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Lab651 Process

Annual Calendar

What to do when from the Operations perspective

DAILY

WEEKLY

AR/AP

  1. Review AR weekly with AllInOne
  2. Ensure that anything non-current has been followed up on
  3. Engage account manager as needed if an outstanding amount or time is worrisome
  4. Review the AP list and approve as it is provided by AllInOne - these should be the previously approved invoices and any Expense Reimbursements for the period.
  5. Engineering is the primary reviewer of new invoices to send, they compare them to Harvest and approve

MONTHLY

Financial Reports and Reviews

  1. All In One Closes QuickBooks at month end, their close, audit and review process takes ~2 weeks
  2. All In One updates the profitability worksheet as soon as books are closed and notify COO when complete
  3. COO downloads the monthly Financials from All In One’s OneDrive and places in Financials folder on Google Drive
  4. COO Updates the Harvest Model and Financial Model per the Monthly Financials
  5. COO meets with CEO either late 2nd week of the month or next Strategic L10 to walk through previous month’s numbers
  6. Review Confluence Bill and follow up with Engineering

QUARTERLY

Quarterly Tax Payments

EOS Offsites

Donations
Donations are made on a quarterly basis
Reach out to “general” on Slack to solicit meaningful causes from employees and developers.  The goal is to donate to causes dear to our people rather than a somewhat random list

BI-ANNUALLY

Employee NPS sent to all

Client NPS sent to client list

ANNUALLY

Business Liability Insurance
Current Certificate of insurance stored here

Business Insurance Renewal - Renews February 15th

  1.  Set a calendar reminder for first week in January to discuss the renewal process with Matt
  2. Contact is Matt Davies at PJT Insurance Agency to discuss any changes needed to policy and 

Patrick J. Thomas Agency

121 South 8th Street, Suite 980

Minneapolis MN 55402

Ph: 612-339-5522

F:612-349-3657

  1. When the new policy arrives by email, place the new Certificate of insurance in the Insurance Folder
  2. Move old certificate/docs to the _Archive Folder

PTO Audit

  1. Early in Q4, All in One Accounting to update the PTO tab of the Employee Profitability worksheet to reflect ADP PTO remaining.  Notify Employees via email. 

Corporate Registration - State of Minnesota

  1. Set a calendar reminder for September 1st
  2. Check current registration status https://mblsportal.sos.state.mn.us/Business/SearchDetails?filingGuid=47dfe1ba-2a67-e711-817e-00155d01c6c6
  3. Remind Justin to log on to https://www.sos.state.mn.us/business-liens/start-a-business/how-to-renew-or-amend-your-business-filing/ to complete the renewal process
  4. Any updated documents to be placed in the Business Registration Folder
  5. Follow up to ensure the renewal is reflected https://mblsportal.sos.state.mn.us/Business/SearchDetails?filingGuid=47dfe1ba-2a67-e711-817e-00155d01c6c6

Benefits Renewals

  1. Lab651 Benefits renew in June
  2. Set a Calendar Reminder for May 1 to contact NorthStar Financial regarding benefit renewals
    All Health Benefits: chase.brakke@northstarfinancial.com
  3. NorthStar will provide benefit renewal options and recommendations

Meet with NorthStar as necessary to understand and select new plans

  1. Choose the new plan options - if new applications are required, NorthStar will assist in managing the portal process and provide reports regarding employees that need to complete the process
  2. Once the selections have been made and all applications have been submitted, schedule an all employee meeting, coordinating with NorthStar so that they can walk everyone through the new benefits choices and assist with any portal related procedures

Facility CAM Fee Changes

  1. Common Area Maintenance (CAM) fees are updated annually and the new rates are sent via email by the management company
  2. Store the new fee statement in the CAM Folder
  3. Check that the lease amount on the building portal matches the new CAM estimate to ensure that the new lease payment will be correct
  4. Contact the building manager to resolve any discrepancies

Audry Janzen aj@ajdagny.com 952-210-0296

Jennifer Bruns jennifer.bruns@ajdagny.com 612-991-1303

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