation, client investments and time spent on other activities that's needed for reporting and planning. + +### Why we need you to do timesheets weekly +Whilst we invoice our clients monthly it's vitally important that the data driving these invoices is accurate at a week by week level. Many clients do check the individual items driving an invoice to validate that they've been correctly charged by us. Weekly timesheets ensure we capture time spent while it's fresh in our memories. + +Doing them weekly provides immediate visibility of time spent for line and delivery managers to create better quality project level conversations about time spent and weekly-level understanding of budget burn-down for client conversations. This allows us to update our monthly revenue forecast in real time: helping us understand whether we're on course to meet projected income due to things like sick leave, or last minute changes to time allocation, and readjust targets and cashflow forecasts as we go. + +It’s important that the data is accurate and complete at the end of every week. That means midday on Friday, not 9am the following Monday morning. A number of business processes - including scheduling, revenue forecasting and cashflow - need accurate data to drive them on a Monday. Any timesheet submitted after 12pm on a Friday impacts our ability to generate good quality data and causes significant extra work for the Ops and Finance teams. Please do them on time! + +## Timesheet approval process + +Once a team member has submitted their timesheet on Friday by 12pm, Delivery Managers and Service Area owners need to [approve their team's timesheets](https://trello.com/c/k12r2uja/40-approving-timesheets) by 1pm. + +### Why we need to approve timesheets + +Timesheet data directly drives our client invoicing, so it’s important it’s accurate and complete at the end of every week. It will also save you time when checking invoice accuracy at the end of the month. When approving timesheets for the week we need to: +* Check your team has completed their timesheet in full; and has accurately recorded the time they spent on the project (inc. absences like illness and holidays) +* Account for any differences between the team’s forecast time and their actual time spent and report this to the Operations team + +The review and approval process should take 5-10 minutes; and picking up any errors or unexplained differences saves the business a lot of time! + +We also ask that if you are going on holiday, that you allocate it to another Delivery Manager or senior member of the team. Scheduling can change this in Kimble, and change it back to you when you return. + +## Contact us + +If you have any questions on timesheets, contact the Ops team in Slack using the #Kimble Support channel. diff --git a/guides/security/acceptable_use_policy.txt b/guides/security/acceptable_use_policy.txt new file mode 100644 index 0000000000000000000000000000000000000000..769a950ccfcca27f2d66eb7692a242b309405d31 --- /dev/null +++ b/guides/security/acceptable_use_policy.txt @@ -0,0 +1,70 @@ +# Acceptable Use Policy + +This Acceptable Use Policy (AUP) details how all users of any Made Tech IT device or service must behave, and is based on Made Tech’s guiding principles of treating people fairly and like adults. We trust our team members to do the right thing, and this policy is here to help guide individuals when they seek advice in how they should conduct themselves in any situation. + +The AUP policy outlines the acceptable use of equipment and services at Made Tech and puts in place rules to protect everyone who uses them. Inappropriate use of equipment and services exposes both Made Tech and our clients to risks. These risks include virus attacks, compromise of network systems and services, and legal action. + +As with any policy, there are consequences to non-compliance, including potential disciplinary action being taken which may lead to dismissal and/or criminal proceedings. + +Made Tech endeavours to continually improve all policies and if you have feedback, please contact the Operations Team. + +Below are the minimum expectations for accessing those services appropriate to your role and responsibilities. + +## I will act with integrity at all times + +I will use the Made Tech service for the purpose it is intended for at all times, and not do anything knowingly that could harm the integrity or reputation of Made Tech. + +## I will use any Made Tech issued devices properly +I understand Made Tech issued devices are issued for work purposes and I agree to return them for inspection as and when required. I will return it on leaving the employment of Made Tech or when it is no longer required unless otherwise agreed with Made Tech prior to leaving. + +## Personal Use +I will exercise good judgement at all times regarding the reasonableness of any personal use + +## I will enable 2-factor authentication where this is available +2-factor authentication (2FA) requires two forms of authentication, often a password and a code, sometimes sent via SMS or an application. It helps protect user accounts in the case that your password is somehow exposed. + +## If my device is stolen or missing, I immediately report it +Lots of information can be extracted from stolen or misplaced laptops, even in some cases when the disk has been encrypted. Report a missing machine quickly, better safe than sorry. We use remote device management to remotely wipe data from your device in the event that it is stolen. You should report all stolen items to the IMS Manager or CSO, who will record the incident. + +## I will backup my work in the right place +Information saved on a device is at risk of loss or theft and will not be backed up. To protect against theft, laptops are encrypted. Made Tech backs up data stored on G-Suite, GitHub, and Slack. Each team at Made Tech has their own Team Drive and it is the responsibility of those teams to maintain what is kept in those drives. All data must be copied to these locations to ensure there is no data loss in the event of your laptop becoming unusable. + +## I follow the guidance around passwords +Keep passwords secure and do not share accounts with anyone else. You are responsible for the security of your passwords and account. + +## I will not share my laptop with anyone else, including under a separate user account +The laptop you use for working should not be used by anyone else; for example a partner having a separate user account or sharing a generic login. + +## I will not open unfamiliar email attachments, and I will always check the actual address for links in emails, even from trusted colleagues +Phishing and in particular spear phishing (which targets specific individuals within a specific organisation) is a genuine threat with recorded attacks everyday. + +## I report anything that could be a security incident +If you experience or see anything suspicious, or anything that you know breaks one of our security policies, report it to either the IMS manager or CSO. As a general rule, if you are not sure whether to report something, report it anyway. We'd always rather know. + +## I will manage software responsibly +Made Tech needs to account for, and report against all its software assets to comply with best industry practice, so you should install any software in accordance with