[Global_chapter_committee] All things Schwag - "open" requests and processing

Kate Hartmann kate.hartmann at owasp.org
Tue Jul 5 12:30:18 EDT 2011


This is exactly the kind of thing I am researching.  I had not considered Amazon.  I am waiting currently for a connection with our current vendor to hopefully leverage our existing relationship.  

Kate Hartmann
OWASP Operations Director


On Jul 5, 2011, at 11:35 AM, Jason Li <jason.li at owasp.org> wrote:

> All,
> 
> At the risk of once again stepping into the fray of a discussion that I don't have all the context for (i.e. membership), I'd like to make the following proposal.
> 
> Note that I'm literally composing this off the top of my head - so I haven't thought through all the details - but I think it's a reasonable idea for us to consider as an organization.
> 
> Here are what I see as the current challenges to distributing OWASP schwag:
> 
> * Storage of schwag - my understanding is that we store schwag instead of ordering it on demand because (1) we get bulk pricing and (2) most producers won't create micro-orders
> 
> * Distribution of schwag - since we're storing the schwag, we need to be able to send it promptly to events.
> 
> * Expense tracking - schwag costs money - plain and simple. In order to make sure we are not exhausting OWASP resources, we need to be smart about how much schwag we give away at events. Local event planners are in the best position to decide how much and what type of schwag they need and they are also in a position to look at how the costs of that schwag can be supported by their event budget (I am assuming that local events pay for the schwag out of their budgets?). So we need a way to accurately track what is being sent to local event organizers.
> 
> * Inventory tracking - we need to accurately know how much schwag we have so we know when supplies are low. It's also helpful to see what items are popular and what aren't so we don't order them again in the future.
> 
> I would like to propose that we leverage Fulfillment by Amazon (http://www.amazon.com/gp/help/customer/display.html?nodeId=200229160) to help us with these challenges.
> 
> Using this strategy, I would envision the following:
> -1) Setup an OWASP Amazon store
> 0) Support staff sends all of our current inventory to Amazon Fulfillment and works with CCCs to establish appropriate pricing
> 1) Conf/Chapt Committees (CCCs) work with support staff to identify future desirable OWASP schwag items
> 2) Support staff researches vendors to supply such schwag in bulk and presents to CCCs
> 3) CCCs selects from available options and support staff orders items and ships directly to Amazon Fulfillment
> 4) Items are priced at cost (including Amazon transaction and storage fees)
> 5) Event organizers browser the OWASP store on Amazon to find descriptions and prices of what they want so they can fit it into their budget
> 6) CCCs and support staff provide individualized coupon codes to event organizers so that they don't have to pay directly. Instead, the expense is incurred by the OWASP Store which is backed by the Foundation budget
> 7) Event organizers use this code to  purchase items directly from Amazon which tracks inventory and manages delivery
> 8) Invoice gets generated by Amazon so we have an accurate amount to charge back to the event budget
> 
> This strategy has the following benefits:
> * Can be done *immediately* with our current inventory, while the CCCs look for partnerships with new vendors and schwag producers
> * We leverage a service that has the power/experience to perform distribution and inventory
> * We get detailed invoices and expenses done automatically
> * We get accurate inventory management
> * And now *anyone* can "buy" OWASP promotional material - and as long as we are diligent about pricing the items correctly, it can even be a potential source of fundraising revenue (instead of a $50 membership, buy a $5 OWASP pen or a $15 OWASP cap!)
> 
> Again, I don't expect this strategy to solve all of our problems, and I am jumping into this discussion without full context or history. But I would like to see some creative, constructive solutions rather than bicker about policy and areas of responsibility.
> 
> -Jason
> 
> On Tue, Jul 5, 2011 at 10:51 AM, Kate Hartmann <kate.hartmann at owasp.org> wrote:
> Mark, I am not disagreeing with you other than to say that we need a better solution than having one person responsible for this.  Considering our global scope and increasing size, it makes more sense to allocate our resources to more important problems than pens and lanyards.
> 
>  
> 
> I am looking for a long term, global solution.  Asking Sarah to manage this is about as appropriate as asking you to do it.  There are more important and mission critical things she can be doing.  Having done this for several years, I know that it sounds like it’s really easy to manage goodie requests (or at least it should be), but when you factor in trying to navigate different pricing schemes from different vendors, working on setting up a European storehouse, worrying about which budget it comes from or if it needs to be billed to a committee, chapter, person, vendor, sponsor, etc, not to mention if it’s attached to an event (local or global) – it’s bigger than you think.
