Anchor Circle
General Company Circle
Smooth Operations
People Operations Circle
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Current and Future Partners
Purpose:
Perspective of current and future (core and hub) partners well represented in strategic decisionsAccountabilities:
- Gathering input on needs, challenges and motivations of current and future partners
- Gathering data about financial sustainability and a joyful and inspiring working mode for partners
- Representing the intention of creating a sustainable and joyful working environment
- Representing the role’s perspective in strategic council meetings
- Representing personnel development needs in the strategic council
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Rep Link
Purpose:
Innerhalb des Super-Kreises übernimmt der Rep Link den Purpose des Sub-Kreises; innerhalb des Sub-Kreises ist der Purpose des Rep Links: Spannungen, die relevant für die Verarbeitung im Super-Kreis sind, zu kanalisieren und aufzulösen.Accountabilities:
- Spannungen verstehen, welche von Rollenführern innerhalb des Kreises vermittelt werden
- Spannungen erkennen, die geeignet sind, innerhalb des Super-Kreises zu verarbeiten
- Spannungen innerhalb des Super-Kreises verarbeiten, um die Einschränkungen des Kreises zu beseitigen
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Smooth Operations
Purpose:
smooth operations in the areas of travel, technical and material infrastructure, legal topics and back office activities that support the work of dG members thoroughly and sustainably
being a healthy financial backbone for dG, ensuring liquidity at all times
Accountabilities:
- Providing and developing a workspace which is fun, aesthetic and a pleasure to use
- Establishing a lean, stable and secure IT infrastructure
- Processing requests for legal advice and representing dG legally
- Designing, administering and updating a flawless financial and accounting system with clearly defined processes
- Generating an overview projections of the financial situation of dG
smooth operations in the areas of travel, technical and material infrastructure, legal topics and back office activities that support the work of dG members thoroughly and sustainably
being a healthy financial backbone for dG, ensuring liquidity at all times
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Basic Financial Bee
Purpose:
Spotless books as well as flawless invoicing and financial transactionsDomänen:
- Approval of invoices, bills, and expenses
Accountabilities:
- Reconciling bank statements once a week
- Introducing all new partners to dGs invoicing and expense billing processes
- Tracking all financial transactions via the double entry book keeping method
- Preparing timely bank transfers (e.g. VAT, wage labor costs, wages, incoming invoices)
- Preparing payments for project partners after payment of associated invoice by the customer
- Supporting other roles in resolving non-standard difficulties with payment providers or bank
- Collecting invoices for accruals and deferrals for yearly closings
- Checking and approving invoices, bills, and expenses submitted to odoo regarding correct account ledger and correct current tax provisions as soon as practical or latest necessary for fiscal timelines
- Informing a partner when s/he made spendings that were not in accordance with the "Spending Our Gold"-Policy and ask them to post the spendings in the channel for transparancy
- Informing @General Company Circle about spendings that are not in accordance with the "Spending our Gold"-Policy
- Issuing invoices for educational costs for core-partners (eg. Educational Costs, Telephone)
- Billing participants of public events based on the information by respective event role
- Collecting all expenses and bills (as pdf scan and paper)
- Clarifying questions with the role @Book-Keeper
- Informing core-, and project partners if policies or guidelines have changed
- Defining submission guidelines for expenses and bills
- Entering all necessary information into odoo and submitting expenses for approval
- Clarifying upcoming questions with the origin of the expense
- Checking relevant e-mail accounts regularly, at least twice a week
- Reconciling monthly credit card statements when provided by bank
- Reminding credit card holders to hand in missing expenses until a provided deadline, otherwise the expenses will be booked on the appropriate clearing account
- Making monthly credit card statements available on Google Drive and informing core partners about it
- Making monthly mobile phone bills available on Google Drive and informing core partners about it
- Checking whether bills and expenses correspond to the current tax provisions and ask for correction via the person which booked the expense or the supplier
- Accepting only receipts according to Expense Submission Guidance https://dwarfsandgiants.atlassian.net/wiki/spaces/SO/pages/13795476/Expense+Submission+Guidance+for+Core+Partners
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Domänen:
- monthly financial closing
Accountabilities:
- Providing an invoicing standard for external partners
- Clarifying tax questions with external partner (tax consultant)
- Training for Financial Roles regarding accounting
- Monthly Financial Closing (tax-relevant)
- Creating financial statements of all legal entities related to the organization
- Sharing accounting related information with Travel Logistics Wizard in order to allow this role to set standards
- Booking accruals and deferrels in the accounting system for quarterly closing and financial statement
- Monitoring dispatch and payment of outgoing invoices and taking necessary actions to trigger or speed up payment (Follow Up System)
- Creating odoo ad-hoc reports if demanded by relevant roles (i.e. providing data for purchase of climate certificates for the role Sustainable Dwarf or i.e. public events)
- Monitoring educational costs of core partners and triggering Accounting to issue invoice to the partner
- Checking partner ledgers for possible reconciliation on a regular base (at least quarterly)
- Following up whether outgoing invoices are sent to customers
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Accountabilities:
- Evaluating and defining the amount of profit to be distributed as PS-units among all members of the organization
- Calculating profit distribution based on according algorithm set by @Profit Distribution Architect
- Withholding the payment of an appropriate amount of D-units to ensure a sustainable cash-flow of the organization
- Processing individual partners' requests for upfront payment of d-units considering current liquidity and forecast of dG revenues.
