AO3 News

Post Header

Organization for Transformative Works: 2020 Budget Update

During 2020, the OTW Finance team has continued to review the organization's financial transactions for accuracy and completeness. Additional tasks have included paying the bills, completing the audit of the 2019 financials, and ensuring that standard accounting procedures were met.

In the meantime, the team has also been diligently working on the update to the 2020 budget, and are proud to present it here! (access the 2020 budget spreadsheet for more detailed information):

2020 Expenses

Expenses by program: Archive of Our Own: 68.2%. Open Doors: 0.2%. Transformative Works and Cultures: 0.3%. Fanlore: 2.4%. Legal Advocacy: 0.4%. Con Outreach: 0.1%. Admin: 9.3%. Fundraising: 19.1%.

Archive of Our Own (AO3)

$76,703.46 spent; $306,623.55 left

  • US$76,703.46 spent so far out of US$383,327.00 total this year, as of July 31, 2020.
  • 68.2% of the OTW's expenses go toward maintaining AO3. This includes the bulk of our server expenses—both new purchases and ongoing colocation and maintenance—website performance monitoring tools, and various systems-related licenses, as well as costs highlighted below (access all program expenses).
  • This year, US$18,000 in contractor costs have been spent on separating AO3 administrative roles in the background to make volunteer work more efficient. Other budgeted AO3 expenses include an additional US$100,000.00 in contractor costs for work on moving AO3 collection searching to Elasticsearch and upgrading to Rails 6.
  • Additionally, AO3 expenses include the purchase of frontend servers, database servers, and VM servers for roughly US$147,000.00. The new database servers will expand the ability of our infrastructure to store works for AO3 and also increase the number of pages served to users. The old servers will be repurposed as application servers, which generate site pages.
  • Also planned is the installation of a third server rack later in the year to give AO3 (and OTW websites) more power capacity and reduce the impact of server failures. Adding this rack will involve setup costs of roughly US$8,000.00, and will increase our monthly server costs by US$2,200.00
  • Other budgeted costs include US$33,000.00 for a Systems contractor, who will do some work for various OTW projects, including AO3.

Fanlore

$2,527.97 spent; $11,131.60 left

  • US$2,527.97 spent so far out of US$13,659.57 total this year, as of July 31, 2020.
  • Fanlore expenses are mostly its allocation of server purchases, maintenance, and colocation costs, in addition to Fanlore's web domain renewals (access all program expenses).

Transformative Works and Cultures

$331.00 spent; $1,500.00 left

  • US$331.00 spent so far out of US$1,831.00 total this year, as of July 31, 2020.
  • Transformative Works and Cultures' expenses are the journal's website hosting, and publishing and storage fees (access all program expenses).

Open Doors

$364.01 spent; $563.77 left

  • US$364.01 spent so far out of US$927.78 total this year, as of July 31, 2020.
  • Open Doors' expenses consist of hosting, backup, and domain costs for imported fanwork archives (access all program expenses).

Legal Advocacy

$0.00 spent; $2,500.00 left

  • US$0.00 spent so far out of US$2,500.00 total this year, as of July 31, 2020.
  • Legal's budgeted expenses consist of filing fees (access all program expenses).

Con Outreach

$0.00 spent; $500.00 left

  • US$0.00 spent so far out of US$500.00 total this year, as of July 31, 2020.
  • Budgeted expenses include US$100.00 for printing flyers and US$400.00 for other convention outreach activities on behalf of the OTW (access all program expenses).

Fundraising

$44,771.92 spent; $62,476.28 left

  • US$44,771.92 spent so far out of US$107,248.20 total this year, as of July 31, 2020.
  • Our fundraising expenses consist of transaction fees charged by our third-party payment processors for each donation, thank-you gift purchases and shipping, and the tools used to host the OTW's membership database and track communications with current and potential donors (access fundraising expenses).

Administration

$10,475.36 spent; $41,928.78 left

  • US$10,475.36 spent so far out of US$52,404.14 total this year, as of July 31, 2020.
  • The OTW’s administrative expenses include hosting for our website, trademarks, domains, insurance, tax filing, and annual financial statement audits, as well as communication and accounting tools (access all admin expenses).

2020 Revenue

OTW revenue: April drive donations: 60.8%. October drive donations: 9.9%. Non-drive donations: 24.5%. Donations from matching programs: 4.0%. Interest income: <0.1%. Royalties: 0.1%. Other Income: <0.1%. Restricted donations: 0.7%.

  • The OTW is entirely supported by your donations—thank you for your generosity!
  • We receive most of our donations each year in the April and October fundraising drives, which together should account for about 71% of our income in 2020. We also receive donations via employer matching programs, royalties, Amazon Smile, and PayPal Giving Fund, which administers donations from programs like Humble Bundle and eBay for Charity. If you'd like to support us while making purchases on those websites, please select the Organization for Transformative Works as your charity of choice!
  • Given your generosity in the past several drives, we are planning to transfer an additional US$150,000 into our reserves, to be kept in store for a rainy day. Thanks to this, we are exploring alternative revenue sources to supplement your donations. We have made progress in a search for a suitable investment method and investment specialist for a small nonprofit organization like the OTW; we aim to fully set up a low-risk, conservative investment portfolio by the end of 2021.
  • Your generosity during the April 2020 drive especially has left the OTW with the ability to begin planning for the fiscal feasibility of large scale projects. We look forward to sharing these with you once we figure out the legal and practical logistics!
  • We also received our first restricted donation: US$5,161.62 from HP Education Fanon, Inc., a fellow 501(c)(3) nonprofit organization committed to promoting the benefits of reading that sadly ceased operations in 2018. The donation will go toward supporting Francesca Coppa's book on the history of fan vidding for the University of Michigan Press, which is currently in production. The money will be used to pay for the University of Michigan to host the fanvids referenced in the book, as well as assist in making the book free for everyone to read and use.
  • US$665,975.09 received so far (as of July 31, 2020) and US$754,362.62 total projected to be received by the end of the year.

