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Dennis Eichhorn 2022-11-05 01:39:53 +01:00
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54
Policies & Guidelines/IT/Operations Guidelines.md
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@ -6,33 +6,33 @@
```mermaid ```mermaid
graph TD; graph TD;
ROUTER[Router]---FIREWALL[Firewall & IPS/IDS]; ROUTER[Router]---FIREWALL[Firewall & IPS/IDS];
ROUTER---REMOTE_BACKUP_SERVER[Remote backup server]; ROUTER---REMOTE_BACKUP_SERVER[Remote backup server];
FIREWALL---INTERNAL_ROUTER[Core routers]; FIREWALL---INTERNAL_ROUTER[Core routers];
INTERNAL_ROUTER---SWITCH[Organization switches]; INTERNAL_ROUTER---SWITCH[Organization switches];
INTERNAL_ROUTER---SWITCH_PUBLIC[Public switches]; INTERNAL_ROUTER---SWITCH_PUBLIC[Public switches];
SWITCH_PUBLIC---WEB_SERVER[Web servers]; SWITCH_PUBLIC---WEB_SERVER[Web servers];
WEB_SERVER---WEBSITE[Website]; WEB_SERVER---WEBSITE[Website];
WEB_SERVER---SHOP[Shop]; WEB_SERVER---SHOP[Shop];
WEB_SERVER---SOFTWARE[Software]; WEB_SERVER---SOFTWARE[Software];
WEB_SERVER---DEMO_SERVER1[Puplic demo server 1]; WEB_SERVER---DEMO_SERVER1[Puplic demo server 1];
DEMO_SERVER1---DEMO_SERVER2[Puplic demo server 2]; DEMO_SERVER1---DEMO_SERVER2[Puplic demo server 2];
WEB_SERVER---DEMO_SERVER3[Private demo server]; WEB_SERVER---DEMO_SERVER3[Private demo server];
SWITCH---DEV_SERVER[Dev server]; SWITCH---DEV_SERVER[Dev server];
DEV_SERVER---DEV_RESOURCES[Dev resources/assets]; DEV_SERVER---DEV_RESOURCES[Dev resources/assets];
DEV_SERVER---TESTING[Testing server]; DEV_SERVER---TESTING[Testing server];
DEV_SERVER---INTERNAL_DEMO_SERVER[Demo server]; DEV_SERVER---INTERNAL_DEMO_SERVER[Demo server];
SWITCH---MAIL_SERVER[Mail server]; SWITCH---MAIL_SERVER[Mail server];
SWITCH---FILE_SERVER[File server]; SWITCH---FILE_SERVER[File server];
SWITCH---DB_SERVER[DB server]; SWITCH---DB_SERVER[DB server];
DB_SERVER---MIRRORED_DB_SERVER[Mirrored DB server]; DB_SERVER---MIRRORED_DB_SERVER[Mirrored DB server];
SWITCH---IP_PHONE_SERVER[IP Phone Server]; SWITCH---IP_PHONE_SERVER[IP Phone Server];
SWITCH---USER_HARDWARE[User hardware]; SWITCH---USER_HARDWARE[User hardware];
USER_HARDWARE---PC[PC]; USER_HARDWARE---PC[PC];
USER_HARDWARE---PHONE[Phone]; USER_HARDWARE---PHONE[Phone];
USER_HARDWARE---PRINTER[Printer] USER_HARDWARE---PRINTER[Printer]
INTERNAL_ROUTER---SWITCH_PRIVATE[Private switches]; INTERNAL_ROUTER---SWITCH_PRIVATE[Private switches];
SWITCH_PRIVATE---LOCAL_BACKUP_SERVER[Local backup server]; SWITCH_PRIVATE---LOCAL_BACKUP_SERVER[Local backup server];
``` ```

18
Policies & Guidelines/Travel & Business Expenses Guideline.md
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@ -16,26 +16,26 @@ The following costs are only general guidelines and maximum amounts. Please note
## Hotels ## Hotels
| Type | Employee | Head of department | Management | | Type | Employee | Head of department | Management |
| ------------------ | ----------------- | -------------------- | --------------- | | ------------------ | ----------------- | -------------------- | --------------- |
| Germany | < 100 EUR | < 250 EUR | < 350 EUR | | Germany | < 100 EUR | < 250 EUR | < 350 EUR |
| International | < 120 EUR | < 300 EUR | < 450 EUR | | International | < 120 EUR | < 300 EUR | < 450 EUR |
## Traveling ## Traveling
| Type | Employee | Head of department | Management | | Type | Employee | Head of department | Management |
| ------------------ | ----------------- | -------------------- | ---------------- | | ------------------ | ----------------- | -------------------- | ---------------- |
| Flight < 300 km | not allowed | Economy | Premium Economy | | Flight < 300 km | not allowed | Economy | Premium Economy |
| Flight >= 300 km | Economy | Premium Economy | Business | | Flight >= 300 km | Economy | Premium Economy | Business |
| Flight >= 3.000 km | Premium Economy | Business | Business | | Flight >= 3.000 km | Premium Economy | Business | Business |
| Train | 2nd class | 1st class | 1st class | | Train | 2nd class | 1st class | 1st class |
| Private car | not allowed | 0.30 EUR per km | 0.30 EUR per km | | Private car | not allowed | 0.30 EUR per km | 0.30 EUR per km |
| Company car | approved by HOD | allowed | allowed | | Company car | approved by HOD | allowed | allowed |
| Taxi | only within city | only within city | only within city | | Taxi | only within city | only within city | only within city |
## Per diems ## Per diems
The per diems are paid according to the German regulation regarding per diems (Verpflegungsmehraufwendungen). The per diems are paid according to the German regulation regarding per diems (Verpflegungsmehraufwendungen).
For Germany they are: For Germany they are:

