[RDS-WHOIS2-RT-Leadership_Staff] [Ext] Re: RDS-WHOIS2 FY19 and Total RT Projections

Fri Jun 1 04:12:40 UTC 2018

Thanks Larisa!  I do appreciate the really quick turn-around.

I will be passing the overall plan by the entire 
RT, so hopefully if they think my scenario is off-base, someone will say so.

Although I agree that what goes into FY18/19 does 
not impact, I have too many years of budget 
planning (and justification of results!) to 
ignore it. And I sort of presume that FCM will 
bill ICANN for the travel in June which means it 
accrues in this FY, regardless of when paid. I 
admit to being a bit compulsive here!

Alan

At 31/05/2018 11:44 PM, Larisa B. Gurnick wrote:
>Alan,
>Thank you for providing your views and input on 
>the funding needs you anticipate for the 
>RDS-WHOIS2 review. Your projection of $145k for 
>FY19 seems reasonable based on the activities 
>and expectations that youâ€™ve detailed out and 
>the run-rate to date.  This means that together 
>with the actual expenditures of $123k so far, 
>the total updated budget for the RDS-WHOIS2 
>would be at $268.  At this stage, it is 
>difficult to predict exactly how much of the 
>July 2018 meeting expense would come through in 
>June vs. July and we did not attempt to forecast 
>this; regardless, we donâ€™t think that this 
>would have a significant implication for the overall RDS-WHOIS2 budget.
>
>Please note that sufficient funding is set aside 
>in the FY19 budget to cover the expected 
>$145k.  As FY19 progresses, we will provide 
>finance with updated forecast for this review – 
>this is our standard practicee.  In the 
>meantime, at our quarterly update of the Fact 
>Sheet (as of 30 June 2018), we will align with the above indications.
>
>Again, we thank you, Susan and Cathrin for your strong fiscal management.
>Best,
>Larisa
>
>From: Alan Greenberg [mailto:alan.greenberg at mcgill.ca]
>Sent: Thursday, May 31, 2018 4:26 PM
>To: MSSI Secretariat 
><mssi-secretariat at icann.org>; Larisa B. Gurnick 
><larisa.gurnick at icann.org>; 
>RDS-WHOIS2-Leadership <rds-whois2-rt-leadership_staff at icann.org>
>Cc: Chris Disspain <chris at disspain.uk>; Becky Nash <becky.nash at icann.org>
>Subject: [Ext] Re: RDS-WHOIS2 FY19 and Total RT Projections
>
>Thank you.
>
>The item is on the agenda of our plenary meeting 
>on Monday, 04 June, so if an earlier reply is 
>possible, it would be much appreciated.
>
>Alan
>
>At 31/05/2018 02:25 PM, MSSI Secretariat wrote:
>
>Dear Alan,
>
>Thank you very much for your note. I would like 
>to acknowledge receipt of your email, and to let 
>you know that Larisa Gurnick will provide a 
>response on behalf of ICANN org by 23:59 UTC on 04 June 2018.
>
>Kind regards,
>MSSI team
>
>
>From: RDS-WHOIS2-RT-Leadership_Staff 
><<mailto:rds-whois2-rt-leadership_staff-bounces at icann.org>rds-whois2-rt-leadership_staff-bounces at icann.org> 
>on behalf of Alan Greenberg 
><<mailto:alan.greenberg at mcgill.ca>alan.greenberg at mcgill.ca>
>Date: Thursday, May 31, 2018 at 1:05 PM
>To: "Larisa B. Gurnick" 
><<mailto:larisa.gurnick at icann.org>larisa.gurnick at icann.org>, 
>RDS-WHOIS2-Leadership 
><<mailto:rds-whois2-rt-leadership_staff at icann.org>rds-whois2-rt-leadership_staff at icann.org>
>Cc: Chris Disspain 
><<mailto:chris at disspain.uk>chris at disspain.uk>, 
>Becky Nash <<mailto:becky.nash at icann.org>becky.nash at icann.org>
>Subject: Re: [RDS-WHOIS2-RT-Leadership_Staff] 
>RDS-WHOIS2 FY19 and Total RT Projections
>
>Anyone????
>
>At 30/05/2018 11:20 PM, Alan Greenberg wrote:
>Here is what I see as our budget projection.
>Travel/Catering: We spent about $15k for Abu 
>Dhabi (where we thought there would be a meeting 
>and so we brought people in) and $60k for the 
>two F2F meetings we help to date. If we add to 
>the two more, July, and perhaps November to 
>finalize final report, that is another $60k, 
>presume that $20k of that for the July meeting 
>will actually be spent in FY18. Add to that $20k 
>bringing a small number of people to Kobe 
>present the final report.  Total Travel = $155k (FY17:15, FY19:80, FY19: 60)
>Professional Services - RT: It is pretty clear 
>we are not going to hire anyone to do studies. 