$665,975.09 donated; $88,387.53 left

Got questions?

If you have any questions about the budget or the OTW's finances, please contact the Finance committee. We will also be hosting an open chat to answer any questions you may have. This chat will take place in our public chatroom on October 10 at 8pm UTC (what time is that in my timezone?).

To download the OTW's 2020 budget update in spreadsheet format, please follow this link.

Comment

Post Header

Organization for Transformative Works: 2020 Budget

Throughout 2019, the OTW Finance team worked in the background to make sure that all of the organization's bills were paid, taxes were filed, and standard accounting procedures were met. Preparations for the 2019 financial statements and audit are currently underway!

In the meantime, the team has also been diligently working to meet the OTW's 2020 needs, and are proud to present to you this year's budget (access the 2020 budget spreadsheet for more detailed information):

2020 Expenses

Expenses by program: Archive of Our Own: 79.7%. Open Doors: 0.1%. Transformative Works and Cultures: 0.3%. Fanlore: 1.1%. Legal Advocacy: 0.8%. Con Outreach: 0.1%. Admin: 8.5%. Fundraising: 9.4%.

Archive of Our Own (AO3)

US$11,326.91 spent; US$492,087.24 left

  • US$11,326.91 spent so far out of US$503,414.15 total this year, as of February 29, 2020.
  • 79.7% of the OTW's expenses go towards maintaining the AO3. This includes the bulk of our server expenses—both new purchases and ongoing colocation and maintenance—website performance monitoring tools, and various systems-related licenses, as well as costs highlighted below (access all program expenses).
  • This year's projected AO3 expenses also contains US$100,000.00 in contractor costs for work on moving AO3 collection searching to Elasticsearch and upgrading to Rails 6.
  • Additionally, AO3 expenses tentatively include a planned significant server upgrade and expansion of roughly US$255,000.00. New database servers will expand the ability of the Archive to serve pages and search results to users with fewer connection issues. The old servers will be repurposed as storage for the new servers. It is possible this activity will be deferred to next year depending on various circumstances; the updated budget to be released later this year will provide additional information.
  • Other budgeted costs include US$33,000.00 for a Systems contractor, who will do some work for various OTW projects, including the Archive.

Fanlore

US$533.83 spent; US$6,484.45 left

  • US$533.83 spent so far out of US$7,018.28 total this year, as of February 29, 2020.
  • Fanlore expenses are mostly its allocation of server purchases, maintenance and colocation costs, in addition to Fanlore's web domain renewals (access all program expenses).

Transformative Works and Cultures

US$331.00 spent; US$1,500.00 left

  • US$331.00 spent so far out of US$1,831.00 total this year, as of February 29, 2020.
  • Transformative Works and Cultures' expenses are the journal's website hosting, and publishing and storage fees (access all program expenses).

Open Doors

US$139.66 spent; US$732.17 left

  • US$139.66 spent so far out of US$871.83 total this year, as of February 29, 2020.
  • Open Doors' expenses consist of hosting, backup, and domain costs for imported fanwork archives (access all program expenses).

Legal Advocacy

US$0.00 spent; US$5,000.00 left

  • US$0.00 spent so far out of US$5,000.00 total this year, as of February 29, 2020.
  • Legal's expenses consist of filing fees and travel expenses for conferences and hearings (access all program expenses).

Con Outreach

US$0.00 spent; US$500.00 left

  • US$0.00 spent so far out of US$500.00 total this year, as of February 29, 2020.
  • Budgeted expenses include US$100.00 for printing flyers and US$400.00 for other convention outreach activities on behalf of the OTW (access all program expenses).

Fundraising

US$2,891.28 spent; US$56,295.90 left

  • US$2,891.28 spent so far out of US$59,187.18 total this year, as of February 29, 2020.
  • Our fundraising expenses consist of transaction fees charged by our third-party payment processors for each donation, thank-you gift purchases and shipping, and the tools used to host the OTW's membership database and track communications with donors and potential donors (access fundraising expenses).

Administration

US$6,777.87 spent; US$46,879.38 left

  • US$6,777.87 spent so far out of US$53,657.25 total this year, as of February 29, 2020.
  • The OTW’s administrative expenses include hosting for our website, trademarks, domains, insurance, tax filing, and annual financial statement audits, as well as communication and accounting tools (access all admin expenses).

2020 Revenue

OTW revenue: April drive donations: 25.0%. October drive donations: 32.6%. Non-drive donations: 34.6%. Donations from matching programs: 7.7%. Interest income: 0.1%. Royalties: 0.1%. Other Income: <0.1%

  • The OTW is entirely supported by your donations—thank you for your generosity!
  • We receive most of our donations each year in the April and October fundraising drives, which together should account for about 58% of our income in 2020. We also receive donations via employer matching programs, royalties, Amazon Smile, and PayPal Giving Fund, which administers donations from programs like Humble Bundle and eBay for Charity. If you'd like to support us while making purchases on those websites, please select the Organization for Transformative Works as your charity of choice!
  • Given your generosity in previous years, we have a healthy amount in reserves, which we plan to keep in store for a rainy day. Thanks to this, we can explore alternative revenue sources to supplement your donations. The Finance team has made progress in its search for a suitable investment method for a small non-profit organization like the OTW and aims to fully set up a low-risk, conservative investment portfolio by the end of 2020.
  • The reserves also help bolster us in years when we’re planning larger than usual purchases. As mentioned previously, we have plans to upgrade the capacity of the Archive's servers, which significantly increase our expenses for this year. Some of the forecasted expenses outlined in this budget may not take place before the end of the year, due to various constraints. To account for this uncertainty, even though all expenses we anticipate are described in the budget spreadsheet, we have projected a withdrawal of US$111,000.00 from our reserves to cover the amount corresponding to the less likely expenses. This additional amount may be withdrawn from reserves on an as-needed basis during the year. Our budget update, which will be published in October, will contain more precise information about which expenses will take place in 2020.
  • US$49,079.71 received so far (as of February 29, 2020) and US$520,900.00 projected to be received by the end of the year.

