Resource Development 6 Month Strategic Plan: Difference between revisions

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==Grant Reporting==
==Grant Reporting==


'''Stichtung Benevolentia'''
===Stichtung Benevolentia===
*'''Est 1 day'''
*Grant Report - 9/12/2012
*Grant Report - 9/12/2012
*Grant Report Video - 9/12/2012
*Grant Report Video - 9/12/2012
*Request for Further Funding - 01/05/2013
*Request for Further Funding - 01/05/2013


'''Ewing Marion Kauffman Foundation'''
===Ewing Marion Kauffman Foundation===
*'''Est 1 day'''
*Grant Report - 10/01/2012
*Grant Report - 10/01/2012
*Request for Disbursement of Remaining Funds - 10/10/2012
*Request for Disbursement of Remaining Funds - 10/10/2012
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*Request for Further Funding - 2/15/2013
*Request for Further Funding - 2/15/2013


'''Shuttleworth Foundation'''
===Shuttleworth Foundation===
*Grant Report - 10/01/2012
*est 2 hours Marcin
*Quarterly Report


'''Schumaker Family Foundation'''
===Schumaker Family Foundation===
*30 min
*Grant Report - 10/01/2012
*Grant Report - 10/01/2012
*Meeting With Board - Q4 2012
*Meeting With Board - Q4 2012


=Phase 2=
=Phase 2 - Organizational Stabilization=
 
In order to prepare for new grant contracts, during Phase 2, we will focus on developing the multiple aspects of the non-profit/for-profit hybrid social enterprise. We are aiming to break new ground - with a unique form of social entrepreneurship - which we defining as [[Distributive Entrepreneurship]]. The major significant intention behind this campaign should be the development of a robust organization that is capable of achieving its mission. Established standards within the non-profit sector exist for a reason, and we can incorporate the best of what is out there to accelerate our ability to be effective in our work. The resource development team will focus on preparing Open Source Ecology for scaling to the next level.
 
The significant categories of development include: Management, Finances, Policies & Legal Framework, Planning, Program Development, Communication, and Strategic Partnerships


In order to prepare for new grant contracts, during Phase 2, we will focus on developing the multiple aspects of the non-profit/for-profit hybrid social enterprise. The major significant intention behind this campaign should be the development of a robust organization that is capable of achieving its mission. Established standards within the non-profit sector exist for a reason, and we can incorporate the best of what is out there to accelerate our ability to be effective in our work. The resource development team will focus on preparing Open Source Ecology for '''[http://www.skollfoundation.org/about/skoll-awards/skoll-award-for-social-entrepreneurship-glossary/ Mezzanine-stage Funding]''':
Phase 2 strategy involves positioning ourselves for:
*Solid operational management structure:
**CEO
**[[Director of Development]]
**Operations Manager
**Community Manager - initially addresses documentation standards development and implementation
**Master Prototyper
**Machine Designers (4)
**Documentation Director
This would allow us to reach a milestone of developing and documenting 4 prototypes per month by mind 2013.


<blockquote>"''Mezzanine-stage funding is a venture capital term used to describe later-stage financing for a company that is between a startup (seed funding) phase and an initial public offering. [The Skoll Foundation] deem[s] a social entrepreneurial organization to be at the mezzanine level if it has a proof of concept, documented its outcomes and developed a written plan to scale up its innovations, but has not yet achieved its full potential as related to geographic expansion and/or widespread adoption.''"</blockquote>
For Million Dollar Scale funding, what is the absolute minimum requirement of the organizational management infrastructure (board, committees, accounting, transparency) for us to be well-positioned to receive funding? '''Marcin takes this question to Ruth Ann, Helen, Scott Blessing, Donna Karlin, Kathryn Handin, Gerard Cox, Marissa, Suzi, and Ken Kessler, Sunny, and Michael, Dan McCormick.'''


