OSE Organization and Operations Manual: Difference between revisions

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References
=Index Graphic=
#[http://opensourceecology.org/wiki/File:Ose-org-chart.png OSE Org Chart]
[https://docs.google.com/a/opensourceecology.org/drawings/d/1KOtdOjk7H-kZvDWnfUN0gzhLlEjuB-Jecxk_3oR1W7o/edit Click HERE to access Info Graphic links]
#[http://opensourceecology.org/wiki/Organization Organization Projects]
#[http://opensourceecology.org/wiki/Technical_Community_Manager_2013 Technical Community Manager 2013]
#[http://opensourceecology.org/wiki/Product_Lead_2013 Product Lead 2013]
#[http://opensourceecology.org/wiki/Documentation_Manager_2013 Documentation Manager 2013]
#[http://opensourceecology.org/wiki/Operations_Manager_2013 Operations Manager 2013]
#[http://opensourceecology.org/wiki/Mission_Vision_Values Mission]
#[http://opensourceecology.org/wiki/Strategic_Plan_2_Ambitious#Introduction Vision & Strategic Plan]
#[http://opensourceecology.org/wiki/Executive_Director Executive Director]
#[http://www.blueavocado.org/content/outsource-your-bookkeeping Bookkeeping]
#[http://opensourceecology.org/wiki/Accounting_Manual Accounting Manual]
#[https://docs.google.com/a/opensourceecology.org/document/d/1ajV3STgn-4k4_Kn0zwo2eEbmyy7C-UxM9N1e7lK8b1Q/edit?usp=sharing Employee Handbook]


<span style="color:red"> Problem (1): Doc Manager, Technical Community Manager, and Product Lead roles are merged. Both are responsible for managing contributions. See problem with the following '''Contributor Management''' sections of each role.
<html><img src="https://docs.google.com/drawings/d/1KOtdOjk7H-kZvDWnfUN0gzhLlEjuB-Jecxk_3oR1W7o/pub?w=1900&amp;h=700"></html>


<span style="color:red"> Problem (2): [http://opensourceecology.org/wiki/Factor_e_Farm_Community_Standards Factor e Farm Community Standards] and [http://opensourceecology.org/wiki/Workshop_Guidelines Workshop Guidelines] cannot not be written in the first person, need to re-write to ensure one voice.
[https://docs.google.com/a/opensourceecology.org/drawings/d/1KOtdOjk7H-kZvDWnfUN0gzhLlEjuB-Jecxk_3oR1W7o/edit edit/comment]


<span style="color:red"> Problem (3): Create Media Package or Press Kit 
=Draft Archives=


*[https://docs.google.com/a/opensourceecology.org/document/d/11E9JGZfU2cp7ujx4J0VZLPW5QB6O1VpkzjA8u5KGVOM/edit V.11-19-13]
*[https://docs.google.com/a/opensourceecology.org/document/d/1YRaJoZ3SZsWMUesmE7HDED_0d3aU_VNBbE8viOKYa7s/edit V.11-06-13]
*[https://docs.google.com/a/opensourceecology.org/drawings/d/1x2tIAuqpOzdEO4mjxPYCbT6boqxLQbg3bTjckZph7ec/edit V.10-30-13]
*[https://docs.google.com/a/opensourceecology.org/document/d/1CXrkRlF4t1sPYezqujT7-Zv5qLLWVR6xQSR4FBgvmnA/edit# V.10-15-13]
*[https://docs.google.com/a/opensourceecology.org/document/d/1QC_3_CkOHOop532Rt1RZSMJ9-s-fB7oFOPLIq6Vb2BI/edit V.09-26-13]


=OSE Board of Directors=
=Operations Manual Requirements=
==[[Board Nomenclature and Structure]]==
Requirements:


==[[Board Responsibilities and Functions]]==
#Graphical index provides overview of scope on a single page.[[Image:check.png]]
 
#It is easily navigable, and transparent to anyone in the world for use and review. [[Image:check.png]]
==Board Rules and Regulations==
#Specific entries are easy to find on wiki - by making page titles very simple to remember or search, for ex., use ''DPV_Tracker'' as opposed to ''2014_DPV_Tracker_Revised_11/20/13'' as a page title.
==Board Protocols==
#It is easily scalable. [[Image:check.png]]
==Board Organizational Change Criteria and Procedures==
#It is easily updatable. Live Google Doc links to wiki pages.[[Image:check.png]]
=OSE International Organization, Mission, and Functions=
#It is easily reviewable. [[Image:check.png]]
==OSE International Nomenclature and Structure==
#It is self-contained (critical protocols are in the document proper, not as links). [[Image:check.png]]
==[[OSE International Mission, Vision, and Strategic Plan]]==
#It is readily printable. Each wiki page can be printed. [[Image:check.png]]
 
