[Finance-sc] Fwd: ICANN / Budget FY13 / SO-AC request process and template

Tue Dec 6 09:05:31 UTC 2011

Dear all,

please find enclosed, the email from the ICANN CFO calling for the
additional SO/AC budget requests, for FY13 budget.
Last year, you may recall that we let each region prepare its project
budget requests and we ended up having RALOs having to compete with each
other on allocation.

This year, I have heard suggestions that we, the Finance & Budget
Sub-Committee, should decide on which projects to push, or should
coordinate request together, so as to unite them into single requests.
Conference call coming up soon, but feedback on this proposed process is
welcome.

Kind regards,

Olivier

-------- Message original --------
Sujet: 	ICANN / Budget FY13 / SO-AC request process and template
Date : 	Mon, 5 Dec 2011 12:23:40 -0800
De : 	Xavier J. Calvez <xavier.calvez at icann.org>
Pour : 	Marilyn Cade <marilynscade at hotmail.com>, Chris Chaplow
<chris at andalucia.com>, "gchynoweth at dyn.com" <gchynoweth at dyn.com>,
"ocl at gih.com" <ocl at gih.com>, Lesley Cowley <lesley at nominet.org.uk>,
"raul at lacnic.com" <raul at lacnic.com>, Heather Dryden
<heather.dryden at ic.gc.ca>, "paf at cisco.com" <paf at cisco.com>,
"robin at ipjustice.org" <robin at ipjustice.org>, Byron Holland
<byron.holland at cira.ca>, "tonyarholmes at btinternet.com"
<tonyarholmes at btinternet.com>, "k.komaitis at strath.ac.uk"
<k.komaitis at strath.ac.uk>, "dmaher at pir.org" <dmaher at pir.org>, Roelof
Meijer <Roelof.Meijer at sidn.nl>, "junsec at wide.ad.jp" <junsec at wide.ad.jp>,
"asterling at aamc.org" <asterling at aamc.org>, "Metalitz, Steven"
<met at msk.com>, "stephane.vangelder at indom.com"
<stephane.vangelder at indom.com>
Copie à : 	Juan Ojeda <juan.ojeda at icann.org>, Aba Diakite
<aba.diakite at icann.org>, Janice Douma Lange <janice.lange at icann.org>,
Robert Hoggarth <robert.hoggarth at icann.org>, Julie Hedlund
<julie.hedlund at icann.org>, Heidi Ullrich <Heidi.Ullrich at icann.org>,
Jeannie Ellers <jeannie.ellers at icann.org>, Bart Boswinkel
<bart.boswinkel at icann.org>, Glen de Saint Géry <Glen at icann.org>, David
Olive <david.olive at icann.org>

All,

As a reminder, the SO-AC request process below pertains to the dedicated
budget that is set aside from the overall ICANN budget to be able to
take into account specific requests from the community for activities
that are not already included in the recurring ICANN budget. 
Please find below a revision to the timeline and process suggested to be
retained for the FY 13 Budget "additional request process". We had
originally suggested a deadline of December 9th for requests to be
submitted, so that such requests are included in the Budget framework,
currently scheduled to be posted on January 17th. Instead, we are now
proposing to desynchronize the requests timeline from the publication of
the framework, as described below. The revised deadline to submit
additional requests is therefore January 20th 2012 as indicated in
paragraph 3 below.

The process we are suggesting to retain for FY 13 is as follows:

1.     Please complete the attached request template for each individual
new resource or activity that your community is requesting. The form has
been designed to give you an opportunity to describe in detail theactual
scope of the activity you propose, how it relates to the current
Strategic Plan, and how the funds are to be implemented.

2.     We ask that you give consideration to the number of requests and
to the priority of the requests prior to submitting them. By noting the
respective priorities of your requests it will make it easier to
evaluate the requests from various community groups. Indicating all of
them with a high priority will have the opposite effect to the one
desired: it will make it more difficult to take into account any of your
requests, and/or it will lead the ICANN staff to have to prioritize your
request, obviously less adequately than you would.

3.     Please send each completed request form to the
controller at icann.org <mailto:controller at icann.org> mailbox by *January
20th 2012*.  Though all requests will be examined and processed, the
requests will be processed in the order they are received: the earlier
your requests enter the process, the more opportunity we collectively
will have for review and consideration.

4.     Each request will be reviewed by a member of the Finance within
48 hours of receipt for a first review to either (i) clarify elements of
the request if need be, or (ii) acknowledge receipt.

5.     All Additional requests will be aggregated for review and
selection. A placeholder “additional requests" envelope will be included
in the Framework for a total of US$0.5m for all requests. This is the
amount that everyone should have in mind when submitting requests. Being
a placeholder, we may decide, through the selection process, to change
the amount of the envelope suggested for additional requests, dependent
upon what conclusions the selection process (see below) reaches. If such
is the case, the revised amount will be submitted for approval by the
Board Finance Committee, and possibly by the Board.

6.     ICANN Staff will be suggesting a process to collectively
determine which of the additional requests will be retained and
incorporated into the FY 13 Budget. The objective is to conclude the
selection process with a final list of requests to be included in the
budget by the end of the Costa Rica ICANN meeting.

7.     The Board Finance Committee and ICANN Executive Staff will have
the opportunity to review the various requests and discuss them as
appropriate with community leaders throughout the entire budget process
- from publication of the Framework document through posting the draft
Operating Plan and Budget on 1 May 2012.

8.     Requests that are approved by the ICANN Board will be implemented
in FY 13 in conjunction with the ICANN staff and community work.

Additionally, for newly approved travel support, community leaders will
still need to comply with the already established process of filling out
the ICANN Constituency Travel template prior to travel to an ICANN
meeting or approved alternate meeting.

Our Finance Team is committed to the transparency of the objectives,
outcomes and expenditures for each funded request.  Detailed
implementation plans and finance tracking of each activity and
expenditure will greatly improve the likelihood that we will achieve
that transparency goal.  All approved requests will be located within a
“Community Support Services” budget category and will be documented,
tracked and expensed.  

If you have any questions about these processes or thetemplate, please
contact the Finance Team through controller at icann.org
<mailto:controller at icann.org>. This email address will help us manage
the documentation and review process and will ensure that your questions
are promptly addressed.

To ICANN policy support staff: at the next opportunity, please check
with the addressees above that they have effectively received my email
as this will be the first email to a number of them. Thank you.

Thanks.

Sincerely,
Xavier

Xavier Calvez
ICANN – Internet Corporation for Assigned Names and Numbers
CFO
Office: +1 (310) 301-5838
Cell: +1 (805) 312-0052
E-fax: +1 (310) 957-2348

4676 Admiralty Way, Suite 330
Marina Del Rey, CA 90292
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