38
Policies & Guidelines/Whistleblower System.md
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@ -1,6 +1,6 @@
# Whistleblower System # Whistleblower System
The whistleblower system is a way to allow anyone to report illegal behavior or behavior which goes against the processes, policies and guidelines by any affiliated person or affiliated company to the organization. The complaint can be done anonymous or with the name of the reporter. Generally, it is recommended to provide your name when making a complaint which allows the persons in charge of the whistleblower system to contact the reporting person in case of additional questions. If the name is not provided investigations can become difficult to complete. The whistleblower system is a way to allow anyone to report illegal behavior or behavior which goes against the processes, policies and guidelines by any affiliated person or affiliated company to the organization. The complaint can be done anonymous or with the name of the reporter. Generally, it is recommended to provide your name when making a complaint which allows the persons in charge of the whistleblower system to contact the reporting person in case of additional questions. If the name is not provided investigations can become difficult to complete.
## Contact system ## Contact system
@ -12,7 +12,7 @@ Compliance complaints can arrive in the following three ways:
## Information ## Information
All the information regarding a compliance complaint must be shared between all compliance officers unless a compliance officer is directly involved in the compliance complaint. In such a case the compliance officer must be excluded for this compliance complaint from the compliance activities. In such a case information should also be shared directly instead of using the compliance mailing list. In some cases a compliance complaint requires very quick measures, even if the investigation didn't start. The compliance officers need to carefully check the complaint and decide if any immediate measures are necessary. In such a case the measures must be communicated to the executive members including the reasoning. If the compliance officers have difficulties with making such a call they can ask executive committee members for help. Of course the executive committee member(s) who are asked for help must not be involved in the compliance complaint. All the information regarding a compliance complaint must be shared between all compliance officers unless a compliance officer is directly involved in the compliance complaint. In such a case the compliance officer must be excluded for this compliance complaint from the compliance activities. In such a case information should also be shared directly instead of using the compliance mailing list. In some cases a compliance complaint requires very quick measures, even if the investigation didn't start. The compliance officers need to carefully check the complaint and decide if any immediate measures are necessary. In such a case the measures must be communicated to the executive members including the reasoning. If the compliance officers have difficulties with making such a call they can ask executive committee members for help. Of course the executive committee member(s) who are asked for help must not be involved in the compliance complaint.
## Complaint validation ## Complaint validation
@ -23,7 +23,7 @@ Before any measures or investigations get started into a complain the compliance
* interviewing the person who is mentioned in the complaint * interviewing the person who is mentioned in the complaint
* interviewing related persons * interviewing related persons
The investigation should be conducted very carefully to avoid early opinion making without sufficient evidences. The investigation should be conducted very carefully to avoid early opinion making without sufficient evidences.
## Conclusion ## Conclusion
@ -44,22 +44,22 @@ Compliance officers are chosen based on the following characteristics by the exe
```mermaid ```mermaid
graph TD; graph TD;
EMAIL_COMPLAINT([Email complaint])-->EMAIL_LIST[Compliance officer email list]; EMAIL_COMPLAINT([Email complaint])-->EMAIL_LIST[Compliance officer email list];
MAIL_COMPLAINT([Secretariat: Mail complaint])--Info-->EMAIL_LIST; MAIL_COMPLAINT([Secretariat: Mail complaint])--Info-->EMAIL_LIST;
MAIL_COMPLAINT--Hand over-->COMPLIANCE_OFFICER[Compliance officer]; MAIL_COMPLAINT--Hand over-->COMPLIANCE_OFFICER[Compliance officer];
COMPLIANCE_OFFICER--Scan/Summary-->EMAIL_LIST; COMPLIANCE_OFFICER--Scan/Summary-->EMAIL_LIST;
PERSONAL_COMPLAINT([Personal complaint])-->COMPLIANCE_OFFICER; PERSONAL_COMPLAINT([Personal complaint])-->COMPLIANCE_OFFICER;
EMAIL_LIST-->COMPLIANCE_MEETING[Compliance: Compliance meeting]; EMAIL_LIST-->COMPLIANCE_MEETING[Compliance: Compliance meeting];
COMPLIANCE_MEETING-->VALIDATE{Compliance: Is potentially valid?}; COMPLIANCE_MEETING-->VALIDATE{Compliance: Is potentially valid?};
VALIDATE--Yes-->IMMEDIATE_MEASURES{Compliance: Measure neccessary?}; VALIDATE--Yes-->IMMEDIATE_MEASURES{Compliance: Measure neccessary?};
VALIDATE--No-->DISMISS([Compliance: Inform EC and dismiss]) VALIDATE--No-->DISMISS([Compliance: Inform EC and dismiss])
IMMEDIATE_MEASURES--Yes-->TAKE_FIRST_MEASURES[Compliance: Define measures/ask for help]; IMMEDIATE_MEASURES--Yes-->TAKE_FIRST_MEASURES[Compliance: Define measures/ask for help];
TAKE_FIRST_MEASURES-->INVESTIGATE[Compliance: Investigate]; TAKE_FIRST_MEASURES-->INVESTIGATE[Compliance: Investigate];
IMMEDIATE_MEASURES--No-->INVESTIGATE; IMMEDIATE_MEASURES--No-->INVESTIGATE;
INVESTIGATE-->INVESTIGATION_VALID{Compliance: Investigation valid?}; INVESTIGATE-->INVESTIGATION_VALID{Compliance: Investigation valid?};
INVESTIGATION_VALID--Yes-->REPORT[Compliance: Report to executive]; INVESTIGATION_VALID--Yes-->REPORT[Compliance: Report to executive];
INVESTIGATION_VALID--No-->DISMISS([Compliance: Inform EC and dismiss]) INVESTIGATION_VALID--No-->DISMISS([Compliance: Inform EC and dismiss])
REPORT-->TAKE_MEASURES([EC: Take measures]); REPORT-->TAKE_MEASURES([EC: Take measures]);
``` ```

