Reps/SOPs/Budget/Questions: Difference between revisions

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Budget SOP rework

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-Here is a list of recommned question a budget review should consider when review a budget request:
+Here is a list of recommended questions a mentor should consider when reviewing a budget request:
-===PHASE 1: Initial Criteria to be reviewed by the Mentor/ Task force team===
+===PHASE 1: Initial Criteria to be reviewed by the Mentor===
-* Request to be made at-least 3 weeks(?) before the actual date of the event
+General questions on the event and budget:
-* Rep making the request must be up to date with his/her monthly reports
-** verify Links(blogposts, photos, press/media coverage) to the most recent event(past 3 months)
+* Request was made at least 3 weeks before the actual date of the event
-* Event goals directly aligned with the Mozilla mission and helps take it further.
+* Event goals are directly aligned with Mozilla’s goals and helps take them further
-* 3 success metrics - Straight forward goals
+* The event has at least 3 success metrics
 * Clear breakdown of expenses
-* Mentor CC'ed - feedback
 * CC'ed required parties involved directly with the event
 * Event page clearly having information like: What, When, Where, How, Why, Who - with respect to the event.
+* Do the requested break-down expenses make sense for this event? Is there something that doesn’t need be an expense?
+* Is the wanted impact clearly stated? What defined impact goal is supported with this event?
+* Are there any previous similar events? If yes, are there ideas on how to improve regarding the last events?
+* Is there an event agenda?
+* Do you think it’s possible to find local partners / sponsors to support your event?
+* Participation
+** Who will come to the event? If there are Mozillians, ask them to add their names on the event page.
+** Is there a possibility to attend online and participate?
+** Are there any sponsored Mozillians? Is it stated how the selection process for sponsored Mozillians was done?
+* Promoting
+** How and where will the event be promoted? Target audience?
+** Communication channels, social media
+** Why do you think that that many people will attend? Are there any experiences from similar past events?
+* Documenting
+** How the event is going to be documented? (blogpost, photos, twitter, press/ media presence)
-After the Budget request meets initial criteria, Mentor/ Task force team will further review by:
+===PHASE 2: Questions based on case by case===
-* asking questions
-* give ideas/ suggestions to improve the logistics of the event to get 100% positive results
-* raise concers where ever needed
-* something like how Investment planners do - results oriented
-===PHASE II: Questions based on case by case===
+Depending on the type of the event:
-Type of Budget requests:
 * Inter-community meetup
+** What are the goals for the meetup? What are the topics which make it necessary to discuss this face to face?
+** Have you identified pain points that need to be addressed?
+** How will the follow up look like? How will you track the discussed plans?
 * Regional meetup
-* Roadshows
+** What are the goals for the meetup? What are the topics which make it necessary to discuss this face to face?
-* Project Specific hackathon
+** Have you identified pain points that need to be addressed?
-* Mozilla Tour/ Campus tours
+** How will the follow up look like? How will you track the discussed plans?
-** Is the local community, Mozilla reps, aware of this event?
+* Project-specific hackathon
-** Who are the other team members(Mozillains from the region) that will be accompanying you with this proposed event?
+** Are the proposed tasks to do aligned with the team / project goals?
-** Does the above budget cover the cost of food/travel/stationary of all the team members?
+** Was the functional team contacted to help out identifying what needs to be worked on?
-** If its a multiple day event/tour, is there a tentative agenda/ plan for each day?
+** Did you talk to the team in terms of sponsoring?
-** List of places and universities that you plan to visit over this 4 days.
+** Is this project top priority for Mozilla?
-** Who is your point of contact? Is there a specific university or organization or  person(s) who are helping/coordinationg in planning this event?
+* Mozilla Tour / Campus tours
-** with you for this event? Please provide the details of the same.
+** Is the local community, Mozilla Reps, aware of this event?
-** How specifically do you hope to engage the dev community?
+** Who are the other team members (Mozillians from the region) that will be accompanying you with this proposed event?
-** Have you approached the Mozilla l10n team to see if they are interested in having the regional language localized(if already not there)?
+** Does the above budget cover the cost of food/travel/stationery of all the team members?
+** Is there a tentative agenda / plan for each day?
+** Is there a list of places and universities that you plan to visit?
+** Who is your point of contact? Is there a specific university or organization or person(s) who are helping/coordinating in planning this event? Please provide the details of the same.
+** How specifically do you hope to engage potential contributors?
+** Have you approached the Mozilla l10n team to see if they are interested in having the regional language localized (if not already there)?
 * MozCafe
-* Sprints - L10n, Addon
+** Why do you think you need to have expenses for this?
-** Do you think its possible to find local partners/ sponsors to support with your event?
+** How do you make sure that people don’t come just because there is something to get?
-* Supporting/  Sponoring a different event, to have Mozilla presence
+* Project Specific Hackathons - L10n, Addons, App days
-** partnership/ sponsorship benefits
+** Have you contacted the functional area inside Mozilla to let them know you’re having a sprint?
-** booth
+* Supporting / Sponsoring a different event, to have Mozilla presence
-** brand visibility
+** What are the partnership / sponsorship benefits?
