Board of Budget process

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    < TDF


    Process

    Step 1: 3 Months

    • Individual board members and/or staff add items to the budget “Voting” page
      • This will include all requested information including:
        • Short Name;
        • Description;
          • Detailed enough to make us know what is going on;
        • Added By;
        • Owned By;
          • Who will own the project if approved
        • Type
          • Reccurring or One-Time Cost
        • Optional: Tender yes/no [if something should be tendered or rather not]
        • Category [these might need some fine-tuning, but can always be changed/extended later on]
          • Development;
          • Marketing;
          • Quality Assurance;
          • Infra;
          • Documentation;
          • UX
          • Other
        • Requested Amount, it should contain all costs, including VAT, taxes, fees, postage, insurance, social security etc. -> if in doubt, please ask Florian for details
        • Optional: Man Hours [in case we tender, that might help in comparing rates or at least getting a rough overview]
        • Optional: Staff doable [in case there's a task that can possibly be done by staff members, so it, depending on other pending tasks, will be transformed to a staff task and the sum removed from the budget]
        • Optional: Duration [is this a longer tasks we might have to split up to two fiscal years]
      • Optional: Redmine URL [in case this is already in Redmine, can be added later during the process when approved, of course]

    Step 2: 4 Weeks (2 Meetings)

    • Review all projects listed
      • Add questions
    • Vote Individually Prior to 2nd Meeting
      • Score proposals:
    Each director/deputy scores the proposals from 0-100.
    The overall score is the average of all completed scores.
    Each line item must have enough scores to meet quorum.
    • We give ourselves 4 weeks to vote and ask questions.

    Step 3: Vote

    • By end of 2nd Meeting we vote – going down the list based on average score
    • Once we get to the first down vote, project voting ends
      • Exception: If there is a low cost item that we want to specially approve because there is the budget for it, of course this is fine.

    Step 4: Organization

    • Florian organizes the document
      • Approved items
        • Reoccurring approved items go to “Approved Reoccurring Items”
        • One-Time Projects items go to “Approved One Off Projects”
      • Non-Approved
        • Everything else gets moved to “Non-Approved Projects”
    • If the person who added it wants to put it back to projects _later_ they are more than free to do this, but at the end of voting the projects page should be clean.
      • If items are put back – all voting should be deleted as these were ranked based on what was there, they would have to be reassessed after new items are added again
    • Redmine
      • Florian + staff make tickets for any items that need one and assigns it to the people who said they would own the projects

    Step 5: Tracking and Documentation

    • Whoever owns a project is responsible for keeping everyone up to date and can be requested at any time to provide an update;
    • Florian will provide an overview of the following on a regular basis (no less than once a quarter)
      • Total amount needing to be allocated by End of Year;
      • Current amount allocated
        • Reoccurring;
        • One-Time
      • Current Amount Spent
        • Reoccurring;
        • One-Time
      • Amount Allocated but not spent
        • Can discuss any concerns here and individual directors/deputies may be requested to answer questions;
      • Amount remaining
        • A single amount that highlights how much we need to allocate by end of year.
      • Florian can highlight any areas where he thinks money is needed or where we've overfunded/underfunded.
    • Document will be _standardized_
      • Joel more than happy to work with Florian to create a standardized form that will be emailed out no less than once a quarter.