...for structure or restructuring. What we do is, with our internal team, we combine the projects they have, specifically starting from resource allocation, to combination, what training needs to be given, if we want to uplift the resources, we do these things. So, to do that, what we've found is that we need to know... we need to know what the actual status is of, say, X number of resources, when you recruited them, in what state you recruited them, including their CV, salaries, and all those things, knowledge as well, like what they know. Now, let's say some people have been working here for three years. Actually, in three years, how much growth have they had in the company, how much have they grown personally, how much has their salary incremented, combining all these, we actually judge the situation. The person who is there, how much is that person able to contribute to the company, and how much is the company contributing to them. It's like we assess it from both sides.

Then we go into a conversation, and in that conversation, we... based on the managerial decision, your... decision, the managerial decision, and then the decision of the higher officials, we settle things.

So, the paper that has been given to you, it's just basic information. Okay? When a person started working, what expertise they joined with, what they are doing now, what their previous salary was, what it is now, and that salary, in proportion to that... how much contribution the company is specifically getting, and what they are getting in return. We will prepare the report with all these things. Specifically, for each and every one in relation to the project as well. Why? Because for whom we will be preparing the report, in which specific part of their project they are working, and what their value is in that specific part, we will also assess that, yes, this person is a key person. So, when he was assigned to a specific part, if he leaves, how much loss will the project suffer? Or, if the company wants to let him go, then how much loss will there be? It's about assessing these things.

We will not give any decision. We will just assess and produce the right result. The decision that needs to be taken, those who are at the C-level, the chairman sir, plus the managers, they will take the decision. Our job is to organize the whole thing and create a report.

Do you have any questions?

Your, your voice is not audible.

Sorry, you can hear me now.
Yes.
My... my question is about our personal file. Based on that, we will fill up these information forms and try to meet your requirement. The data that will be there, the level of data... although I don't have the files, if I did, maybe I could have told you the accurate information. But, with the data that is at the primary level, the areas that are possible to cover, for example A, basic employee information; B, professional background; then D, employee detail, we can fill these up in a proper way. But, for example C, job role and responsibilities... if their line supervisor or department head is involved... then maybe it's possible to cover the job role and responsibility. E, performance and development. Here, our performance is not rated based on KPI. Here, a one-line rating is done. So, it will be done according to whatever rating is there. I don't think it will be possible to cover the career development plan. Besides that, F, compliance and security, for example IT policy compliance, access level permission, equipment allocation, asset return, these cannot be fully provided by HR. Because, as I said, my role here is additional HR; if I were to be specific, my role is just up to recruitment and selection. And that's it. Other than that... with this team, I have no involvement in any other area of HR. Only recruitment and selection is there. Other than that, I have no involvement in the matter of performance appraisal either. For which reason...

Nesar bhai, Nesar bhai, let me add you to the conversation with him. Mamun bhai is the head of HR of our JMI. The additional responsibility he mentioned, he handles that additional responsibility as per sir's instruction. But he is the HR head of JMI.

I see, I see. Thank you, Rasel bhai. I was overlooking you, I'm sorry. I have seen your picture but I couldn't recognize you from your picture. Anyway...

I have gotten old in real life, brother. That's why... maybe it's not possible to recall.

Okay, that's fine. Sorry for that. No, no, what I will say is... I mean... the information is just... this is standardized information. We won't need everything. Okay? The things that are not there, we will prepare them in the future. We will prepare them so that each employee's file is rock solid, where if someone asks a question about that employee, all the information will be found. Because when we go to work internationally, many times we have to provide employee profiles or this and that. Among them, there are some basic things that have to be made publicly available and everyone sees that. Okay? So, for that reason, we will do those things slowly, that's not a problem. Whatever is there, that's fine. Just the basic information... what you said, that's okay. If some information can be provided by... Arif bhai or Rasel bhai, that's fine. That we will need it completely end-to-end, that's not the point. And we are doing this exercise to see how much is there, and how much we will do in the future. Since we are thinking about Mononsoft... we have to go beyond our limits, whether in Bangladesh or internationally. So, in that case, the better we can prepare our profiles, prepare everything... here there are other ISO and other certifications, for those things, if we prepare everything beforehand, then if we suddenly want to make an international bid, we can do it instantly. This exercise is being done for these things. So, whatever is there, that's fine, and whatever is not, we will prepare it. That's okay. No need to worry about that.

Okay.

Yes, then your message is clear to me. So we will try, as soon as we get the personal files, we will start. And in this case, the area my primary file covers, in the next phase, the extra areas that will not be covered by the file, I will try to cover them by talking to Arif bhai and Rasel bhai. If I can do it, okay, otherwise that gap will remain. In the future, if it's needed for your assignment, then if necessary, we will collect and provide that information.

