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.