the licensing requirements. You should also not remove any software installed by the Made Tech Internal IT team without first agreeing a case for doing so, and should install updates promptly if requested. + +## I ensure any software I use is up to date +You are responsible for keeping your device software up to date with updates and security patches. The Made Tech Internal IT Services team, will from time to time audit and validate the status of your device. + +## I use any admin privileges I receive responsibly +I will ensure the Admin Account on Made Tech IT issued equipment remains accessible to the Made Tech Internal IT Team at all times. + +## I am careful when using bluetooth connections +Bluetooth is enabled on your device and can be used safely within an office or your home. Its use outside of those environments is not recommended as they may be easily compromised. + +## I use my email account responsibly +Use of your company email addresses should be for work-related content only. Do not use your email address to login to non-work related websites or social media + +## I am conscious of my web footprint +Be aware that your online profiles and activity may link back to Made Tech so be aware of this when you publish anything online + +## I am responsible when using personal devices on Made Tech networks +The Made Tech Staff Wifi may be accessed using personal devices subject to these Rules and the Made Tech BYOD policy. +If you're using your own device on the Made Tech network, do not use it for anything which is not acceptable at work. + +## I abide by the Made Tech network security and monitoring policies +The intentional bypassing of Made Tech network security and monitoring, such as via Tor or VPN, is forbidden. + +## I follow the Made Tech Secure Device OS Administration policies +No user account is to be provided with administrative privileges on secure devices unless a case has been agreed by the IMS management team and/or leadership. The administrator account is to be used for all higher level access. Administrator passwords are to be stored securely. diff --git a/guides/security/access_control.txt b/guides/security/access_control.txt new file mode 100644 index 0000000000000000000000000000000000000000..20c9edb5e3150f04c4be36332d5bd6e5745ddcca --- /dev/null +++ b/guides/security/access_control.txt @@ -0,0 +1,13 @@ +# Access Control + +## Team-level access control + +Made Tech access controls reflect that: +- We trust our team members to act responsibly, and to abide by the Acceptable Use Policy +- We trust our team members to access appropriate sites when using the internet + +It is the responsibility of teams (delivery teams and business teams) to ensure that team members have the appropriate access to the information and services they need to perform their role. Access to additional tools or licenses can be obtained by contacting it@madetech.com. + +On delivery teams it is the Delivery Lead who should ensure that team members can access the information and services required to work on a client delivery. The Delivery Lead should also ensure that this access is revoked when a team member leaves the team, or a delivery shuts down. + +For business teams, it is the responsibility of the Head of Department to ensure that all team members have the appropriate level of access to tools and services. e.g. for the People Team, it is the responsibility of the Head of People. For the Operations Team it is the Head of Operations. diff --git a/guides/security/bring_your_own_device.txt b/guides/security/bring_your_own_device.txt new file mode 100644 index 0000000000000000000000000000000000000000..f3e83897db46d8acd1f2e1dd3b5ca66eee38766b --- /dev/null +++ b/guides/security/bring_your_own_device.txt @@ -0,0 +1,92 @@ +# Bring Your Own Device Policy + +This document highlights things you should think about, and how you manage your own device while working on Made Tech products and services. Not only the data you work with but also the software you have installed and how you protect it - like antivirus software. + +This only applies to you if you’re using your own device for Made Tech work. Devices aren’t just desktop and laptops - they include, for example, tablets and smartphones. + +## Using and managing your device + +If you’re using your own device for Made Tech work, it means you’re being trusted to use company proprietary data appropriately and keep that information or data you hold safe. + +### Don’t ‘jailbreak’ your device +‘Jailbreaking’ is the process of removing hardware and software vendor restrictions for the purpose of custom modifications (for example, installing unapproved applications or changing the user interface in an unsupported way). + +You must not use a jailbroken device for any Made Tech work or to handle any company proprietary data, including logging into Made Tech services which include (but is not limited to) G-Suite, Slack, password management software, etc. + +### Keep your software up to date +You must keep your software up to date. Old versions of software are often vulnerable to attack. Update all the software on your device whenever a new version is available. This includes: + +- Your device’s operating system +- Web browsers +- Extensions +- Plug-ins + +You must update your software within 14 days of a new verison being released. + +### Use endpoint protection software +Unless your device is operating iOS or ChromeOS, your device must have endpoint protection software installed, which must also be kept up to date. + +Endpoint protection is more than just antivirus software, and usually includes a firewall and may have other tools to protect your device, like network threat detection. + +Any device you plug into the device, like an external USB device, must also be scanned for viruses. We recommend doing a full scan at least once a month. + +### Set a password/passphrase +Your device must require a password/passphrase to login, return from screensaver or wake from sleep. Your device will lock the screen (or start the screensaver) after no more than 2 minutes of the device being idle. + +### How you manage passwords/passphrases +Your password/passphrase must conform to the Made Tech Password Policy. You should also use a password manager and 2FA. + +### How you connect your device to networks +We have our own VPN which automatically authenticates with G Suite. Everyone can use the service (not only engineers) for a more secure experience (i.e. protecting yourself when using a public WiFi). To connect to the VPN, please refer to the [guide found in the Handbook.](../it//vpn/README.md) + +### Disk Encryption +You must encrypt all your data storage devices. This includes: + + - hard disks (including on smartphones and tablets) + - cloud storage + - USB sticks + +If these aren’t encrypted, people can see any data that’s on them or install viruses without you noticing + +### Turn your device off, rather than putting it to sleep +Depending on the device, data may only be encrypted when the device itself is turned off. So please be aware that closing the lid to put the device to sleep won’t necessarily enable encryption; in which case the data will not be protected. + +If your device will not be used for a significant period of time, we suggest turning it off entirely to ensure disk encryption is enabled. Most modern