Administration – Process

1. Introduction

The administration of punctum books encompasses all the general company-wide operations that sustain the functioning of the company, in particular: accounting, insurance, payroll, software stack management, and workflow management.

2. Goal & Objectives

The primary goal of maintaining these processes is the smooth functioning of all the other processes of the company, minimizing expenditures and overhead, and maximizing the potential of everyone working for the company. Furthermore, the objectives are:

maintaining auditable and responsible financial bookkeeping
covering possible high-risk contingencies by means of insurance
ensuring timely payment of employees
deploying an efficient software stack
ensuring an efficient workflow throughout the company

3. Role Model

The following roles are relevant in the context of this process and need to be assigned to persons or teams / groups involved in the process.

Role	Task	Assigned staff
Process Manager (PM)	To maintain the process definition / description (this document) To perform process reviews as a basis for the continual improvement of the effectiveness and efficiency of the process To ensure adequate communication to increase the awareness for the process To organize trainings on the process for people involved in the process	Vincent
Financial Officer		Vincent
Software Stack Officer		Vincent

4. Relevant Business Objects

Business objects are “things” that are required, produced, or processed by the process or one of its activities. The following objects are relevant:

Business Object	Description
Invoice
Bank Account
Accounting Software
Subscription Data

5. Activities

5.1 Financial Accounting

5.1.1 Invoice Management

Input	~~Invoice, Bank Account, Accounting Software, Subscription Data~~
Roles Involved	Financial Officer
Outputs
Actions	~~Invoice~~New ~~Management~~Client ~~Monthly~~Book ~~Accounting~~Order ~~Procedures~~Invoicing ~~Quarterly~~Library ~~Accounting~~Subscription ~~Procedures~~Invoicing Multiyear Library Subscriptions

Alternative Actions, Exceptions, Additional Information

5.1.2 Weekly Accounting

Input
Roles Involved

Financial Officer

Outputs

Actions

Weekly Accounting Alternative Actions, Exceptions, Additional Information

5.1.3 Monthly Accounting

Input
Roles Involved

Financial Officer

Outputs

Actions

Stripe Payouts OBC Payouts Amazon Payouts Paypal Transactions in Foreign Currency Alternative Actions, Exceptions, Additional Information

5.1.4 Quarterly Accounting

Input Roles Involved

Financial Officer

Outputs

Actions

Generate Quarterly Report AZ Unemployment Tax Alternative Actions, Exceptions, Additional Information

5.1.5 Annual Accounting

~~Procedures~~

Input
Roles Involved

Financial Officer

Outputs

Actions

Federal Taxes Yearly Accounting Royalties CA State Taxes Alternative Actions, Exceptions, Additional Information

5.2 Insurance

Input
Roles Involved	Financial Officer
Outputs
Actions	Annual Workers' Compensation Insurance Audit Annual Health Insurance Audit Annual Health Insurance Renewal
Alternative Actions, Exceptions, Additional Information	We currently have the following three company-wide insurance policies: Workers' Compensation Insurance Healthcare Insurance Professional Liability (E&O) Insurance

5.3 Payroll

5.4 Workflow Management

Document Control

Document ID	SPM-ADM-002
Document Owner	Vincent
Version	1.0
Last Date of Change	March 26, 2025
Next Review Due Date
Version & Change Tracking