28
Processes/02_Purchase_Flowchart.md
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@ -21,20 +21,20 @@ graph TD;
```mermaid ```mermaid
graph TD; graph TD;
APPROVAL[[Approval]]--Below 250-->APPROVAL_BY_SUPERIOR[Approval by supperior] APPROVAL[[Approval]]--Below 250-->APPROVAL_BY_SUPERIOR[Approval by supperior]
APPROVAL_BY_SUPERIOR-->STAGE_1{Is approved?} APPROVAL_BY_SUPERIOR-->STAGE_1{Is approved?}
STAGE_1--Yes-->ORDER[Order by purchase department] STAGE_1--Yes-->ORDER[Order by purchase department]
APPROVAL--Above 250-->APPROVAL_BY_HEAD_OF[Approval by head of department] APPROVAL--Above 250-->APPROVAL_BY_HEAD_OF[Approval by head of department]
APPROVAL_BY_HEAD_OF-->STAGE_2{Is approved?} APPROVAL_BY_HEAD_OF-->STAGE_2{Is approved?}
STAGE_2--Yes-->IS_ABOVE_2{Is above 1,000?} STAGE_2--Yes-->IS_ABOVE_2{Is above 1,000?}
IS_ABOVE_2--Yes-->APPROVAL_BY_HEAD_OF_FINANCE[Approval by head of finance] IS_ABOVE_2--Yes-->APPROVAL_BY_HEAD_OF_FINANCE[Approval by head of finance]
IS_ABOVE_2--No-->ORDER IS_ABOVE_2--No-->ORDER
APPROVAL_BY_HEAD_OF_FINANCE-->STAGE_3{Is approved?} APPROVAL_BY_HEAD_OF_FINANCE-->STAGE_3{Is approved?}
STAGE_3--Yes-->IS_ABOVE_3{Is above 100,000?} STAGE_3--Yes-->IS_ABOVE_3{Is above 100,000?}
IS_ABOVE_3--Yes-->APPROVAL_BY_CEO[Approval by CEO] IS_ABOVE_3--Yes-->APPROVAL_BY_CEO[Approval by CEO]
IS_ABOVE_3--No-->ORDER IS_ABOVE_3--No-->ORDER
APPROVAL_BY_CEO-->STAGE_4{Is approved?} APPROVAL_BY_CEO-->STAGE_4{Is approved?}
STAGE_4--Yes-->ORDER STAGE_4--Yes-->ORDER
``` ```
2022-01-01 - Version 1.0 2022-01-01 - Version 1.0

14
Processes/03_Sales.md
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@ -14,11 +14,11 @@ When making offers to customers the following aspects should always be included
* The product the customer is interested in * The product the customer is interested in
* Product installation and configuration * Product installation and configuration
* Product training fee per hour * Product training fee per hour
* Total hours for training should be estimated based on product and expected amount of people to train * Total hours for training should be estimated based on product and expected amount of people to train
* Support & maintenance contract * Support & maintenance contract
* Payment terms: * Payment terms:
* Generally, 10 days after invoice * Generally, 10 days after invoice
* Maintenance contracts are invoiced for 12 months in advance * Maintenance contracts are invoiced for 12 months in advance
* Offers must be always non-binding * Offers must be always non-binding
Offers must be created in the IT system. In the IT system various default offers are available which can be copied and modified if applicable to create an offer (**R2**). If no applicable default offer is available individual offers can be created. Offers must be created in the IT system. In the IT system various default offers are available which can be copied and modified if applicable to create an offer (**R2**). If no applicable default offer is available individual offers can be created.
@ -54,7 +54,7 @@ Invoices can be edited as long as they are not delivered to the customer (or mar
### Manual delivery/setup ### Manual delivery/setup
Some products either require manual "*delivery*" or the customer requests manual "*delivery/setup*". Examples are customer training, customization, support during the setup or configuration process, etc. Some products either require manual "*delivery*" or the customer requests manual "*delivery/setup*". Examples are customer training, customization, support during the setup or configuration process, etc.
In such a case the sales department coordinates with the necessary departments and the customer the delivery of the requested product or service. In such a case the sales department coordinates with the necessary departments and the customer the delivery of the requested product or service.
@ -108,7 +108,7 @@ If a customer pays during one of the three reminders he may continue to purchase
### Payment ### Payment
The IT system automatically tries to match the payments to unpaid accounts receivables and/or customers based on the provided information from the payment (**R16**). The accounts receivable accountant responsible for booking customer payments has to approve or adjust the IT system suggestions (**R17**). The IT system automatically tries to match the payments to unpaid accounts receivables and/or customers based on the provided information from the payment (**R16**). The accounts receivable accountant responsible for booking customer payments has to approve or adjust the IT system suggestions (**R17**).
#### Credit Card #### Credit Card
@ -149,7 +149,7 @@ Once a day every customer is automatically checked against sanction lists. (**R2
Most prospect or customer initiated acquisition comes from one of the following main marketing measures: Most prospect or customer initiated acquisition comes from one of the following main marketing measures:
* online advertisements * online advertisements
* website / shop * website / shop
* search engines * search engines
* social media advertisement * social media advertisement
@ -159,7 +159,7 @@ Most prospect or customer initiated acquisition comes from one of the following
##### Purchased contact information ##### Purchased contact information
The organization occasionally purchases contact addresses (email & mail addresses) which get contacted (cold acquisition). The organization occasionally purchases contact addresses (email & mail addresses) which get contacted (cold acquisition).
##### Events ##### Events

