[Owasp-leaders] New Reimbursement Procedure,

Tiffany Long tiffany.long at owasp.org
Wed Aug 30 06:43:27 UTC 2017

Dear Leaders,

As you may have read in the August Connector, the staff has been reviewing
our procedures and trying to make significant improvements to the every day
processes that are too cumbersome or too opaque.  One of the major systems
that has not worked well recently is the reimbursement system. Many of the
flaws in the previous system were were hidden through the diligent work of
our accounts person.

OWASP’s growth over the past decade has been phenomenal! We we have grown
from an idea to over 40,000 participating members, 2,000 paid or honorary
members, and a staff of 6. As an organization we have prioritized support
for volunteer-led priorities and experimentation in our dynamic community.
This means that staff has created a lattice of support procedures for
small, experimental activities that rapidly became a mainstay of OWASP. As
our needs or size changed, these procedures either remained the same or
underwent repeated limited revision.

Some of these processes were perfect for OWASP 5 or even 2 years ago, but
now need to be made more robust to support their exponentially larger
loads. During 2017 and 2018 the staff will be focusing on improving these
basic processes to increase speed, transparency and ease for our volunteers

One example of this is the OWASP reimbursement system. Currently all
reimbursements go through tata forms into a black hole until paid. The only
way for a submitter to check on the progress of their reimbursement is by
repeatedly emailing staff member. Furthermore, in many cases that staff
member must repeatedly email accounting to get an update as well. Worse,
previous, workflows were not identical across all OWASP activities. All of
this led to confusion and inefficiency.

The OWASP Staff has created a new reimbursement system that will utilize
Jira to make sure that all reimbursements go through the appropriate
workflow and that the submitter can see where their reimbursement is in the
process at any time. All reimbursement communications will be in the same
place to facilitate swift repayment. This reimbursement system will be
launched in the coming month and there are no changes to the current
funding rules. You can read more
how it will work complete with examples on the OWASP Wiki.

Tiffany Long
Community Manager
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