US$49,079.71 donated; US$471,820.29 left

Got questions?

If you have any questions about the budget or the OTW's finances, please contact the Finance committee. We will also be hosting an open chat to answer any questions you may have. This chat will take place in our public chatroom on April 25 at 8pm UTC (what time is that in my timezone?).

Here is the link to the chat transcript. Thank you for participating!

To download the OTW's 2020 budget in spreadsheet format, please follow this link.

Comment

Post Header

Organization for Transformative Works: 2019 Budget Update

Earlier in the year, the Organization for Transformative Works (OTW) published its 2019 budget. With the end of the year drawing closer, we’d like to issue an update on our financial activity for the remainder of the year, and how our plans have altered or progressed.

Our Finance team continues to track the OTW’s financial activity, prepare financial statements and reports, and ensure compliance with accounting standards and regulations. We’ve worked to improve and document our processes, help the OTW plan its financial future, and are close to concluding the annual audit of our 2018 financial statements.

Without further ado, here’s our updated budget for 2019 (download the budget spreadsheet for more information):

2019 Expenses

Expenses by program: Archive of Our Own: 74.2%. Open Doors: 0.3%. Transformative Works and Cultures: 0.4%. Fanlore: 2.3%. Legal Advocacy: 1.1%. Con Outreach: 0.1%. Admin: 11.2%. Fundraising: 10.4%.

Archive of Our Own (AO3)

US$74,984.28 spent; US$259,366.95 left

  • US$74,984.28 spent so far out of US$334,351.23 total this year, as of July 31, 2019.
  • 74.2% of the OTW's expenses go towards maintaining the AO3. This includes the bulk of our server expenses—both new purchases and ongoing colocation and maintenance—website performance monitoring tools and various systems-related licences (access all program expenses).
  • This year's AO3 expenses include US$30,000.00 in contractor costs for upgrades and security testing, of which US$15,000.00 has already been spent to upgrade Ruby for the Archive.
  • Additionally, AO3 expenses include a significant server overhaul and expansion of roughly US$177,000.00. New virtualisation servers will replace the current equipment, making testing and deployment of code for the Archive much smoother. The old servers will be repurposed as storage for the new servers. Other new servers will expand the Archive's capacity to serve pages and search results to users with fewer connection issues.
  • Other anticipated costs include US$33,000.00 for a Systems contractor, who will do some work for the Archive's hardware infrastructure.

Fanlore

US$1,477.22 spent; US$8,896.97 left

  • US$1,477.22 spent so far out of US$10,374.19 total this year, as of July 31, 2019.
  • Fanlore expenses are mostly its allocation of server purchases and maintenance and colocation costs, in addition to Fanlore web domains (access all program expenses).
  • The new virtualisation servers mentioned above will also serve Fanlore pages and store Fanlore wiki backups.

Transformative Works and Cultures (TWC)

US$275.00 spent; US$1,558.80 left

  • US$275.00 spent so far out of US$1,833.00 total this year, as of July 31, 2019.
  • Transformative Works and Cultures’ expenses are the journal's website hosting, and publishing and storage fees (access all program expenses).

Open Doors

US$244.20 spent; US$1,050.34 left

  • US$244.20 spent so far out of US$1,294.54 total this year, as of July 31, 2019.
  • Open Doors' expenses consist of hosting, backup, and domain costs for imported fanwork archives (access all program expenses).

Legal Advocacy

US$0.00 spent; US$5,000.00 left

  • US$0.00 spent so far out of US$5,000.00 total this year, as of July 31, 2019.
  • Legal's expenses consist of filing fees and travel expenses for conferences and hearings, when and if they are required (access all program expenses).

Con Outreach

US$0.00 spent; US$500.00 left

  • US$0.00 spent so far out of US$500.00 total this year, as of July 31, 2019.
  • Budgeted expenses include US$100 for printing flyers and US$400 for other convention outreach activities on behalf of the OTW (access all program expenses).

Fundraising

US$23,100.09 spent; US$23,700.00 left

  • US$23,100.09 spent so far out of US$46,800.09 total this year, as of July 31, 2019.
  • Our fundraising expenses consist of transaction fees charged by our third-party payment processors for each donation; thank-you gift purchases and shipping; and the tools used to host the OTW’s membership database and track communications with donors and potential donors (access fundraising expenses).

Administration

US$17,051.93 spent; US$33,388.97 left

  • US$17,051.93 spent so far out of US$50,440.80 total this year, as of July 31, 2019.
  • The OTW’s administrative expenses include hosting for our website, insurance, tax filing, and annual financial statement audits, as well as communication, management, and accounting tools (access all admin expenses).

2019 Revenue

OTW revenue: April drive donations: 44.9%. October drive donations: 23.8%. Non-drive donations: 26.1%. Donations from matching programs: 5.1%. Interest income: 0.1%.