operating systems will allow you to resume all the files/applications that were open before shutdown. + +Turning off your device to ensure disk encryption is enabled is important if your device will be unattended. This could include when inside a backpack or carrying case when travelling, as those can be lost or stolen + +### Store data in Made Tech cloud services +Company proprietary data should be stored in Made Tech tools. Check what your team is using. Do not store data locally on your device, ensure it's synced to the relevant cloud service. + +If you are working offline and cannot access the cloud service, you can make a temporary local copy. Make sure you update the version stored in the cloud service as soon as possible, and then delete your local copy in a way that the files can’t be recovered. + +### Delete/erase data properly +When company proprietary data is no longer required it should be securely erased so it cannot be recovered. This must be completed for any data that is personal or sensitive in any other way - such as credentials or contracts. + +If the data storage in which the data resides is encrypted, usually destroying the decryption passphrase is sufficient to render the data unreadable. + +If files or folders need to be removed from within some data storage, then overwriting techniques may be required. Overwriting techniques must meet [government requirements](https://en.wikipedia.org/wiki/Infosec_Standard_5) and should at least overwrite the data once, using randomly generated data. + +### How to use peripherals +It is easy for a device like a USB mouse or keyboard to be modified to try and insert malicious software such as a virus or key logger that captures what you type. + +Bluetooth and peripheral devices such as (USB mice or keyboards. drawing tablets or even presentation ‘clickers’ can be used to extract data. + +**Are they yours?** +Be sensible about how you attach peripherals to your device, particularly if the device is not yours. Even if the person handing you a USB is trustworthy, the USB may have been infected with malware such as a virus without them knowing. + +### Administrator accounts +One technique to prevent malware from spreading through your account into the rest of your device and data is to use a separate user account for managing the device and installing software. Made Tech employs this technique on the devices it issues, and you are encouraged to do the same. + +### Secure Development +It is your responsibility to ensure that you or your device does not accidentally or on purpose, introduce a vulnerability into Made Tech environments or services. You could also use a separate user account on your device for development work to help keep your Made Tech work separate from any other work, and personal use, like social media. + +### Remote Access Tools +Don’t use unattended Remote Access Tools (“RAT”) on devices containing or accessing company proprietary data. RATs can be useful for accessing your device from another location, but could also enable an attacker to do the same. + +Unattended Remote Access Tools should not be installed on devices you use for your Made Tech work. Most operating systems come with remote access software, like VNC or SSH. These software items are OK, but should not be used as an inbound ‘service’. Given the nature of these tools and the potential risks they can introduce, we want to conduct a risk assessment of them before their use in Made Tech. + +### Reporting an issue +You must tell Made Tech if your device that is used in connection with your Made Tech work is lost, stolen or otherwise compromised as soon as possible. You should report anything suspicious to a member of the Operations Team as soon as possible. + +If you suspect that your device may be compromised (has a virus etc), you should telephone them rather than email them. Your emails could transfer malware from your device to other people or into Made Tech systems and services. diff --git a/guides/security/confidentiality_agreements.txt b/guides/security/confidentiality_agreements.txt new file mode 100644 index 0000000000000000000000000000000000000000..faba47a3ff99f258e0d6d8f967b9ee6108d71a2f --- /dev/null +++ b/guides/security/confidentiality_agreements.txt @@ -0,0 +1,5 @@ +# Confidentiality Agreements and NDAs + + - If clients ask about whether our team are covered by confidentiality agreements, we can let them know that all employees sign **Terms and Conditions of Employment** which include clauses for confidentiality and intellectual property. + - Company Non-Disclosure Agreements (NDA’s) are included in contracts raised with contractors. A template for our NDA can be found [here](https://docs.google.com/document/d/1YESByvaOv06azyq6JTNqmD9vsHh224lQ9urKV0p4_pY/edit) + - If you are looking to record or take photos of our team for any purpose, please remember that no recording equipment may be used in internal, supplier, or customer meetings without the **knowledge and consent** of all those present in the meetings diff --git a/requirements.txt b/requirements.txt new file mode 100644 index 0000000000000000000000000000000000000000..6d9b2a7b483d62bea55385f5fb8dd6afa7a3db8b --- /dev/null +++ b/requirements.txt @@ -0,0 +1,14 @@ +openai>=1.0 +pinecone-client +python-dotenv +langchain>=0.1.0 +textsplitter +bs4 +unstructured +sentence-transformers +faiss-cpu +pydantic +numpy +scikit-learn +pandas +gradio diff --git a/roles/Associate Business Analyst.txt b/roles/Associate Business Analyst.txt new file mode 100644 index 0000000000000000000000000000000000000000..497006c124b3d0d17cd23a12fbb2bd1170e67de4 --- /dev/null +++ b/roles/Associate Business Analyst.txt @@ -0,0 +1,51 @@ +# Associate Business Analyst + +Associate Business Analysts will work alongside more senior team members to help deliver products and services that bring value to their users through: +- Identifying business problems and opportunities +- Conducting research to understand the public sector domain, people, organisation, processes and technology +- Explore, elicit and analyse business and user needs +- Identify areas for improvement and explore feasibility of options +- Understand any business and policy constraints that need to be considered, and assess the implications + +## Key responsibilities +### Scope +Associate Business Analysts receive direction from more senior business analysts but are responsible for the output of specific tasks. At this level, you will have limited skills and will work with others or under supervision. You will support stakeholder relationship management. + +### Practice +Applies the following practices as an Associate Business Analyst, within an engagement: +- Agile working, demonstrates experience and awareness in Agile, advises on how and why Agile methods are used, and provides a clear, open and transparent framework for teams to deliver. +- Business analysis, supports the identification, investigation, analysis, and communication of complex business problems and opportunities, and helps to ensure proposed solutions meet business and user needs whilst under supervision. +- Business modelling, understands basic business modelling techniques, supports the representation of business situations, and visualises distinct business processes as directed. +- Business process improvement, provides outputs to support the design