No problem. I have your details. Please just provide your email address, or I can get it from Rasel bhai or Arif bhai. In case we need anything, we will let you know. That's fine. It's not a problem. Right now, our exercise is just to assess the allocation with the total team, the total company, and the project. Then, after the assessment, if we get the information, we will assess it and then move to the next step, what they wanted to do and how they wanted to do. Because many times we make a decision that we will do something, but after doing it, if I don't get overall satisfaction or if the company's objective is not maintained, then in the long run we have to suffer. So that's why we are doing this exercise, so that we can make the right decision. And nothing else.

Okay, I got it.

Arif bhai or Rasel bhai, do you have anything to ask? Or do you have any more questions?
No, no, no. I'm done.

From my side, I'd like to tell Mamun bhai that if Nesar bhai needs any help... Nesar bhai's WhatsApp number... Nesar bhai, should I share it with him?
Please, please.
I will share it. You can talk to him directly, and if there is any confusion, you can get it clarified.

Yes, if there is any confusion, just message me directly. And we want to do this a bit quickly, since I have been given a deadline... today is the 17th, right? By the 2nd or 3rd of December, after preparing the report, I have to give it to... your chairman sir so that he can make a decision. Because in January, you probably have salary increments and many other things. So before that, he wants to review the whole thing and make a rightful decision. So to do that, we need to be a bit quick... because the amount of information is not that much. As much as you can, if you share that, and if we can close it quickly within one week, then it will be a bit easier for us to do the work.

Okay, okay. I will try hard from my side... As soon as I get the personal files, I will start this work.
Yes, please.
And, Nesar bhai, this project... the project portfolio, the template that you sent, will there be a separate sheet for each project?
Please, yes. Because here... to assess your workflow, to see if you are actually overworking or not, or if maybe there is some idle time in someone's work, we will find these things from your worksheet and people sheet, to make the right combination. So, for this reason, however many projects there are, if you provide the total project details, and which person from this team is working on which project, from there we will merge the employee information and project information to see which employee is the most important and which employee is the least important. We will work in that way.

I see, I see. Okay. In that case, if I make separate sheets then... I mean, let me go one-by-one. I have some... here in the project information, there are some things for which clarification is needed. A, in A there is... project portfolio, current project portfolio. Number of active projects, in that case, it will always be one, right?
Yes, how many projects are you currently working on?
No, when I... when I make separate sheets project-wise, then this sheet will be for one project.
Yes, it will be a sheet for one project, but if you at the same time... by "active project" we mean how many projects you are running at the same time. So, overall there... if you are running two projects, put two. If you are running three projects, put three, like that. Then you give the details of the individual project. So in each sheet, that number should be there, that you are working on four active projects, which means we have to create four documents. We will see that you have written four, and check if the four documents match. Understood? How many active projects?
Client/funding organization, what is this? The client for my project?
Your company is Mononsoft. Mononsoft is providing services to a third party, JMI. Or JMI is funding you. This thing, how much money you are earning and how much deficit you are in, we have to figure that out. That's why. For example, Mononsoft is working on four projects. In those four projects, you are an external company. JMI is a separate client, let's say. Then, from that client, how much are you earning and how much is the deficit from the chairman sir's side, we need to figure that out. Specifically, the ratio. That yes, you are earning something. How much are you earning? Then we will understand that we are earning X amount, so for our employees, let's say we have 30 employees, for those 30 employees, all their costs are not being earned. Then, in that proportion, for these 30 employees, we might need to bring in some external projects, bring in more funding sources, or request Jabed sir, with a plan, that we are moving forward with this plan. If you proceed with this plan, on a future X date, we will have a cut-off period. Within that, we will become self-sufficient and funding will no longer be needed. To do these things, we need this information.