  • The OTW is entirely supported by your donations—thank you for your generosity!
  • We receive most of our donations each year in the April and October fundraising drives, which together should account for about 68.7% of our income in 2019. We also receive donations via employer matching programs, Amazon Smile, and PayPal Giving Fund, which administers donations from programs like Humble Bundle. If you'd like to support us while making purchases on those websites, please select the Organization for Transformative Works as your charity of choice!
  • Given your generosity in previous years, we have a healthy amount in reserves, which we plan to keep in store for a rainy day. Thanks to this, we can explore alternative revenue sources to supplement your donations. The Finance team has made progress in its search for a suitable investment method for a small non-profit organization like the OTW and aims to fully set up a low-risk, conservative investment portfolio by the end of 2019.
  • US$346,650.73 received so far (as of July 31, 2019) and US$546,750.73 projected to be received by the end of the year.

US$346,650.73 donated; US$200,100.00 left

Got questions?

If you have any questions about the budget or the OTW's finances, please contact the Finance committee. We will also be hosting an open chat to answer any questions you may have. This chat will take place in our public chatroom on October 13 8PM UTC (what time is that in my timezone?).

Here is the link to the open chat! Come chat with us, and bring your questions! The chat is now over. To contact the Finance Committee with any quesitons, please fill out the form on our website<.a>.

To download the OTW’s updated budget for 2019 in spreadsheet format, please follow this link.

Comment

Post Header

Organization for Transformative Works: 2019 Budget

2018 was another productive and busy year for the OTW Finance team. We continue to work in the background to make sure that the bills are paid, the record keeping is accurate, and standard accounting procedures are met. Preparations for the 2018 financial statements and audit are also underway!

And now, we present the budget for 2019 (access the 2019 budget spreadsheet for more detailed information):

2019 Expenses

Expenses by program: Archive of Our Own: 81.2%. Open Doors: 0.2%. Transformative Works and Cultures: 0.4%. Fanlore: 1.3%. Legal Advocacy: 1.0%. Con Outreach: 0.1%. Admin: 9.8%. Fundraising: 6.1%.

Archive of Our Own (AO3)

US$12,242.60 spent; US$405,861.47 left

  • US$12,242.60 spent so far out of US$418,104.06 total this year, as of February 28, 2019.
  • 81.2% of the OTW's expenses go towards maintaining the AO3. This includes the bulk of our server expenses—both new purchases and ongoing colocation and maintenance—website performance monitoring tools, and various systems-related licenses (access all program expenses).
  • This year's projected AO3 expenses include US$110,000 in contractor costs for upgrades and security testing.
  • Additionally, AO3 expenses include a significant server overhaul and expansion of roughly US$177,000. New virtualisation servers will replace the current equipment, making testing and deployment of code for the Archive much smoother. The old servers will be repurposed as storage for the new servers. Other new servers will expand the Archive's capacity to serve pages and search results to users with fewer connection issues.
  • Other anticipated costs include US$33,000 for a Systems contractor, who will do some work for the Archive's hardware infrastructure.

Fanlore

US$329.34 spent; US$6,409.63 left

  • US$329.34 spent so far out of US$6,738.97 total this year, as of February 28, 2019.
  • Fanlore expenses are mostly its allocation of server purchases, maintenance and colocation costs, in addition to Fanlore's web domain renewals (access all program expenses).
  • The new virtualisation servers mentioned above will also serve Fanlore pages and store Fanlore wiki backups.

Transformative Works and Cultures

US$275.00 spent; US$1,558.00 left

  • US$275.00 spent so far out of US$1,833.00 total this year, as of February 28, 2019.
  • Transformative Works and Cultures' expenses are the journal's website hosting, and publishing and storage fees (access all program expenses).

Open Doors

US$91.82 spent; US$844.35 left

  • US$91.82 spent so far out of US$936.17 total this year, as of February 28, 2019.
  • Open Doors' expenses consist of hosting, backup, and domain costs for imported fanwork archives (access all program expenses).

Legal Advocacy

US$0 spent; US$5,000.00 left

  • US$0 spent so far out of US$5,000.00 total this year, as of February 28, 2019.
  • Legal's expenses consist of filing fees and travel expenses for conferences and hearings (access all program expenses).

Con Outreach

US$0 spent; US$500.00 left

  • US$0 spent so far out of US$500.00 total this year, as of February 28, 2019.
  • Budgeted expenses include US$100 for printing flyers and US$400 for other convention outreach activities on behalf of the OTW (access all program expenses).

Fundraising

US$2,296.25 spent; US$29,163.75 left

  • US$2,296.25 spent so far out of US$31,460.00 total this year, as of February 28, 2019.
  • Our fundraising expenses consist of transaction fees charged by our third-party payment processors for each donation, thank-you gift purchases and shipping, and the tools used to host the OTW's membership database and track communications with donors and potential donors (access fundraising expenses).

Administration

US$2,785.99 spent; US$47,685.81 left

  • US$2,785.99 spent so far out of US$50,471.80 total this year, as of February 28, 2019.
  • The OTW’s administrative expenses include hosting for our website, trademarks, domains, insurance, tax filing, and annual financial statement audits, as well as communication and accounting tools (access all admin expenses).

2019 Revenue

OTW revenue: April drive donations: 31.0%. October drive donations: 35.8%. Non-drive donations: 28.6%. Donations from matching programs: 4.5%. Interest income: 0.1%. Royalties: <0.1%.