and implementation of process improvements and efficiencies in business operations and services. +- Business process testing, applies business analysis and evaluation skills to support the design, execution, and assessment of business process tests and usability evaluations. +- Methods and tools, applies appropriate tools and techniques to support the planning, analysis, development, testing, implementation, and improvement of systems and services. +- Requirements definition and management, supports the identification, analysis, capture, and validation of business and user requirements, and manages requirements and their prioritisation within a defined scope. +- Stakeholder relationship management, identifies, analyses, manages, and monitors relationships with and between internal and external stakeholders, and communicates with stakeholders clearly and regularly under supervision. +- Systems analysis, supports the analysis of IT system capabilities, identifies and specifies system requirements, and supports developing specifications and models for bespoke IT systems or software packages. +- Testing, understands the stages and purpose of testing, supports the representation of business scenarios, and traces requirements to develop functionality. +- User experience analysis, supports the analysis and prioritisation of user experience needs, understands how needs tie to system, product, or service requirements, and makes data-informed decisions based on user research findings. + + +## Community of Practice (CoP) +Engages and participates within Made Tech communities of practice to: +- Recognise when to ask for further guidance and support and identify how to improve how we work. For example, discussing and sharing approaches, ideas and examples of practice. + +## Key measures +- Delivery of good public services for users with clients, shown through relevant measures, for example. data, metrics, KPIs or the passing of service standards. +- Personal performance aligned with DDaT, evidenced through peer feedback. + +## Competencies +Associate Level Business Analysts display Made Tech’s values, relevant DDaT capabilities. +## Work perks and benefits +Take a look at the Benefits & Perks section of the [Made Tech Handbook](https://github.com/madetech/handbook) to see what we can offer you. + +## Salary and location +We mainly work remotely but you may need to visit clients or go to the office occasionally. We have offices in London, Bristol, Manchester, and Swansea. + +The salary for this role is location dependant: + +UK: TBC +London & South East: TBC + +## Applying +When we’re hiring for this role, you can see the details and apply at www.madetech.com/careers. If you have any questions about the role please email us at careers@madetech.com. We’re happy to help! diff --git a/roles/associate_delivery_manager.txt b/roles/associate_delivery_manager.txt new file mode 100644 index 0000000000000000000000000000000000000000..f06b7e7fe6202a791684e30a693ebfc2485cd485 --- /dev/null +++ b/roles/associate_delivery_manager.txt @@ -0,0 +1,104 @@ +# Associate Delivery Manager + +You’ll work as part of a delivery team. You’ll provide administrative and delivery assistance so the team can deliver to their full potential, while you develop the skills of a Delivery Manager. + +## Your role at Made Tech + +As an Associate Delivery Manager, you will work alongside a more senior delivery manager, shadowing and providing support, until you’re confident enough to deliver an element yourself under guidance and mentorship. You will pair with the Delivery Manager and observe how they triage and solve problems, to provide you with confidence and experience to move into an autonomous delivery role. +Although you will probably not have experience managing software delivery, you’ll use cross-functional skills to support your delivery team. Initially you will expect the majority of your tasks to be directed by your delivery partner, but you will start to identify items you can support autonomously during team ceremonies and sprint planning. + +You use empathy and effective listening skills to help the team collaborate. You will use your previous project management experience to support the identification and management of project dependencies, risks and issues alongside your delivery lead. After observing team ceremonies and building relationships with the client stakeholders, you will start to take responsibility for running meetings, answering client questions and unblocking team problems. + +With support, you will use your excellent attention to detail to ensure the project is delivered within budget, using tools such as Google Sheets to match up the time spent by the team with the amount of work left to complete. +You are passionate about learning and developing your skill set, and are an active member of the Delivery Community of Practice (COP). You spend time learning from other Capabilities (cloud & engineering, user-centred design, product & business analysis) about what good looks like in their areas of expertise. + +## Definition of success + +Success as an Associate Delivery Manager is predominantly measured by how you support the delivery team, your accuracy and attention to detail, and building rapport with stakeholders. It is also assessed based on personal development and learning, as you move towards autonomy and being solely accountable for a delivery. + +## Expected outcomes +* Enabling a team by identifying and unblocking dependencies +* Accuracy in all items worked on (for example budget trackers, meeting notes, timesheet approval) +* Contribute to the Delivery Community of Practice +* Becoming autonomous and accountable for a delivery through personal development, learning, mentorship and shadowing + +### KPIs +* Timesheet accuracy +* Learning & development objectives + +## Responsibilities +Associate Delivery Managers are responsible for delivering the above outcomes by collaborating with other members of their delivery team. + +### Project Level Delivery Assurance +- Support the Delivery Lead to manage scope, budget and quality +- Feed into the status of quality and risk reported to heads of delivery on a weekly basis +- Support the delivery team by facilitating ceremonies, doing administrative tasks and unblocking dependencies with guidance +- Support the delivery lead with identifying and managing risks, issues and dependencies +- Where directed, review and approve timesheets, invoices and Kimble forecasts, ensuring accuracy at all stages + +### Personal Development +* Regularly gather and act on feedback about personal development +* Define and work towards a learning and development plan to ensure you are able to autonomously manage a project as quickly as possible + +### Growing Made Tech’s Impact +* Build relationships with stakeholders within your project, and engage with other experts in the organisation for example at the client Community of Practice + +### Community and Thought Leadership +* Share successes and failures with the Delivery Community to support the evolution of ways of working, techniques, and technologies across Made Tech +* Contribute to developing a thriving community of practice and shared identity + +## Competencies and behaviours + +Associate Delivery Managers are expected to be operating at, or working towards, [SFIA level 