Processing
The process of budget requests is made up of three distinct phases:
1) preliminary screening made by the Rep's mentor
2) "filtering" made by Budget Task Force and approves/rejects budget requests <$500 USD
3) the ReMo Council approves or rejects budget requests >$500 USD
Preliminary Screening
Requesting Review using flags
- Bug wrangler (Konstantina) assigns the bug to mentor
Bug Status : NEW Bug Whiteboard : Reviewer Assigned Set remo-review flag to ?
Screening by the mentor
When screening the budget request (and the related event page), the mentor should use the assessment criteria set out in this SOP, as well their own knowledge of the Rep. This screening phase is to ensure the request is clear with solid success scenarios that can be measured. It is also an opportunity for the mentor to provide any additional details that may help the ReMo Council's final decision.
A mentor cannot decide whether or not a budget should be approved, rather, the mentor is tasked to make sure the budget request is valid for review
- If mentor considers the budget request to be valid for review:
Bug Status : NEW Bug Whiteboard : Valid for review Set remo-review flag to +
- If the mentor does NOT consider the budget request to be valid for review:
Bug Status : NEW Bug Whiteboard : NOT valid for review Set remo-review flag to -
- Disagreement of screening results
Should the applying Rep, or any other following the request disagree with the mentor, they should voice their concerns to the council via the council alias reps-council@mozilla.com
A mentor should leave a comment on the bug to briefly explain why he/she thinks that the request is valid or not valid for review, and even more importantly how it can be made better.
Filtering phase
Bug wrangler (Konstantina) will filter out those requests that are not considered relevant or appropriate. All remaining requests are then passed on to a ReMo Council member for final review and approval/rejection.
- If remo-review is + then the bug wrangler assigns the bug conditionally :
- If budget request is <500 USD then it is assigned to a regional council member
Bug Status : ASSIGNED Bug Whiteboard : Council Reviewer Assigned Set remo-approval flag to ?
- If budget request is >500 USD then it is assigned to reps-council
Bug Status : ASSIGNED Bug Whiteboard : Council approval needed Set remo-approval flag to ?
- If remo-review is - then the bug wrangler resolves the bug rejecting it
Bug Status : RESOLVED - WONTFIX Bug Whiteboard : NOT valid for council review Set remo-approval flag to -
Council Member Assignment for budgets OVER $500 USD
For budgets over $500 USD, there should still be a single council reviewer assigned.
The flag called "needs-info" should be set against it the Mozilla Reps Council alias on bugs that need council's attention. The process must be as follows:
- A SINGLE council member is assigned to the bug
- That person can ask the Rep for any obvious missing info, but needs-info? is set to reps-council@mozilla.com, causing the alias to get an email
- An e-mail is sent automatically to the council starting the discussion period which lasts for 48hrs
- After the discussion period is over, the council members have 72 hours to cast their vote on the portal.
- When voting is closed, "needs-info" is canceled and "reps-approval" is set to + or -
ReMo Council approval or rejection
• Requests < $500 USD: assigned reviewer is a member of the reps council and can approve/reject request without consulting the council
Bug Status : ASSIGNED Set remo-approval flag to + or -
• Requests > $500 USD: assigned reviewer must be a council member who is responsible for udating the request. Approval of budget can only be made if council approves with a majority.
Bug Status : ASSIGNED Set remo-approval flag to + or - Set need-info flag to ? for reps-council@mozilla.com
• Requests > $5,000 USD: assigned reviewer must be be a council member who is responsible for udating the request. Approval of budget can only be made if council approves unanimously.
Bug Status : ASSIGNED Set remo-approval flag to + or - Set need-info flag to ? for reps-council@mozilla.com
Approval comment on bug must say:
Hi [first name], thanks for submitting this request. Your request has been approved. Please follow these next steps before we can process your payment: * indicate the twitter hashtags, Flickr photos and blog posts related to your event on this bug and on your event wiki page * provide a PayPal account * scan and attach all relevant receipts to this bug Thanks and good luck for your event! Reviewers name (either a council member or a council member on behalf of the council)
Once the bug is approved the bug wrangler (Konstantina) assigns of the bug back to the requester Rep.
A denied budget is not the end of the road, and council should update budgets with suggestions as to what part of the budget (if any) they do support for revision, and resubmission in future.
Tracking and Follow-up
We are using a module system for keywords to use on the whiteboard. The bug wrangler or reviewer must use the appropriate combination of modules to clearly point to expected actions relevant to the bug.
Prefixes (only one):
- [approved]
- budget has been approved
- [rejected]
- budget has been rejected
- [closed]
- whiteboard status for resolved fixed budget. In this case STATUS changes to RESOLVED FIXED
Suffixes (multiple):
- [advance needed full]
- the full amount of funds needs to be processed in advance
- [advance needed partial]
- a partial amount of funds needs to be processed in advance
- [approved partial]
- council or the council member reviewer have approved only a partial amount of the expenses
- [waiting receipts]
- receipts are needed in order the bug wrangler to make the payment
- [waiting report and photos]
- report and photos are needed in order the bug wrangler can close the bug
- [receipts received]
- receipts have been received from the bug wrangler
- [WU needed]
- funds need to be processed via Western Union
- [XXX USD processed]
- XXX amount of money has been processed
- [special]
- In some cases, Reps will be owning an event that is already sponsored by Mozilla and as such, DO NOT require Council budget approval. For these special cases, the Reps needs to follow this procedure.
- [special deveng]
- In some cases, Reps will be owning an event that is already sponsored by Mozilla's Developer Engagement Team and as such, DO NOT require Council budget approval. These events are overseen by Robyn Chau.
- [full processed]
- bug wrangler has made a full payment
- [FR=AMOUNT]
- indicated final amount request (For example, if the final amount requested is $800 USD, then the whiteboard should indicate [FR800]