  • The OTW is entirely supported by your donations—thank you for your generosity!
  • We receive most of our donations each year in the April and October fundraising drives, which together should account for about 67% of our income in 2019. We also receive donations via employer matching programs, royalties, Amazon Smile, and PayPal Giving Fund, which administers donations from programs like Humble Bundle and eBay for Charity. If you'd like to support us while making purchases on those websites, please select the Organization for Transformative Works as your charity of choice!
  • Given your generosity in previous years, we have a healthy amount in reserves, which we plan to keep in store for a rainy day. Thanks to this, we can explore alternative revenue sources to supplement your donations. The Finance team has made progress in its search for a suitable investment method for a small non-profit organization like the OTW and aims to fully set up a low-risk, conservative investment portfolio by the end of 2019.
  • The reserves also help bolster us in years when we’re planning larger than usual purchases. As mentioned previously, we have plans to replace old server hardware over the next few months as well as purchase new server hardware, which significantly increase our expenses for this year. Some of the forecasted expenses outlined in this budget may not take place before the end of the year, due to various constraints. To account for this uncertainty, even though all expenses we anticipate are described in the budget spreadsheet, we have projected a withdrawal of US$96,000 from our reserves to cover the amount corresponding to the less likely expenses. This additional amount may be withdrawn from reserves on an as-needed basis during the year. Our budget update, which will be published in October, will contain more precise information about which expenses will take place in 2019.
  • US$23,840.99 received so far (as of February 28, 2019) and US$419,475 projected to be received by the end of the year.

US$23,840.99 donated; US$395,634.01 left

Got questions?

If you have any questions about the budget or the OTW's finances, please contact the Finance committee. We will also be hosting an open chat to answer any questions you may have. This chat will take place in our public chatroom on April 6 at 8pm UTC(what time is that in my timezone?).

Here is the link to the chatroom! Come chat with us, and bring your questions!

To download the OTW's 2019 budget in spreadsheet format, please follow this link.

Comment

Post Header

Organization for Transformative Works: 2018 Budget Update

Earlier in the year, the Organization for Transformative Works (OTW) published its 2018 budget. With the end of the year drawing closer, we’d like to release an update on our financial activity for the remainder of the year, and how our plans have altered or progressed.

Our Finance team continues to track the OTW’s financial activity, prepare financial statements and reports, and ensure compliance with accounting standards and regulations. We’ve worked to improve and document our processes, help the OTW plan its financial future, and are close to concluding the annual audit of our 2017 financial statements.

Without further ado, here’s our updated budget for 2018 (download the budget spreadsheet for more information):

2018 Expenses

Expenses by program: Archive of Our Own: 73.9%. Open Doors: 0.3%. Transformative Works and Cultures: 1.7%. Fanlore: 2.2%. Legal Advocacy: 0.7%. Con Outreach: <0.1%. Admin: 13.5%. Fundraising: 7.7%.

Archive of Our Own (AO3)

US$176,374.10 spent; US$88,927.82 left

  • US$176,374.10 spent so far out of US$265,301.92 total this year, as of August 31, 2018.
  • 73.9% of the OTW's expenses go towards maintaining the AO3. This includes the bulk of our server expenses—both new purchases and ongoing colocation and maintenance—website performance monitoring tools and various systems-related licences (access all program expenses).
  • This year, we implemented a significant server overhaul costing about US$115,000. This overhaul focused on new database servers for AO3 works, comments, and activities, as well as a new server rack for them to live on. The new servers also increased our monthly colocation expenses, while the old machines are being repurposed as application servers, which generate the Archive's pages and serve them to users.
  • Previously, US$100,000 was budgeted for contractor services. However, testing, fixing bugs, and tweaking behavior for our Elasticsearch update took considerably longer than expected, giving us less time than we'd hoped to merge code written by contractors into our code base this year. Therefore, we chose not to contract out any more projects and focus on deploying the code we'd already paid for and that had been submitted by our volunteers.

Fanlore

US$5,277.80 spent; US$2,612.97 left

  • US$5,277.80 spent so far out of US$7,890.77 total this year, as of August 31, 2018.
  • Fanlore expenses are mostly its allocation of server purchase, maintenance and colocation costs, in addition to related licenses and Fanlore web domains (access all program expenses).

Transformative Works and Cultures (TWC)

US$2,520.54 spent; US$3,420.99 left

  • US$2,520.54 spent so far out of US$5,941.53 total this year, as of August 31, 2018.
  • Transformative Works and Cultures’ expenses are its allotment of server costs, as well as the journal’s publishing and storage fees (access all program expenses).
  • This year, hosting of the TWC issues will be moved offsite to a company that specializes in handling the open source software used by the journal, for an annual cost of US$1,500. There is also US$1,000 budgeted for travel to speak at the 2018 Fan Studies conference.

Open Doors

US$540.72 spent; US$468.42 left

  • US$540.72 spent so far out of US$1,009.14 total this year, as of August 31, 2018.
  • This year’s expenses for Open Doors are hosting, backup and domain costs for archives imported by Open Doors (access all program expenses).

Legal Advocacy

US$2,670.02 spent; US$0 left

  • US$2,670.02 spent so far out of US$2,670.02 total this year, as of August 31, 2018.
  • Legal’s expenses consist of filing fees and travel expenses for conferences and hearings. US$1,500 was spent in January to file a WIPO Dispute fee because someone else registered a domain address too similar to AO3’s. (access all program expenses).

Con Outreach

US$50.00 spent; US$0 left

  • US$50.00 spent so far out of US$50.00 total this year, as of August 31, 2018.
  • The OTW passed out flyers at the 2018 San Diego Comic Con (access all program expenses).

Fundraising

US$13,446.80 spent; US$14,100.00 left

  • US$13,446.80 spent so far out of US$27,546.80 total this year, as of August 31, 2018.
  • Our fundraising expenses consist of transaction fees charged by our third-party payment processors for each donation; thank-you gift purchases and shipping; and the tools used to host the OTW’s membership database and track communications with donors and potential donors (access fundraising expenses).

Administration

US$39,285.43 spent; US$9,313.15 left

  • US$39,285.43 spent so far out of US$48,598.58 total this year, as of August 31, 2018.
  • The OTW’s administrative expenses include hosting for our website, trademarks, domains, insurance, tax filing, and annual financial statement audits, as well as communication and accounting tools (access all admin expenses).