114
Processes/06_Finance_Flowchart.md
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@ -4,38 +4,38 @@
```mermaid ```mermaid
graph TD; graph TD;
DEFINE_TIMELINE([CFO: Defines timeline])-->CREATE_BUDGET_TEMPLATES[Finances: Create budget templates]; DEFINE_TIMELINE([CFO: Defines timeline])-->CREATE_BUDGET_TEMPLATES[Finances: Create budget templates];
CREATE_BUDGET_TEMPLATES-->PRODUCT_TEMPLATE[CTO: Product budget] CREATE_BUDGET_TEMPLATES-->PRODUCT_TEMPLATE[CTO: Product budget]
PRODUCT_TEMPLATE-->SALES_TEMPLATE[CSO: Sales budget]; PRODUCT_TEMPLATE-->SALES_TEMPLATE[CSO: Sales budget];
SALES_TEMPLATE-->MARKETING_TEMPLATE[CSO+HOM: Marketing budget]; SALES_TEMPLATE-->MARKETING_TEMPLATE[CSO+HOM: Marketing budget];
CREATE_BUDGET_TEMPLATES-->HR_TEMPLATE[DHR: HR budget]; CREATE_BUDGET_TEMPLATES-->HR_TEMPLATE[DHR: HR budget];
CREATE_BUDGET_TEMPLATES-->HOD_TEMPLATE[HOD: Department budget]; CREATE_BUDGET_TEMPLATES-->HOD_TEMPLATE[HOD: Department budget];
CREATE_BUDGET_TEMPLATES-->FINANCE_TEMPLATE[CFO: OPEX, etc. budget]; CREATE_BUDGET_TEMPLATES-->FINANCE_TEMPLATE[CFO: OPEX, etc. budget];
MARKETING_TEMPLATE-->COMBINE1[Finances: Combines budgets]; MARKETING_TEMPLATE-->COMBINE1[Finances: Combines budgets];
HR_TEMPLATE-->COMBINE1; HR_TEMPLATE-->COMBINE1;
HOD_TEMPLATE-->COMBINE1; HOD_TEMPLATE-->COMBINE1;
FINANCE_TEMPLATE-->COMBINE1; FINANCE_TEMPLATE-->COMBINE1;
COMBINE1-->MEETINGS1[CEO+CFO: Individual meetings with HOD]; COMBINE1-->MEETINGS1[CEO+CFO: Individual meetings with HOD];
MEETINGS1-->IS_GOOD1{CEO: Is accepted?}; MEETINGS1-->IS_GOOD1{CEO: Is accepted?};
IS_GOOD1--No-->REITERATE[HOD: Re-iterate]; IS_GOOD1--No-->REITERATE[HOD: Re-iterate];
REITERATE-->MEETINGS1; REITERATE-->MEETINGS1;
IS_GOOD1--Yes-->BUDGET_DOC[CFO: Create budget document]; IS_GOOD1--Yes-->BUDGET_DOC[CFO: Create budget document];
BUDGET_DOC-->IS_GOOD2{CEO: Is accepted?}; BUDGET_DOC-->IS_GOOD2{CEO: Is accepted?};
IS_GOOD2--No-->BUDGET_DOC; IS_GOOD2--No-->BUDGET_DOC;
IS_GOOD2--Yes-->IS_GOOD3{Shareholder: Is accepted?}; IS_GOOD2--Yes-->IS_GOOD3{Shareholder: Is accepted?};
IS_GOOD3--No-->REITERATE; IS_GOOD3--No-->REITERATE;
IS_GOOD3--Yes-->IMPLEMENT([CEO+CFO+HOD: Implement]); IS_GOOD3--Yes-->IMPLEMENT([CEO+CFO+HOD: Implement]);
``` ```
```mermaid ```mermaid
gantt gantt
dateFormat YYYY-MM-DD dateFormat YYYY-MM-DD
title Sample: Annual financial budget title Sample: Annual financial budget
excludes weekends excludes weekends
axisFormat %m-%d axisFormat %m-%d
section General section General
Define timeline : des1, 2022-09-01, 1h Define timeline : des1, 2022-09-01, 1h
Prepare budget sheets : des2, 2022-09-01, 5d Prepare budget sheets : des2, 2022-09-01, 5d
section Budget by HOD section Budget by HOD
@ -45,56 +45,56 @@ gantt
HR : des6, after des2, 14d HR : des6, after des2, 14d
HOD : des7, after des2, 14d HOD : des7, after des2, 14d
OPEX, etc. : des8, after des2, 14d OPEX, etc. : des8, after des2, 14d
Send back to finance :crit, des9, after des8, 1d Send back to finance :crit, des9, after des8, 1d
Combine budgets : des10, after des9, 3d Combine budgets : des10, after des9, 3d
section Meetings section Meetings
Product development : des11, after des10, 1d Product development : des11, after des10, 1d
Sales : des12, after des11, 1d Sales : des12, after des11, 1d
Marketing : des13, after des12, 1d Marketing : des13, after des12, 1d
HR : des14, after des13, 1d HR : des14, after des13, 1d
Head of departments : des15, after des14, 1d Head of departments : des15, after des14, 1d
Finance : des16, after des15, 1d Finance : des16, after des15, 1d
section Finalization section Finalization
Re-iterate budget : des17, after des16, 10d Re-iterate budget : des17, after des16, 10d
CEO meetings : des18, after des17, 4d CEO meetings : des18, after des17, 4d
Re-iterate budget : des19, after des18, 5d Re-iterate budget : des19, after des18, 5d
CEO meetings : des20, after des19, 2d CEO meetings : des20, after des19, 2d
section Approval section Approval
Budget document : des21, after des20, 10d Budget document : des21, after des20, 10d
CEO approval : des22, after des21, 1d CEO approval : des22, after des21, 1d
Re-iterate document : des23, after des22, 2d Re-iterate document : des23, after des22, 2d
CEO approval :crit, des24, after des23, 1d CEO approval :crit, des24, after des23, 1d
Shareholder approval : des25, after des24, 5d Shareholder approval : des25, after des24, 5d
Re-iterate budget : des26, after des25, 15d Re-iterate budget : des26, after des25, 15d
Shareholder approval :crit, des27, after des26, 2d Shareholder approval :crit, des27, after des26, 2d
Implementation :crit, des28, after des27, 5d Implementation :crit, des28, after des27, 5d
``` ```
## Monthly closing ## Monthly closing
```mermaid ```mermaid
graph TD; graph TD;
CLOSING([Finance: Closing])-->VERIFY_KEY_FIGURES1[Finance: Verify key figures]; CLOSING([Finance: Closing])-->VERIFY_KEY_FIGURES1[Finance: Verify key figures];
CLOSING-->MONTH_END_POSTINGS[Finance: Create month end postings]; CLOSING-->MONTH_END_POSTINGS[Finance: Create month end postings];
VERIFY_KEY_FIGURES1-->CREATE_REPORTING[CFO: Create reporting]; VERIFY_KEY_FIGURES1-->CREATE_REPORTING[CFO: Create reporting];
MONTH_END_POSTINGS-->CREATE_REPORTING; MONTH_END_POSTINGS-->CREATE_REPORTING;
CREATE_REPORTING-->VERIFY_KEY_FIGURES2[CFO: Verify reporting]; CREATE_REPORTING-->VERIFY_KEY_FIGURES2[CFO: Verify reporting];
VERIFY_KEY_FIGURES2-->SUBMIT1([CFO: Submit reporting to executive committee]); VERIFY_KEY_FIGURES2-->SUBMIT1([CFO: Submit reporting to executive committee]);
VERIFY_KEY_FIGURES2-->SUBMIT2([CFO: Submit department KPI to HOD]); VERIFY_KEY_FIGURES2-->SUBMIT2([CFO: Submit department KPI to HOD]);
``` ```
```mermaid ```mermaid
gantt gantt
dateFormat YYYY-MM-DD dateFormat YYYY-MM-DD
title Sample: Monthly financial closing title Sample: Monthly financial closing
excludes weekends excludes weekends
axisFormat %d axisFormat %d
section General section General
Inform HOD about closing : des1, 2022-08-01, 1h Inform HOD about closing : des1, 2022-08-01, 1h
Verify bank : des2, 2022-08-03, 1h Verify bank : des2, 2022-08-03, 1h
section Postings section Postings
@ -112,11 +112,11 @@ gantt
Cash : des12, after des11, 30m Cash : des12, after des11, 30m
HR reporting : des13, after des12, 1h HR reporting : des13, after des12, 1h
KPI reports : des14, after des13, 1h KPI reports : des14, after des13, 1h
Verify reporting : des15, after des14, 1h Verify reporting : des15, after des14, 1h
section Submit section Submit
Submit to ExeCom : des16, 2022-08-05, 1h Submit to ExeCom : des16, 2022-08-05, 1h
Submit KPI to HOD : des17, 2022-08-05, 1h Submit KPI to HOD : des17, 2022-08-05, 1h
``` ```