3](https://sfia-online.org/en/sfia-8/responsibilities/level-3) in all five competencies. The below list describes specific competencies and behaviours that you’ll need in this role. + +We don’t expect you to tick all the boxes when you join. We'll work together to define learning and development objectives that help you meet these competencies on your way to promotion. + +### Articulation and role modelling of Made Tech values, purpose, and vision +* Describe each with examples +* Demonstrate role modelling + +### Commercial awareness +* Be able to point to and interpret the project commercial fundamentals for your workstream (Statements of Work, Purchase Orders, Gross Profit Margin, Forecasting, Burndown) +* Understand and describe how the Delivery Lead ensures that the team is on track to meet the deliverables defined in the SOW + +### Time management and prioritisation +- Demonstrate prioritisation +- Demonstrate time management + +### Effectively manage delivery risk and quality +* Demonstrate supporting a Delivery Lead to perform risk management activities including identification, assessment, mitigation, assessment and reporting to key stakeholders +* Describe how the delivery team defines and monitors quality + +### Coach teams to successfully deliver projects +* Understand and explain the differences between Kanban, Scrum, and Waterfall - and when best to use them +* Understand and articulate what your team is doing to ensure they adhere to best practices such as Security, DevOps, User Centred Design and Data Ethics +* Be able to explain the purpose of the GDS phase you are currently working on (Discovery/Alpha/Beta/Live) +* Demonstrate knowledge of where to find and how to use the GDS service standard +* Be able to explain the Roles and Responsibilities of all of the roles on the team you are working on + +### Facilitation and communication +* Demonstrate experience of running ceremonies and facilitating meetings - with post meeting feedback +* Demonstrate experience of producing accurate documentation or meeting notes + +### Trust building with your seniors, peers, juniors and client stakeholders +* Demonstrate with feedback from seniors, peers, juniors and client stakeholders +* Demonstrate moving towards taking ownership for the success of the delivery, through feedback from your Delivery Lead + +### Continuous improvement and feedback +* Demonstrate positive response to feedback with course correction +* Demonstrate providing regular feedback for team members + +## Work perks and benefits +Take a look at the Benefits & Perks section of the [Made Tech Handbook](https://github.com/madetech/handbook) to see what we can offer you. + + +## Salary and location +We mainly work remotely but you may need to visit clients or go to the office occasionally. We have offices in London, Bristol, Manchester, and Swansea. + +We practice salary transparency when it comes to advertising roles at Made Tech. Every role we publish will include the salary range in the job ad, please do refer to that. + +For any internal candidates, we are currently reviewing and refreshing our pay bands and will be sharing those internally first. They will then be placed back here again by the end of July 2025. + +## Applying + +When we’re hiring for this role, you can see the details and apply at www.madetech.com/careers. If you have any questions about the role please email us at careers@madetech.com. We’re happy to help diff --git a/roles/associate_designer.txt b/roles/associate_designer.txt new file mode 100644 index 0000000000000000000000000000000000000000..07517fd43c4cb08cc986110490d3c40e34c99ce8 --- /dev/null +++ b/roles/associate_designer.txt @@ -0,0 +1,63 @@ +# Associate Designer + +- Location: mainly remote with occasional office and client visits +- Offices: London, Bristol, Manchester, and Swansea +- Salary: Please refer to the job advert when this role is live +- SFIA: Level 2 + +## Summary + +Made Tech wants to positively impact the country's future by using technology to improve society. We believe being design-led can create positive outcomes in the public sector through critical services enabled by technology. We’ve built a community of designers and researchers to support the public sector's growing demand for a design-led approach to service delivery. + +Associate Designers are practitioners who collaborate with others to tackle challenges faced by people and society. They work within a team to design and deliver public services. They do this by understanding problems and creating solutions that work equally well for users and stakeholders. They are active members of a healthy user-centred design (UCD) community and culture at Made Tech. + +Associate Designers might: +- have a degree in a subject like UX design or interaction design +- be a graduate of a vocational course in UX design +- already be a product designer, UX designer, service designer, or interaction designer + +## Key responsibilities + +## Scope + +- Responsible to a Senior Designer for assisting in the design and delivery of public services +- Hands-on design for one product/team under guidance from a more senior designer +- Recognises when to ask for further guidance and support +- Work is reviewed regularly +- Contributes to communities of practice, discussing and sharing suggestions, approaches and ideas - including proactively seeking feedback on own work + +## Practice + +- Come up with creative solutions to problems revealed in research +- Make things real by prototyping your ideas +- Take responsibility for sharing your own work with your team +- Improve your designs over time +- With the support of your team, explain your design decisions to stakeholders + +## Community + +- Take part in Made Tech community activities + +## Key measures + +- Delivery of good public services for users in partnership with Made Tech’s clients + +## Competencies + +- Client focus +- Drive to deliver +- Learning +- Facilitation +- Thinking through making + +## Work perks and benefits + +Take a look at the Benefits & Perks section of the [Made Tech Handbook](https://github.com/madetech/handbook) to see what we can offer you. + +We practice salary transparency when it comes to advertising roles at Made Tech. Every role we publish will include the salary range in the job ad, please do refer to that. + +For any internal candidates, we are currently reviewing and refreshing our pay bands and will be sharing those internally first. They will then be placed back here again by the end of July 2025. + +## Applying + +When we’re hiring for this role, you can see the details and apply at www.madetech.com/careers. If you have any questions about the role please email us at [careers@madetech.com](mailto:careers@madetech.com). We’re happy to help! diff --git a/roles/associate_product_manager.txt b/roles/associate_product_manager.txt new file mode 100644 index 0000000000000000000000000000000000000000..3fedab36a4d9fcccee63c98cc17333941ec23c2e --- /dev/null +++ b/roles/associate_product_manager.txt @@ -0,0 +1,61 @@ +# Associate Product Manager + +Associate Product Managers make sure products and services deliver measurable value, by exploring: + +- **user needs** - defined through comprehensive research +- **organisational needs** - defined by the requirements placed upon or introduced by the client (e.g. legislation) +- **service