[RDS-WHOIS2-RT-Leadership_Staff] RDS-WHOIS2 FY19 and Total RT Projections

Thu May 31 23:26:22 UTC 2018

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 
><rds-whois2-rt-leadership_staff-bounces at icann.org> 
>on behalf of Alan Greenberg <alan.greenberg at mcgill.ca>
>Date: Thursday, May 31, 2018 at 1:05 PM
>To: "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: 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:  ÃƒÂ¢Ã‚â‚¬Ã‚œI 
>believe the presentation in the document is not 
>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).ÃƒÂ¢Ã‚€Ã‚
>
>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:  ÃƒÂ¢Ã‚€Ã‚œThe 
>budget on the e 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.ÃƒÂ¢Ã‚€Ã‚
>
>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 
>AlanÃƒÂ¢Ã‚€Ã‚™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 Ã‚– Review Team 
>component                                   $200,000
>Professional Services Ã‚– Contraactors engaged 
>by ICANN org to support 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 TeamÃƒÂ¢Ã‚€Ã‚™s 
>substantive work, at a cost of of $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 ÃƒÂ¢Ã‚€Ã‚œstandardÃƒÂ¢Ã‚€Ã‚ 
>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 Ã‚– RT component and 
>contractor engaggedd by ICANN org).  Based on 
>the run rate during FY18, the current work plan, 
>and especially because of the 
>leadershipÃƒÂ¢Ã‚€Ã‚™s focus 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 TeamÃƒÂ¢Ã‚€Ã‚™s earlier 
>request forfor more detailed financial 
>information than what was shown on the original 
>Fact Sheet, an ÃƒÂ¢Ã‚€Ã‚œExpensesÃƒÂ¢Ã¢Ã‚€Ã‚ 
>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 ICANNÃƒÂ¢Ã‚€Ã‚™s 
>fiscal years.  We hope that 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 youÃƒÂ¢Ã‚€Ã‚™ve had 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 
>] 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.
>
>WeÃƒÂ¢Ã‚â‚¬Ã‚™ll keep 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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