-** Formal events
+** Will there be a booth? If so, is there a first draft on who will be at the booth at which times?
-** Informal events (non-tech attendees, non-tech event/festival)
+** Will our brand be visible to all attendees of this event? Where?
+** What are top three expected outcomes?
+** What’s your role at this event? (Organizer, speaker, attendee, ..)
+** Are there enough links which provide additional information about the event?
+** Did we sponsor this event before? If so, what were the outcomes?
+** Is the selection process clearly defined and everybody who is sponsored has an assigned part that couldn’t be done by the others?
+** What is the format of this event? (Conference, Festival, …)
+** What’s the audience of this event? (Tech, non-tech, ..)
 * Mozilla specific campaigns/contests - Online [Design Challenge]
-** Firefox Flicks
+** Examples: Firefox Flicks, Demoparty, Webmaker, Launch events / Milestones, Mozilla Spring/Fall Campaigns, ...
-** Demoparty
+** Why is this under ReMo budget?
-** Webmaker
+** Was the responsible team within Mozilla contacted to get further information and expectations?
-** Launch events/ Milestones
-** does they come under ReMo budget?
+===PHASE 3: Resources and questions for event logistics===
-* Travel Sponsorship
-** Top three things you expect from the event
+Per diem formula: In case you want to check the flight, accommodation and food costs use the per [http://weboplex.com/post/97742660476/per-diem-budget-review-guide-for-mozilla-reps per diem formula] that Regnard created.
-** Your role at the event (eg. speaker, organizer, attendee etc...)
+Useful tip: the per diem formula only works for maximum 2-3 Reps.
-**  Please explain briefly. You may want to provide links wherever needed.
 * Flights
-** What is the cheapest flight available on eg Expedia (maybe we can make this the standard search, or if there's a better site, but it is simplest if we pick one to use as the benchmark)
+** The mentor can see the cheapest flight available on [http://www.momondo.com momondo.com]
-** If not taking the cheapest flight, explain (we could have a leeway in percentages, eg 10% more than cheapest is ok, but over 10% more needs to be explained)
+** If not taking the cheapest flight, ask your mentee to explain why
-** Why flying? Is there another rep closer that should go instead?
+** Why flying? Is there another Rep closer that should go instead?
-** Distance of travel - perhaps there is a cheaper travel option for shorter distances
+** Distance of travel - perhaps there is a cheaper travel option for shorter distances (less than 4 hours)
 * Accommodations
-** We should come up with a basic set of ammenities we want our reps to have, eg we don't require them to stay in a hostel, but they don't get deluxe rooms either
+** Reps are not required on staying in a hostel but they don't get deluxe rooms either. Airbnb is also preferable.
-** Need to make a proximity vs cost metric, when should we make someone stay further away from the venue to save on costs
+** Was the possibility of multiple bed rooms considered?
 * Venue
-** Are we paying for the venue
+** Are we paying for the venue?
-** If so why this venue, is the cost comparable to others in the region
+** If so why this venue, is the cost comparable to others in the region? Did you try to get a free location? If so, why wasn’t this possible?
-** For 3rd party events, what are costs associated, eg booth fees
+** For 3rd party events, what are costs associated, eg booth fees?
-** What is the value of particating at this venue (feel free to move these questions to a better category)
+** What is the value of participating at this venue?
+** How many venues did you contact to find out the best location?
-* Participation
-** Who will come to the event? this could be checklists too
-** Special speakers? If we're asked to cover costs of having speakers come, we need some questions about why the speaker was selected and whether there is anyone else that could pay their costs, eg an employer
-* Event Goals
-** Clearer questions about how the event will benefit Mozilla, maybe this can be a checklist
-** Outreach eg teach people new to Mozilla
-** Community building eg strengthens the relationships between community members
-** Recruiting eg helps new people become part of the core community
-** Could you be more specific with regards to success metrics (it's not clear what your objective is and how you plan to measure its success?
-* Dates
-** Have a dropdown that has a choice eg event is in 1 - 2 months, less than 1 month, more than 2 months etc
-* Promoting
-** How and where will the event be promoted? Target audience?
-** Communication channels, social media
-* Documenting
-** blogpost, photos, twitter, press/ media precense
-===PHASE III: Budget is Approved --> Next Steps===
-* Payment conditions:
-* Advance payment
-* Percentage (%) advance payment -
-* Re-imbursement -
- Bug status:
-* Budget Approved  → Payment Processed → Payment Received → Pending Receipts
-* Case 1: Budget Approved and advance payment will be made, follow the below steps
-* Case 2: Please note that Mozilla will be able to reimburse the amount after the summary of the event + bills are submitted.
-* Case 3: Please note that, a percentage(%) of money will be payed in advance and the remaining will be payed after the below required steps are done:
-** provide your Paypal account details
-** scan and attach all the relevant receipts to this bug
-** Indicate the twitter hastags, Flickr photos and related blogpost of your event on this bug and at the event page.
-** report afterwards to recap the main takeaways of the events (eg. new  potential contributor signed up, new contacts made, new ideas people  have come up with during the meetup
-* Please document your experience with respect to the event as it would be really helpful to other community members to learn, to get inspired and implement the same in their region.