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GOVERNANCE
FRAMEWORK
Biji-biji Initiative
Published on: August 2015
Content
No. Title Page
1. Why do we have a Governance Framework? 4
2. What do we want to do? 5
3. Our Sustainability Indic...
Content
No. Title Page
9. Our transparency commitments to our team members 12
10. Our financial distribution model 13
11. ...
Why do we have a
Governance Framework?
• It sets out the key principles and models that govern our operations.
• A formal ...
What do we want to do?
• To provide a holistic approach in all engagements through utilizing
Biji-biji Initiative’s Sustai...
Our Sustainability Indicators
Economic Social Environment
Local Procurement Raise Awareness Waste Upcycled
Fair wages Comm...
How do we measure our
economic impacts?
Economic
Local Procurement
Percentage of materials
sourced from local and
internat...
How do we measure our
social impacts?
Social
Community Engagement
How many individuals or
communities were engaged
Raise a...
How do we measure our
environmental impacts?
Environment
Waste upcycled
Amount of waste, renewables,
recyclables and secon...
Our governance structure
Exco
Sales & Marketing
Department
Creative
Department
Production
Department
Admin, Finance &
HR D...
What are our transparency
commitments to our clients?
Waste Materials
Our clients and customers will be informed of the to...
What are our transparency
commitments to our team?
To address the ever-growing income inequality, we have salary cap
of 5 ...
What does our financial
distribution model looks like?
Breakdown Percentages
Salaries 30%
Materials 30-40%
Overheads 10%
R...
How do we use our funds for
salaries and materials?
Salaries
30% of project budget is for salaries, which
will be added to...
Overheads
10% of a project budget is set
apart for overheads and added to
the larger overheads pool to
cover expenses that...
We promote entrepreneurship and encourage our team members to
develop their ideas internally, within the Biji-biji Initiat...
We work in an inclusive and equitable manner.
We make conscious efforts to engage members of different groups
in different...
We believe collaboration is superior to competition. The best way to
innovate is to collaborate. We seek out collaboration...
We are a strong advocate of Open Source
principles.
Our designs are shared online for non-
commercial use, which means the...
Biji-biji Initiative Open Workshop
Our Open Workshop is based in a 9,000
sq. ft. space in Jalan Ipoh, Kuala Lumpur.
This w...
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Biji-biji Initiative Governance framework

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Biji-biji Initative is a Social Enterprise that is based in Kuala Lumpur, Malaysia. We abide by principles such as Sustainability, Open Source, Collaboration and Transparency. Here, we share our Governance Framework which explains how we operate our Social Enterprise.

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Biji-biji Initiative Governance framework