The significant categories of development include: Management, Finances, Policies & Legal Framework, Planning, Program Development, Communication, and Strategic Partnerships
'''[http://www.charitynavigator.org/index.cfm?bay=search.summary&orgid=11212 Industry Standards: Charity Navigator - Wikimedia Foundation Report]'''


==Management==
==Management==


===Board of Directors===
===Board of Directors===
*'''First Meeting''' - 09/10/2012
*'''First Meeting''' - Done except  for Strategic Plan to be published by the 22nd of Sep, 2012
:*Ratify founding documents, essential policies, and strategic plan
:*Ratify founding documents, essential policies, and strategic plan
:*Publish a strategic Plan - 2-7 days - how to approach this
:*Elect officers
:*Elect officers
:*Establish BOD recruiting strategy
:*Establish BOD recruiting strategy
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:*Form an Audit Committee
:*Form an Audit Committee
:*Establish OSE Fiscal Calendar
:*Establish OSE Fiscal Calendar
*'''BOD Recruiting Strategy''' (Q4 2012)
*'''BOD Recruiting Strategy''' - Ask Marissa of Built to Scale to help define a strategy - 2 weeks from Sep 11, 2012 - (Q4 2012) - goal - spend ~4 hrs; execution over 1.5 years for BoD v2.0
:*Identify Criteria - [[Board_of_Directors_Recruiting_Strategy#Board_Composition_and_Structure|Industry Standards]] & [[Board_of_Directors_Recruiting_Strategy#Criteria_for_Selection|OSE Criteria for Selection]]
:*Identify Criteria - [[Board_of_Directors_Recruiting_Strategy#Board_Composition_and_Structure|Industry Standards]] & [[Board_of_Directors_Recruiting_Strategy#Criteria_for_Selection|OSE Criteria for Selection]]
:*Nomination Form
:*Nomination Form
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:*Recruiting meetings
:*Recruiting meetings
:*Final selection & vote
:*Final selection & vote
*'''BOD Committees'''
*'''BOD Committees''' - this falls out of our BoD recruitmetn stratgey
:*Finance Committee (2012)
:*Finance Committee established (2012)
:*Audit committee established (2012)
:*Fundraising Committee (2012)
:*Fundraising Committee (2012)
:*Evaluations Committee (2013)
:*Evaluations Committee (2013)
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==Finances==
==Finances==
'''General Steps'''
===General Steps===
- Initial Thought - get SupporTED strategy, define what we have now - [[Accounting System Status]]
:*Track all expenditures in a spreadsheet (Parker) & scan receipts & link to them in the spreadsheet
:*Track all expenditures in a spreadsheet (Parker) & scan receipts & link to them in the spreadsheet
:*Create accounting strategy with Ynternet's accountant (Dominique Schuwey) - 09/2012
:*Create accounting strategy with Ynternet's accountant (Dominique Schuwey) - 09/2012
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:*Establish OSE Accounting System 2.0 - 10/15/2012
:*Establish OSE Accounting System 2.0 - 10/15/2012
:*Use OSE Accounting System 2.0 for 3 months before hiring an accountant.
:*Use OSE Accounting System 2.0 for 3 months before hiring an accountant.
:*Review Form 990 with Board of Directors.
:*File IRS Form 990 - 5/15/2013
:*File IRS Form 990 - 5/15/2013


'''Audit'''
===Controls===
*Monthly TF report
*Monthly ongoing report
*Quarterly report
*Annual report
*Monthly budget
*Quarterly budget
*Annual budget
*Annual Accrual Accounting - profit & loss, balance
*Requisition process
*Receipts/invoices
*Audit
*Review from Finance Oversight Committee
*Monthly budget allocation
**Capped debit cards
 
===Audit===
:*Form an Audit Committee - 09/10/2012
:*Form an Audit Committee - 09/10/2012
:*Develop an audit preparation strategy
:*Develop an audit preparation strategy
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:*Solicit an independent audit - 12/2012
:*Solicit an independent audit - 12/2012


'''Budget'''
===Budget===
:*Draft OSE Budget for 2012
:*Draft OSE Budget for 2012
:*Solicit review of proposed budget
:*Solicit review of proposed budget
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:*Ratify budget with the Board of Directors & publish it - 12/2012
:*Ratify budget with the Board of Directors & publish it - 12/2012


