Difference between revisions of "Old Hardware Grants Howto"
m |
|||
Line 12: | Line 12: | ||
==Detailed Instructions== | ==Detailed Instructions== | ||
− | * The application process: An organization (the "Requestor") can only request a grant via the form on the grants web page http://freegeek.org/grants.php. This both creates a ticket in the Request Tracker (RT) and sends an email to the grants list. Requestors get no confirmation of receipt. (The grants list is found at http://lists.freegeek.org/listinfo/grants, and the ticket tracker is at http://todo.freegeek.org | + | * The application process: An organization (the "Requestor") can only request a grant via the form on the grants web page http://freegeek.org/grants.php. This both creates a ticket in the Request Tracker (RT) and sends an email to the grants list. Requestors get no confirmation of receipt. (The grants list is found at http://lists.freegeek.org/listinfo/grants, and the ticket tracker is at http://todo.freegeek.org/. |
* Everyone working on the grant committee should be on the list and have a HardwareGrants RT account as well. Anyone on the grants group may perform the following grant-application processing. | * Everyone working on the grant committee should be on the list and have a HardwareGrants RT account as well. Anyone on the grants group may perform the following grant-application processing. | ||
* When a grant arrives, it needs some massaging. | * When a grant arrives, it needs some massaging. |
Revision as of 11:03, 8 December 2005
Quick Guide:
Most grants are for computers. This is a rough overview of the process. The process is still in development and we will try to streamline it, but as people learn it, we will be able to get a current status of all our outstanding requests easily.
- The application process
- Grant arrives: RT hygeine and application-checking
- Is it an instagrant?
- Grant meeting: the grants and their shepherds
- Denying a grant
- Filling a grant
Detailed Instructions
- The application process: An organization (the "Requestor") can only request a grant via the form on the grants web page http://freegeek.org/grants.php. This both creates a ticket in the Request Tracker (RT) and sends an email to the grants list. Requestors get no confirmation of receipt. (The grants list is found at http://lists.freegeek.org/listinfo/grants, and the ticket tracker is at http://todo.freegeek.org/.
- Everyone working on the grant committee should be on the list and have a HardwareGrants RT account as well. Anyone on the grants group may perform the following grant-application processing.
- When a grant arrives, it needs some massaging.
- The Subject should be changed to the organization name.
- The Requestor should be changed to the requestor's email address (and the existing one removed).
- The application should be checked to see if all important questions are answered and if it's a valid
- If it's not a valid request (It's for an individual, a for-profit business, it's a request for money or a copy of Win2k):
- Take the ticket
- Change ticket GrantStatus to Denied
- Email the requestor with the reason
- Change ticket Status to Resolved.
- When a grant comes in, someone needs to go to the ticket tracker, and:
- change its initial GrantStatus to "Requested"
- Edit the subject (title of the request) and make it distinguishable from all the other requests, probably by including the organizational name
- When a grant comes in, someone needs to go to the ticket tracker, and:
When this is done, reply to the grant on the list, make the title of your post match the new title of the request, and include a link to the ticket in the post.
- A request needs a "shepherd" to go anywhere. If you want to shepherd a grant thorugh the process, you should go to the ticket tracker and "Take" the ticket. This makes you the shepherd. Once you are a shepherd, you are committing to getting the grant through to approval and disbursion (or denial).
- The shepherd (or someone else if there is no shepherd yet) needs to read the grant and determine if we have all the information we need to proceed.
- If you find that information is lacking, you should reply to the requestor and change the GrantStatus to "NeedsClarification" in the ticket tracker.
- If you find that all the information is there, change the GrantStatus to "Pending" in the ticket tracker.
- The grants group meets monthly to determine the fate of all pending grants. After this meeting, anyone shepherding a grant request may:
- Change its GrantStatus in the ticket tracker to "Denied", and the Status to "Resolved", if the request has been denied.
- Set its GrantStatus to "Approved", if the request has been "Approved." (Do not "Resolve" the ticket at this point.)
- Contact the requestor and inform them of the decision.
- When a grantee comes and gets an approved grant, the shepherd needs to:
- change the GrantStatus in the ticket tracker to "Finished"
- change the basic ticket status to "Resolved" the ticket (this way, we can say that all requests with a GrantStatus of "Approved" are still in limbo and need to be picked up)
- complete the associated Quality Control (QC) Sheet (for systems), or note gizmo numbers for data entry (for other hardware)
- if necessary, assign a "Recipient ID" to the Grantee in the FGDB
- InstaGrants happen between meetings. If an instagrant happens, it should be entered into the ticket tracker with a GrantStatus of "InstaGranted". When the equipment is disbursed change the GrantStatus to "Finished," "Resolve" the ticket, assign a "Recipient ID" if necessary, and provide for updating the status of the granted equipment in the FGDB, as above.
- If a shepherd moves on to other pastures and leaves his requests behind, someone needs to go through his tickets and change all their GrantStatuses to "Orphaned".
Non-computer grants can be treated just like computer grants. If, for some reason, the web form doesn't serve the purpose, a new ticket can be made in one of two other ways:
- Send an email to hardware-grants@freegeek.org . The subject of your email will become the title of the request.
- Go to the ticket tracker and enter it using the web interface.
During the course of a requests lifespan, it is often good to comment on the request, adding a note that contains information about how the request needs to be implemented for instance. This can be done in one of two ways:
- Through the web interface
- By sending an email to hardware-grants@freegeek.org with a subject that contains a string like "[freegeek.org #123]" (where 123 is the ticket number).
Grant Statuses defined
There are several GrantStatuses a grant might have at any given point:
- Requested
- Grant submitted but not yet reviewed.
- NeedsClarification
- We are missing crucial information and need clarity to proceed.
- Pending
- We have all information necessary, but have not yet decided.
- Denied
- We have denied the grant request.
- Approved
- We have approved the grant request and assigned it a shepherd.
- Provisional
- We have approved the grant request, but there is no shepherd yet.
- InstaGranted
- We have decided to give the hardware out before the next meeting.
- Finished
- The equipment has been disbursed.
- Orphaned
- The shepherd for this grant has abandoned it.