Ops Scope

Context

The contract

Enspiral Foundation Limited via the Board has contracted the Ops team (Optimi) to provide a range of back office and administrative services. This is a summarised version of the agreed scope of work.

Optimi is an Enspiral financial sponsor founded by Malcolm Colman-Shearer in 2015 to enable organisations to spend more time working on the stuff that matters by optimising organisational systems and processes.

Contracted work

Banking and Xero - Financial Admin

Process invoices and bills and keep bank accounts reconciled to Xero
Make payments for monthly fixed costs
Pay out Cobudget buckets when requested.
Chase any overdue invoices
Work with the accountants
Keep an accurate record of how much we have in all Foundation accounts

General Inquiries

Respond to emails coming to foundation@enspiral.com
Look after decentralised system that sends contact requests to Slack
Ops can also be contacted via the Slack channel #ops_chat internally

Manage members

Process requests from node hosts to add new members
Keep list of ~~contributors~~ members up to date
Offboard members who are leaving

Manage Tools

Serve as SaaS admin for all Foundation platforms

Manage Foundation Stewards

Run annual foundation steward re-opt-in process
Manage issue and forfeiture of shares in the Foundation

Company Support

Compliance paperwork for AGM and Shareholder meetings
Manage Enspiral Foundation Ltd on the Companies website
Maintain a shareholders register
Manage document signing for shareholder resolutions

Collaborative Funding

Ensure all members are added to Cobudget
Distribute funds in Cobudget according to requests from the Board
Update buckets when paid out

Role Optimisation

Manage and prioritise a roadmap of identified and suggested improvements to Foundation processes
Make improvements within scoped budget to provide increased value to Enspiral Foundation
Update the FAQ, help, and onboarding documentation when possible

Enspiral Handbook