needs** - non-functional requirements + + +## Key responsibilities + +## Scope +Associate Product Managers: +- Assist work on a single engagement or work on a low risk, simple engagement +- Have some experience of Product Management practices, principles and approaches or a related discipline +- Engage within the community of practice +- Display the [Associate Product Manager DDaT competencies](https://www.gov.uk/guidance/product-manager#associate-product-manager) and [SFIA Level 2 Behaviours](https://sfia-online.org/en/sfia-8/responsibilities/level-2) + +Associate Product Managers should expect to regularly have their work peer-reviewed and work under direction of their line manager. + +## Practice +Applies or assists application of the following practices as Associate Product Manager, within an engagement: + +- identifies value for users, services and organisations using research and analysis +- prioritises work to deliver increments of value to users +- makes sure engagements have measurable outcomes +- negotiates product governance by recommending the definitions of ready and done, and developing success criteria +- can identify, understand and manage issues and risks +- participates as a team member, seeking opportunities for collaboration and continuous improvement +- assists the delivery manager to track progress and show our work to clients and colleagues +- applies the agile mindset to enable best practice and realisation of value +- enables teams to be effective by fostering a culture that supports psychological safety + +## Community of Practice (CoP) +Engages and participates within Made Tech communities of practice to: + +- build an inclusive and supportive culture +- recognise when to ask for further guidance and support and identify how to improve how we work, for example, by discussing and sharing approaches, ideas and examples of practice +- understand the role and activities of Product Managers, to develop their practice + +## Key measures +- Delivery of good public services for users with clients, shown through relevant measures, for example. data, metrics, KPIs or the passing of service standards +- Personal performance aligned with DDaT and SFIA grade, evidenced through peer feedback + +## Competencies +Associate Product Managers display Made Tech’s [values](https://github.com/madetech/handbook/blob/main/company/about.md), relevant [DDaT capabilities](https://www.gov.uk/guidance/product-manager) and [SFIA (Level 2)](https://sfia-online.org/en/sfia-8/responsibilities/level-2) behaviours. + +## Work perks and benefits +Take a look at the Benefits & Perks section of the [Made Tech Handbook](https://github.com/madetech/handbook) to see what we can offer you. + +## Salary and location + +We mainly work remotely but you may need to visit clients or go to the office occasionally. We have offices in London, Bristol, Manchester, and Swansea. + +We practice salary transparency when it comes to advertising roles at Made Tech. Every role we publish will include the salary range in the job ad, please do refer to that. + +For any internal candidates, we are currently reviewing and refreshing our pay bands and will be sharing those internally first. They will then be placed back here again by the end of July 2025. + +## Applying + +When we’re hiring for this role, you can see the details and apply at www.madetech.com/careers. If you have any questions about the role please email us at careers@madetech.com. We’re happy to help! diff --git a/roles/associate_software_engineer.txt b/roles/associate_software_engineer.txt new file mode 100644 index 0000000000000000000000000000000000000000..af0623ea98fd4f5ad720cfca44609ab19a98e3c4 --- /dev/null +++ b/roles/associate_software_engineer.txt @@ -0,0 +1,29 @@ +# Associate Software Engineer + +Our engineers build software that makes our clients happy. They prefer problem solving over completing tasks, love learning from colleagues, and work as a unified team to help deliver projects that make a real difference to people’s lives. + +## Your role at Made Tech + +We primarily write and deliver custom software for the public sector. Technical excellence for us isn’t about delivering to feature lists. We place a strong emphasis on outcome-based delivery, making sure our clients’ goals are understood and achieved with the technology we deploy. + +Our teams have used Ruby with Rails and Sinatra, ES6 with React and Angular 2, and C# with .NET Core. We don’t limit ourselves and we expect all of our engineers to be keen on learning new technologies. Automation is important to our teams, so we make sure there’s a CD pipeline set up to build, test, and release. We’re usually responsible for setting up clients’ infrastructure, too. For example, on AWS, GCP or Azure using tools like Terraform. Though, sometimes we opt for a Platform as a Service like Heroku. + +## What experience are we looking for? + +All of our Software Engineers are trained first as an Academy Software Engineer within our 12-week academy programme. + +## Work perks and benefits + +Take a look at the Benefits & Perks section of the [Made Tech Handbook](https://github.com/madetech/handbook) to see what we can offer you. + +## Salary and location + +We mainly work remotely but you may need to visit clients or go to the office occasionally. We have offices in London, Bristol, Manchester, and Swansea. + +We practice salary transparency when it comes to advertising roles at Made Tech. Every role we publish will include the salary range in the job ad, please do refer to that. + +For any internal candidates, we are currently reviewing and refreshing our pay bands and will be sharing those internally first. They will then be placed back here again by the end of July 2025. + +## Applying + +We don't hire directly for Associate Software Engineer roles at Made Tech. We prioritise our hiring opportunities towards our Software Engineering Academy. You’ll need to complete our 12-week academy programme. After your first 6 months at Made Tech, you’ll be in a position to pass probation and become an Associate Software Engineer with us. Learn more about our academy and find out when we’re accepting applications at https://www.madetech.com/careers/academy. We’d still love to hear from you if you feel our academy or more senior engineering roles aren’t a good fit for you. If you have any questions, drop us a line at [careers@madetech.com](mailto:careers@madetech.com). diff --git a/roles/delivery_director.txt b/roles/delivery_director.txt new file mode 100644 index 0000000000000000000000000000000000000000..9892dcd77953d8fd28cf4d5cb34ee0a674ab48f0 --- /dev/null +++ b/roles/delivery_director.txt @@ -0,0 +1,102 @@ +# Delivery Director + +Our Delivery Directors are each responsible for the successful delivery of our entire portfolio of client activity in an industry. +You will be pivotal in leading our delivery across multiple clients within the industry and managing client relationships at the most senior level. +Commercially experienced with deep client delivery expertise, you will be responsible for overseeing a portfolio of client revenues in excess of £10million per annum. +You will ensure the successful execution of projects, client delight, team engagement, and the continued growth of our business within the public sector. + +## Outcomes + +Our Delivery