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

Operations

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

• INTERIM Protocol - TO DO

Accounting

• 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 Material, RFQ, & Work Requisition Form via the Material, RFQ, & Work Requisition Form Log. Upon receipt, the employee who submitted the 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.
• 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.

Public Relations, Media

• July 2, 2013 note: ready for ED review - PENDING OSE Protocol: Wednesday Blog Update
• 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 Problem (3)
  • Operations Manager direct interviewee to Documentation Manager's audio-visual material repository, High Resolution GVCS Media.
  • Operations Manager accept and load pre-interview questions onto the FAQ: 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

• 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.
• 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.
• INTERIM Protocol: Prototype Assessment
  • Product Lead is responsible for completing Prototype Assessment 2 weeks after build completion unless directed otherwise.

Product Lead Products

• Hablab Chore Chart & Laundry Schedule
• Prototype Assessment

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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