Management and roles of the technical Office
The main purpose of the Technical Office (TO in advance) is to work for the expansion and sustainability of decidim, the good governance of the project and the quality of the product. The TO must serve to make Decidim a high quality free software project with the maximum of technical and democratic guarantees.
In concrete terms, the tasks of the technical office are:
- To stimulate the participation of the community
- Managing the resources of the Association
- Managing the partnership policy
- Searching for new resources and projects to ensure economic sustainability
- Ensuring the quality of the contributions to the code
- Manage the strategic direction of the product
- Manage the communication and dissemination of the project
- Mapping and looking for new strategic alliances
The main areas of work of the technical office are listed below. These areas define the main axes of the team's work. The members of the TO can be dedicated to more of one area of work, this will depend on each role and the human resources available.
Area dedicated to the development and maintenance of Decidim's software.
Area dedicated to product orientation and strategic decision making.
Area dedicated to the management of grants, finance and human resources.
Area dedicated to narrative construction, communication and social media management.
Area dedicated to build and strength community participation.
Area dedicated to expand Decidim around the world and create new partnerships.
Area dedicated to raise funds to make Decidim sustainable.
In an ideal scenario, the roles necessary to ensure the proper performance of the functions of the Technical Office are as follows:
- General coordinator
- Product owner
- Lead Developer
- Senior Developer
- Junior Developer
- Administrative officer
- Human Resources Manager
- Product manager
- UX Designer
- Community coordinator
- Internationalization officer
- Community manager (head of communication)
This list allows us to draw a horizon for the future, although it will probably take a few years to stabilise all this staff.
Given the current situation, it will be necessary to prioritise which roles are essential at every step and to organise an organic growth of the TO, in order to guarantee that the Association grows in a sustainable way and in relation to the foreseen income.
The role of General Coordinator is an executive management role that must have the capacity to strategically guide the organisation to achieve the objectives defined by the General Assembly and the Coordinating Committee.
The main functions of this role are:
- Coordinate the TO team
- Define sustainability strategies
- Manage grants and funding proposals
- Manage staff selection processes
- Lead strategic partnerships
- Coordinate project implementation
- Providing strategic guidance
- Prioritise projects and tasks for the TO
- Manage the annual budget of the Association
- Manage relations and partnerships with other stakeholders
- Acting as liaison between the Coordination Committee and the TO
This role replaces the role that the presidency of the Association has had until now. Therefore, the role of the presidency will no longer be so operative and focused on day-to-day management, but will be more one of legal representation and coordination of the Association's bodies, as established in the Association's Statutes.
Ideally, these two positions should be separated to ensure that the president of the Committee can fulfil a more political role and the coordinating figure has a more executive role. In the event that the president and the coordinator can be held by the same person, the Coordination Committee will decide how to proceed.
This new organisation of the Technical Office requires us to clarify the decision-making and accountability mechanisms within the Association.
- The Coordination Committee will appoint a person as General Coordinator after an open competition.
- The Coordinating Committee shall decide which functions it delegates to the General Coordinator.
- The Coordinating Committee may remove the General Coordinator from office at any time.
- The General Coordinator shall report regularly to the Coordination Committee.
- The Coordination Committee should set the strategic direction of the Association.
- The Coordination Committee and the TO will draw up the annual action plan for the Association.
- The action plan will give the TO a strategic direction.
- The TO is responsible for implementing the annual plan.
- The Executive Office is the day-to-day decision-making body of the Association, with the following main responsibilities:
- Making decisions on projects and funds to apply for.
- Prioritising tasks and distributing work within the TO
- Managing new staff recruitment
- The General Coordinator together with the Coordination Committee will define the constitution of the Executive Office.
- The General Coordinator will be responsible for convening and managing the meetings of the Executive Office of the Association.
- In the event of any decision that exceeds its functions, the Executive Office shall refer the matter to the Coordination Committee.