>Total Professional Services = $0k
>Professional Services - ICANN.org: $46k to date. 
>Let's presume another $40k. Lisa does want to 
>wind this down, but I prefer to be high rather 
>than low here. And we may want to hire a 
>technical editor to clean up the final report. 
>Total = $86k (FY18: Est 50, FY18: 36)
>That comes to $241, so round it up to $260 (FY17: 15, FY18: 130, FY19: 115).
>To all (staff and Susan/Cathrin): Where do I 
>need to add more cushion for everyone to feel 
>comfortable with this projection. At this point 
>we are $440k Under overall budget, so we have 
>PLENTY for room to ensure that we are not low-balling anything.
>My inclination is to add another roughly 30k to 
>address another F2F to handle some unpredicted 
>situation and set the FY19 projection at $145k with a total spend of $290k
>Alan
>At 20/05/2018 01:05 PM, Larisa B. Gurnick wrote:
>
>Hello Alan, Susan and Cathrin,
>Thank you for taking the time to discuss your 
>concerns about the Public Comment on Short-term 
>Options to Adjust the Timing on Specific Reviews.
>In response, we have put together the below 
>summary and information, addressing requests ## 
>153, 156 and 157 on the 
><https://urldefense.proofpoint.com/v2/url?u=https-3A__community.icann.org_display_WHO_Leadership-2BMeeting-2B-2D-2BTracking-2BTool&d=DwMFaQ&c=FmY1u3PJp6wrcrwll3mSVzgfkbPSS6sJms7xcl4I5cM&r=kbiQDH54980u4nTPfwdloDLY6-6F24x0ArAvhdeDvvc&m=cUBtigbxruXInpbg416EA6i3wg_oQTMue_Hg6IaFUPM&s=AOh1AfKiT-rnabsfgIMH-oLYa5ywL3xwHoYFxFq221o&e=>Leadership 
>Meeting Tracking Tool. [community.icann.org]
>
>Questions:
>Alan wrote in an 
><https://mm.icann.org/pipermail/rds-whois2-rt-leadership_staff/2018-May/000375.html>email 
>on Wed May 16 00:46:36 UTC 
>2018:  ÃƒÆ’Ã‚Â¢Ãƒ‚Ã¢‚Â€šÂ¬Ãƒ‚œI believe the 
>presentation in the document is notot accurate. 
>It says "the Review Team planned to defer some 
>of its work" whereas in fact the ToR says that 
>"the review team may choose to defer some or all 
>of its work in relation to the..." The work "MAY 
>is critical as we have not made any such 
>decision. as reflected in the later statement 
>"Should any work be deferred". Moreover, I do 
>not believe that the financial details presented 
>with the options are accurate (although I never 
>did receive the financial details that were 
>asked for ages ago).ÃƒÆ’Ã‚Â¢Ãƒ‚€Ãƒ‚
>
>Additionally, in an 
><https://mm.icann.org/pipermail/rds-whois2-rt-leadership_staff/2018-May/000377.html>email 
>on Thu May 17 02:00:08 UTC 
>2018:  ÃƒÆ’Ã‚Â¢Ãƒ‚€Ãƒ‚œThe budget on the e 
>Factsheet sheet shows a total of $690,000. 
>Expenses started in June 2017, which fell in 
>FY17.  As ICANN budgets annually, can you please 
>provide the details of exactly how much was 
>budgeted in FY17 and FY18 as well as the total 
>expenses for FY17 and as I previously requested 
>the FY18 expenses up until the end of April 
>(covering the 2nd Brussels F2F), as well as what 
>is in the original draft FY19 budget. If the 
>revised FY19 budget for the RDS-WHOIS2 Review is 
>known, please provide that as well.ÃƒÆ’Ã‚Â¢Ãƒ‚€Ãƒ‚ ƒâ€š
>
>ICANN org response regarding Terms of 
>Reference:  the public comment documents are 
>being updated to include the exact language from 
>the Terms of Reference. We will let you know 
>when the posting has been completed, current target is 22 May.
>
>ICANN org response regarding financial details 
>and the additional questions noted in 
>AlanÃƒÆ’Ã‚Â¢Ãƒ‚€Ãƒ‚™s <â„¢s 
><https://mm.icann.org/pipermail/rds-whois2-rt-leadership_staff/2018-May/000377.html>email 
>on Thu May 17 02:00:08 UTC 2018:
>Option B and C are estimated to result in a savings of $460,000 in FY19.
