PROJECT MAINTANENCE

Managing a project

LAST UPDATE: 02-10-23

This page goes through the key elements of managing a project including:

Key deadline dates - for both the agency and the client
Project end date - expected end date of the project as detailed in the signed Schedule B - SOW. Any agreed amends to this will be in the Flowlu project.
Project max duration - this is the maximum duration attention can be given to a project - if the agency has fulfilled it's key deadline dates.

The below guidance gives more details

DEFINITIONS

Project Terms

After a contract has been signed (or generic booked booked) and deposit paid up to the the date when the Schedule C is signed by both parties.

The time period after Schedule C is signed offed by both parties.

Emergency scenarios that would require immediate assistance outside of office hours include matters such as:

A platform used by a client goes temporarily offline.
A data or security breach of agency or client data.

Deadline dates set for key tasks on a project. Usually specified in the contract and related to the Schedule B guidelines.

The project end date is the projected date for project completion. This is usually specified in the contract paperwork. Other factors can effect the actual end date including whether 'key deadline dates' are met. This is covered in the MSA document points 5.1 (e) and 13.1

The 'max duration' date is means a final date where the project must be completed.

This will only come into play if both of these factors come into play:

(i) it was specified in the contract

(ii) a scenario has where a client has not supplied needed input or content so a delay to a key date has arisen.

Both of these factors are covered in the MSA document points 5.1 (e) and 13.1)

A project will be put on temporary 'pause' after the 'max duration date' has passed.

The reason for this is because the Agency needs to fulfil other planned work and has limited resources.

A project 'unpause' and new end date will be mutually agreed.

We understand and empathise that life will sometimes throw us curve balls and our attention has to be diverted to more important personal matters. As the agency is small and commitments have likely been made to other parties for project start dates, these need to be honoured. The pause on a project is a temporary situation while timelines are put back on track. There is no penalty or loss of commitment, the project will be fulfilled as agreed in the signed documents.

Only in the case that the agency has fullfilled it's key deadline dates, but the client was unable to for a variety of circumstances, the project will need to be temporarily paused.

However if there have been no emergency sitations on the agency side (such as critical illness or bereavement) but it is the agency that have not fullfilled it's key deadline dates - the project pause will not occur. Instead work will continue with an end date mutually agreed on as soon as is possible.

No. It simply means there will need to be some time where project requests and project work will not take place. During this time 'active project' support protocols will not apply. The duration of the pause will depend on agency's other commitments and will range from a minimum of 1 week to several months. The agency will agree 'reactivation' with the client as soon as is possible.