Okay. Total project budget... in fact, here, I don't really know about the budget for anything. So, how do I do this?
So, what we do, whether it's an internal project or an external project, or even if I am developing with self-funding, what we have to do is, we associate a cost with the total project. The fund can come from anyone, it doesn't matter. But, if we don't calculate that cost, it's cost times time. For example, let's say a project will take you three years. In three years, you will need 10 resources. You will need other resources and other facilities. Plus, you will need time. So, if you set a budget for a project, an X amount, then it becomes easier for us to understand if my project is overspending or if my project will finish on time. It's for these things. If this is not there, then that's fine. We will set it after the assessment. For example, Jabed sir is saying that you have to stop now. So, if we stop now, then to stop, we can't do the right assessment for it, that okay, this is the right assessment. If we stop, then our workflow, or our build... because an ERP never stops. Okay? Why? Because every time, it changes. Business changes, decisions change, geography, and everything combined, it changes. Since JMI markets internationally, in that case, we will need this assessment, that specifically, there was no budget, that's fine. But what we will calculate then is, from when you started the project until now, how much has been spent. That might become the project's budget. But in the future, what we need to do is, everything has to be budgeted. Everything. Doesn't matter, even if we create a small plugin, it has to be budgeted properly. Time, budget, resource, allocation, and then finalization.
Clear?
Okay. Clear.
Okay.
Under technical operation details, for technology stacks, does it mean what technologies we are using in this project?
For infrastructure setup, this... what is this? Cloud, on-premise, network components... what does this mean exactly?
It means, to develop your product, are you using a private cloud, or are you renting a cloud from somewhere else? Are you paying someone for it? It's to know these things. Actually, how are you doing it? Then what we will understand from this exercise is, let's say you have a license. Okay? So, how much is being spent on the license, or this license's amount, it's different in different places. Because there are different licensors, different companies. So, we can assess rightfully and decide that what you are doing now, or the licenses you have now, if we renew them, or if we don't renew them and go to another vendor for a cheaper cost... it's to identify these things.

So, this will be in the infrastructure setup? For example, we are using a licensed version of Bitbucket for source code management, we are using a licensed version of Figma for design... should these be mentioned here?
Yes, yes.
Okay, okay.
Hardware requirements/integration...
Hardware requirement is, for example, you have developed an ERP now. Okay? This ERP, as we discussed with Rasel bhai, is the ERP rightfully balanced with the hardware and everything? We will do a test on this balancing. We will do a test this week or next week. So, how much hardware space will you need? How far are we planning to take this? For these things, we need... for example, the ERP you have made, how many users will use it? Or, here, how many... several hundred modules are there, those modules... then combining everything, the resource allocation that happens, the computer's internal resource allocation, we will assess these things from this section of yours. If you provide... this will be top-level information, we don't need granular details. That yes, our target is 4000 users. Or our bandwidth is already 1 GB, internet line, fiber optic line. Let's say we are doing... we have redundancy. We have two separate spaces. To allocate these spaces correctly... I mean, top-level information should be provided here.

Okay.
Dependencies/collaborations, what does this mean?
Dependencies mean, are you working by yourselves here or are you collaborating with a third party for any of your resources, internally? For example, if we get engaged now, we are a third party. We will work with you. Have you done anything like this previously? Those things. Then we can make the right decision.
Okay.
Delays/bottlenecks...
So, the project you have, that project... you might be... as I said, with the budget... with your timeline, you might be thinking that the project is not finishing on time. To finish our project, we will need these end-to-end modules, or we think we will have a cut-off period here, then we will start it again... those things should be mentioned here. That actually what you wanted to do, versus what you couldn't do. There will be a stop there. That we wanted to do this, we couldn't do this. So, now since we are assessing, a marker will come at this point, that these things have happened, and these things will happen in the future. Because a project's completion never reaches 100%. Okay? For that reason, there should be a right marker here, with which we will understand that these modules are 100% self-sufficient, or these modules are not 100% self-sufficient. Then we will divide it into two parts. One is 100%, or 10%, 30%, 50%, we will divide it this way, so we will understand that in the future, if we want to proceed, module number one is 100% done. That means, if we want to do something there, we can do extended things. It's like that.
So, should the sheets be segregated module-wise?
You can do that.
Because each module is an independent, large project. Sales and Distribution is a huge project, around 2300 users are connected to it. Production Planning, 600 users are connected there. Supply Chain, about 100 users are connected there. Again, all connections have overlaps. Someone connected to Supply Chain can also be connected to Production Planning. He can be connected to Sales and Distribution.
No, that's fine. We are only doing top-level things here, we don't need granular details. What I need is, let's say... you can write the module names, that I have 10 modules here, or in one module, how many instances are there? That in one module of mine, like SD is a module, in this module, I have 10 or 15 instances. We had a gradual plan for 10 modules. Among the 10 modules, the names of the modules we have completed, and the ones we haven't. Just top-level details, no need for granular level. Top-level will do. Then you can put it in one sheet.
Project team members, should I give everyone's name here or just the number?
For project team members, who are all in this project? For example, you said that for HRM, one person is developing one module, another is developing another. Now, for instance, if we talk about the SD module, then in the SD module, these... these people are working on this module, continuously. Okay? Or, these people have worked on this module. It's finished. It's not part of it anymore, but it's done. Then I will understand that... if I say name one or name X, person X whose name is... was in that module, then I will check it with his JD. Okay, according to his JD, he was in this module. Now, if I want to move him or shift him somewhere else, will there be any internal clash in the project? It's to assess these things.