==Policies & Legal Framework==
==Policies & Legal Issues==
===First Board Meeting===
''The following will be established during the first OSE Board of Directors meeting on September 10, 2012.''
''The following will be established during the first OSE Board of Directors meeting on September 10, 2012.''
:*Conflict of Interest Policy
:*Conflict of Interest Policy
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:*Board Resolutions Records
:*Board Resolutions Records
:*Board Minutes Records
:*Board Minutes Records
'''Establish a Document Retention System'''
===Document Retention System===
:*Build office
:*Build office
:*Acquire a locking file cabinet
:*Acquire a locking file cabinet
:*Organize file cabinet
:*Organize file cabinet
:*Train Admin Staff on System
:*Train Admin Staff on System
'''501c3 Status'''
===501c3 Status===
:*Coordinate application status with lawyer - Q4 2012/Q1 2013
:*Coordinate application status with lawyer - Q4 2012/Q1 2013
'''Establish For-Profit Entity''' - Q4 2012
===Establish For-Profit Entity===
''Q4 2012''
:*Research social enterprise models & determine industry standards
:*Research social enterprise models & determine industry standards
:*Form legal entity
:*Form legal entity
:*Establish legal relationship between the non-profit and for-profit branches of OSE
:*Establish legal relationship between the non-profit and for-profit branches of OSE
'''Establish 501c2 Land Trust'''
===501c2 Land Trust===
:*We can form the 501c2 subsidiary after we are granted 501c3 status
:*We can form the 501c2 subsidiary after we are granted 501c3 status
'''J1 Visas'''
===J1 Visas===
:*Establish contracts with J1 Visa sponsoring organizations
:*Establish contracts with J1 Visa sponsoring organizations
===Insurance===
:*General Liability
:*Directors & Officers Liability
===Use of Trademark Contract===
:*Research Moodle contracts
:*Open Knowledge Foundation references
:*General research


==Planning==
==Planning==
'''Strategic Plan'''
===Strategic Plan===
:*Write draft
:*Write draft
:*TED Collaboratorium Review
:*TED Collaboratorium Review
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:*Publication & posting on the website
:*Publication & posting on the website


'''Vision, Mission, Values Statements'''
===Vision, Mission, Values Statements===
:*Vision statement
:*Vision statement
:*Mission statement
:*Mission statement
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==Communication==
==Communication==
 
===Wiki===
'''Wiki'''
:*Publish strategic plan
:*Publish strategic plan
:*Vision, Mission, Values
:*Vision, Mission, Values
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:*Policies
:*Policies
:*Get Involved
:*Get Involved
===Main Page===
:*Switch 'About' to a wiki link
:*Switch 'Join' to a wiki page
:*Design updates
===In-House Organization===
:*Contact Use form/email system
:*Organize all passwords/logins
:*Social Media
:*Media package - executive summary, images, logos, etc.
==Strategic Partnerships==
===Guatemala===
:*Proposal First Draft - 09/04/2012
:*LifeTrac first prototype - 10/01/2012
===Tech Schools===
'''James Thornburgh'''
:*james.thornburgh@mccd.edu
:*Fresno State & Merced College
:*First Assignment: PowerCube 6.0 3D models and fabrication drawings
:*Second Assignment: LifeTrac or Sawmill - to be determined
'''Dalayna Williams'''
:*DWilliams24@itt-tech.edu
:*ITT Springfield
:*First Assignment: PowerCube 6.0 3D models and fabrication drawings - 09/14/2012
===Ynternet===
:*Long-term goals of building an OSE Microfactory
:*European Union FP7 grant partnerships in discussion
===Remote Machine Design===
:*Lenny-Wayne Patterson
:*Working on backhoe CAD


=Phase 3=
=Phase 3=
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:*Recruit programmers
:*Recruit programmers
:*Transfer True Fans to OSE Bank Account
:*Transfer True Fans to OSE Bank Account
:*Issue monthly True Fans expenditures account
:*Issue monthly True Fans expenditures reports & post to wiki
:*Make a True Fans video template & example video
:*Make a True Fans video template & example video
:*Invite True Fans to use the system
:*Invite True Fans to use the system

Latest revision as of 16:37, 11 September 2012

Overview

The Open Source Ecology Resource Development Strategy will unfold in three phases:

Phase 1: Fulfilling Existing Contractual Obligations
Phase 2: Preparing for New Contracts
Phase 3: Seeking New Contracts

Organization Charts

EDIT

EDIT

Phase 1

By committing to fulfilling our existing obligations with foundations and reporting on how our current grants have been used, we establish a track record that will help us receive further funding, and at a larger level, in the future. The process of tracking how our existing grants have been used will lay the groundwork for a systemic approach to handling finances within the organization. The majority of these tasks will be completed during the September and October months of 2012, leaving the remainder of the year open for the completion of Phase 2 and the beginning of Phase 3.

