Operations department

Welcome to the Operations Department, the High Table of Proto! We're the adults, responsible for keeping the organisation running when it comes to legal, financial and human resources matters.

This page will share to our strategic-level direction. For tactical direction, visit the following:

Department structure

The Operations Department is structured as follows to ensure efficient legal, financial and HR operations on a global scale:

Leadership

  • CEO. The CEO oversees Proto's strategic direction, including all management-level hiring and spending decisions, as well as planning and conducting board meetings and other corporate governance matters.

Operations staff

  • CFO. The CFO oversees all financial activities, including shareholder reporting and departmental budgeting & support, as well as management of external bookkeeping and accounting firms.
  • Operations Manager. The Operations Manager oversees all HR activities and administrative support tasks, including onboarding, performance reviews, offboarding and basic financial management, as well as planning and conducting company meetings and team building events.
  • General Counsel. The General Counsel oversees all legal activities, including minute book management, legal template maintenance and agreement negotiations, as well as legal risk mitigation and litigation.

Department personnel

Here are the current department leadership and staff members:

Goals & success forecasts

Department leadership will be assessed according to the following goals:

  • Primary goal.
  • Secondary goal.

Department staff will be assessed according to the following success forecasts:

  • First forecast.
  • First forecast.  

Manual processes

Management Meeting

The Management Meeting happens weekly with the CEO, Operations Manager and Proto management members. The management meeting follows this structure:

  • Weekly highlights. A business or personal experience of note during the past week from each management member.
  • Department updates. A review of the past week's department progress per quarterly expectations and/or OKRs.
  • Strategic updates. Any updates or particular areas of action regarding company strategy per the CEO and/or CFO.

All-hands Meeting

The All-Hands Meeting happens once a month with the entire Proto team. The all-hands meeting follows this structure:

  • Introductions. New team members are introduced to the team.
  • Company announcements. The CEO will make any company-wide announcements such as recent financing rounds, team member promotions or orgchat changes. 
  • Department highlights. Each department will have 5 - 7 minutes to discuss and demonstrate what they have been working on throughout the month. Department heads are encouraged to include team members in their presentations. 

Management Retreat 

Twice a year the Proto management team meets in-person for a management retreat. The retreats typically take place at the beginning of Q1 and Q3.

  • Planning. The Operations Manager will be responsible for preparing the agenda for the management retreat. Each department head will be responsible for preparing and participating in both pre-retreat SWOT analysis meetings and retreat working sessions. 
  • SWOT analysis. Each department head will prepare a SWOT analysis. At least one week prior to the management retreat each department’s SWOT analysis will be presented to the management team for feedback and discussion. 
  • Work session. Each work session should be designed with targeted outputs in mind. Each department will be dedicated half a day during the management retreat. The work session will be led by the department head, leveraging the feedback received during the SWOT session. At the end of each work session action items and objectives will be set.

Hiring

  • Prepare job description. Create a new job post in BambooHR under the Hiring tab. Share the posting with Indeed, Glassdoor, and ZipRecruiter to get maximum exposure for the position.
  • Post on Webflow. Once the posting is live in BambooHR, it should also be posted on our website. To do this, follow these steps:

    1. Go to webflow.com and select the Proto (proto.cx) project from the dashboard. Click on the ellipsis icon      and select "Editor".
    2. Under the "Collections" tab, select "Jobs".
    3Enter all relevant details for the posting and click
proto dashboard
Always use the Editor function when adding content to the Proto website

  

  • Conduct Interviews. The next step in the hiring process is to conduct interviews with candidates. Once a candidate has been identified for interview, invite them using the email function in BambooHR. In the candidate's profile, click on the email icon. There are a number of email templates to choose from. Select the correct template and send to candidate.
proto example cv
Emails to candidates can be sent directly from BambooHR
interview invitation email
Interview invitation email template in BambooHR
  • Second Interview. If a candidate is a good fit, then they should be referred for a second interview with the department head for a more technical assessment.
  • Request references. If a candidate has a successful first interview, to be most time efficient, the first interviewer should request references from the candidate. This should be done via BambooHR.
references request email
Reference request email template is available in BambooHR
  • Contact references. Once a candidate has shared their references, contact the references either by phone or email. Below is a sample text that can be used when contacting references.
Hi [REFERENCE NAME],

My name is [YOUR NAME] and I am [YOUR POSITION] at
Proto. We’re in the process of hiring for a [POSITION] and [CANDIDATE NAME] has made the final cut.

Before we make an official offer, I’d like some more information to ensure we’re making the right choice. I’m reaching out to you because [CANDIDATE NAME] pointed to you as a potential reference. It’d be very useful if you could tell me a bit about your overall experience working with [CANDIDATE NAME] and whether you’d recommend [HIM/HER].

Of course, our communication is confidential.

Thank you for your help,
[YOUR NAME]
  • Prepare an offer. Once a candidate has successfully completed the interview process and received positive references the next step is to prepare an offer and contract for the candidate.

