TDF/BoD BudgetProcess

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.