8
Processes/07_Management_Flowchart.md
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@ -2,10 +2,10 @@
```mermaid ```mermaid
graph TD; graph TD;
PLAN[Plan]-->IMPLEMENT[Implement] PLAN[Plan]-->IMPLEMENT[Implement]
IMPLEMENT-->CONTROL[Control] IMPLEMENT-->CONTROL[Control]
CONTROL-->OPTIMIZE[Optimize] CONTROL-->OPTIMIZE[Optimize]
OPTIMIZE-->PLAN OPTIMIZE-->PLAN
``` ```

12
Processes/08_Quality Management_Flowchart.md
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@ -4,17 +4,17 @@
```mermaid ```mermaid
graph TD; graph TD;
PICK_AUDITOR[DQM: Appoint internal auditor]-->AUDIT_APOINTMENT[DQM: Requests internal audit]; PICK_AUDITOR[DQM: Appoint internal auditor]-->AUDIT_APOINTMENT[DQM: Requests internal audit];
AUDIT_APOINTMENT-->AUDIT[Auditor: Perform audit]; AUDIT_APOINTMENT-->AUDIT[Auditor: Perform audit];
AUDIT-->FINDING[Auditor: Report findings]; AUDIT-->FINDING[Auditor: Report findings];
FINDING-->IMPROVEMENT[DQM: Implement measuers if necessary]; FINDING-->IMPROVEMENT[DQM: Implement measuers if necessary];
``` ```
## Document management ## Document management
```mermaid ```mermaid
graph TD; graph TD;
DOCUMENT_OWNER_CHANGES([Owner: Draft document change])-->APPROVAL[Owner: Approval acc. to Document Owners list]; DOCUMENT_OWNER_CHANGES([Owner: Draft document change])-->APPROVAL[Owner: Approval acc. to Document Owners list];
APPROVAL-->UPDATE([DQM: Replace old document with new version]); APPROVAL-->UPDATE([DQM: Replace old document with new version]);
``` ```

16
Processes/09_IT_Flowchart.md
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@ -4,14 +4,14 @@
```mermaid ```mermaid
graph TD; graph TD;
CHECK_CHANGES([System: Check changes])-->CREATE_LOCAL_BACKUP[System: Create/update backup]; CHECK_CHANGES([System: Check changes])-->CREATE_LOCAL_BACKUP[System: Create/update backup];
CREATE_LOCAL_BACKUP-->VALIDATE_LOCAL[System: Validate local backup]; CREATE_LOCAL_BACKUP-->VALIDATE_LOCAL[System: Validate local backup];
VALIDATE_LOCAL-->IS_VALID1{System: Is valid?}; VALIDATE_LOCAL-->IS_VALID1{System: Is valid?};
IS_VALID1--Yes-->COPY_ONLINE[System: Copy backup to cloud]; IS_VALID1--Yes-->COPY_ONLINE[System: Copy backup to cloud];
IS_VALID1--No-->REPORT[System: Inform IT department]; IS_VALID1--No-->REPORT[System: Inform IT department];
COPY_ONLINE-->VALIDATE_ONLINE[System: Validate remote backup]; COPY_ONLINE-->VALIDATE_ONLINE[System: Validate remote backup];
VALIDATE_ONLINE-->IS_VALID2{System: Is valid?}; VALIDATE_ONLINE-->IS_VALID2{System: Is valid?};
IS_VALID2--No-->REPORT; IS_VALID2--No-->REPORT;
``` ```
## Permission changes ## Permission changes

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Processes/IT/IT Equipment & Software.md
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@ -4,7 +4,7 @@
### Single user ### Single user
| Type / Description | Employee | Head of department | Management | | Type / Description | Employee | Head of department | Management |
| ----------------------------------- | ----------------------------------------------- | -------------------- | -------------- | | ----------------------------------- | ----------------------------------------------- | -------------------- | -------------- |
| Smartphone | Iphone 13 (only sales reps) | Iphone 13 | Iphone 13 | | Smartphone | Iphone 13 (only sales reps) | Iphone 13 | Iphone 13 |
| Laptop or Tablet (incl. docking station) | < 2,000 EUR | < 2,500 EUR | < 2,500 EUR | | Laptop or Tablet (incl. docking station) | < 2,000 EUR | < 2,500 EUR | < 2,500 EUR |
@ -25,19 +25,19 @@
| Position | Office / Adobe PDF / Outlook / Typora / WinRar | Teams / Skype / Team Viewer | Firefox / Edge / Chrome / Opera | Sublime Text / Visual Studio Code / Visual Studio / CMake / g++ / composer / npm / git / php / Memcached / Redis | Datev / Crefo / Coface | Adobe Illustrator / Adobe Photoshop | Sanction Monitor | | Position | Office / Adobe PDF / Outlook / Typora / WinRar | Teams / Skype / Team Viewer | Firefox / Edge / Chrome / Opera | Sublime Text / Visual Studio Code / Visual Studio / CMake / g++ / composer / npm / git / php / Memcached / Redis | Datev / Crefo / Coface | Adobe Illustrator / Adobe Photoshop | Sanction Monitor |
| ----------------- | ------ | - | ------------------------------- | - | - | - | - | | ----------------- | ------ | - | ------------------------------- | - | - | - | - |
| Management | x | x | x | x | | | | | Management | x | x | x | x | | | |
| CTO | x | x | x | x | | | | | CTO | x | x | x | x | | | |
| CSO | x | x | x | x | | | | | CSO | x | x | x | x | | | |
| CFO | x | x | x | x | | | | | CFO | x | x | x | x | | | |
| Support & Service | x | x | x | x | | | | | Support & Service | x | x | x | x | | | |
| Developer | x | x | x | x | | | | | Developer | x | x | x | x | | | |
| Purchasing | x | x | x | | | | x | | Purchasing | x | x | x | | | | x |
| Sales | x | x | x | | | | x | | Sales | x | x | x | | | | x |
| IT | x | x | x | x | | | x | | IT | x | x | x | x | | | x |
| Finance | x | x | x | | x | | x | | Finance | x | x | x | | x | | x |
| HR | x | x | x | | x | | x | | HR | x | x | x | | x | | x |
| Marketing | x | x | x | | | x | | | Marketing | x | x | x | | | x | |
| Secretariat | x | x | x | | | | x | | Secretariat | x | x | x | | | | x |
### Server ### Server