Okay. Here, if... for example, there are 10 people's names in a project. In that case, the third option, allocation, percentage of time... how will I mention this?
You have already done this, haven't you? If the project is developed. And if the project is not developed, then we will do it in the future. No need to think about the allocation for that. Previously, what you can do is, this person, for this project... worked for two years, for one module. This person, for this, worked for five months. You can set an allocated time for that module or that project in this way. Then we will be able to understand that according to the person's experience and expertise, how much he has contributed to the project.

Okay.
Disaster recovery, continuity plan, knowledge transfer process... okay. In D, strategic and future planning, internal R&D or innovation plan... actually, we are so busy with work that we can't make these kinds of plans. But recently when I expressed a plan that we want to increase our AI level expertise here, to introduce something new here, that's when you came into the picture. Sir brought you into the picture, saying that he can suggest to you how we can do this. So, the plan here...
No, you can just write that it's not applicable, N/A. N/A, just write that. We will do this in the future. Or not... you can just say that.
Okay, okay.
We know that we will do it in the future. But our past...
One more request regarding this template fill-up. Can you provide me with a filled-up sample for one or two resources plus a project? It would be a bit helpful for me.
I can fill one out, but I can't share third-party ones. I might be able to fill out a sample and...
No, you can change the third-party names. Then I will understand what the trend is. I mean, how the language should be, what would be convenient for you, because you will definitely be grabbing data from here in some way, converting the information into data, and then putting it into an analysis module. So, the things Mamun bhai fills up, along with the project data here, a specific integration will be needed. For example, even with the names, will I put names or IDs, how will I do it... if I get a filled-out part, it would be convenient for me, so that I understand what is convenient for you. Because if I submit it once, and then you say that the data is not in the format I want, then I will have to rework it again. Instead of that, to avoid this redundancy and rework, if we can give you a pretty accurate version the first time, it's convenient for us and for you.
Okay. I'll do that, because each project is different, and everyone writes differently. So, we can also do it this way: you fill one out, and then we can have another meeting. Since it's online, you can message me, and I can check it and say, okay, this is fine. Now, how you refer to your modules, if you use technical terms, then write the technical things. And if you use normal names for the modules, then write the normal names, whatever you have put in your SRS, that we will call this module by this name. Everyone does it differently, each person's project is different. But we can standardize what we... we can do that. And since I am very technical and I assess things technically, it won't be a problem for me. Whatever you write, if I have trouble understanding something, I can ask you. No problem with that. But still, since you asked, I will... I will prepare one and I will share it with you. But in the meantime, don't wait for me, you can start filling yours out. I will... prepare one and... which project's one is most suitable for you, I'll see and share it.
If I get that, it will be convenient for me. I will preliminarily fill up as much as I can, and keep it ready. Then, after getting yours, I will match it. The gaps that are there, I will try to understand by looking at yours... that's why. And it seems better to me if, for one project, in one sheet, if I have multiple modules, can I use columns? For Sales and Distribution, the first column, for Production Planning, the second column... can I do it this way?
You can use individual documents, or you can use... in one document, you can have multiple pages, at the bottom.
Yes, multiple tabs.
In multiple tabs, you can put multiple modules. That also makes it easy. No problem with that either. Sure.
Sure, sure.
Because all of them are single-cell data. In some cells, you might have attachments, in some cells, there might be a large table. This will mostly happen in Mamun bhai's case. For educational qualifications, a large table will be needed, or for employment history, a table will be needed, for which you have given a single cell here. Yes, that's it.
The formats... if I get the formats, for person and project, both... if I get a filled format, it will be convenient for us to understand exactly how to provide these things in a way that is most convenient for you. Nothing else.
Okay, okay. I will share both. No problem. Sample file... I will share it. No problem. Just give me today's time, or tomorrow. But in the meantime, you can start gathering the data.
We'll start. No problem. We'll prepare the basic data. Because the data we have, the CVs and all, they are all in hard copy files. Mamun bhai might engage one or two people to put them in this format.
Scan them and put them in the folder I provided, that will be enough. No problem. Just name them... the employee's name... in the folder I provided, just put them there. No problem.

Okay, okay. Okay. That's fine. That's fine, Nesar bhai.

Okay. And, are there any other questions? Mamun bhai or Rasel bhai, from your side?