2018 Revenue

OTW revenue: April drive donations: 36.5%. October drive donations: 36.4%. Non-drive donations: 22.4%. Donations from matching programs: 4.2%. Interest income: 0.1%. Royalties: 0.4%

  • The OTW is entirely supported by your donations—thank you for your generosity!
  • We receive most of our donations each year in the April and October fundraising drives, which together should account for about 73% of our income in 2018. We also receive donations via employer matching programs, royalties, Amazon Smile, and PayPal Giving Fund, which administers donations from programs like Humble Bundle. If you'd like to support us while making purchases on those websites, please select the Organization for Transformative Works as your charity of choice!
  • Given your generosity in previous years, we have a healthy amount in reserves, which we plan to keep in store for a rainy day. Thanks to this, we can explore alternative revenue sources to supplement your donations. The Finance team and the OTW board have decided on a conservative investment portfolio for a small portion of our funds to start with, which will place the initial investment at as low a risk as possible. This move is long overdue, and we're currently working on creating a solid policy regarding investment and usage of our reserves in place.
  • The reserves also help bolster us in years when we're planning larger than usual purchases. As mentioned earlier, we have already replaced our old server hardware, and had to withdraw money from reserves to aid in the purchase of servers. However, with the revenue from the rest of the year, which includes the October drive, the net amount used from reserves should be US$30,000.
  • US$213,449.59 received so far (as of August 31, 2018) and US$356,775.34 projected to be received by the end of the year.

US$213,499.59 donated; US$143,275.75 left

Got questions?

If you have any questions about the budget or the OTW's finances, please contact the Finance committee. We will also be hosting an open chat to answer any questions you may have. This chat will take place in our public chatroom on October 14th from 6 to 7PM UTC (what time is that in my timezone?).

Here is the link to the chatroom. Come chat with us, and bring your questions!

To download the OTW’s updated budget for 2018 in spreadsheet format, please follow this link.

Comment

Post Header

Organization for Transformative Works: 2018 budget

2017 was another busy and productive year for the OTW’s Finance team! We’ve continued to improve the efficiency of the organization’s financial policies and adherence to standard accounting practices. We started our first ever audit of financial statements, which concluded in early 2018. You can check out our audited financial statements for 2015 and 2016 on the OTW Finance page. We're now preparing for the audit of our 2017 financial statements, which should start within a few weeks.

Without further ado, here's our budget for 2018 (download the budget spreadsheet for more detailed information):

2018 Expenses

Expenses by program: Archive of Our Own: 75.1%. Open Doors: 0.4%. Transformative Works and Cultures: 0.8%. Fanlore: 1.4%. Legal Advocacy: 1.4%. Admin: 13.5%. Fundraising: 7.4%.

Archive of Our Own (AO3)

US$13,334.02 spent; US$252,698.05 left

  • US$13,334.02 spent so far out of US$266,032.07 total this year, as of February 28, 2018.
  • 75.1% of the OTW’s expenses go towards maintaining the AO3. This includes the bulk of our server expenses—both new purchases and ongoing colocation and maintenance—website performance monitoring tools and various systems-related licences (access all program expenses).
  • This year's projected AO3 expenses include US$100,000 in contractor costs. We're quite pleased with our contractor’s work on the Archive's Rails and Elasticsearch upgrades and look forward to continuing to work with them on other projects.
  • In addition to contracting costs, AO3 expenses include a significant server overhaul to the tune of around US$96,000 in total. This overhaul focuses on new database servers for AO3 works, comments, and other activities, as well as a new server rack for them to live on. The new servers should also increase our colocation expenses, while the old machines will be repurposed as application servers, which generate the Archive's pages and serve them to users.

Fanlore

US$257.44 spent; US$4,640.53 left

  • US$257.44 spent so far out of US$4,897.97 total this year, as of February 28, 2018.
  • Fanlore expenses are mostly its allocation of server purchase, maintenance and colocation costs, in addition to related licenses and Fanlore web domains (access all program expenses).

Transformative Works and Cultures (TWC)

US$418.81 spent; US$2,575.18 left

  • US$418.81 spent so far out of US$2,993.99 total this year, as of February 28, 2018.
  • Transformative Works and Cultures’ expenses are its allotment of server costs, as well as the journal’s publishing and storage fees (access all program expenses).

Open Doors

US$94.16 spent; US$1,162.95 left

  • US$94.16 spent so far out of US$1,257.11 total this year, as of February 28, 2018.
  • This year’s expenses for Open Doors are hosting, backup and domain costs for archives imported by Open Doors (access all program expenses).

Legal Advocacy

US$1,500.00 spent; US$3,500.00 left

  • US$1,500.00 spent so far out of US$5,000.00 total this year, as of February 28, 2018.
  • Legal’s expenses consist of filing fees and travel expenses for conferences and hearings. US$1,500 was spent in January to file a WIPO Dispute fee because someone else registered a domain address too similar to AO3’s. (access all program expenses).

Fundraising

US$1,751.46 spent; US$24,383.54 left

  • US$1,751.46 spent so far out of US$26,135.00 total this year, as of February 28, 2018.
  • Our fundraising expenses consist of transaction fees charged by our third-party payment processors for each donation; thank-you gift purchases and shipping; and the tools used to host the OTW’s membership database and track communications with donors and potential donors (access fundraising expenses).

Administration

US$2,023.59 spent; US$45,799.81 left

  • US$2,023.59 spent so far out of US$47,823.40 total this year, as of February 28, 2018.
  • The OTW’s administrative expenses include hosting for our website, trademarks, domains, insurance, tax filing, and auditing, as well as communication and accounting tools (access all admin expenses).

2018 Revenue

OTW revenue: April drive donations: 36.6%. October drive donations: 42.6%. Non-drive donations: 18.3%. Donations from matching programs: 2.4%. Interest income: 0.1%.