- Providing transparency for unit transactions for all partners.
- Providing a budget and forecasts on a regular base (at least quarterly) to provide information about the financial situation to all core partners of dG
- Monitoring cash-flow and communicate steering needs with @Finance
- Defining needs for and structure of analytic accounts and informing @Basic Financial Bee
- Collecting, evaluating and prioritizing measures for cost savings
- Triggering double check (amount and effect on liquidity) by @Finance before payment of Units to partners
- Checking calculations of profit distribution using the 4-eyes principle with @Finance at least annually
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Accountabilities:
- Archiving all relevant documents and written communication with regards to employer-employee-relation, in particular when concerning payments, taxes and social insurances.
- Triggering salary payments to relevant role by providing all relevant information.
- Triggering payment management (external) to check for collective Agreement increase including level, years in level and increase of surplus
- Collecting and storing timesheet information
- Developing and regulary updating timesheet templates for all employees to be filled out, integrating a yearly feedback loop with employees to integrate user-perspective and iterate usability
- Informing and helping all employees to correctly fill out the timesheet template, specially regarding holidays, time balancing and sick leaves
- Preparing all necessary information for @Finance for the financial statement or if needed
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Accountabilities:
- Channeling the needs of current Harbor Users into a harbor usage concept for March 2022 onwards and integrating feedback of current harbor users
- Triggering responsible roles to purchase things needed
- Channeling interior design requests
- Making decision about equipment of rooms
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Lead Link
Purpose:
smooth operations in the areas of travel, technical and material infrastructure, legal topics and back office activities that support the work of dG members thoroughly and sustainably
being a healthy financial backbone for dG, ensuring liquidity at all times
Accountabilities:
- Es sind keine Accountabilities für diese Rolle definiert.