#It is versioned - for version date and person editing. Wiki pages do this automatically.[[Image:check.png]]
==OSE International Responsibilities and Functions==
#Viewing permissions are settable. This includes edit on the wiki and viewing/editing on Google Docs.
==OSE International Rules and Regulations==
#It is editable only by core team members, while anyone else can view and comment[[Image:check.png]]
==OSE International Organizational Change Criteria and Procedures==
#License is CC-BY-SA.[[Image:check.png]]
=Executive Director=
==ED Nomenclature and Structure==
 
==[[ED Responsibilities and Functions]]==
 
==ED Rules and Regulations==
==[[ED Protocols]]==
 
==ED Products==
*[http://opensourceecology.org/wiki/FAQ FAQ]
 
==ED Admin==
==ED Organizational Change Criteria and Procedures==
=Operations=
==Operations Nomenclature and Structure==
*Reports to ED, and helps ED manage other executives
==Operations Responsibilities and Functions==
===General Operations ===
*Responsible for managing a full range of Open Source Ecology operations - design, fabrication, testing, pilot projects, documentation, production runs, special events, construction, communications, fundraising, office operations, facility maintenance and upgrades, and others
===Structure===
*Assists ED in developing organizational structure, infrastructure, and protocols - including office, internet, and prototyping infrastructure
 
===Production Management===
*Sets up and manages a production-based, for-profit branch of OSE operations
*Maintains and Updates OSE Operations Handbook (everything from email handling for the Assistant, blogging procedures, to financial controls)
*Oversees facility and its development + production program
===Financial Management===
*Plan and Budget
*Cash management
* Financial reports to the Board of Directors
*Annual forecasting
* Financial Accounting
*Grant reports to foundations, corporations, other funders
*Grant allocation
 
===Contracts===
*Compose and negotiate contracts for staff and contractors, and assists other executives in composing/negotiating contracts
 
===Recruiting===
*Helps ED in recruiting, makes hiring suggestions, and on-boards new candidates
===Agriculture and Environmental Regeneration===
===Legal and Administrative===
===Public Representation===
*Manages Public Affairs until this role is filled by others
===Conflict Resolution===
*Builds processes for effective team communication
 
==Operations Rules and Regulations==
===Travel===
*Three working days prior too work related travel, Executive Staff members are responsible for updating the OSE Schedule, as well as informing the Operations Manager of the details required for personnel logistics management: date, time, airlines, contact number during travel. Should the member fail to comply, they may held responsible for expenses resulting from ineffective personnel logistics management due to lack of communication.
**Exception - If there are reasonable circumstances resulting in the members inability to complete the above requirement 3 working days prior, then the member will not be held responsible for expenses resulting.
 
==Operations Protocols==
===Financial Management===
====Plan and Budget====
*<span style="color:Green"> INTERIM Protocol - TO DO
 
====Accounting====
*<span style="color:Green"> INTERIM Protocol: Receiving Deliveries or Packages
**Product Lead is responsible for designating a reasonably intuitive and safe Package Receipt Area at the entrance to OSE.  
**Executive Staff are authorized to receive packages. Staff receiving a package must ensure the package is delivered to the employee who submitted the [https://docs.google.com/a/opensourceecology.org/spreadsheet/ccc?key=0AlCf1fl002zpdDNZTXY1N25mdFFBQ1l2REo3blMwMkE&usp=sharing Material, RFQ, & Work  Requisition Form] via the [https://docs.google.com/a/opensourceecology.org/spreadsheet/ccc?key=0AlCf1fl002zpdGRyMkRHOEVzbVZ5elg2Mk02YS1YQ3c&usp=sharing Material, RFQ, & Work Requisition Form Log]. Upon receipt, the employee who submitted the [https://docs.google.com/a/opensourceecology.org/spreadsheet/ccc?key=0AlCf1fl002zpdDNZTXY1N25mdFFBQ1l2REo3blMwMkE&usp=sharing Material, RFQ, & Work  Requisition Form] must confirm package contents against the invoice by initialing for each line item. Upon confirmation of package contents, provide Operations Manager with invoice. If package is deficient, annotate the deficiencies on the invoice and provide it to the Operations Manager.
*<span style="color:Green"> INTERIM Protocol: Travel Expense Reimbursement [https://docs.google.com/a/opensourceecology.org/spreadsheet/ccc?key=0AlCf1fl002zpdHdDQlMxdFJEeU9iUW11VTViZWhfdmc&usp=sharing Travel Expense Form Log] - Executive Staff are responsible for submitting the [https://docs.google.com/a/opensourceecology.org/spreadsheet/ccc?key=0AlCf1fl002zpdHQyNi1wNkdHeS1qSWJZem05Xzd0aEE&usp=sharing Travel Expense Form] via the [https://docs.google.com/a/opensourceecology.org/spreadsheet/ccc?key=0AlCf1fl002zpdHdDQlMxdFJEeU9iUW11VTViZWhfdmc&usp=sharing Travel Expense Form Log] to the Operations Manager upon completion of travel. The employee must notify the Operations Manager in the event that a travel advance is required.
 
