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.

Ops

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 [e-mail]

• 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