    Templates for employment agreements and the Master Service Agreement can be found in Google Drive. If a new hire is located within Canada or Taiwan and will be joining the company as an employee select an employment agreement template based on the physical location of the candidate. If the new hire is located outside of Canada or Taiwan, use the Master Service Agreement template.

    Fill in the relevant information of the offer. Salary should be presented in Canadian dollars (CAD) and must be approved by the CEO or CFO prior to sharing the offer. Once the template has been completed, save as a PDF.
  • Send an offer. Once the offer has been prepared, use the Offer Email template in BambooHR to notify the candidate that we want to make them an offer of employment. Next, upload the prepared agreement to DocuSign and send to candidate for their review and signature.
proto example email
BambooHR has a template email to extend an offer to candidates
  • File. Once the candidate has signed the agreement, download the fully executed copy of their agreement and add it to the Proto data room.

Onboarding  

  • Hire in BambooHR. Once a candidate has signed their contract, update the status on their BambooHR candidate profile to “Hire”, this will automatically generate an employee profile.
proto example cv
Candidate status updated to Hire
  • Complete employee profile. Next fill in the details of the new hire’s employment such as salary, job title, manager, etc.
  • Create onboarding packet. In the new hire's BambooHR profile, click on the "More" tab and select "Onboarding" from the dropdown menu.

    Then set up the onboarding tasks. Click on "Import from template", this will generate a checklist of tasks that are to be completed by the new hire, their manager, and the operations team throughout the onboarding process. BambooHR will send reminder emails to complete tasks on time.

    To finish, click on "Create New Hire Packet", confirm all the information is correct and then send using the new hire's personal email address.
onboarding tasks for employee
  • Follow the Onboarding checklist. Complete the onboarding checklist in BambooHR. Each of the checklist steps provides details on how and who should complete the step.
  • Remove job posting. If the position is now filled, then close the job posting in the Proto job board and archive on the website.

Offboarding

  • Prepare for offboarding. In the employee's profile in BambooHR, click on the "More" tab and select "Offboarding". Follow the steps outlined in BambooHR.
offboarding test example
BambooHR has a checklist of tasks to be completed when offboarding an employee
  • End employment. In the employee's BambooHR profile, click on the gear icon and select "End Employment" from the dropdown menu.
  • Final pay. Run an off-cycle payroll in wagepoint. All wages, notice period, outstanding vacation pay, expenses, etc. should be included in the employee's final pay.
  • Issue ROE. The final step in offboarding is to issue a record of employment (Canadian employees only). See below section on records of employment for more information.

Payroll

Payroll is run with Wagepoint on a monthly basis for all employees in Canada. Payday is set to the last business day of the month. Payroll must be processed and approved at least 3 business days before the scheduled payday. To complete payroll, follow these steps:

  • Run time-off report. Go to the Reports tab in BambooHR and select "Time Off Schedule" to generate a report of vacation time used during the pay period.
employee standart reports
BambooHR holds employee time-off data.
  • Calculate vacation pay. Once vacation days per employee are known, calculate the amount of pay that will be allotted to vacation per employee. Use the following calculation example:
  1. There are 173.33 working hours in every month at Proto. Calculate how many hours are in each working day that month.
Hours worked per day
173.33 hours per month / 21 working days per month
= 8.25 hours per day
  1. Once the working hours per day are known, calculate how many vacation hours were used.
Vacation hours
= 3 vacation days x 8.25 hours per day
= 24.75 vacation hours used
  1. Once the vacation hours used are known, calculate the employee's hourly rate.
Hourly rate
$7,000 monthly salary / 173.33 hours per month
= $40.34 hourly rate
  1. Once the hourly rate is known, calculate the amount that is due for vacation pay.
Vacation pay
24.75 vacation hours x $40.34 hourly rate
= $998.42 Vacation pay
  • Add additional income into pay. In Wagepoint, select an employee and then go to the Income tab. Click "Add Income" button at and complete the pop-up form if there is income beyond normal and vacation pay to be included in the pay, such as: expense reimbursement, bonus, pay in lieu of notice, retroactive pay, time worked on stat holiday, and overtime pay.
proto research inc table
Wagepoint allows for additional income beyond normal and vacation pay.
  • Set up payroll. In Wagepoint, go to the Payroll tab. Select "Canada Team" as the paygroup and click "Next". Confirm that the first & last day of the pay cycle and the pay date are correct. If it is a regular pay cycle, then click "Next". In the case of paying out an employee who has been terminated or resigned, then run an "Off-Cycle" payroll with adjusted dates.
  • Make adjustments to regular pay. If required, add in vacation pay and/or pro rata adjustments and toggle the pay switch to "Yes". If there is no vacation pay and the employee worked the full month, no adjustments are required. If there is vacation pay, add the number of vacation hours to the "Vacation Hours" column, then adjust the vacation hours and regular pay to deduct the vacation hours and vacation pay respectively. The result should be equal to the employee's normal monthly salary.
example of pay for work
salary example
Wagepoint allows for deduction of vacation hours and pay.
  • Confirm payroll. In Wagepoint, once all employee adjustments have been made, save and proceed to the summary page. Review the adjustments by clicking "View" under specific employees. Once satisfied that the payroll is correct, tick the confirmation and click "Approve Payroll".
approve payroll

Accounts Payable

All accounts payable invoices need to be sent to accountspayable@proto.cx. Accounts payable is typically ran between the 10th and 14th of each month.