===Public Relations, Media===
 
*<span style="color:Green"> July 2, 2013 note: ready for ED review - [https://docs.google.com/document/d/1maBkPJ1izokY6XE7GEWXI4JrfGPyANhUwev1pK6EPY4/edit?usp=sharing PENDING OSE Protocol: Wednesday Blog Update]
*<span style="color:Green"> INTERIM Protocol: Media Interview Requests and Scheduling
**Until media inquires are directed to Operations Manager, ED continue to forward interview inquiries to Operations Manager.  
**Operations Manager direct interviewee to FAQ, Media Package, or Press Kit <span style="color:red"> Problem (3) 
**Operations Manager direct interviewee to Documentation Manager's audio-visual material repository, [http://opensourceecology.org/wiki/High_Resolution_GVCS_Media High Resolution GVCS Media].
**Operations Manager accept and load pre-interview questions onto the [http://opensourceecology.org/wiki/FAQ FAQ]: [http://opensourceecology.org/wiki/FAQ#Reporter_Questions Reporter Questions]
**Operations Manager notify ED to respond to questions.  
**ED notify Operations Manager when complete and approve or disapprove interview request.
**Operations Manager forward pre-interview question responses to media and arrange interview if directed.
***Operations Manager update OSE Schedule with appropriate interview information.
***Operations Manager define time limit for interview based on assessment of interviewee's needs and audience size.
**Executive Director accept site and travel interviews on case-by-case basis.
 
===Admin===
*[http://opensourceecology.org/wiki/OSE_Protocol:_OSE_Protocol_Template OSE Protocol Template]
*<span style="color:Green"> July 2, 2013 note: needs revision prior to ED review -  [https://docs.google.com/a/opensourceecology.org/document/d/1eB9qKaCYz7w80iLQSKrK3xlsMxND5afAYKyRubUzBzM/edit PENDING OSE Protocol: Critical, IT, Vendor, and Media Account Management]
*<span style="color:Green"> July 2, 2013 note: ready for ED review - [https://docs.google.com/a/opensourceecology.org/document/d/1PO4RWnb9P3DEvJH2bGQwgx31qTsUf9GjW7e5klDRA1o/edit?usp=sharing PENDING OSE Protocol: Positional Email Management]
*<span style="color:Green"> July 2, 2013 note: ready for ED review - [https://docs.google.com/a/opensourceecology.org/document/d/1L5Uj56iTAj4_66cYRq-YkZwRV4EowB2typGan9komus/edit?usp=sharing PENDING OSE Protocol: Weekly Planning and Review]
*<span style="color:Green">INTERIM Protocol: Selecting a Vendor, Contractor, or Service Provider - Minimum of 3 bids are required prior to selecting a vendor, contractor, or service provider
*<span style="color:Green"> INTERIM Protocol: Completion of Statement of Work - Authorized personnel initial Statement of Work, submit to Operations Manager for filing
 
==Operations Products==
*[https://docs.google.com/a/opensourceecology.org/spreadsheet/ccc?key=0AlCf1fl002zpdGRyMkRHOEVzbVZ5elg2Mk02YS1YQ3c&usp=sharing Materials Requisition Form Log]
*[https://docs.google.com/a/opensourceecology.org/spreadsheet/ccc?key=0AlCf1fl002zpdHdDQlMxdFJEeU9iUW11VTViZWhfdmc&usp=sharing Travel Expense Form Log]
 
==Operations Admin==
==Operations Organizational Change Criteria and Procedures==
 