Directors report directly to the Chief Delivery & Transformation Officer with a dotted line to the relevant Industry Director. Successful Delivery Directors are able to build teams that connect our Capability Practices, Industry Practices and clients. + +Key outcomes for Delivery Directors: +* Demonstrate leadership and expertise in your Industry and in professional services delivery +* Support Industry and Made Tech commercial growth balanced with delivery quality and risk +* Develop senior relationships with client counterparts and stakeholders to build Made Tech’s reputation, reach and impact +* Support the development of the Delivery Managers within your Industry +* Contribute to the ongoing development of the Delivery Management practice and other Capability Practices as a member of the Capability Leadership Team + +## Responsibilities + +1. Enable client success +* Ensure the successful delivery of client outcomes within your portfolio +* Support clients in the achievement of their wider outcomes through becoming a trusted advisor and building a senior network within their organisations +* Support the Delivery Managers working on your engagements to ensure the right client outcomes are achieved + +2. Develop, nurture and maintain strong stakeholder and peer relationships +* Build peer-to-peer relationships within our clients, wider industry and the Made Tech business +* Anticipate and understand client needs and objectives to drive alignment of our services, solutions and propositions +* Be a visible and active member of relevant forums, bodies and communities - internally and externally - to build strong stakeholder networks, support personal and professional development, and represent the Made Tech brand. +* Bring clients across government together where they have common problems and to build valuable networks through introductions, community events or thought leadership + +3. Enable Made Tech commercial success +* Support the growth (revenue and margin) of the industry + * Ensure proposals are produced and delivered successfully + * Ensure proposal teams are suitably resourced + * Ensure solutions are appropriately scoped (incl. team shapes) + * Invite Capability Practices and subject matter experts to contribute to the growth of your accounts +* Own the financial performance of the engagements across the Industry portfolio + * Drive delivery teams to deliver or exceed target margin + * Work with Capability Practice leads to ensure appropriate staffing of engagements + * Work with the Delivery Managers within your Industry portfolio to monitor project budgets, margins, and revenues, and support them to implement strategies to maximise profitability +* Support the growth of industry-specific skills + * Build and maintain Industry community of practice to develop the virtual team + * Create a forward view of the required skills and capabilities for the Industry. Support the Capability Practices in inclusive hiring and developing appropriate skills +* Bring Industry and client-specific insights back into the business + * Support the development of Industry-specific propositions + * Collaborate with Industry and wider Made Tech leadership to develop and execute strategies for business growth within the accounts, industry and business + * Identify new opportunities and markets for expansion. +* Ensure Industry and account forecasts are accurate + +4. Ensure delivery is consistently of the highest quality from Made Tech +* Provide delivery leadership across multiple client accounts and effectively delegate to the Delivery Managers within your Industry portfolio (dotted-line reports) + * Ensure engagements are delivered on time, within scope, and within budget + * Manage project teams and resources effectively +* Identify performance issues and work with the account teams and Capability Practices to ensure these are addressed +* Work with the Capability Practices to ensure that the appropriate tools, templates, approaches, methodologies and playbooks are actively used on deliveries +* Coach our Delivery Managers and wider delivery community +* Support the development of the Delivery Management practice +* Ensure compliance with Made Tech and client legal, governance and reporting standards +* Drive continuous improvement across all of our deliveries + +## Competencies & Experience + +The Delivery Director role is part of the Capabilities Leadership Team and is currently graded at SFIA Level 6. In addition to this, the below competencies and behaviours will be expected: +* Role modelling of Made Tech’s values and behaviours +* Alignment to our purpose, and our vision +* Strategic thinking and planning +* Commercial awareness +* Results-oriented +* Passionate about delighting the customer; anticipate and solve client problems, not just respond to demand +* Time management including balancing multiple priorities +* Performance management of indirect reports +* Prioritise diversity and inclusion in goals and day-to-day activity +* Inspiring leadership and open communication +* Deep client and industry expertise; an understanding of their unique issues and insight/ experiences from other projects +* Manage delivery and reputational risk, maintain velocity and ensure solution safety +* Engage early on client business problems and delivery issues +* Able to align the relevant teams to Industry Verticals +* Improve client focus across our business + +And the type of experience we anticipate you will bring: +* You’ll have proven experience in project and programme management, or delivery management, preferably in the digital, software and services industry +* Proven track record of successfully managing and delivering large-scale projects and portfolios (revenues of £1m-£10m+) +* Experience of engaging at senior levels on strategy and developing relationships based on your subject matter expertise +* Experience of account or business growth through any combination of supporting bids, client relationship building, solution shaping, senior consulting engagements or similar +* Strong leadership and team management skills. You’ll have actively coached, mentored and managed (directly or matrix) diverse teams achieving demonstrable positive people results +* Excellent financial acumen and budget management skills +* Strong problem-solving and decision-making capabilities +* Knowledge of the UK public sector, the Industry you’ll be leading in, and the unique requirements that the sector and industry bring is highly desirable +* Relevant certifications are also a plus. + +## Work perks and benefits + +Take a look at the Benefits & Perks section of the Made Tech Handbook to see what we can offer you. + +## Salary and location + +We adopt a hybrid approach and anticipate that most roles will spend a mixture of time within our offices, client sites and working remotely. We have offices in London, Bristol, Manchester, and Swansea and our clients are across the UK. + +We practice salary transparency when it comes to advertising roles at Made Tech. Every role we publish will include the salary range in the job ad, please do refer to that. + +For any internal candidates, we are currently reviewing and refreshing our pay bands and will be sharing those internally first. They will then be placed back here again by the end of July 2025. diff --git a/roles/delivery_support_analyst.txt