Resource Development 6 Month Strategic Plan

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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

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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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