Formalize reimbursement process to reduce extra paperwork

The problem

According to "How To" on debian wiki page [1], the reimbursement process is done via E-mail based workflow. It works well but it seems that it is not formalized efficiently.

[1] https://wiki.debian.org/Teams/DPL/Reimbursement

Actual situation

For example, there may be a human operation error or possibility make a process stuck. As an applicant need to negotiate each of stakeholders, it must pay extra communication cost.

E.g.

• No response from DPL or trusted organization for a while, it needs reminder.
• No assumed deadline when the reimbursement will be processed.
• Applicants select a wrong trusted organization as Cc
• Wrong submission package was sent that lacks requirement for SPI
• Missing country specific bank account information
  • for example, IBAN is not used in Japan and full name in katakana and account type is also needed and so on.
• Applicants forgot to mention ticket number like [TREASURER #NNNN]

Expected situation

Formalize reimbursement process to reduce extra paperwork.

The website has been launched which is similar to https://nm.debian.org/.

e.g. https://treasurer.debian.org

• The website provides the following functionality.

  • Reimbursement request tracking
    • It tracks Pre-Approval,Re-Approval,Approved,Submit,Acceptance,Waiting for payment and so on
    • Synchronize with each trusted organization "Debian RT" tickets via E-mail based communication
    • Account integration with salsa.debian.org

It can reduce extra communication costs by systematically check. As a result, I hope that it keeps reimbursement transparency and utilizes reimbursement for Debian Project furthermore.

It assumes that an applicant use https://treasurer.debian.org for reimbursement request.

Here is the new workflow (T.B.D.)

1. An applicant login to https://treasurer.debian.org and create ticket (with living location information) It require GPG signed text for checking identity
2. When ticket is created, internally E-mail will be sent to DPL, and trusted organization for pre-approval
   • In this step, E-mail account is assigned for reimbursement process.
3. DPL approves or reject via E-mail or web front-end.
   • If estimated cost is changed, an applicant request re-approval via web front-end
4. Upload required receipts, then send request via web front-end.

The benefit from applicant side of view:

• It makes clear what to do next.
• It makes clear the current status of the reimbursement via web front-end
• It reduces human error in each steps with web front-end validation

The benefit from DPL or trusted organization side of view:

• It does not change traditional E-mail based workflow. (rt.debian.org or rt.spi-inc.org side will not be affected, maybe)
• It reduces communication cost because web front-end can check request form systematically with some extent

I don't know how rt.* is running actually, so the above assumption may be wrong.

Additional information

Background:

I've created MR before, but it is not well-formed at that time.

• freexian-team/project-funding!5 (closed)

And important point is, I don't have afford to make this idea forward.

I hope that someone pick this idea up and implement it.

Feedback from previous MR

• There are some overlap with nm.debian.org workflow, but not suitable to implement on nm.debian.org codebase.
  • freexian-team/project-funding!5 (comment 235228)

TODOs

• Negotiate with stakeholders (DPL, Treasurer teams, Trusted organization) with ideal spec about reimbursement workflow