Grant Reporting

Stichtung Benevolentia

  • Est 1 day
  • Grant Report - 9/12/2012
  • Grant Report Video - 9/12/2012
  • Request for Further Funding - 01/05/2013

Ewing Marion Kauffman Foundation

  • Est 1 day
  • Grant Report - 10/01/2012
  • Request for Disbursement of Remaining Funds - 10/10/2012
  • Grant Report Video - 2/15/2013
  • Request for Further Funding - 2/15/2013

Shuttleworth Foundation

  • est 2 hours Marcin
  • Quarterly Report

Schumaker Family Foundation

  • 30 min
  • Grant Report - 10/01/2012
  • Meeting With Board - Q4 2012

Phase 2 - Organizational Stabilization

In order to prepare for new grant contracts, during Phase 2, we will focus on developing the multiple aspects of the non-profit/for-profit hybrid social enterprise. We are aiming to break new ground - with a unique form of social entrepreneurship - which we defining as Distributive Entrepreneurship. The major significant intention behind this campaign should be the development of a robust organization that is capable of achieving its mission. Established standards within the non-profit sector exist for a reason, and we can incorporate the best of what is out there to accelerate our ability to be effective in our work. The resource development team will focus on preparing Open Source Ecology for scaling to the next level.

The significant categories of development include: Management, Finances, Policies & Legal Framework, Planning, Program Development, Communication, and Strategic Partnerships

Phase 2 strategy involves positioning ourselves for:

  • Solid operational management structure:
    • CEO
    • Director of Development
    • Operations Manager
    • Community Manager - initially addresses documentation standards development and implementation
    • Master Prototyper
    • Machine Designers (4)
    • Documentation Director

This would allow us to reach a milestone of developing and documenting 4 prototypes per month by mind 2013.

For Million Dollar Scale funding, what is the absolute minimum requirement of the organizational management infrastructure (board, committees, accounting, transparency) for us to be well-positioned to receive funding? Marcin takes this question to Ruth Ann, Helen, Scott Blessing, Donna Karlin, Kathryn Handin, Gerard Cox, Marissa, Suzi, and Ken Kessler, Sunny, and Michael, Dan McCormick.

Industry Standards: Charity Navigator - Wikimedia Foundation Report

Management

Board of Directors

  • First Meeting - Done except for Strategic Plan to be published by the 22nd of Sep, 2012
  • Ratify founding documents, essential policies, and strategic plan
  • Publish a strategic Plan - 2-7 days - how to approach this
  • Elect officers
  • Establish BOD recruiting strategy
  • Establish BOD deliberation process
  • Form an Audit Committee
  • Establish OSE Fiscal Calendar
  • BOD Recruiting Strategy - Ask Marissa of Built to Scale to help define a strategy - 2 weeks from Sep 11, 2012 - (Q4 2012) - goal - spend ~4 hrs; execution over 1.5 years for BoD v2.0
  • BOD Committees - this falls out of our BoD recruitmetn stratgey
  • Finance Committee established (2012)
  • Audit committee established (2012)
  • Fundraising Committee (2012)
  • Evaluations Committee (2013)
  • Executive Committee (2013)
  • Product/Program Development Committee (2013)
  • Promotion/Sales Committee (2013)

Finances

General Steps

- Initial Thought - get SupporTED strategy, define what we have now - Accounting System Status

  • Track all expenditures in a spreadsheet (Parker) & scan receipts & link to them in the spreadsheet
  • Create accounting strategy with Ynternet's accountant (Dominique Schuwey) - 09/2012
  • Prepare grant reports (see above) & financial statements - 09/2012-10/15/2012
  • Transfer True Fans contributions to the OSE Bank Account - 09/31/2012
  • Review OSE's current financial condition with Dominique Schuwey - 10/15/2012
  • Establish OSE Accounting System 2.0 - 10/15/2012
  • Use OSE Accounting System 2.0 for 3 months before hiring an accountant.
  • Review Form 990 with Board of Directors.
  • File IRS Form 990 - 5/15/2013