Not at the moment.
Thank you very much.
Not at the moment, but if any arise, we will contact you immediately.
No, that's fine. Because this... this is a bit tricky when we are doing it, if there is some information but not all. It becomes a bit tricky to do, but once we have done it, we will see that mentally we have become very strong. That hey, I have everything. So if someone asks me for something, I can produce it, that based on this data, I have made this decision, or based on this data, we will make decisions in the future. This is very supportive for team building, or for understanding employees, resource allocation, then funding, and all these things, it supports a lot, after doing this exercise.

No, that's right. The thing is... Russell bhai knows very well, we are going through a very critical time, with various development issues, various modification issues, various things, that... no one is really getting time to breathe. For example, in the morning, the chairman sir mentioned many tasks, and for all of them, I said I will get them done. After all that, at the end, he brought up another one and said, "Do this right now." What does that mean? The five tasks he mentioned before, a new priority has come on top of them, which will take another two days to do. In the meantime, I had also said I would give those five tasks in these two days. Now... in this kind of situation, it's a very critical time management we are going through.
No, no, I understand. What we will do is, after this whole thing is done, we will... for a project, the development never ends. That won't happen. So, when our requirements come, we will design the project in a way that when a new requirement comes, we will analyze the cost of embedding the new things with what we have already done, we have our technical analysis... a lot of things. For example, someone asked to do something, whoever it may be. So to do that thing, we have a time analysis. You are overworking. You don't need to overwork. Why would you overwork? Unless it is necessary. Okay? So, if we plan properly, our senior level people will also understand that by making one decision, how much that decision is affecting their business. We need to tell them that as well. We always have this thing that if someone gives us a task, we say, "Yes, we are doing it." But by saying that we are doing it, I can also say, "I will do it, but I have to see how it will affect my current workflow." Okay? If it affects it too much, then we will offer a solution like this, that to do this, this will be the effect, but still, if it is necessary to do so, we will do that, but you need to bear in mind that if I do this, these will be the consequences. Okay? So when we present it nicely to the senior level people who will talk to us, then they will also start to understand gradually. Because we can do a project using both Agile or Waterfall methods. Okay? Some things have to be done using Waterfall. If you try to insert Agile there, our project will never be finished. Okay? And at the end of the day, it might be said that Arif saheb did not handle it correctly. Okay? For that reason, our... this is why we are doing this exercise, so that there are no more delays. That yes, I know my project, this is the situation, this is the thing. Now, we will do this in Waterfall, we won't insert anything here. We will do this in Agile. And if there is something new, we will build that too, but it will not affect my previous work. We will create a new relational database or do something else and we will take it forward. There will be no problem with that. Normally, when I work...
The impact analysis has to be done properly.
Yes. Normally when I work, the database we have... let's say it has thousands of functionalities. We create that database, and what we will do in the future, that database is also created. What I will do in the building, that is also created. Now, if someone analyzes and asks me to do something new, then I will know that, yes, this thing is in my feature list, I can do it. Or, I will say that, no, this is not in my list, to do this I will have to create a new relational database and then do it, but I will never touch the old database. Because that's my safe zone, or where, if I touch anything, if I break one pillar, there are lakhs of other pillars here among which this string is, it will be destroyed. Then you will see that even with 10 database engineers, I can't fix it. Why? Because I had to intervene.

It is to prevent these things that we are doing this exercise. And for documentation, we will assess each project or module and specifically create the documents. This is our... if we have an SRS, that's fine, if not, we have to make it. The other documents that are there, the diagrams, we will create all of them. Why? So that this project... for example, Arif saheb, you... let's say you replaced someone in a project, or some database engineer or developer left. Then, the build that was made, that build, so that when someone new comes, they can directly understand, okay, these things were done in it. So I understand that project very well. If those things are not there, then you see, it takes two-three months for a person to understand a project's module, without documentation. Right.

It is to prevent these things that we have to do... we are doing this exercise, so that anyone... even if I leave, so that if someone else comes, they understand what work I have done. So that they can start from there. Not like that work has to be done all over again. That shouldn't happen.

Okay, okay.

Okay. Nesar bhai.

So, then...
I will share the recording with you.
I will share the recording, no problem. It takes about an hour or so. But when it's done, I will share it. And thank you, everyone, Mamun bhai, Rasel bhai. Anytime, if you need anything, just let me know. And if we can do this a bit quickly... the information that is not there, is not there. We will create that in the future. With what is there, if we can do it quickly, if we can close it within a week, then it will be a bit easier for us to do our work quickly.
Sure.
Thank you. Thank you all.
Thank you, Nesar bhai. Assalamu Alaikum.
Rasel bhai, yes. Allah Hafiz. Thank you, everyone.
Assalamu Alaikum.