=Technical Community=
==Tech Community Nomenclature and Structure==
*Reports to Operations Manager
==Tech Community Responsibilities and Functions==
<span style="color:red"> Problem (1)
===Contributor Management===
*Responsible for managing technical contributions from a broad range of OSE stakeholders - designers, fabricators, builders, architects, engineers, videographers, technical writers, students, and others
*Maintains good community relations to facilitate contributions
*Maintains and Updates OSE Community Handbook, a guide for remote collaborators
*Feeds contributor output to Documentation Manager and Product Lead
*Maintains a contributor database
===Talent Search===
*Recruits, negotiates and formalizes participation of remote contributors
*Leverages  technical contributions from global community to augment the design/protyping/build efforts of the Product Lead
===Events===
*Organizes special events, hackathons, Flash Mobs, and other Crowd Design and Manufacturing sessions
===Standards Development===
*Assists ED in streamlining a process for effective talent capture from a large pool of contributors by developing effective protocols and innovative tools
*Assists ED in developing a scalable, replicable, open source product development process
==Tech Community Rules and Regulations==
 
==Tech Community Protocols==
*<span style="color:Green"> INTERIM Protocol: DPV Application to Approval process: [https://docs.google.com/a/opensourceecology.org/spreadsheet/ccc?key=0Aqfjnh3lOWcCdDI3d2Nfb2FUdEJHX2szZE84M0J1akE&usp=sharing 2013 DPV/Intern/Work Day Tracker], ensure ED approves DPVs
*<span style="color:Green"> INTERIM Protocol: Design Sprint Set Up: [https://docs.google.com/spreadsheet/ccc?key=0Aqfjnh3lOWcCdGNONk5LOUVLNXZQUE1COGp4Z1hUV2c&usp=sharing OSE Technical Team Culturing Survey]
 
==Tech Community Products==
==Tech Community Admin==
==Tech Community Organizational Change Criteria and Procedures==
=Product Lead=
==Product Lead Nomenclature and Structure==
*Reports to Operations Manager
 
==Product Lead Responsibilities and Functions==
<span style="color:red"> Problem (1)
===Contributor Management===
*Responsible for managing technical contributions from a broad range of dedicated staff and contract-based developers - designers, fabricators, engineers, consultants, and others
*Maintains a contributor database with assistance from Technical Community Manager
*Engages in Talent Search for top machine design and prototyping talent
*Collaborates with Technical Community Manager on special development events
===Development===
*Assists ED in defining specific task priorities for the Prototyping Plan of 2013
*Assists ED in developing effective protocols and innovative tools for streamlining development
*Maintains and updates OSE Development Handbook, a guide for effective open source product development
*Specifies scopes of work, specifications, and clear conditions of satisfaction for design and prototyping work
*Manages production runs
*Works with Documentation Manager to assure delivery of documentation
*Publishes RFPs and solicits bids
===Tool and Material Organization and Inventory===
*Manages workshop
===Commons Maintenance===
 
==Product Lead Rules and Regulations==
===FeF===
*[http://opensourceecology.org/wiki/Factor_e_Farm_Community_Standards Factor e Farm Community Standards]
===Workshop===
*[http://opensourceecology.org/wiki/Workshop_Guidelines Workshop Guidelines]
===DPV===
*The DPV's normal work schedule is synonymous with OSE's normal work schedule. Per [https://docs.google.com/a/opensourceecology.org/document/d/1ajV3STgn-4k4_Kn0zwo2eEbmyy7C-UxM9N1e7lK8b1Q/edit?usp=sharing OSE Employee Handbook], OSE’s normal work schedule is a minimum of 40 hours, 5 days per week, Monday through Friday, generally between the core hours of 9:00 a.m. and 6:00 p.m. A daily one-hour unpaid personal time or lunch period is not considered time worked and is not included in the 40-hour calculation. Employees are expected to take at least one-half hour per day for personal time. Personal time is intended to create a routine break in working hours, effectively sustaining productivity.
 
==Product Lead Protocols==
*<span style="color:Green"> INTERIM Protocol: [https://docs.google.com/a/opensourceecology.org/document/d/1L0V5sL4IqTznvfPWlR6aqdJ8mEirp9QUrp6GAxZY9x0/edit?usp=sharing PENDING OSE Protocol: Quality Control Sprint Management]
*<span style="color:Green"> INTERIM Protocol: PENDING OSE Protocol: DPV and Intern Daily Schedule
**Purpose - provide communication to DPVs, Interns, Operations Manager, and Executive Director and oversight by Operations Manager and Executive Director
**Scope - DPV and Intern Daily Schedule is entered on '''OSE Schedule'''
**Responsibilities
***Product Lead - Responsible for updating OSE Schedule re: DPVs and Interns on a daily and need basis. Responsible for effective and reasonable man-hour management and oversight re: DPVs and Interns.
***Operations Manager and Executive Director - Responsible for effective and reasonable man hours oversight.
***Operations Manager - Responsible for sharing OSE Calendar with current DPVs and Interns and un-sharing OSE Calendar with departed DPVs and Interns.
*<span style="color:Green"> INTERIM Protocol: Interim Protocol: DPV Daily Meal
**Product Lead maintain oversight by ensuring DPVs clearly communicate and decide how daily meal allotments will be used.
**Product Lead mediate as needed.
*<span style="color:Green"> INTERIM Protocol: [http://opensourceecology.org/wiki/Prototype_Assessment Prototype Assessment]
**Product Lead is responsible for completing [http://opensourceecology.org/wiki/Prototype_Assessment Prototype Assessment] 2 weeks after build completion unless directed otherwise.
 