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@ -4,11 +4,11 @@
```mermaid ```mermaid
flowchart TD; flowchart TD;
MANAGEMENT[Management]<--Monthly: Executive Meeting-->EXECUTIVE_COMMITTEE[Executive Committee] MANAGEMENT[Management]<--Monthly: Executive Meeting-->EXECUTIVE_COMMITTEE[Executive Committee]
EXECUTIVE_COMMITTEE<--Monthly: Head of Department Meeting-->HEAD_OF_DEPARTMENTS[Head of Departments] EXECUTIVE_COMMITTEE<--Monthly: Head of Department Meeting-->HEAD_OF_DEPARTMENTS[Head of Departments]
HEAD_OF_DEPARTMENTS<--Monthly: Department Meetings-->EMPLOYEES[Employees / Teams] HEAD_OF_DEPARTMENTS<--Monthly: Department Meetings-->EMPLOYEES[Employees / Teams]
MANAGEMENT--Annually: Company Meeting-->EMPLOYEES MANAGEMENT--Annually: Company Meeting-->EMPLOYEES
EMPLOYEES--For compliance violations-->WHISTLEBLOWER[Whistleblower System] EMPLOYEES--For compliance violations-->WHISTLEBLOWER[Whistleblower System]
``` ```

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Processes/Process Structure.md
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@ -2,24 +2,24 @@
```mermaid ```mermaid
flowchart TD; flowchart TD;
subgraph Management[Management Processes]; subgraph Management[Management Processes];
MGM[P7: Management]; MGM[P7: Management];
QM[P8: Quality Management]; QM[P8: Quality Management];
CONTROLLING[P6: Finance/Controlling]; CONTROLLING[P6: Finance/Controlling];
end; end;
subgraph Core[Core Processes]; subgraph Core[Core Processes];
DEVELOPMENT[P1: Development]; DEVELOPMENT[P1: Development];
PURCHASE[P2: Purchase]; PURCHASE[P2: Purchase];
SALES[P3: Sales] SALES[P3: Sales]
SUPPORT[P4: Support & Service]; SUPPORT[P4: Support & Service];
end; end;
subgraph Supporting[Supporting Processes]; subgraph Supporting[Supporting Processes];
FINANCE[P6: Finance]; FINANCE[P6: Finance];
HR[P5: HR]; HR[P5: HR];
IT[P9: IT]; IT[P9: IT];
end; end;
Management---Core; Management---Core;
Core---Supporting; Core---Supporting;
``` ```
2022-01-01 - Version 1.0 2022-01-01 - Version 1.0

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Processes/Quality Management/COSO/Risk Management/Risk Management.md
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@ -32,12 +32,12 @@ The following four-steps represent the management process
### Top-Level Guidelines for Effective Risk Management ### Top-Level Guidelines for Effective Risk Management
* Assess the causes of risks and develop strategies to manage these risks * Assess the causes of risks and develop strategies to manage these risks
* Identify as early as possible, and intensively manage those that critically affect OMS * Identify as early as possible, and intensively manage those that critically affect OMS
* Include tests and evaluations as part of the risk management process. * Include tests and evaluations as part of the risk management process.
* Include industry knowledge in risk management. Likelihood and consequence should be compared with experiences from similar industries. * Include industry knowledge in risk management. Likelihood and consequence should be compared with experiences from similar industries.
* Use a proactive, structured risk assessment and analysis to identify and analyze root causes. * Use a proactive, structured risk assessment and analysis to identify and analyze root causes.
* Utilize risk assessment checklists if applicable * Utilize risk assessment checklists if applicable
* Establish risk mitigation plans and obtain resources for such plans * Establish risk mitigation plans and obtain resources for such plans
* Include internal processes as part of risk assessment. * Include internal processes as part of risk assessment.
* Clearly define a set of evaluation criteria for assigning risk ratings for identified root causes. * Clearly define a set of evaluation criteria for assigning risk ratings for identified root causes.