> 
>  
> 
> It’s not the right thing to do to just push this off onto Sarah.  OWASP resources are too valuable.  So, I will continue to lick stamps and send out what you tell me to until a better solution can be arranged. 
> 
>  
> 
> Kate Hartmann
> 
> Operations Director
> 
> 301-275-9403
> 
> www.owasp.org
> 
> Skype:  Kate.hartmann1
> 
>  
> 
> From: Mark Bristow [mailto:mark.bristow at owasp.org] 
> Sent: Tuesday, July 05, 2011 10:13 AM
> To: Kate Hartmann
> 
> 
> Subject: Re: All things Schwag - "open" requests and processing
>  
> 
> FYI I see this AS "outsourcing" it to Sarah.
> 
> On Tue, Jul 5, 2011 at 10:11 AM, Mark Bristow <mark.bristow at owasp.org> wrote:
> 
> Sara is doing that as well with new stock items (not the existing stuff).  But some things are coming directly from vendors and it's causing confusion who has sent what, when etc....
> 
>  
> 
> On Tue, Jul 5, 2011 at 9:39 AM, Kate Hartmann <kate.hartmann at owasp.org> wrote:
> 
> What's your point?  I am saying, we need to solve the confusion globally, and that I will, since I have access to everything now, send out what I'm told.  Until we can outsource order fulfillment I will lick the stamps.  Who else is doing that?
> 
> 
> 
> Kate Hartmann
> 
> OWASP Operations Director
> 
>  
> 
> 
> On Jul 5, 2011, at 9:19 AM, Mark Bristow <mark.bristow at owasp.org> wrote:
> 
> Kate,
> 
> Actually right now we have two people doing a similar task.  I believe consolidating will help improve tracking and efficiency.
> 
> -Mark
> 
> On Tue, Jul 5, 2011 at 9:29 AM, Kate Hartmann <kate.hartmann at owasp.org> wrote:
> 
> Moving the requests from one person to another, does not solve the problem, it only moves it.  The idea of outsourcing this has come up before so I am revisiting that.  
> 
>  
> 
> In the meantime, since I have easier access to the items, just tell me what needs to go where and I will send it out.  You can track it however works best for you.
> 
> Kate Hartmann
> 
> OWASP Operations Director
> 
>  
> 
> 
> On Jul 2, 2011, at 10:09 AM, Sarah Baso <sarah.baso at owasp.org> wrote:
> 
> Kate,
> 
> Yesterday was a long day with lots of email flying around.  I am sorry if I came off as rude, that was not my intent. At the core, I think you and I are trying to accomplish the same thing - an efficient and accurate way to make sure everyone who requests promo merch (within reason) gets what they request in a timely manner. Additionally, we need to be tracking the proper amount to bill the chapter, conference, or committee appropriately. 
> 
>  
> 
> Maybe I am the only one that thinks the system we have isn't working well? Do you feel like things are going ok?  I thought part of the intent in me taking over this was also to alleviate you of some of the work associated with schwag requests, but I don't think that is happening (I really am not the one who can answer this though).
> 
>  
> 
> To do: for sarah to follow up with committees
> 
> We need a list of merchandise that we are consistently "reordering" and separate that from "closeout" merch that we are not reordering 
> 
>  
> 
> Merchandise request workflow
> 
>  
> 
> 1. Individual submits request for merch on form
> 
> 2. Sarah checks form and estimates cost
> 
>     a. If a conference related request, make sure event is entered into OCMS and has been approved by the conference committee
> 
>     b. If a chapter-related request, clear it through the chapter committee (the committee decided that requests under $200 can be approved by Tin and   over must be approved by the committee)
> 
>  
> 
> 3. Sarah follows up with person making request to let them know we received request and status (if need to enter into OCMS, if waiting on committee approval, need additional info, or ready to be mailed, etc) and CC's Kate
> 
>  
> 
> 4. Sarah sends another email if confirmation of request was not processed in step #3 - letting them know we have everything we need and will ship, CC Kate
> 
>  
> 
> 5. Kate sends merchandise and ...
> 
> a. CCing recipient and Sarah with Shipping info
> 
> b. Email Sarah confirming what and how much was shipped - email can be as simple as "Sent what was requested on form."