==Product Lead Products==
*[https://docs.google.com/a/opensourceecology.org/spreadsheet/ccc?key=0AlCf1fl002zpdFJkQTRMZFR6ZUFYMmNtWHVRRllKOHc#gid=9 Hablab Chore Chart & Laundry Schedule]
*[http://opensourceecology.org/wiki/Prototype_Assessment Prototype Assessment]
 
==Product Lead Admin==
==Product Lead Organizational Change Criteria and Procedures==
=Documentation=
==Documentation Nomenclature and Structure==
*Reports to Operations Manager
==Documentation Responsibilities and Functions==
<span style="color:red"> Problem (1)
===Contributor Management===
*Engages in Talent Search to find key contributors
*Maintains a documenter database with assistance from Technical Community Manager
===Documentation===
*Responsible for managing delivery of technical documentation for the Global Village Construction Set
*Assists ED in developing effective protocols and innovative tools for streamlining the delivery of documentation
*Produces contract scopes of work and specifications to technical writers, videographers, and other documenters
*Maintains and updates OSE Documentation Handbook, a guide for effective open source product development
*Publishes RFPs and solicits bids for documentation work
===Events===
*Collaborates with Technical Community Manager on special documentation-producing events, such as book sprints, video editing hackathons, and others.
===Videography and Public Updates===
*Develops a remote video editing protocol
*Works with Product Lead to coordinate delivery of documentation
==Documentation Rules and Regulations==
==Documentation Protocols==
 
==Documentation Products==
==Documentation Admin==
==Documentation Organizational Change Criteria and Procedures==
=OSE Regional=
==OSE Regional Nomenclature and Structure==
===OSE North America===
===OSE Europe===
===OSE South America===
===OSE Asia===
===OSE Africa===
===OSE Local Chapters Organizations and Functions===
==OSE Regional Responsibilities and Functions==
==OSE Regional Rules and Regulations==
==OSE Regional Protocols==
==OSE Regional Products==
==OSE Regional Admin==
==OSE Regional Organizational Change Criteria and Procedures==
=Cross Organizational Boards/Councils External to OSE=
==Commercial Affiliates==
=General Admin=
==''Sensitive'': Bank Information==
==Nonprofit Incorporation Information==
==Vendor==
==Employee==
===[https://docs.google.com/a/opensourceecology.org/document/d/1ajV3STgn-4k4_Kn0zwo2eEbmyy7C-UxM9N1e7lK8b1Q/edit?usp=sharing Employee Handbook]===
==Correspondence and Records Management==
==''Sensitive'': Security==
==Information Technology==
 
 
 
 
 
 
 
----

Latest revision as of 19:42, 21 November 2013

Index Graphic

Click HERE to access Info Graphic links

edit/comment

Draft Archives

Operations Manual Requirements

Requirements:

  1. Graphical index provides overview of scope on a single page.Check.png
  2. It is easily navigable, and transparent to anyone in the world for use and review. Check.png
  3. Specific entries are easy to find on wiki - by making page titles very simple to remember or search, for ex., use DPV_Tracker as opposed to 2014_DPV_Tracker_Revised_11/20/13 as a page title.
  4. It is easily scalable. Check.png
  5. It is easily updatable. Live Google Doc links to wiki pages.Check.png
  6. It is easily reviewable. Check.png
  7. It is self-contained (critical protocols are in the document proper, not as links). Check.png
  8. It is readily printable. Each wiki page can be printed. Check.png
  9. It is versioned - for version date and person editing. Wiki pages do this automatically.Check.png
  10. Viewing permissions are settable. This includes edit on the wiki and viewing/editing on Google Docs.
  11. It is editable only by core team members, while anyone else can view and commentCheck.png
  12. License is CC-BY-SA.Check.png
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