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@ -35,7 +35,7 @@ Last update of this file: 2022.05.01
##### Framework ##### Framework
* *
#### Other #### Other
@ -618,7 +618,7 @@ Software:
* similar to function but run routing into dispatcher * similar to function but run routing into dispatcher
* Rest request * Rest request
* similar to function but using rest * similar to function but using rest
* Execute script assigned to workflow template * Execute script assigned to workflow template
* This way workflow could be completely defined in a custom script if it is very complicated * This way workflow could be completely defined in a custom script if it is very complicated
* Response message population * Response message population
* Create workflow diagram (see example below) * Create workflow diagram (see example below)
@ -627,30 +627,30 @@ Software:
```mermaid ```mermaid
flowchart LR flowchart LR
subgraph A subgraph A
A_TRIGGER[State1: Event Triggers]-->IF{if} A_TRIGGER[State1: Event Triggers]-->IF{if}
IF-->|TRUE|IF_TRUE1[Run] IF-->|TRUE|IF_TRUE1[Run]
IF_TRUE1-->RUN1[Collect result] IF_TRUE1-->RUN1[Collect result]
RUN1-->NEW_VAR[Assign data] RUN1-->NEW_VAR[Assign data]
NEW_VAR-->TRIGGER2[Execute Event] NEW_VAR-->TRIGGER2[Execute Event]
NEW_VAR-->MESSAGE[Populate Message] NEW_VAR-->MESSAGE[Populate Message]
IF-->|TRUE|RUN2[Run] IF-->|TRUE|RUN2[Run]
RUN2-->OTHER1[...] RUN2-->OTHER1[...]
IF-->|FALSE|ELSEIF{if} IF-->|FALSE|ELSEIF{if}
ELSEIF-->|TRUE|ELSE_TRUE[Run] ELSEIF-->|TRUE|ELSE_TRUE[Run]
ELSE_TRUE-->OTHER2[...] ELSE_TRUE-->OTHER2[...]
ELSEIF-->|FALSE|FALSE[Error] ELSEIF-->|FALSE|FALSE[Error]
end end
A-->|State Change|B A-->|State Change|B
A-->|State Change|C A-->|State Change|C
subgraph B subgraph B
B_TRIGGER[State2: Event Triggers]-->B_IF{...} B_TRIGGER[State2: Event Triggers]-->B_IF{...}
end end
B-->|State Change|C B-->|State Change|C
subgraph C subgraph C
C_TRIGGER[State3: Event Triggers]-->C_IF{...} C_TRIGGER[State3: Event Triggers]-->C_IF{...}
end end

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@ -2,70 +2,70 @@
```mermaid ```mermaid
gantt gantt
title CRM title CRM
dateFormat YYYY-MM-DD dateFormat YYYY-MM-DD
excludes weekends excludes weekends
section Kick-Off section Kick-Off
Planning :crit, a, 2022-09-01, 5d Planning :crit, a, 2022-09-01, 5d
section UI section UI
Pull A/U/R/O :1a2, after a, 30d Pull A/U/R/O :1a2, after a, 30d
Push A/U/R/O :1a3, after a, 30d Push A/U/R/O :1a3, after a, 30d
Data filter :1b1, after 1a1, 30d Data filter :1b1, after 1a1, 30d
Data actions (bulk) :1b2, after 1a1, 30d Data actions (bulk) :1b2, after 1a1, 30d
Data order :1b3, after 1a1, 30d Data order :1b3, after 1a1, 30d
Data export :1b4, after 1a1, 30d Data export :1b4, after 1a1, 30d
Tag selector :1c1, after 1b4, 10d Tag selector :1c1, after 1b4, 10d
Drop down :1c2, after 1b4, 10d Drop down :1c2, after 1b4, 10d
Popup :1c3, after 1b4, 10d Popup :1c3, after 1b4, 10d
Custom tpl :1d1, after 1b1, 15d Custom tpl :1d1, after 1b1, 15d
section Review1 section Review1
Demo :crit, 0a1, 2022-11-01, 1d Demo :crit, 0a1, 2022-11-01, 1d
Planning :crit, 0a2, 2022-11-01, 3d Planning :crit, 0a2, 2022-11-01, 3d
Fixes :crit, 0a3, 2022-11-01, 5d Fixes :crit, 0a3, 2022-11-01, 5d
section Custom Importer section Custom Importer
Client importer :2a1, 2022-10-15, 15d Client importer :2a1, 2022-10-15, 15d
Supplier importer :2b1, 2022-10-15, 15d Supplier importer :2b1, 2022-10-15, 15d
Item importer :2c1, 2022-10-15, 15d Item importer :2c1, 2022-10-15, 15d
Bill importer (incl files) :2d1, 2022-10-15, 15d Bill importer (incl files) :2d1, 2022-10-15, 15d
CRM docs/contracts :2e1, after 2d1, 15d CRM docs/contracts :2e1, after 2d1, 15d
CRM events :2f1, after 2e1, 15d CRM events :2f1, after 2e1, 15d
CRM promotions :2f2, after 2e1, 15d CRM promotions :2f2, after 2e1, 15d
CRM trade fairs :2f3, after 2e1, 15d CRM trade fairs :2f3, after 2e1, 15d
CRM customer/supplier data :2g1, after 2f3, 10d CRM customer/supplier data :2g1, after 2f3, 10d
section Vacation1 section Vacation1
Vacation :crit, v1, after 2g1, 10d Vacation :crit, v1, after 2g1, 10d
section Review2 section Review2
Cleanup :crit, 0b1, after v1, 5d Cleanup :crit, 0b1, after v1, 5d
Demo :crit, 0b2, after 0b1, 1d Demo :crit, 0b2, after 0b1, 1d
Planning :crit, 0b3, after 0b2, 3d Planning :crit, 0b3, after 0b2, 3d
Fixes :crit, 0b4, after 0b3, 5d Fixes :crit, 0b4, after 0b3, 5d
section UI Workflows section UI Workflows
New articles :3a1, after 0b4, 10d New articles :3a1, after 0b4, 10d
Q-report :3b1, after 0b4, 10d Q-report :3b1, after 0b4, 10d
section Functions section Functions
Events :4a1, after 3b1, 15d Events :4a1, after 3b1, 15d
Promos :4b1, after 3b1, 15d Promos :4b1, after 3b1, 15d