> 
>  
> 
> I feel like items #4 and #5b need some work. When there are follow up items on their request list,  I am not sending follow up emails in a timely fashion; when things are shipped, I am not sure on what things were actually shipped.  I see 3 solutions: first, we try this workflow again, second, we revise the spreadsheet so you can enter the information directly when you send, or third, I send out the merchandise.
> 
>  
> 
> Mark would clearly prefer the 3rd option and I tend to agree, but am willing to hear your input on this if you would rather go forward with something else.
> 
>  
> 
> Regards,
> 
> Sarah
> 
>  
> 
> On Fri, Jul 1, 2011 at 2:48 PM, Kate Hartmann <kate.hartmann at owasp.org> wrote:
> 
> So, propose your solution and I will work within those guidelines as long as it supports our mission and our chapter leaders.
> 
>  
> 
> Kate Hartmann
> 
> Operations Director
> 
> 301-275-9403
> 
> www.owasp.org
> 
> Skype:  Kate.hartmann1
> 
>  
> 
> From: Sarah Baso [mailto:sarah.baso at owasp.org] 
> Sent: Friday, July 01, 2011 3:31 PM
> To: Kate Hartmann
> Cc: Mark Bristow; Tin Zaw; alison mcnamee
> 
> 
> Subject: Re: All things Schwag - "open" requests and processing
> 
>  
> 
> Yes, you did tell me that all those items were what was "in stock" but also was not aware that we had decided not to reorder them.. clearly some are reordered and others are not (i.e. pens and notepad are reordered...green polos from appsec x in 2xxx will not be reordered), I wasn't clear on the podcast DVDs so that is why I am asking for clarification.. when you say "I gave you all the podcast dvds during appsec eu" does that mean we can't get more or don't want to get more? 
> 
>  
> 
> Also re: final costs, yes i understand that you need that info from the vendor.. however, for the other items that you sent Nick like pens and lanyards, I just need confirmation that you sent 150 of each (which is what he specified on the form) + he requested 150 notepads (did you send these too)? As a general rule, just a confirmation (in addition to the shipping info, which i have been receiving), some confirmation that you either sent what was requested or how you modified it would be great.
> 
>  
> 
> Finally regarding ordering the schwag and shipping it, I am not going to order stuff myself to have here if you are also stocking up on it.. that seems pointless. Shouldn't we have one of us ordering/reordering instead of duplicating efforts?
> 
>  
> 
> Thanks
> 
> Sarah
> 
> On Fri, Jul 1, 2011 at 2:12 PM, Kate Hartmann <kate.hartmann at owasp.org> wrote:
> 
> Sarah, when this was set up, we reviewed standard items and recordable items.  I took an inventory of what we had “in stock” and out of that came the request form.  I copied you on the ups deliveries for the items sent.  We had discussed shipping out what was “in stock” first and I believe it was fairly clear when discussing the DVDs for AppSec EU that they would be purchased by the Industry Committee. 
> 
>  
> 
> I don’t know final costs until I get an invoice from the vendor – I have also said that before.  An estimate was given prior to the order.  this was clarified with Nick who choose to order the black shirts for an additional cost rather than receiving shipment of the “in stock” polo shirts.  Just got the vendor invoice from New Zealand last week – thus the notification of the $121 with clarification from Alison.  The estimate for the bottle openers was sent around and approved as well – prior to them being ordered.
> 
>  
> 
> You can order whatever you want to.  I had given you the introduction to Susan at Konik two months ago (as well as doing the same for Lorna for AppSec US)  I think I also did this for John Payton at Rocksports.  If not, I will be sure to do that.
> 
>  
> 
> What else would you like me to do?  I believe I have been compliant and responsive. 
> 
>  
> 
>  
> 
> Kate Hartmann
> 
> Operations Director
> 
> 301-275-9403
> 
> www.owasp.org
> 
> Skype:  Kate.hartmann1
> 
>  
> 
> From: Sarah Baso [mailto:sarah.baso at owasp.org] 
> Sent: Friday, July 01, 2011 3:01 PM
> To: Kate Hartmann
> Cc: Mark Bristow; Tin Zaw
> 
> 
> Subject: Re: All things Schwag - "open" requests and processing
> 
>  
> 
> So does that mean we can't get more or aren't getting more?  We really need a standard list of what we are reordering and what we aren't. This is something I would like the permission to work out with both conferences and chapters -- what would they like us to keep on hand as standard items.  Does this work for you if I coordinate it with those committees?