b/roles/delivery_support_analyst.txt new file mode 100644 index 0000000000000000000000000000000000000000..6bd2338198259918bce162257569b2f3593e8207 --- /dev/null +++ b/roles/delivery_support_analyst.txt @@ -0,0 +1,81 @@ +# Delivery Support Analyst (PMO) + +Salary: Please refer to the job ad when this role is live +Location: Bristol, London, Manchester or Swansea with hybrid-working policy + +We practice salary transparency when it comes to advertising roles at Made Tech. Every role we publish will include the salary range in the job ad, please do refer to that. + +For any internal candidates, we are currently reviewing and refreshing our pay bands and will be sharing those internally first. They will then be placed back here again by the end of July 2025. + +## Your role at Made Tech +The Delivery Support Analyst in PMO at Made Tech plays an essential role in ensuring the seamless execution and oversight of the company's digital transformation engagements. + +This role will see you managing workstream reporting, ensuring compliance with Statements of Work (SoW), and maintaining a comprehensive RAID (Risks, Assumptions, Issues, Dependencies) log across all Made Tech engagements. + +This involves capturing and managing the demand for resources within each workstream or SoW, coordinating with the Scheduling team to raise and manage resource requests, and working closely with workstream leads to ensure the appropriate allocation of resources. + +The Delivery Support Analyst will play a crucial role in maintaining the structure and efficiency of the project lifecycle. + +The Delivery Support Analyst supports the account onboarding of new team members and supports the creation of rotation plans as necessary, ensuring smooth transitions and consistent team performance within the PMO office. + +The Delivery Support Analyst also tracks budgets and capacity within each workstream or SoW, actively highlighting risks and issues to the accountable Delivery Manager, which is vital for maintaining project alignment with financial and operational goals. + +Furthermore, this role ensures accurate and timely completion of timesheets across all workstreams, which is essential for effective budget management and resource planning. + +The management of team work plans, schedules, and on-site registers also falls under the PMO's purview, allowing for the consistent and organised execution of projects. + +Beyond operational management support, the Delivery Support Analyst at Made Tech is responsible for producing timely, visual, and client-ready reports on all aspects of the engagements. + +These reports are crucial for communicating the current status, risks, and progress to various stakeholders, including the C-Suite, ensuring transparency and informed decision-making. + +The Delivery Support Analyst also supports the team with logistical tasks, such as booking travel and accommodation, facilitating key meetings and ceremonies with stakeholders, and overseeing dependencies and issue monitoring. + +These activities contribute to the overall health and success of the workstreams and SoWs, allowing the PMO office to play an integral role in maintaining project momentum and resolving challenges as they arise. + +The Delivery Support Analyst also plays an active role in presenting and reporting on engagement status at agreed frequency levels to a wide range of stakeholders across the business. + +Finally, the Delivery Support Analyst creates and maintains all key engagement documentation, or collaborates with the Delivery Manager to bring in additional expertise when needed. + +This documentation is vital for keeping a detailed and organised record of project activities, decisions, and changes. + +As an active participant in the Delivery Management community, this role not only helps to drive the successful delivery of current engagements but also contributes to the continuous improvement of project management practices within Made Tech, ensuring that the organisation remains agile, efficient, and responsive to client needs. + +## Responsibilities + +* Manage work stream reporting, SoW compliance reporting and overall RAID log for Made Tech’s engagements +* Capture and manage demand for resources within each of the Made Tech account workstreams/ SoWs. Work with Scheduling to raise/ manage resource requests and work with workstream leads to verify appropriate resource allocation +* Support onboarding new team members and create rotation plans where appropriate +* Track budget and capacity within each work stream/ SoW, highlighting risks and issues to Delivery Manager +* Ensure accurate and timely timesheet completion across all work streams/ SoWs +* Manage team work plans/ schedules and on-site register +* Provide timely and visual client-ready reporting on all of the above +* Support the team with travel and accommodation booking as required. +* Facilitate key meetings/ ceremonies with stakeholders where appropriate +* Oversee dependencies, action/ issue monitoring, and controls and help to perform health checks work streams/ SoWs +* Create and maintain all key engagement documentation, or work with the Delivery Manager to bring additional specialist knowledge onboard +* Present and report on engagement status to the agreed frequency level to a range of stakeholders across the business, up to C-Suite level. Be an active participant in the Delivery Management community within the engagement and Made Tech + +### Expected outcomes + +* Reduce the time delivery managers are spending on internal-facing activities to optimise client-facing time. +* Reduce the cost of internal-facing activities through centralisation, standardisation and automation. +* Improve quality and accuracy of products through centralisation, standardisation and automation. + +### KPIs: +* Delivery Management effort freed up. +* Quality and accuracy. + +### Definition of success: +Success as a Delivery Support Analyst is measured by smooth, efficient and high-quality implementation of delivery operational work to enable account teams to run more efficiently and focus on high-value activities for our clients. + +### Skills people must have +Don’t worry - we don’t expect you to tick all of these when you join, we will work together to define learning and development objectives that help you meet these competencies on your way to promotion. + +* Experience leading or supporting business change programs or portfolios. Programme office delivery experience within the full lifecycle of cross functional projects (software engineering, user experience, architecture, etc.) +* Experience in managing/ influencing colleagues and peers to achieve required business outcomes (timesheet compliance, policy adherence, etc.). Able to use soft power to create influence and know when to escalate to achieve required outcomes +* Experience of project scheduling, risk management, budget management, and tracking the realisation of benefits +* Clear and confident communication skills; able to partner and work with stakeholders from client organisations and across the business, including C-Suite executives +* Experience in managing the activities of a project team in a matrixed project organisation + +### Certifications: +Certified ScrumMaster or equivalent (for Agile projects) would be desirable but not essential.