>
>RDS-WHOIS2 Review Envelope was $690,000 to cover 
>the work of the review team from start to 
>finish, regardless of the fiscal year -  consisting of:
>Travel & 
>Catering 
>$340,000
>Professional Services Ãƒ‚– Review Team 
>component  bsp;                                 $200,000
>Professional Services Ãƒ‚– Contraactors engaged 
>by ICANN org to supportort RT work             $150,000
>
>This envelope was calculated based on past 
>experience and available information at the 
>time.  Travel & Catering assumption was based on 
>21 Review Team members (the maximum number 
>according to the Bylaws). We had briefed you on 
>the RDS-WHOIS2 review envelope in July 2017, at the start of your work.
>
>FY17 - As the Review Team was appointed in June 
>2017, at the end of Fiscal Year 2017, there were 
>minimal expenses in that Fiscal Year - 
>$15,000.  Additionally, in FY17 the review 
>budget allocation was handled at an aggregate 
>basis, not by review.  The expenses of $15,000 
>related to an informal meeting that took place 
>at ICANN59 in Johannesburg.  These expenses are 
>reflected on the Travel & Catering Expenses Summary (see attached).
>
>FY18 - During the current fiscal year, the 
>Review Team had two face-to-face meetings and 
>incurred expenses of $54,000 as of 30 April 
>2018.  Some additional expenses pertaining to 
>the April 2018 meeting are expected to come 
>through in May 2018, estimated at $7,500.  The 
>Review Team has not opted to engage any outside 
>experts, therefore the professional services 
>allocation of $200,000 (Review Team component) 
>has not been used.  ICANN org has engaged a 
>contractor to support Review 
>TeamÃƒÆ’Ã‚Â¢Ãƒ‚€Ãƒ‚™s substantive work, at a cost of of $46,000$46,000.
>
>This means that since the start of the review, a 
>total of approximately $115,000 has been spent 
>as of 30 April 2018;  with an additional $7,500 
>yet to be reflected.  The expected unspent funds 
>at the end of FY18 would be $568,000.
>
>FY19 - In the FY19 budget, to achieve 
>predictability in review expenditures and 
>exercise fiscal responsibility, we planned to 
>implement a new 
>ÃƒÆ’Ã‚Â¢Ãƒ‚€Ãƒ‚œstandardÃƒÆ’Ã‚Â¢Ãƒ‚€Ãƒ‚ aƒâ€š 
>assumptimption of 10 supported travelers for 
>each review.  This assumption aligns closely 
>with the actual number of RDS-WHOIS2 team, which 
>has 10 review team members.  Thus, the FY19 
>Proposed Budget for this review is $460,000 
>(Travel & Catering $160,000; Professional 
>Services total of $300,000 Ãƒ‚– RT component and 
>concontractor engaggedd by ICANN org).  Based on 
>the run rate during FY18, the current work plan, 
>and especially because of the 
>leadershipÃƒÆ’Ã‚Â¢Ãƒ‚€Ãƒ‚™s focus onocus on 
>fiscal control, the budgudgeted amount is 
>expected to meet the needs of the review 
>team.  The RDS-WHOIS2 made significant progress while controlling costs.
>
>We understand from our Finance colleagues that 
>they will publish the FY19 Operating Plan and 
>Budget Proposed for Adoption by the Board on Monday, 21 May.
>
>To summarize, the estimated savings of $460,000 
>used for Options B and C represents the amount 
>of funding for the work of the RDS-WHOIS2 Review 
>Team that may not be needed, IF either of those 
>options would be agreed upon by the ICANN 
>community and the Review Team.  A chart 
>summarizing this information is posted below.
>
>We realize that at this late stage in FY18, the 
>cost saving in FY18 is not relevant to the 
>presented options and will remove references to 
>FY18 savings from the Public Comment 
>posting.  This applies to Option C and will be 
>reflected in the updated Public Comment.  (Same applies to ATRT3 Option C.)