  1. 1. GOVERNANCE FRAMEWORK Biji-biji Initiative Published on: August 2015
  2. 2. Content No. Title Page 1. Why do we have a Governance Framework? 4 2. What do we want to do? 5 3. Our Sustainability Indicators 6 4. How do we measure our economic impacts? 7 5. How do we measure our social impacts? 8 6. How do we measure our environmental impacts? 9 7. What is our governance structure? 10 8. Our transparency commitments to clients 11
  3. 3. Content No. Title Page 9. Our transparency commitments to our team members 12 10. Our financial distribution model 13 11. How we use our funds for salaries and materials? 14 12. How we use our funds for re-investment and overheads? 15 13. How we encourage internal in-traprenuership? 16 14. How we ensure inclusiveness and equitability? 17 15. How we ensure collaboration? 18 16. Our Open Source Principles 19 17. Our Open Workshop 20
  4. 4. Why do we have a Governance Framework? • It sets out the key principles and models that govern our operations. • A formal documentation of our day-to-day practices. • These principles and models may change over time, to suit the size and complexity of the organisation. • All changes and amendments will be documented and communicated to all members and partners.
  5. 5. What do we want to do? • To provide a holistic approach in all engagements through utilizing Biji-biji Initiative’s Sustainability Indicators; • To design sustainable solutions aiming to create or enhance positive economic, social and environmental impacts; • To capture value of discarded waste materials through incorporating them in products and services offered; • To help raise awareness amongst the general public and to inspire a society that is accountable for their waste.
  6. 6. Our Sustainability Indicators Economic Social Environment Local Procurement Raise Awareness Waste Upcycled Fair wages Community Engagement Waste Reduced Social Inclusion Gender Equality Sustainable Procurement Transparency Open Source Development Green Technology
  7. 7. How do we measure our economic impacts? Economic Local Procurement Percentage of materials sourced from local and international suppliers Fair wages How many times more is the wage earned by permanent staff compared to minimum wage Social Inclusion Total amount of money channeled to community-in- needs through employment Transparency Adherence to the Biji-biji Initiative Financial Model
  8. 8. How do we measure our social impacts? Social Community Engagement How many individuals or communities were engaged Raise awareness How many new people were reached (no. of participants) Gender Equality Ratio of male and female members engaged by job scope and in decision making roles Open Source Development How many new open source instructables were made and shared
  9. 9. How do we measure our environmental impacts? Environment Waste upcycled Amount of waste, renewables, recyclables and second-hand materials incorporated Waste reduced New methods and technologies explored to eliminate waste creation Sustainable Procurement How was 1% sustainable procurement budget used Green Technology Aspects of green technology incorporated (energy efficiency, etc.)
  10. 10. Our governance structure Exco Sales & Marketing Department Creative Department Production Department Admin, Finance & HR Department Education & Workshops Department Communications & Branding Department CEO Internal Audit Department
  11. 11. What are our transparency commitments to our clients? Waste Materials Our clients and customers will be informed of the total amount of waste materials used or incorporated in the product or service they have engaged us for. Supply Chain Our clients will be informed on the percentage of local versus international procurements made. In delivering they product or service they have engaged us for.
  12. 12. What are our transparency commitments to our team? To address the ever-growing income inequality, we have salary cap of 5 times between the highest and lowest earners. This ratio may have to be reviewed in the future to reflect the need for different skill levels and competencies as the organization grows. Reviewed ratios will be made known to all Biji-biji Initiative members and the public. Salary information is based on the salary band in the Salary Scale.
  13. 13. What does our financial distribution model looks like? Breakdown Percentages Salaries 30% Materials 30-40% Overheads 10% Reinvestment 20-30% Total 100% All team members have access to information on project value, total budget and breakdown of each project as per our Open Book Finance policies and procedures.
  14. 14. How do we use our funds for salaries and materials? Salaries 30% of project budget is for salaries, which will be added to the total salary & allowances pool. Salaries and allowances are paid out to team members as per their hiring contracts. Every 6 months (in June and in December), any balance remaining in the salaries and allowances pool will be paid- out to all permanent team members as bonus. This is to increase the sense of ownership and accomplishment of everyone in the team. Permanent members of team are those on EPF and SOCSO. Materials 30-40% of a project budget is for material procurement. 1% of the materials procurement pool is for purchasing new sustainable materials (other than waste materials and existing green purchases) that are socially, environmentally and economically responsible. This is to encourage continuous improvement in our procurement practices. Any balance remaining in the materials procurement pool will be added to the In-trepreneurship pool.
  15. 15. Overheads 10% of a project budget is set apart for overheads and added to the larger overheads pool to cover expenses that cannot be directly attributed to specific projects (electricity, water, internet, etc.) Reinvestment 20-30% of a project budget is set apart for investing into the Biji-biji Initiative through new tools acquirement, property rental, proposal development, bonuses, remunerations and to encourage entrepreneurship initiatives. How do we use our funds for overheads and reinvestment?
  16. 16. We promote entrepreneurship and encourage our team members to develop their ideas internally, within the Biji-biji Initiative. All members of team have access to the funding available through the In-trepreneurship pool for Research and Development. To increase ownership and sales, all team members are encouraged to bring in projects and will be rewarded with 10% commission. This includes contacting relevant parties, proposing a type of engagement and setting up a meeting. This only applies to new client engagement . How do we encourage internal In-traprenuership?
  17. 17. We work in an inclusive and equitable manner. We make conscious efforts to engage members of different groups in different facets of our operations whenever feasible. Biji-biji Initiative works in a non-discriminatory manner where conscious efforts are made to create, maintain and ensure a fair and equitable environment within the Biji-biji Initiative. How do we ensure inclusivity and equitability?
  18. 18. We believe collaboration is superior to competition. The best way to innovate is to collaborate. We seek out collaboration opportunities to increase efficiency and effectiveness in reaching our shared goals. At our Open Workshop, we welcome groups and individuals to participate in our projects and to design and prototype new ideas. When someone shares a great idea with us, We make sure they are included fairly in the entire process. How we ensure collaboration takes place?
  19. 19. We are a strong advocate of Open Source principles. Our designs are shared online for non- commercial use, which means the rights to study, change and distribute our designs are open to anyone for non-commercial purpose. This allows the designs to be constantly improved upon, and for us to further develop our building techniques by making new prototypes. By trying to spread good ideas instead of protecting them, we can innovate efficiently and effectively. Our Open Source Principles
  20. 20. Biji-biji Initiative Open Workshop Our Open Workshop is based in a 9,000 sq. ft. space in Jalan Ipoh, Kuala Lumpur. This workshop is equipped with tools and machinery, and serves as our prototype development centre, production and storage facility. Here, members of the public and clients alike are encouraged to take part in the design process, learn and develop the solutions. Our Open Workshop

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