  • The OTW is entirely supported by your donations—thank you for your generosity!
  • We receive most of our donations each year in the April and October fundraising drives, which together should account for about 79% of our income in 2018. We also receive donations via employer matching programs, Amazon Smile, and PayPal Giving Fund, which administers donations from programs like Humble Bundle. If you'd like to support us while making purchases on those websites, please select the Organization for Transformative Works as your charity of choice!
  • Given your generosity in previous years, we have a healthy amount in reserves, which we plan to keep in store for a rainy day. Thanks to this, we can explore alternative revenue sources to supplement your donations. The Finance team and the OTW board have decided on a conservative investment portfolio for a small portion of our funds to start with, which will not place the initial investment in any risk. This move is long overdue, and we're glad to have a solid policy regarding investment and usage of our reserves in place.
  • The reserves also help bolster us in years when we’re planning larger than usual purchases. As mentioned previously, we have plans to replace old server hardware over the next few months, which significantly bolster our expenses for this year. Our current projected expenses for this year exceed estimated 2018 revenues by roughly US$30,000. The additional amount may be withdrawn from reserves on an as-needed basis during the year.
  • US$12,668.54 received so far (as of February 28, 2018) and US$315,631.46 projected to be received until the end of the year.

US$12,668.54  donated; US$315,631.46 left

Got questions?

If you have any questions about the budget or the OTW's finances, please contact the Finance committee. We will also be hosting an open chat to answer any questions you may have. This chat will take place in our public chatroom on April 21 from 8 to 10PM UTC (what time is that in my timezone?).

[Edit:] The chat has now ended. Thanks to those who came by and asked questions!

To download the OTW’s budget for 2018 in spreadsheet format, please follow this link.

Comment

Post Header

OTW 2017 Budget Update

Earlier this year, the Organization for Transformative Works (OTW) published its budget for 2017. As December draws closer, we'd like to give you an update on our financial outlook for the rest of the year, and how our plans have progressed or changed since a few months ago.

Our Finance team is currently preparing for the OTW's first audit of financial statements, in what we expect will become a regular annual process going forward. Given the size of our organization and our donors' generosity, it's important for us to make sure that our bookkeeping and internal controls are as efficient and thorough as they can be. We're very grateful to have the stability and revenue required for this undertaking. Thanks to our donors for making this possible!

2017 Expenses

Expenses by program: Archive of Our Own: 72.2%. Open Doors: 0.5%. Transformative Works and Cultures: 1.1%. Fanlore: 1.8%. Legal Advocacy: 0.5% Con Outreach: 0.7%. Admin: 14.5%. Fundraising: 8.7%.

Archive of Our Own (AO3)

US$89,207.44 spent; US$134,838.35 left

  • US$89,207.44 spent so far out of US$224,045.79 total this year, as of August 31, 2017.
  • As usual, the majority of the OTW's expenses—a projected 72% of this year's total—goes towards maintaining the AO3. This includes the bulk of our server expenses—both new purchases and ongoing colocation and maintenance fees—plus contractor work, website performance monitoring tools, various systems-related licences and training (access all program expenses).
  • We continue to work with coding contractors on structural improvements for the AO3, and there's been a lot of progress throughout this year, such as our much-needed Rails upgrade! Check out the Archive's latest release notes for information on our most recent deploys.

Fanlore

US$1,389.03 spent; US$4,299.83 left

  • US$1,389.03 spent so far out of US$5,688.85 total this year, as of August 31, 2017.
  • Fanlore expenses are mostly its allocation of server purchase, maintenance and colocation costs, in addition to related licenses and Fanlore web domains (access all program expenses).

Transformative Works and Cultures (TWC)

US$819.81 spent; US$2,579.93 left

  • US$819.81 spent so far out of US$3,399.74 total this year, as of August 31, 2017.
  • TWC's expenses are its allotment of server costs, as well as the journal’s publishing and storage fees (access all program expenses).

Open Doors

US$402.25 spent; US$1,283.52 left

  • US$402.25 spent so far out of US$1,685.78 total this year, as of August 31, 2017.
  • This year’s expenses for Open Doors are hosting, backup and domain costs for archives imported by Open Doors (access all program expenses).

Legal Advocacy

US$0 spent; US$1,500.00 left

Con outreach

US$713.50 spent; US$1,300.00 left

  • US$713.50 spent so far out of US$2,013.50 total this year, as of August 31, 2017.
  • Our convention outreach expenses consist of preparing and shipping promotional material related to the OTW and its projects for volunteers to share with other fans at conventions. This year we've done a meet-up during San Diego Comic-Con and a technical talk about the AO3's systems infrastructure at Nine Worlds (access all con outreach expenses).

Fundraising

US$12,669.94 spent; US$14,420.00 left

  • US$12,669.94 spent so far out of US$27,089.94 total this year, as of August 31, 2017.
  • Our fundraising expenses consist of transaction fees charged by our third-party payment processors for each donation; thank-you gifts purchase and shipping; and the tools used to host the OTW’s membership database and track communications with donors and potential donors (access all fundraising expenses).

Administration

US$10,893.98 spent; US$33,981.00 left

  • US$10,893.98 spent so far out of US$44,874.98 total this year, as of August 31, 2017.
  • The OTW’s administrative expenses include hosting for our website, trademarks, domains, insurance, tax filing, auditing services, as well as project management, communication and accounting tools (access all admin expenses).

2017 Revenue

OTW revenue: April drive donations: 45.6%, October drive donations: 35.8%. Non-drive donations: 17.1%. Donations from matching programs: 1.5%.

