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[ Knowledge Base : End of Cycle (EoC) Report Policy ]

Created by [ Rowan Dempster], last modified by [ Rowan Dempster] on Jan 30, 2020

This page describes WATonomous' End of Cycle Report policy, which is a report that each group manager fills out at the end of each development cycle.

The why/what of EOC Reports

At the end of each development cycle, it is important to take time to contemplate what we excelled at, and what needs work. This discussion is held informally (via an agile retrospective) within each group (at Group Meeting 1), and is formalized in an End of Cycle Report that is based off of the retrospective. 

The EOC Report makes its way up the management chain, from Managers to Directors (during the Division Management Meeting) and then to Team Captains (during the WATO Board meeting), providing lean and efficient updates up the chain of command. 

Due Date

You should submit your EoC report ASAP after the Dev Cycle is complete. Since part of the EoC is a link to your group's retrospective in Group Meeting 1, you would submit your report at the end of Group Meeting 1! Note that different groups have their Group Meeting 1 on different days, but by Sunday of the first week of the Dev Cycle, all reports for the previous Dev Cycle must be submitted. At that point, the Directors and Team Captains review the EoCs, and send out commitment warnings.

How to submit:

  1. Make a copy of the End of Cycle Report Template
  2. Fill it out
  3. Move it to be under the correct term and dev cycle dev/division folder of the parent End of Cycle Reports folder on Confluence. E.g. if I was the Marketing Group Manager during the W20 Term and we just completed Dev Cycle 0, I would move my report to W20.0 Business Group EoCs

The components of a good EOC Report

A good EOC Report is broken down into 6 (brief) components. Refer to this EOC Report Example for a concrete example of these components.

File Name

The file should be named as follows: Group Name *EOC *Development Cycle Number

Heading

State your name, the date, the development cycle number, the division, and the group.

Status

A simple color indication (GREEN, YELLOW, or RED) of the status of the group. GREEN means we are hitting all of our key results in the timeframe expected, YELLOW means that we are at risk of falling behind, and RED means that we have fallen behind and need help!

OKR Timeline Progression

State which objectives and which key results were worked on in the previous development cycle. For each key result worked on, state: 

  1. Its percent change in progress
  2. How much time we have left (according to the Gantt Chart timeline)
  3. Any blockers which are holding back progress on the key result
  4. If we are at risk of having to extend the scheduled finishing time, bring that up as early as possible!
  5. Any additional notes you think are good to have

Simply a [link]{.inline-comment-marker data-ref=”f55d8f3b-236f-4c91-ab5e-1e10eea1ac51”} to the notes taken during the agile retrospective completed in Group Meeting 1.

Core Member Engagement

For each Core Member you manage, you must provide a very brief overview of their engagement over the past development cycle. For each Core Member, state:

Name of Core Member
\

Engagement Level: (EXCEED, MEET, WARN, FIRE).

  1. EXCEED: The Core Member put in more than 15 hours/week of work over the previous development cycle. Highlight the word green.
  2. MEET: The Core Member put in the expected 10 hours/week of work over the previous development cycle. No highlight needed.
  3. WARN: The Core Member put in less than 5 hours/week of work over the previous development cycle, for the first time. Highlight the word yellow. The Core Member will then receive a written warning from the Team Captains and hopefully engage in conversation about how to improve their commitment.
  4. FIRE: The Core Member put in less than 5 hours/week of work over the previous two development cycles, meaning they received a warning last time. Highlight the word in red. The Core Member will then be fired from WATonomous by the Team Captains, unless the Core Member provided a reasonable explanation when they were given a warning.
    \

Activity Summary: A *brief *(one sentence) description of what the Core Member worked on over the past development cycle. May include any additional notes necessary. 

\

Then, based on the report given for each core member, state the Group Engagement Rate:

\

For more details about Member Commitment Warnings and Firing Policy, follow the link!

Document generated by Confluence on Nov 19, 2021 12:20

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