Work Management

Work Management

The Pavilion Discourse Plugin, combined with the Assign Plugin and the Tickets Plugin contains a system to track all member work for the purposes of

  • financial goal setting
  • project and task management; and
  • organisational analytics

All projects and tasks, both open source and for clients, must be tracked in this system in order to meet our goals of

  • providing client work of a high standard;
  • empowering our members financially and professionally
  • supporting the open source community equitably and efficiently.

It’s important to note that one cost of not using the system is that a member won’t recieve the optimal amount of work through Pavilion, as other members won’t have a sense of how much work they have assigned, whether they’re meeting their earnings goals and whether they’re over or underworked.

This is more is more important than your typical project management system, as it’s use directly determinative in your personal and professional outcomes in Pavilion.

Member’s Work Profile

Each member has a profile section called “Work”. This is where the member can enter their own work targets and settings. Currently, there are only two inputs in this view:

  • Monthly Earnings Target. This is the $USD target the member has for each month, to represent how much money they are targeting to make through Pavilion work. The setting of this target is a matter for each member, however keep in mind that the delta between the target and the actual is used for a number of calculations, including work assignments, organisational health and the member’s own development.

  • Monthly Actual Hours Target. This is the target number of hours the member wants to spend working on Pavilion projects, both open source and for clients. Note that this is not billable hours, this is total actual hours. This is used to evaluate the member’s overal workload against their own expections and needs. It is primarily for the benefit of the member’s own development.

The member’s work profile will be significantly improved over time, including:

  1. Member-specific work aggregate work data, i.e. a member-specific version of the Work Dasboard (see below)

  2. Member payment management, i.e. a place for the member to enter their payment details for the purposes of Pavilion invoicing.

  3. Member accounting, i.e. a place for the member to access and extract accounting records relevant to them for their own tax purposes.

Topic Work Data

Each topic now contains three custom input fields:

  1. Billable Hours. This is the number of billable hours that will be charged to the client. This is first entered as the initial estimate in the task development phase. It will be updated if the estimate changes.

  2. Billable Hours Rate. This is the applicable rate for the task. For a description of our rates see: How we charge clients

  3. Actual Hours. This is the actual number of hours the member spent working on the task. A member can use whatever system they like to track their time, including estimates. Keep in mind that these actual hour figures are used to determine whether a member is available for an assignment, whether they are being overworked and whether they are meeting their own work goals. As such it is important to make this accurate. Use of a timer such as Toggl is recommended.

Work Dashboard

The Member’s Work Data and the Topic Work Data come together in the work dashboard, which all members have access to at

Some data is drawn directly from inputs, such as each member’s monthly earnings target. The aggregate data, such as “Billable Total” is calculated by combining work data from topics to which the member is assigned.

Note that the “Billable Total” is determined by the:

  • total billable amount (billable hours x hourly rate)
  • for all tasks that a member is assigned
  • with a due date in the calendar month in question.

Again I would highlight the need to ensure that all of projects and tasks you are working on are properly assigned, dated, and have all the appropriate work data, otherwise they will not show up properly in this system, and your outcomes as a member will suffer as a result.

The work dashboard is, and will be, used in a variety of cases including (but not limited to):

  1. For project managers to determine who has the biggest difference between their current earnings for a month and their earnings target, both positive and negative.

  2. For all members to have an overview of all work and money flows in the organisation.

  3. For cooperative administrators (i.e. the board, when it is formalised), to perform its curatorial responsibilities.