1. General conditions
If not stated explicitly otherwise, all meetings are delivered through a virtual meeting solution. Each participant must attend individually and be equipped with a headset.
The scope of the packages is based on our best experience and typically represents a minimum implementation scope. However, every implementation is unique and may require additional time due to specific client needs. Easy Project consultants can provide a time report upon request.
If not stated explicitly otherwise, implementation is delivered in English, and all documents and written materials will be provided in English.
2. General Provisions
2.1. New application versions
We continuously develop, enhance, and maintain the application. Versions are categorized into three levels, and the release cycle is described at https://www.easyredmine.com/resources/updates.
- Bug fixes (patches) – weekly. These include only fixes with minor impact on overall functionality.
Version labeling:15.0.1 - Minor versions (with new features) – monthly. Include bug fixes with greater impact, feature changes, and improvements. The Autumn edition (September) typically contains more significant features and updates.
Version labeling:15.1.0 - Major versions – yearly. Primarily technological updates without impact on end users.
Version labeling:16.0.0
Your suggestions regarding the application’s development are implemented when beneficial for the majority of clients and in line with our product strategy. Our goal is to make project management easier.
2.2. Collaboration process
We value open communication. Implementing new software in your company is a shared process, and we believe it is beneficial for both parties when important information is shared transparently and in a timely manner.
Communication may take place via email, online meetings, phone calls, or personal meetings. For successful completion of the implementation process, both parties need to maintain active operational communication. Each side should respond promptly when contacted. We typically respond within two business days.
During the implementation, the consultant collaborates with other internal departments. Issues not directly related to implementation are handled by our support team. If intervention on the client’s server or server-related consultation is required, communication will be passed to our server support specialists. If you are not fully satisfied with the performance of our support departments during the implementation, please inform your consultant. Your feedback is highly valued.
2.3. Prepaid MANDAYS (MD) and reporting of spent time
Note: Prepaid consultation hours must be used within 6 months from the first contact with the assigned consultant (unless individually defined for a particular service).
Information on the number of prepaid, spent, and remaining MANDAYS can be obtained anytime upon request from the assigned consultant.
Implementation is usually carried out remotely. If preferred, personal meetings can be arranged at Easy Software offices. Should you wish to hold meetings at your premises, travel expenses can be covered from the prepaid budget (implementation scope). Travel costs may also be invoiced separately. The total time spent by the consultant traveling to and from the client’s premises is chargeable.
Time reports are typically provided to the client after approximately half of the prepaid MANDAYS are used, and again when only a few hours remain. The consultant also provides recommendations on how to best use the remaining hours.
The implementation process consists of several phases. The total time spent on all phases equals the prepaid MANDAYS budget. The minimum chargeable time unit is 0.25 hour.
- Initial analysis
- Initial online meeting
- Application configuration (depending on complexity of requirements)
- Training
- Additional configuration requests
- Support and testing during implementation (emails, calls)
The following activities are covered by the prepaid MANDAYS budget:
- Consultant’s time spent on implementation and configuration
- Analysis and internal consultation of client requirements
- Preparation of implementation scenarios and recommendations
- Preparation and updates of implementation documentation
- Meetings, calls, and training sessions
- Email communication with the consultant
- Planning, organizing, and scheduling meetings
- Coordination with other departments (Support, Server Specialists)
- Consultant’s travel time (unless billed separately)
- Implementation project management
- Consultant’s time spent on issues reported as bugs that are later proven to be correct
- Work of server specialists on your server or related requests
The following activities are not covered by the prepaid budget and therefore not billed to the client:
- Support team work
- Bug fixing
2.4. Increase of the prepaid budget
The prepaid MANDAYS budget can be increased only after your confirmation.
An increase may be necessary in the following cases:
- After the initial analysis, it becomes clear that the original estimate was insufficient. The consultant will provide an updated plan and estimate detailing which activities require additional attention.
- If you wish to receive time reports more frequently than described above.
- If your requirements cannot be implemented through the standard application interface, and custom development is required.
- If support for your server was not included in the original estimate but is required.
- If additional training is needed and was not part of the initial scope.
- If it becomes evident during implementation that the number of prepaid MANDAYS is insufficient to meet all your requirements.