  • The OTW is entirely supported by your donations—thank you for your generosity!
  • We receive most of our donations each year in the April and October fundraising drives, which together should account for about 81% of our income in 2017. We also receive donations via employer matching programs and Amazon Smile.
  • The OTW Finance team is investigating options for a sustainable plan to invest the OTW's current reserves; our forecasted income should be enough to cover this year's expenses without requiring emergency withdrawals from our reserves.
  • US$191,014.11 so far (as of August 31, 2017) and US$321,531.62 projected until the end of the year.

US$191,014.11 donated; US$130,517.51 left

Got questions?

If you have any questions about the budget or the OTW's finances, please contact the Finance committee. We will also be hosting an open chat to answer any questions you may have. This chat will take place in our public chatroom on October 15 from 7PM to 9PM (what time is that in my timezone?). This post will be updated with a chatroom link a few hours before the appointed time. Come chat with us, and bring your questions!

To download the OTW’s updated budget for 2017 in spreadsheet format, please follow this link.

The OTW is the non-profit parent organization of multiple projects, including AO3, Fanlore, Open Doors, TWC, and OTW Legal Advocacy. We are a fan-run, entirely donor-supported organization staffed by volunteers. Find out more about us on the OTW website.

Comment

Post Header

Organization for Transfomative Works: 2017 budget

2016 was a busy year for the OTW's Finance team, and we're hard at work improving the organization's bookkeeping and financial policies. Budgeting is another area where we've improved in the past few months—especially with regards to collaborating with our various teams to project their likely expenses and accounting for unexpected changes.

Without further ado, here's our budget for 2017 (download the budget spreadsheet for more detailed information):

2017 Expenses

Expenses by program: Archive of Our Own: 75.7%. Open Doors: 0.5%. Transformative Works and Cultures: 1.5%. Fanlore: 2.7%. Legal Advocacy: 1.2%. Con Outreach: 1.8%. Admin: 8.4%. Fundraising: 8.2%.

Archive of Our Own (AO3)

US$7,013.49 spent; US$206,325.51 left

  • US$7,013.49 spent so far out of US$213,339 total this year, as of February 28, 2017.
  • 75.7% of the OTW’s expenses go towards maintaining the AO3. This includes the bulk of our server expenses—both new purchases and ongoing colocation and maintenance—website performance monitoring tools and various systems-related licences (access all program expenses).
  • Starting last year, we've conducted a search for companies that could work with us on upgrades to AO3's infrastructure. We've collaborated with two companies so far on preparing for our much-needed Rails upgrade, and look forward to expanding our contracting projects this year.

Fanlore

US$312.61 spent; US$7,174.89 left

  • US$312.61 spent so far out of US$7,487.50 total this year, as of February 28, 2017.
  • Fanlore expenses are mostly its allocation of server purchase, maintenance and colocation costs, in addition to related licenses and Fanlore web domains (access all program expenses).

Transformative Works and Cultures (TWC)

US$400.04 spent; US$3982.96 left

  • US$400.04 spent so far out of US$4,383 total this year, as of February 28, 2017.
  • Transformative Works and Cultures’ expenses are its allotment of server costs, as well as the journal’s publishing and storage fees (access all program expenses).

Open Doors

US$60.80 spent; US$1,475.67 left

  • US$60.80 spent so far out of US$1,536.47 total this year, as of February 28, 2017.
  • This year’s expenses for Open Doors are hosting, backup and domain costs for archives imported by Open Doors (access all program expenses).

Legal Advocacy

US$0 spent; US$3,500 left

  • US$0 spent so far out of US$3,500 total this year.
  • Legal’s expenses consist of filing fees and travel expenses for conferences (access all program expenses).

Con outreach

US$0 spent; US$5,000 left

  • US$0 spent so far out of US$5,000 total this year, as of February 28, 2017.
  • Our convention outreach expenses consist of preparing and shipping promotional material related to the OTW and its projects for volunteers to share with other fans at conventions, as well as potentially organizing spaces of our own during conventions (access all con outreach expenses).

Fundraising

US$ 1,573.52 spent; US$21,486.48 left

  • US$1,573.52 spent so far out of US$23,060 total this year, as of February 28, 2017.
  • Our fundraising expenses consist of transaction fees charged by our third-party payment processors for each donation; thank-you gifts purchase and shipping; and the tools used to host the OTW’s membership database and track communications with donors and potential donors (access all fundraising expenses).

Administration

US$977.15 spent; US$22,683.68 left

  • US$977.15 spent so far out of US$23,660.83 total this year, as of February 28, 2017.
  • The OTW’s administrative expenses include hosting for our website, trademarks, domains, insurance, tax filing, as well as project management, communication and accounting tools (access all admin expenses).

2017 revenue

OTW revenue: April drive donations: 32.4%, October drive donations: 42.2%. Non-drive donations: 24.3%. Donations from matching programs: 1.1%.

  • The OTW is entirely supported by your donations—thank you for your generosity!
  • We receive most of our donations each year in the April and October fundraising drives, which together should account for about 75% of our income in 2017. We also receive donations via employer matching programs and Amazon Smile.
  • The OTW Finance team is investigating options for a sustainable plan to invest the OTW's current reserves; our forecasted income should be enough to cover this year's expenses without requiring emergency withdrawals from our reserves.
  • US$6,839.56 so far (as of February 28, 2017) and US$308,500 projected until the end of the year.

US$6,839.56 donated; US$301,660.44 left

Got questions?

If you have any questions about the budget or the OTW's finances, please contact the Finance committee. We will also be hosting an open chat to answer any questions you may have. This chat will take place in our public chatroom on April 9 from 5 to 7PM UTC (what time is that in my timezone?).

This post will be updated with a chatroom link a few hours before the appointed time. Come chat with us, and bring your questions!

CLICK HERE TO JOIN THE CHAT

To download the OTW’s updated budget for 2017 in spreadsheet format, please follow this link.

Comment


Pages Navigation