> 
>  
> 
>  
> 
> On Fri, Jul 1, 2011 at 1:51 PM, Kate Hartmann <kate.hartmann at owasp.org> wrote:
> 
> I gave you all the podcast DVD during AppSec EU
> 
>  
> 
> Kate Hartmann
> 
> Operations Director
> 
> 301-275-9403
> 
> www.owasp.org
> 
> Skype:  Kate.hartmann1
> 
>  
> 
> From: Tin Zaw [mailto:tin.zaw at owasp.org] 
> Sent: Friday, July 01, 2011 1:48 PM
> To: Sarah Baso
> Cc: Mark Bristow; Kate Hartmann
> Subject: Re: All things Schwag - "open" requests and processing
> 
>  
> 
> I got the items I requested.  Thanks!
> 
> On Jul 1, 2011 12:55 PM, "Sarah Baso" <sarah.baso at owasp.org> wrote:
> > Kate -
> > Here are the open OWASP merchandise requests that i have questions on:
> > 
> > 1. Nick Freeman - what did you send him and what were the final costs of the
> > special items you ordered?
> > 
> > 2. Mohd Fazli - lets send 150 of each pens, notepads and stickers (total
> > $277.50), then if we can work out to order him 5 books to raffle (est $60)
> > that would be perfect. Obviously it will be a higher shipping cost for this
> > event. Just let me know what the total number of each item is that you
> > send.
> > 
> > 
> > 3. Martin Knobloch - what have you sent him (i.e. for the Chaos
> > Communication Camp) that should be charged to either chapters or
> > conferences?
> > 
> > 4. Tin Zaw - did you send the items as requested on the spreadsheet (or were
> > the items/quantity of items different)?
> > 
> > 5. Blackhat/Defcon - total cost of the $3000 bottle openers?
> > 
> > 5. Lucas Ferreira - 100 stickers ($25.00) and 5 OWASP books to raffle off
> > (approx. $12.00/each = $60) = total $85.00 - OWASP outreach at the seginfo
> > conference in Rio de Janeiro, Brazil, bill to Conf. Committee.
> > 
> > 6. Josh Sokol - requested for LASCON - 2 black shoulder bags (@$4.00 each =
> > $8.00), 2 khaki ball caps (@$11.00 each = $22.00), 100 pens (@$0.75 each =
> > $75.00), 100 notepads ($0.85 each = $85.00), 10 podcast DVDs (@5.00/each =
> > $50), 100 stickers ($0.25 - $25.00) = *TOTAL $265.00 (Bill to Lascon)*
> > 
> > 
> > Thanks in advance for clarifying on each of these.
> > 
> > Sarah
> > 
> > -- 
> > Dir: 312-869-2779
> > skype: sarah.baso
> 
> 
> 
> 
> -- 
> Dir: 312-869-2779
> 
> skype: sarah.baso
> 
>  
> 
> 
> 
> 
> -- 
> Dir: 312-869-2779
> 
> skype: sarah.baso
> 
>  
> 
> 
> 
> 
> -- 
> Dir: 312-869-2779
> 
> skype: sarah.baso
> 
>  
> 
> 
> 
> 
> -- 
> Mark Bristow
> (703) 596-5175
> mark.bristow at owasp.org
> 
> OWASP Global Conferences Committee Chair - http://is.gd/5MTvF
> OWASP DC Chapter Co-Chair - http://is.gd/5MTwu
> AppSec DC Organizer - https://www.appsecdc.org
> 
> 
> 
> 
> -- 
> Mark Bristow
> (703) 596-5175
> mark.bristow at owasp.org
> 
> OWASP Global Conferences Committee Chair - http://is.gd/5MTvF
> OWASP DC Chapter Co-Chair - http://is.gd/5MTwu
> AppSec DC Organizer - https://www.appsecdc.org
> 
> 
> 
> 
> -- 
> Mark Bristow
> (703) 596-5175
> mark.bristow at owasp.org
> 
> OWASP Global Conferences Committee Chair - http://is.gd/5MTvF
> OWASP DC Chapter Co-Chair - http://is.gd/5MTwu
> AppSec DC Organizer - https://www.appsecdc.org
> 
> 
> _______________________________________________
> Global_chapter_committee mailing list
> Global_chapter_committee at lists.owasp.org
> https://lists.owasp.org/mailman/listinfo/global_chapter_committee
> 
> 
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