Board of Budget process

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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.