Creative arts envelope system (please read)

[uglyknees]

I would like everyone to know this idea came about well before today but it was implemented tonight. I had been waiting to run the envelopes into the new copier but when that hit the fun it derailed me. The printed envelope plan evolved into a slip of paper. All this really doesn’t matter.

To help us understand where and why money is coming into the pay boxes we would like to try to implement this new system (at least for a solid month). It consists of a red receipt slip and envelopes (and you using them to the best of your ability)

To use:
Please mark the items you are contributing for on it and slip it into an envelope with cash and deposit it into one of the three deposit boxes in the ca room. This includes PayPal! Consider it a sorta-receipt if you will.

Please note:
We are asking for names so we can have comparison on the logins and printer data the machines collect to see where we are with that.
The intentions are not a “gotcha” attempt at catching members- It’s the larger picture we are trying to take a more exacting look at. I hope you help us with this effort. If you have questions/comments or concerns please voice them.

Thank you to @John_Marlow for making the readability so much better and @mreynolds for taping up an insane amount of reminders everywhere.

[Photomancer]

@uglyknees Just spoke with Nichole earlier this evening, I was unable to make it in time but was told she explained my offer to lighten her load by helping with the processing of all the receipts for things that are bought.

What I’ll become the designated CA finance minion in processing these, this is what we do n the Finance Committee when we open deposits from the committees: we record where they come from and credit that committee.

What will happen now is we (me) will be internally accounting for our consumables which will help Nicole in spending/allocating money back to replacement of consumables. It will also be able to better track our “recovery rate” by class of supply. We like the honor system, it is easy and cheap to administer. We don’t like spending money on control systems - so the goal is if something needs controls and the cost warrants it, well sadly, things will get more complicated.

However, I will be keeping a spreadsheet and posting to the wiki of what has been collected and attributed to those committees. This is a level of detail that DMS’s accounting system not nor will it ever likely do so. CA is unique (yeah!) in that our diversity is also our bane - for example, Laser payments are for laser time, at most they have three categories by laser. 3D Fab has filament, CA has a multitude categories ever increasing as we become even more diversified everything form the button machine to the vinyl cutter.

These numbers will also be help show what is being consumed.

I would also like the SIG team leaders to contact me as I would like to establish the easiest way to reorder items. I would truly like to get away as much as possible from the personal reimbursement process, both from a CA perspective but also from the FC committee perspective. Goal: get ti all go through our DMS CC. Email me the details and I’ll order.

Nicole’s goal is to shorten the turnaround time from “What I need” to “You’ve got it” and have her minion do the paper work. She enjoys spending and spoiling us - she hates he paperwork. So help me, help Nicole, help you.

I discussed some other ideas for speeding up and making reordering easier, I’ll be talking with @John_Marlow (Chris) about some manual kan-ban systems for reordering. More later.

Want CA ti be a place where we focus on creating things, I’m a lousy artist but good at administering and getting systems to work. It is my vicarious way in taking part in CA. Helping our Makers Make.

Thanks. CA is really going to kick it up a notch.