# Core Processes

#### Payment Management

Purpose: Ensure timely and accurate disbursement of funds to circle members and awarded teams.

Responsibilities:

* Make test payment
* Update members wallet addresses for payment
* Review and validate entries (Auditing)
* Approve payments
* Ensure accurate and timely execution of payment batches

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#### Awarded Teams & Projects Info Management

Purpose: Maintain up-to-date records of awarded and non-awarded teams across funding rounds on the portal website.

Responsibilities:

* Collect new data through form submission
* Update website, internal DB, and reports
* Coordinate with points of contact for updates
* Tools:
* Wordpress, Google Sheets

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#### Process Identification for Automation Initiatives

Purpose: The Operations Circle identifies manual efforts and develops processes to reduce them, rather than building the automation tools themselves.

Responsibilities:

* Identify repetitive tasks
* Design processes to reduce repetitive tasks
* Coordinate updates with IT or relevant devs

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#### Website & Content Management

Purpose: Keep public and internal-facing content accurate and timely.

Responsibilities:

* Identify content needing updates (circle pages, events, blogs, etc.)
* Prepare and validate content
* Publish updates

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#### Data Reporting & Analytics

Purpose: To maintain circle alignment and ensure progress is made through transparent and insightful data.

Responsibilities:

* Data Analysis: Analyze collected data to identify trends, patterns, and insights related to operational efficiency, payment processing times, and other relevant metrics.
* Report Creation: Develop regular and ad-hoc reports that visualize and communicate key data insights to the Operations Circle and relevant stakeholders. Reports should be clear, concise, and actionable.
* Distribution and Communication: Establish a clear distribution cadence for reports and dashboards, ensuring timely delivery to relevant stakeholders. Communicate findings and insights effectively during weekly meetings and via async channels.
* Identify Areas for Improvement: Utilize data insights to identify bottlenecks, inefficiencies, and areas for potential process improvements within the Operations Circle.
* Track Progress of Initiatives: Monitor the impact of implemented changes and initiatives through data analysis, tracking progress towards established KPIs and OKRs.

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#### Documentation

Purpose: To establish and maintain a comprehensive and easily accessible repository of all operational processes, guidelines, and key information, ensuring consistency, clarity, and knowledge sharing within the Operations Circle and with other stakeholders.

Responsibilities:

* Identify and document all core operational processes, workflows, and procedures, including step-by-step instructions, decision points, and responsible parties.
* Create and maintain up-to-date documentation for tools and technologies used by the Operations Circle.
* Develop and organize training materials, onboarding guides, and FAQs for new and existing team members.
* Ensure all documentation is stored in a centralized, easily accessible location (e.g., Google Drive) with a clear and consistent naming convention.
* Regularly review and update existing documentation to reflect process changes, new information, and best practices.
* Establish a process for version control and archiving of outdated documentation.
* Collaborate with other Circle members and stakeholders to gather information and ensure accuracy of documentation where necessary.
* Communicate updates and additions to documentation to the relevant teams.
* Maintain a log of all documentation, including creation dates, authors, and revision history.
* Ensure documentation is user-friendly, clear, and concise.

#### Inter-Circle & Community Communication

Purpose: To ensure transparency and maintain community alignment by proactively communicating all significant Operations Circle process updates, outcomes, decisions, and relevant status updates to the broader DeepFunding community and other Circles.

Responsibilities:

* Filter and Select Updates: Identify and select key operational updates, process changes, completed initiatives, and important outcomes that are relevant and necessary for community awareness.
* Utilize Communication Channels: Distribute updates via appropriate community channels (e.g., Mattermost).
* Gather Feedback: Monitor community channels for questions, feedback, or concerns regarding the updates and relay them back to the Operations Circle for discussion.
* Maintain a Communication Cadence: Establish a regular schedule (e.g., bi-weekly or monthly summary) for sharing updates to prevent information overload and ensure consistent transparency.
