OSE Systems and Processes

A system is the method by which you achieve the purpose. This document shows how the various systems at OSE fit together and lists the many processes used to get the daily work done. This is based on the existing organization and should not be considered final or an impediment to improvement. In fact, all processes should be subject to continual improvement--just be sure to update the documentation to match.

This systems organization may also be useful as an organizational construct for this wiki.

Purpose

Develop and test technology to enable post scarcity economics.

Systems

Gemba (core) System

This is the system for developing the GVCS 50. Each tool can be developed using this process with the output of the system being the complete set of 50 tools ready for use by the OSE Village Experiment. Other systems, while important, exist to support the Gemba.

Inputs

• Manpower: Skilled designers and builders
• Building material
• Tools

Design

This process is as follows:

• Specifications and requirements defined (see OSE Specifications for general specs)
• Design
• Engineer for assembly
• Produce working drawings and CNC files (CAD)
• Produce BOM
• Calculate costs

Prototype

(Inputs: Design documents, CAD drawings, CNC files, BOM with costs)

• Source and purchase materials
• Gather tools and prepare workspace
• Build

Test/Iterate

(Input: prototype unit) Put the machine to work on site and evaluate it's capabilities. Test interface with other GVCS equipment. Adjust if needed documenting changes.

Document

• Check drawings and BOM for changes against the reference implementation.
• Collect and take pictures and video
• Upload material to wiki (see LifeTrac Fab Documentation)

Deploy/Replicate

With documentation available to the community machines can be built off site. As problems with the documentation are found or improvements are made the documentation should be revised on the wiki using a process similar to source code management. After a tool achieves release status further development will come from the community as FeF will be focusing on developing other tools.

Output

By year-end 2012 documentation and working reference implementation for all 50 GVCS tools

User

The OSE Village Experiment is the 'customer' for this system. Their future needs should be kept in mind at every point in the system.

Support systems

Management

• Organization Management
• Project Management
• Support Management
• System/process Design
• Planning

Personnel

• Recruiting/Networking
• Full Time
• DPV
• DRV
• Off-site team (see Bid Process)
• Expert/Researcher

Facility

• Electrical system
• Water system
• Sanitation
• Farming and Consumables
• Maintenance
• Construction

Funding

• True Fans
• Angel Investors
• Foundations

Accounting

• Tax Accounting
• Receivables
• Payables
• Expense Tracking
• Petty Cash
• Budgeting
• Reporting

Research

• Existing research
• New research

Communications/Website

• Website
• Blog
• Wiki
• Videos and media
• IRC
• Other communications and collaboration tools

PR

• News media contact
• On site liaison

Infrastructure Required

Hab Lab (housing)

See Hab Lab Project Home

Utilities

• Electrical
• Water
• Sanitation

Processes

Get New Research (Research system)

• Identify topics
• Recruit researchers
• Compile research/paper (Make available)
• Contact Gemba people who can benefit
• Make available

System/process Design (Management system)

• catalog existing systems/processes
• collect data
• plan improvement
• Test plan
• study results
• implement

DPV process (Personnel system)

• Receive DPV form
• Personnel manager reviews and inputs in database
• recommends
• Interview with Marcin if GVCS project, with Viviek if support
• Personnel manager coordinates logistics

Bid process (Personnel system)

See Bid Process

Find experts (Personnel system)

• requires contact db with network contacts listed with expertise
• if not an existing contact then call Viviek and others
• look up papers on the subject. Contact authors
• determine interest level

Construction (Facility system)

• evaluate needs
• produce site plan/specs
• design
• CAD/Engineer
• BOM/Budget
• Schedule construction
• recruit manpower
• Purchase Materials
• Build!
• Clean up

Maintenance (Facility system)

• list equipment to be maintained
• create maintenance schedule

Receivables (Accounting system)

• coordinate with funding to work out what payment are expected and method of payment.
• track status of expected income

Payables (Accounting system)

• receive invoice
• input into quickbooks
• check for authorization and delivery status
• was product acceptable?
• pay invoice
• if check over $500, Marcin signs

Expense tracking (Accounting system)

• take pictures of receipts with camera phone
• e-mail to bookkeeper
• batch and input into quickbooks
• (if reimbursement then write check/pay out of petty cash)

Petty Cash (Accounting system)

• Maintain between $2000 and $5000 in small bills
• use for small urgent OSE needs only unless exception from Marcin
• no cash without receipt
• input the receipts in batch
• count money
• if low, go to bank
• every month show Marcin report

Reporting (Accounting system)

produce monthly reports for Marcin:

• cash flow (cash in vs. cash out)
• outflow breakdown by account (itemized and summery)
• unspent budgets

Purchasing

• Obtain requirements
• if standard part:
  • determine standard supplier for part from database
• if non-standard part:
  • spec out available options
  • choose supplier based on quality, local, price
• coordinate with bookkeeper to ensure all parts can be bought within budget and within funds in the bank
• purchase item
• inform interested parties of expected arrival date
• receive item
• (follow up if items not received)

Functions and Capabilities Required

• Design Expertise:
  • For GVCS needs
  • Electric
  • Water
  • Sanitation
  • Construction.
  • Robotics
• CAD/Engineering
• Building Skills
  • Welding
  • CNC
  • Mechanical
  • Electrical
  • Hydraulic
• Technical writing
• Source Management

---

• Project planning
• Subject Expertise
• Research
• Networking
• Logistics
• Geology/Survey/Hydrology
• Architecture
• Construction Planning
• Budgeting
• Construction
• Purchasing
• Systems Administration
• Software integration/evaluation
• Web technologies
• Video Editing
• Graphic Design
• 3D modeling/animation
• Writing
• Organization

Roles/Jobs

CEO/Lead Developer

Vision keeper and leader of OSE. Filled by: Marcin Jakubowski Reports to: Community Functions and Capabilities covered:

• Management
• Budgeting
• Design Expertise

Project manager

Manages development of individual GVCS tools. Filled by: (up to 3 needed) Reports to: CEO Functions and Capabilities covered:

• Project Planning
• Budgeting
• Design Expertise

Construction manager

Manage construction of physical infrastructure for the development team Filled by: Reports to: CEO Functions and Capabilities covered:

• Construction Planning
• Construction

Fabrication manager

Manage the workshop, manage production runs, support prototyping. Filled by: Reports to: CEO, Project Managers Functions and Capabilities covered:

• Purchasing
• Logistics
• Building Skills
• Maintenance

Farmer

produces the food for the community as the main step towards health; does earthworking in preparation for the next growing season; builds fertility via bale mulching and mob grazing techniques; produces lumber; produces square straw bales with haying equipment (already secured) for superinsulation. Filled by: Reports to: CEO Functions and Capabilities covered:

• Purchasing
• Logistics
• Building Skills
• Maintenance

Machine Design/CAD/CAM

generates any design, CAD, and CAM files to support immediate machine/equipment development needs Filled by: (up to 3 needed) Reports to: Project Managers Functions and Capabilities covered:

• CAD/CAM/Engineering

Power Engineering expert

Designs and implements electrical infrastructure for workshop and FeF. Subject expert for design teams. Filled by: Reports to: Fabrication Manager, Project Managers Functions and Capabilities covered:

• Subject Expertise: Electrical
• Design Expertise: Electrical
• Building Skills: Electrical

Site manager/cook

Maintains infrastructures, coordinates logistics and feeds the team Filled by: Reports to: CEO Functions and Capabilities covered:

• Logistics
• Maintenance