Trade fairs :4c1, after 3b1, 15d Trade fairs :4c1, after 3b1, 15d
Contracts :4d1, after 4c1, 15d Contracts :4d1, after 4c1, 15d
Documents :4e1, after 4c1, 15d Documents :4e1, after 4c1, 15d
Travel report :4f1, after 4e1, 10d Travel report :4f1, after 4e1, 10d
Customer analysis :4g1, after 4e1, 15d Customer analysis :4g1, after 4e1, 15d
News :4h1, after 4g1, 5d News :4h1, after 4g1, 5d
section Review3 section Review3
Cleanup :crit, 0c1, after 4h1, 10d Cleanup :crit, 0c1, after 4h1, 10d
Demo :crit, 0c2, after 0c1, 1d Demo :crit, 0c2, after 0c1, 1d
Planning :crit, 0c3, after 0c2, 3d Planning :crit, 0c3, after 0c2, 3d
Fixes :crit, 0c4, after 0c3, 15d Fixes :crit, 0c4, after 0c3, 15d
section Exchange section Exchange
DB exchanger (e.g. ERP) :5a1, after 0c4, 15d DB exchanger (e.g. ERP) :5a1, after 0c4, 15d
File exchanger :5b1, after 0c4, 15d File exchanger :5b1, after 0c4, 15d
section Vacation2 section Vacation2
Vacation :crit, v2, after 5b1, 10d Vacation :crit, v2, after 5b1, 10d
section Other section Other
Misc. :6a1, after v2, 15d Misc. :6a1, after v2, 15d
section Vacation section Vacation
Vacation :crit, v3, after 6a1, 10d Vacation :crit, v3, after 6a1, 10d
section Live section Live
Going live :milestone, 2023-08-31 Going live :milestone, 2023-08-31
``` ```

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```mermaid ```mermaid
flowchart TB flowchart TB
CREATE_BILL[Create bill]-->LOCKED{Is locked?} CREATE_BILL[Create bill]-->LOCKED{Is locked?}
LOCKED-->|TRUE|CREATE_APPROVAL_TASK[Accounting approval task] LOCKED-->|TRUE|CREATE_APPROVAL_TASK[Accounting approval task]
LOCKED-->|FALSE|PRINTABLE LOCKED-->|FALSE|PRINTABLE
CREATE_APPROVAL_TASK-->ACCOUNTING_APPROVAL{Is ok?} CREATE_APPROVAL_TASK-->ACCOUNTING_APPROVAL{Is ok?}
ACCOUNTING_APPROVAL-->|FALSE|ACCOUNTING_NOT_APPROVED[Inform OP] ACCOUNTING_APPROVAL-->|FALSE|ACCOUNTING_NOT_APPROVED[Inform OP]
ACCOUNTING_APPROVAL-->|TRUE|PRINTABLE ACCOUNTING_APPROVAL-->|TRUE|PRINTABLE
CREATE_BILL-->CREATE_CHECK_TASK[Invoice validation task] CREATE_BILL-->CREATE_CHECK_TASK[Invoice validation task]
CREATE_CHECK_TASK-->BILL_CHECK{Is correct?} CREATE_CHECK_TASK-->BILL_CHECK{Is correct?}
BILL_CHECK-->|TRUE|CHECK_PRICES{High discounts?} BILL_CHECK-->|TRUE|CHECK_PRICES{High discounts?}
CHECK_PRICES-->|FALSE|PRINTABLE CHECK_PRICES-->|FALSE|PRINTABLE
BILL_CHECK-->|FALSE|INFO_WRITER[Inform OP] BILL_CHECK-->|FALSE|INFO_WRITER[Inform OP]
CHECK_PRICES-->|TRUE|CREATE_SALES_APPROVAL_TASK[Sales approval task] CHECK_PRICES-->|TRUE|CREATE_SALES_APPROVAL_TASK[Sales approval task]
CREATE_SALES_APPROVAL_TASK-->SALES_APPROVAL{Is ok?} CREATE_SALES_APPROVAL_TASK-->SALES_APPROVAL{Is ok?}
SALES_APPROVAL-->|TRUE|CHECK_PRICES_ESCALATED{Over limit?} SALES_APPROVAL-->|TRUE|CHECK_PRICES_ESCALATED{Over limit?}
SALES_APPROVAL-->|FALSE|SALES_NOT_APPROVED[Inform OP] SALES_APPROVAL-->|FALSE|SALES_NOT_APPROVED[Inform OP]
CHECK_PRICES_ESCALATED-->|TRUE|CREATE_CFO_PRICE_APPROVAL[CFO approval task] CHECK_PRICES_ESCALATED-->|TRUE|CREATE_CFO_PRICE_APPROVAL[CFO approval task]
CHECK_PRICES_ESCALATED-->|FALSE|PRINTABLE CHECK_PRICES_ESCALATED-->|FALSE|PRINTABLE
CREATE_CFO_PRICE_APPROVAL-->CFO_APPROVAL{Is ok?} CREATE_CFO_PRICE_APPROVAL-->CFO_APPROVAL{Is ok?}
CFO_APPROVAL-->|TRUE|PRINTABLE[Mark printable] CFO_APPROVAL-->|TRUE|PRINTABLE[Mark printable]
CFO_APPROVAL-->|FALSE|CFO_NOT_APPROVED[Inform OP + Sales] CFO_APPROVAL-->|FALSE|CFO_NOT_APPROVED[Inform OP + Sales]
CLICK_PRINT[Click print]-->IS_APPROVED{Is approved}
IS_APPROVED-->|TRUE|PRINT[Print]
IS_APPROVED-->|FALSE|PRINT_ERROR[Show print error]
UPDATE_BILL[Update bill]-->CHECK_THREASHOLDS{Change above threshold} CLICK_PRINT[Click print]-->IS_APPROVED{Is approved}
CHECK_THREASHOLDS-->|TRUE|OPEN_TASKS[Update & re-open tasks] IS_APPROVED-->|TRUE|PRINT[Print]
IS_APPROVED-->|FALSE|PRINT_ERROR[Show print error]
UPDATE_BILL[Update bill]-->CHECK_THREASHOLDS{Change above threshold}
CHECK_THREASHOLDS-->|TRUE|OPEN_TASKS[Update & re-open tasks]
``` ```

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@ -1,10 +1,10 @@
```mermaid ```mermaid
flowchart TB flowchart TB
CREATE_PURCHASE[Create Purchase]-->FORWARD_SALES[Sales] CREATE_PURCHASE[Create Purchase]-->FORWARD_SALES[Sales]
CREATE_SALES[Create Sales]-->FORWARD_PURCHASE[Purchase] CREATE_SALES[Create Sales]-->FORWARD_PURCHASE[Purchase]
FORWARD_PURCHASE-->MANAGEMENT[Management] FORWARD_PURCHASE-->MANAGEMENT[Management]
FORWARD_SALES-->MANAGEMENT[Management] FORWARD_SALES-->MANAGEMENT[Management]
MANAGEMENT-->QM[QM] MANAGEMENT-->QM[QM]
``` ```

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@ -1,5 +1,5 @@
```mermaid ```mermaid
flowchart TB flowchart TB
CREATE[Create]-->FORWARD[Forward] CREATE[Create]-->FORWARD[Forward]
``` ```