Review invoices for payment: Log into the accountspayable@proto.cx and review the invoices that have been received.

Forward to Hubdoc: The bookkeeper uses Hubdoc to reconcile accounts payable. Once invoices have been reviewed and approved for payment, the invoice needs to be shared with the bookkeeper. To do this, forward emails containing approved invoices to hubdoc.brittany.iclgrlfp@app.hubdoc.com this will automatically upload the invoice to Hubdoc for the bookkeeper's review.

letter screen

Log Invoices into ClickUp: Using the Accounts Payable board in Clickup, log payments to be made and upload the invoice. Once payment has been made remember to update ClickUp with this information. This makes it easy track invoices and payments.

click up table

Make payment(s): 90% of the time payment can be made to vendors using Veem. In the instance that payment cannot be made via Veem, payment will need to be made in-branch via wire transfer. An example of when a payment cannot be made via Veem is if Veem does not provide support for the country in which the payment is to be received.

In Veem, go to "My network" to find a payee. Hover over the payee's name and select Send payment.

veem account


Enter the payment details, skip the "additional details" section and proceed to review. After you have ensured the payment and recipient details are correct you can submit for approval.

For transactions under $10,000, one approval is required by a department head. For transactions over $10,000 two approvals are required from any combination of the CEO, CTO and CFO. Approvers will receive a email notification that they should log into Veem and approve payment.

Maintaining salary calculator and consolidated financials

The Proto Salary & Spending Calculator and Proto Financials (Consolidated) are used to keep track of departmental spending and budget. The two spreadsheets are connected and need to be kept up-to-date.

Actual pay/year (Column O) should be hardcoded to actual salary rate. There should be no formula used in this column.

proto salary calculator example
Base pay, city, cost of living, experience, and raise are factors used when trying to determine the salary we will offer candidates

Column O in the Proto Salary & Spending Calculator and Column D in Proto Financials (Consolidated) are linked. Any changes made to employees in the Salary & Spending Calculator will automatically update in the Consolidated Financials.

proto financial consolidated example

Historical months should be hardcoded in the Consolidated Financials with the actual amounts.

Current and future months are calculated using the below formula. When a salary is updated in Column D of the Consolidated Financials the row will automatically update without future action from the user.

Automated processes

These automations exist to remove repetitive manual processes.

Payroll deductions

Wagepoint is directly connected to the Proto Research Inc. payroll account with the Canada Revenue Agency (CRA). Wagepoint will automatically withdraw payroll deductions for federal and provincial income taxes, Employment Insurance (EI) and Canadian Pension Plan (CPP) from our TD Canadian dollar bank account that ends in 9975 and remit to our CRA payroll account (No.726773294RP0001).

On or around the 15th of each month the CRA will send a Statement of Account that confirms the deductions were remitted into the account.

Records of employment

Records of employment (ROEs) can be generated in Wagepoint when an employee's employment status changes. The only information that needs to be entered manually is information regarding the employee's start date, end date and reason for leaving.

Note: ROEs should not be submitted to Service Canada before the final payroll for the employee has been processed.

record of employment ROE
ROEs can be submitted directly to Service Canada from Wagepoint

T4s

T4s will be generated by Wagepoint at the beginning of the new calendar year. T4s for the prior year must be filed and issued to employees on or before the last business day of February. The only manual step that needs to be taken by Proto is to review and press submit in Wagepoint.

For more information on T4 filings please refer to the guide provided by the Government of Canada.

Performance Reviews

BambooHR is set to automatically run performance reviews every six (6) months. Managers and employees will receive prompts from BambooHR to complete manager and employee assessments ahead of time. The Operations Manager should remind managers to book performance review meetings with their employees after both parties have completed their written assessments. 

Employees and managers can view current and past performance reviews under the Performance tab in employee profiles.

Performance review settings in BambooHR can be edited here.  

proto employee info
Performance assessment view from employee perspective

Employee Net Promoter Score (eNPS) 

Employee satisfaction surveys will automatically be distributed to employees in April and October of each year via BambooHR. 

Employees will be sent an introductory email on the first day that the employee satisfaction survey opens. Satisfaction surveys will be open for employee feedback for one (1) week. 

employee satisfaction report
eNPS results can be viewed in BambooHR under the Reports section.