Controls

  • Monthly TF report
  • Monthly ongoing report
  • Quarterly report
  • Annual report
  • Monthly budget
  • Quarterly budget
  • Annual budget
  • Annual Accrual Accounting - profit & loss, balance
  • Requisition process
  • Receipts/invoices
  • Audit
  • Review from Finance Oversight Committee
  • Monthly budget allocation
    • Capped debit cards

Audit

  • Form an Audit Committee - 09/10/2012
  • Develop an audit preparation strategy
  • Implement an audit preparation plan
  • Review financials in-house & vote to solicit an independent audit - 11/2012
  • Solicit an independent audit - 12/2012

Budget

  • Draft OSE Budget for 2012
  • Solicit review of proposed budget
  • Ratify budget with the Board of Directors & publish it - 09/10/2012
  • Draft OSE Budget for 2013 - 12/2012
  • Solicit review of proposed budget - 12/2012
  • Ratify budget with the Board of Directors & publish it - 12/2012

Policies & Legal Issues

First Board Meeting

The following will be established during the first OSE Board of Directors meeting on September 10, 2012.

  • Conflict of Interest Policy
  • Document Retention Policy
  • Whistleblower Policy
  • Donor Policy
  • Non-Discrimination Policy
  • Board Resolutions Records
  • Board Minutes Records

Document Retention System

  • Build office
  • Acquire a locking file cabinet
  • Organize file cabinet
  • Train Admin Staff on System

501c3 Status

  • Coordinate application status with lawyer - Q4 2012/Q1 2013

Establish For-Profit Entity

Q4 2012

  • Research social enterprise models & determine industry standards
  • Form legal entity
  • Establish legal relationship between the non-profit and for-profit branches of OSE

501c2 Land Trust

  • We can form the 501c2 subsidiary after we are granted 501c3 status

J1 Visas

  • Establish contracts with J1 Visa sponsoring organizations

Insurance

  • General Liability
  • Directors & Officers Liability

Use of Trademark Contract

  • Research Moodle contracts
  • Open Knowledge Foundation references
  • General research

Planning

Strategic Plan

  • Write draft
  • TED Collaboratorium Review
  • Booktype integration
  • Community Review
  • Board ratification
  • Publication & posting on the website

Vision, Mission, Values Statements

  • Vision statement
  • Mission statement
  • Values statement
  • Theory of Change
  • Logic Model

Communication

Wiki

  • Publish strategic plan
  • Vision, Mission, Values
  • Team
  • Board of Directors
  • Board of Advisors
  • Policies
  • Get Involved

Main Page

  • Switch 'About' to a wiki link
  • Switch 'Join' to a wiki page
  • Design updates

In-House Organization

  • Contact Use form/email system
  • Organize all passwords/logins
  • Social Media
  • Media package - executive summary, images, logos, etc.

Strategic Partnerships

Guatemala

  • Proposal First Draft - 09/04/2012
  • LifeTrac first prototype - 10/01/2012

Tech Schools

James Thornburgh

  • james.thornburgh@mccd.edu
  • Fresno State & Merced College
  • First Assignment: PowerCube 6.0 3D models and fabrication drawings
  • Second Assignment: LifeTrac or Sawmill - to be determined

Dalayna Williams

  • DWilliams24@itt-tech.edu
  • ITT Springfield
  • First Assignment: PowerCube 6.0 3D models and fabrication drawings - 09/14/2012

Ynternet

  • Long-term goals of building an OSE Microfactory
  • European Union FP7 grant partnerships in discussion

Remote Machine Design

  • Lenny-Wayne Patterson
  • Working on backhoe CAD

Phase 3

Grants Strategy

The grants strategy will be developed on an ongoing basis. The existing calendar needs to be updated to reflect all current foundation prospects, government prospects, and private contributor prospects. Other developments will include the cultivation of a contacts management database, the modularization of the grants language/the creation of a grant template, and the solicitation of outside review from industry professionals.

Grants Calendar

Edit

Microfunding

  • Get milestones map written from Brad Lewis & Jacob Dalton
  • Recruit programmers
  • Transfer True Fans to OSE Bank Account
  • Issue monthly True Fans expenditures reports & post to wiki
  • Make a True Fans video template & example video
  • Invite True Fans to use the system

Resources

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