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Accountabilities:
- Providing Material and Information about the ERP Program Odoo
- Providing In-House Training for in Odoo registered Partners of the company
- Collecting feedback from all in Odoo registered Partners for improving the usability of the Software
- Communicating and mandating the external partner with programming tasks considering the spending policy in place
- Testing and implementing new features of the software
- Implementing new company processes provided by the respective role in the software
- Helping all in Odoo registered Partners as First and if possible Second Level Support
- Collecting all problems that need 3rd level Support and forwarding it to the external partner
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Office-Tech Maintainer
für introduction phasePurpose:
information about maintenance of technical devices in our office are availableAccountabilities:
- creating and updating manuals for the use of devices in the office in confluence
- providing information for user support of technical devices in the office, i.e. use and setup of the printer
- contacting service partners in case of failures or needed service (i.e. printer company)
- organizing maintenance for technical devices in the office and/or needed repairs
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Secretary
Purpose:
Betreuung und Stabilisierung der formalen Aufzeichnungen des Kreises und des Protokoll-Prozesses.Domänen:
- Alle Governance-Aufzeichnungen des Kreises
Accountabilities:
- Tactical-Meetings für den Kreis planen
- Tactical Meeting Ergebnisse festlegen und veröffentlichen
- Governance-Meetings für den Kreis planen
- Erfassen und Veröffentlichen der Ergebnisse des Governance-Prozesses des Kreises
- Interpretieren von Governance und Verfassung auf Anfrage
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Accountabilities:
- Administering contact data provided by relevant roles
- Assisting @Project Backbone in entering consistent data (workshop dates, timesheets, customer needs regarding invoicing, etc.) into odoo
- Providing assistance to @Project Backbone in preparing outgoing invoices (expenses, structure, sorting, etc.) according to the needs of the customer
- Checking sales orders monthly on not invoiced items and giving feedback to relevant roles and taking necessary actions
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Accountabilities:
- Providing and maintaining a sufficient level of office and workshop materials, trying to buy sustainable
- Distributing and administrating of dG Key Cards
- Booking books, magazines and appropriate workshop materials into libib.com on request and label them
- Administrating users for libib.com
- Providing and maintaining a sufficient level of consumable materials for Studio 11, trying to buy sustainable
- Hiring and coordinating cleaning company
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Accountabilities:
- Frequently checking the mail account "office@dwarfsandgiants.org"
- Immediately forwarding incoming mails to relevant roles/circles/channels
- Collecting, opening and checking letters, giving notice to relevant roles/persons if necessary
- Taking care of substitution in case of absences of several days' duration
- Mailing of messages (letters, parcels)
- Answering new email-requests by potential clients with a short, standardized response within 48h and including @First Responder (who handles request from this point) in the answer (cc)
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Accountabilities:
- Triggering logistics (calendar invitations, space, food…) for the Council days with the according roles
- Building the agenda and design of these days based on input from all members of the organization
- Facilitating or organizing facilitation of Council days
- Documenting relevant output and distributing minutes
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Accountabilities:
- Delivering the on boarding process (based on a guideline by Mentoring Calibration) for new members to self-organize in the dG world quickly
- Supporting a new member to channel and process tensions on request
- Organizing monthly Checkpoints with members to reflect on the match of organizational and individual needs
- Coaching the person in focus (pro-) actively with regards to possible, recommendable, desired personnel development activities including purpose fit, individual challenges, resource steering and learning opportunities
- Supporting a member to dance the act of balance that is needed to stay healthy and fulfill organizational needs.
- Providing professional leadership to @Evo Cats around professional consulting work
- Harvesting feedback from relevant roles to collect organizational view for Checkpoints
- Providing tasks to member in focus which are of relevance for realizing dG's purpose and supporting the partner's personal development.
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Membership Steward
Purpose:
Accurate, fair and legally correct relations of individuals with the organization.Domänen:
- contracts regarding membership agreements
- Salaries for job advertisements
Accountabilities:
- Contracting, updating and filing in membership agreements (Beitrittserklärungen, Arbeitsverträge) of core partners
- Calling in Tier Assignment Committee on request of any organization member.
- Serving on the Tier Assignment Committee and People and Partner Committee if required and to the extent defined by GC policy
- Taking all actions necessary to comply with dG's legal duties as an employer.
- Participating in interviews of potential partners (after first interview round).
- Maintaining a list of Tier levels of all limited partners and employee equivalent (according to total gross annual remuneration) and providing Finance with updates in case of changes.
- Maintaining a list of current postal addresses of all core partners.
- Organizing applications to update the company register (Eintragungsgesuch ins Firmenbuch) when partners join or leave dG with the notary and members of dg. Filing necessary documents in a way that is accessible to other role fillers (e.g. @Finance, @Controller, @Profit_Distribution_Architect).
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Rep Link
Purpose:
Innerhalb des Super-Kreises übernimmt der Rep Link den Purpose des Sub-Kreises; innerhalb des Sub-Kreises ist der Purpose des Rep Links: Spannungen, die relevant für die Verarbeitung im Super-Kreis sind, zu kanalisieren und aufzulösen.Accountabilities:
- Spannungen verstehen, welche von Rollenführern innerhalb des Kreises vermittelt werden
- Spannungen erkennen, die geeignet sind, innerhalb des Super-Kreises zu verarbeiten
- Spannungen innerhalb des Super-Kreises verarbeiten, um die Einschränkungen des Kreises zu beseitigen