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I manage a team of coders (5people) that maintain a few modules in a large project.

On top of doing coding, we also do production operational tasks (like doing server housekeeping, batch backlog tracking)

These tasks are done daily, done by 1 person, and is rotated weekly

The problem is this:

These tasks are routine, but there I cant think of a practical way of ensuring the person does what he is supposed to do.

I thought of using spreadsheets to track, or to the extent of doing a paper checklist, which the person on duty will have to physically sign off.

I just want the guy on duty to remember and execute every daily item.

What works on your project?

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3 Answers

At my work, we have a wiki article that has all the steps that must be completed for a prod load to make sure everything is working properly.

The person who is doing the load is assigned a ticket in jira with key points on what has to be done for the load as well as a link to the wiki article. That person can add any of their notes to the ticket if they run into trouble so that there is a record of it.

It seems to work well for us.

Hope that helps.

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Hello. The tasks are the same daily. Do you feel there is a lot of overhead to assign the same ticket daily? –  M.C Jul 1 '11 at 15:33
    
It could be one ticket per week. Someplace that a person can add their comments about what happened. The following week when the next person starts the task, you could close the previous weeks one and make a new one for that person. This way if someone is sick, you can just assign the ticket to someone else and ask them to fill in and you'd have a record of that. –  Tyanna Jul 1 '11 at 15:46
    
One per week is probably best, however if there is proven value in recording the activity each day there should be a daily ticket in a dedicated Housekeeping/Production project. If there is little value in the daily or even weekly record just use a Calendar application (Outlook, iCal what have you.) to assign the task daily (with email notification of course.) and have exceptions logged to the wiki. It really depends on your audit/logging needs. –  Slomojo Jul 19 '11 at 23:47
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We have tasks automatically generated in our tracking tool. Besides the reminder it provides an easy audit log. A task with multiple steps probably gets lumped into one task but we are espected to act as professionals and perform the task as described.

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What I would personally do, is just create a text file (or sql table) that had the email addresses of your 5 devs, and some sort of character (or bit column in the case of a sql table) marking the person "on duty" that week.

On Mondays, your app moves "on duty" to the next name in the list, then emails a reminder note to the person. Tues-Fri, it simply emails the "on duty" person.

Set it up to run every morning Mon-Fri.

At that point you've done what you can to remind them, so the excuse "I forgot" is no longer valid.

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