>
>A detailed accounting of the actual Travel & 
>Catering expenses incurred since the start of 
>the Review has been updated to include April 
>data and is attached.  It includes expenses by 
>category (airfare/travel, hotel, per diem, and 
>catering)  by month, and supports the expense 
>figures noted above.  I highlight that in 
>response to the Review TeamÃƒÆ’Ã‚Â¢Ãƒ‚€Ãƒ‚™s 
>ešâ„¢s earlier request forfor more detailed 
>financial information than what was shown on the 
>original Fact Sheet, an 
>ÃƒÆ’Ã‚Â¢Ãƒ‚€Ãƒ‚œExpensesÃƒÆ’Ã‚Â¢ÃƒÂ¢Ãƒ‚€Ãƒ‚¬Ãƒâ€š 
>Fact Sheet was developed and has been postedd on 
>a quarterly basis since September 2017.  With 
>the help of our Finance colleagues, we have made 
>several improvements to this detailed 
>information, to align with 
>ICANNÃƒÆ’Ã‚Â¢Ãƒ‚€Ãƒ‚™s fiscal years.  We hope 
>that youyat youyou find this information 
>useful.   Please note that  it is posted on the 
>wiki as part of the quarterly updates of the 
><https://urldefense.proofpoint.com/v2/url?u=https-3A__community.icann.org_display_WHO_Fact-2BSheet&d=DwMFaQ&c=FmY1u3PJp6wrcrwll3mSVzgfkbPSS6sJms7xcl4I5cM&r=kbiQDH54980u4nTPfwdloDLY6-6F24x0ArAvhdeDvvc&m=cUBtigbxruXInpbg416EA6i3wg_oQTMue_Hg6IaFUPM&s=KIBGr5bWO8T_vkfZ5T2Z3Y7BKfYLl7vpecEOu4-0e3Q&e=>Fact 
>Sheet [community.icann.org].
>ICANN response to other items:
>The public comment documents are being updated 
>to include the actual language provided by the 
>ccNSO in their notice about their decision not 
>to appoint members to the RDS-WHOIS2 Review Team.
>
>After youÃƒÆ’Ã‚Â¢Ãƒ‚€Ãƒ‚™ve had a chad a chance 
>to review this informationion, along with the 
>upcoming publication of the FY19 Operating Plan 
>and Budget Proposed for Adoption by the Board, 
>should you have additional questions or 
>concerns, Becky Nash and I can join your 
>leadership call or make other arrangements to discuss with you when convenient.
>
>Thank you,
>Larisa
>
>Chart summarizing the financial details discussed above:
>
>]
>
>
>-----Original Message-----
>From: RDS-WHOIS2-RT-Leadership_Staff 
>[<mailto:rds-whois2-rt-leadership_staff-bounces at icann.org> 
><mailto:rds-whois2-rt-leadership_staff-bounces at icann.org>mailto:rds-whois2-rt-leadership_staff-bounces at icann.org 
>] On Behalf Of MSSI Secretariat
>Sent: Thursday, May 17, 2018 1:20 PM
>To: Alan Greenberg 
><<mailto:alan.greenberg at mcgill.ca> alan.greenberg at mcgill.ca >
>Cc: RDS-WHOIS2-Leadership 
><<mailto:rds-whois2-rt-leadership_staff at icann.org> 
>rds-whois2-rt-leadership_staff at icann.org >
>Subject: Re: [RDS-WHOIS2-RT-Leadership_Staff] Additional budget question
>
>Dear Alan,
>
>Thank you very much for your note. I would like 
>to acknowledge receipt of your requests sent to 
>us yesterday and today, and to let you know that 
>we understand the urgency of these matters and 
>are working diligently to try to address them.
>
>WeÃƒÆ’Ã‚Â¢Ãƒ‚Ã¢‚Â¬Ãƒ‚™ll keep yokeep you posted 
>on the progress we are making ttowards providing 
>you with responses on your requests.
>
>Kind regards,
>MSSI team
>
>
>
>On 5/16/18, 9:01 PM, 
>"RDS-WHOIS2-RT-Leadership_Staff on behalf of 
>Alan Greenberg" 
><<mailto:rds-whois2-rt-leadership_staff-bounces at icann.org%20on%20behalf%20of%20alan.greenberg at mcgill.ca> 
>rds-whois2-rt-leadership_staff-bounces at icann.org 
>on behalf of alan.greenberg at mcgill.ca> wrote:
>
>     To RDS-WHOIS2-RT MSSI staff,
>
>     The budget on the Factsheet shows a total of $690,000. Expenses
>     started in June 2017, which fell in FY17.
>
>     As ICANN budgets annually, can you please provide the details of
>     exactly how much was budgeted in FY17 and FY18 as well as the total
>     expenses for FY17 and as I previously requested the FY18 expenses up
>     until the end of April (covering the 2nd Brussels F2F), as well as
>     what is in the original draft FY19 budget. If the revised FY19 budget
>     for the RDS-WHOIS2 Review is known, please provide that as well.
>
>     Please log this as a formal request and 
> treat it as extremely high priority.
>
>     Alan
>
>     _______________________________________________
>     RDS-WHOIS2-RT-Leadership_Staff mailing list
> 
><mailto:RDS-WHOIS2-RT-Leadership_Staff at icann.org>RDS-WHOIS2-RT-Leadership_Staff at icann.org
>     https://mm.icann.org/mailman/listinfo/rds-whois2-rt-leadership_staff
>
>
>_______________________________________________
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><mailto:RDS-WHOIS2-RT-Leadership_Staff at icann.org>RDS-WHOIS2-RT-Leadership_Staff at icann.org
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