OSE Organization and Operations Manual

References

1. OSE Org Chart
2. Organization Projects
3. Technical Community Manager 2013
4. Product Lead 2013
5. Documentation Manager 2013
6. Operations Manager 2013
7. Mission
8. Vision & Strategic Plan
9. Executive Director
10. Bookkeeping
11. Accounting Manual
12. Employee Handbook

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.

Problem (2): Factor e Farm Community Standards and Workshop Guidelines cannot not be written in the first person, need to re-write to ensure one voice.

Problem (3): Create Media Package or Press Kit

OSE Board of Directors

Board Nomenclature and Structure

Board of Directors

• Chair
• Treasurer
  • Usually a Board-member
  • May serve on or Chair the Audit Committee
• Secretary

Committees

• Audit Committee

Board Responsibilities and Functions

Board of Directors

• Board Resolutions

Chair

• Oversee board meetings
• Collaborate with ED to ensure Board Resolutions are effective
• Call special meetings as needed
• Collaborate with ED in preparing agenda for board meetings
• Collaborate with ED in conducting new board-member orientation
• Oversee searches for a new ED
• Assist Audit Committee
• Lead ED's annual performance evaluation
• Lead Board's recruiting of new board-members
• Act as an alternate OSE spokesperson
• Periodically consult with board-members on their roles and help them assess their performance
• Perform all duties as from time to time may be assigned by the board
• Ensure Board of Trustees are informed of corporation activities

Treasurer

• Manage Board's review of and action related to its financial responsibilities
• Work with the ED to ensure that appropriate financial reports are prepared and made available to the board
• Regularly review reports to Board on key financial events, trends, concerns, and assessment of fiscal health
• Review and present annual budget to the board for approval
• Provide financial and operational advice and guidance to the board as required
• Work with ED to ensure appropriate financial controls and processes
• May work directly with other staff to develop and implement financial procedures and systems
• Review the annual audit and answer board-members' questions about the audit
• Perform all duties of the Office of the Executive Treasurer and such other duties as may be assigned by the Chair or the Board of Trustees

Secretary

• Maintain all board records, ensuring accuracy, safety, and security
• Record and review board minutes
• Ensure all notices are duly given in accordance with the provisions of the Bylaws or as required by law
• Perform all duties of the Office of the Executive Secretary and such other duties as may be assigned by the Chair or the Board of Trustees
• Assume responsibilities of the chair in the absence of the board chair and vice chair

OSE International Organization, Mission, and Functions

OSE International Mission, Vision, and Strategic Plan

Mission

Open Source Ecology is accelerating the growth of the next economy, the Open Source Economy, that optimizes both production and distribution, while promoting environmental regeneration and social justice. We are building the Global Village Construction Set, a high-performance, modular, do-it-yourself, low-cost platform, that allows for the easy fabrication of the 50 different industrial machines that it takes to build a small, sustainable civilization with modern comforts.

Vision

• Eliminate Material Scarcity: 50 machines of the Global Village Construction Set - Village in a Box
• Freedom for All: Elimination of war, by eliminating conflict of resource scarcity
• Enabling the Human Spirit: With a community of 12 people and 2 hours of work each day, it is possible to reach a modern standard of living from local resources - an ultimate standard of human potential
• Open Invitation: Benefits of Open Source beyond software

Strategic Plan

Distributive Enterprise Platform (Present - year end 2013)

• Develop the Distributive Enterprise Platform, a scalable, open source product development methodology.

Civilization Starter Kit (2014 - 2015)

• Produce the Civilization Starter Kit upon completion of the GVCS, by effectively demonstrating the development of 6 parallel projects via the Distributive Enterprise Platform

Immersion Curriculum for Distributive Enterprise Fellows (2016 - 2018)

• Create Immersion Curriculum for Distributive Enterprise Fellows, a 2 year immersion program and curriculum for distributive entrepreneurs to build OSE economic hubs worldwide. To be built in 2016, OSE Incubator, the first training campus, graduates the first class of 12 Fellows in 2018.

OSE Incubator (2016 - 2022)

• From start of immersion training, erect new OSE Incubators on 3 year cycles, reaching 144 OSE Incubators by 2022.

OSE Campus (By 2028)

• OSE Incubators train other distributive entrepreneurs to start productive facilities within their local communities to be named OSE Campuses. OSE Campuses focus on the production of all tools relevant to creating a complete economy. The goal is to incubate 12 OSE Fellows per class. The Fellows start Campuses world-wide, reaching over 3000 total OSE Campuses by 2028.

Executive Director

ED Nomenclature and Structure

ED Responsibilities and Functions

Recruiting and Strategic Partnerships

• Recruit and on-board Executive Staff
• Develop strategic partnerships

Standards Development

• Develop documentation and development standards
• Oversee execution of standards

Structuring and Oversight

• Implements legal and financial compliance and operations
• Manage Executive Staff

Plan and Budget

• Define development plan and budget

ED Products

• Interview Question Responses by ED

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

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

• 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 Materials Requisition Form via the Materials Requisition Form Log. Upon receipt, the employee who submitted the Materials 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.
• INTERIM Protocol: Travel Expense Reimbursement Travel Expense Form Log - Executive Staff are responsible for submitting the Travel Expense Form via the 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.

Admin

• OSE Protocol Template
• July 2, 2013 note: needs revision prior to ED review - PENDING OSE Protocol: Critical, IT, Vendor, and Media Account Management
• July 2, 2013 note: ready for ED review - PENDING OSE Protocol: Positional Email Management
• July 2, 2013 note: ready for ED review - PENDING OSE Protocol: Weekly Planning and Review
• INTERIM Protocol: Selecting a Vendor, Contractor, or Service Provider - Minimum of 3 bids are required prior to selecting a vendor, contractor, or service provider
• INTERIM Protocol: Completion of Statement of Work - Authorized personnel initial Statement of Work, submit to Operations Manager for filing

Operations Products

• Materials Requisition Form Log
• Travel Expense Form Log

Technical Community

Tech Community Nomenclature and Structure

• Reports to Operations Manager

Tech Community Responsibilities and Functions

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 Protocols

• INTERIM Protocol: DPV Application to Approval process: 2013 DPV/Intern/Work Day Tracker, ensure ED approves DPVs
• INTERIM Protocol: Design Sprint Set Up: OSE Technical Team Culturing Survey

Product Lead

Product Lead Nomenclature and Structure

• Reports to Operations Manager

Product Lead Responsibilities and Functions

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

Product Lead Rules and Regulations

FeF

• Factor e Farm Community Standards

Workshop

• Workshop Guidelines

DPV

• The DPV's normal work schedule is synonymous with OSE's normal work schedule. Per 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

• INTERIM Protocol: PENDING OSE Protocol: Quality Control Sprint Management
• 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.

Documentation

Documentation Nomenclature and Structure

• Reports to Operations Manager

Documentation Responsibilities and Functions

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

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