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OPS ManUAl

1. MISSION & STRUCTURE

Deliver vehicles to approved receiving units. Raise funds, fulfill donor commitments, and complete content follow-up before closing each deal.

Three mission pillars. One shared support pillar.

Pillar	Function
Marketing & Fundraising	Build support, run campaigns, generate funds.
MilOps	Manage unit requests, vehicles, convoys, and delivery.
DonorOps	Manage donor records, benefits, fulfillment, and follow-up.
OrgOps	Support all three through people, systems, records, and coordination.

2. MARKETING (+ FUNDRAISING)

Purpose: Convert public support into funding for the mission.

Responsibilities: Campaign preparation, content production, promotion, fundraising, and performance reporting.

Workflow

Prepare campaign material in DOCX.
Set up the campaign in the donation and form platforms.
Promote through the public website, professional networks, and social media.
Use request and thank-you content to support fundraising and donor recognition.
Track performance through web analytics, donation-platform reports, and social-platform spreadsheets.

Protocol(s)

Unit approval sits with the approval and allocation lead under MilOps.
Donor eligibility and fulfillment follow DonorOps rules.

3. MilOPS

Purpose: Turn unit requirements into allocated vehicles and completed deliveries.

Function	Responsibility
Approval and allocation lead	Approve units. Allocate convoys. Assign vehicles to units in the allocation register.
Intake and records coordinator	Send coded application form invitations to accepted applicants. Maintain the vehicle-allocation spreadsheet.
Video operator	Film the vehicle-handover thank-you video.

Workflow

A. Intake and approval. Process preforms, collect detailed applications, prepare the CRM record, and produce the request video.

flowchart TD
    preform["Initial intake form"] --> sheet["Intake spreadsheet"]
    sheet --> invite["Coordinator sends coded form to accepted applicants"]
    invite --> submitted["Submitted application"]
    invite -.-> code["Manual code rotation: monthly"]
    submitted -->|automation service| record["CRM: prepare card"]
    record --> video["Record and subtitle request video"]
    video --> approval["Lead: approve unit"]
    approval --> campaign["Campaign"]

B. Vehicles and convoys. Source vehicles across approved procurement markets. Maintain vehicle data. Match drivers to vehicle count; arrange train tickets, return flights, hotels, and security measures.

flowchart TD
    purchase["Vehicle purchase"] --> data["Vehicle data"]
    purchase --> allocation["Lead: convoy allocation"]
    allocation --> sheet["Coordinator: allocation spreadsheet"]
    allocation --> match["Lead: unit / vehicle assignment in allocation register"]
    match --> crm["Form convoys in CRM"]
    match --> planning["Convoy planning"]
    planning --> drivers["Drivers and travel"]
    planning <--> security["Security measures"]

C. Delivery and closure. Prepare unit documents at convoy assignment. Film the thank-you video at handover. Complete content follow-up before closing the deal.

flowchart TD
    campaign["Campaign"] --> assigned["Assigned to convoy"]
    assigned --> documents["Prepare 2–3 unit documents"]
    data["Vehicle data"] --> documents
    assigned --> delivered["Delivered to receiving unit"]
    delivered --> video["Film handover thank-you video"]
    delivered --> followup["Content follow-up: CRM automation"]
    followup --> won["Mark deal won"]

Protocol(s)

Rotate the application code manually each month.
Transfer submitted unit applications to CRM through the automation service.
Prepare 2-3 unit documents using vehicle data.
Run CRM content follow-up before marking the deal won.

4. DonorOPS

Purpose: Maintain donor records and deliver the benefits and follow-up attached to donations.

Responsibilities: Donor administration, benefit fulfillment, shipping, and thank-you follow-up. The shipping role manages shipping records and postal exports. Subtitle contributors use the video-editing platform, with outsourced support.

Workflow

A. Donations and fulfillment. Receive donations through the donation platform. Collect shipping, patch, and vehicle-message information through the donor form. Maintain separate shipping and vehicle-message records. Subtitle thank-you content, translate into English, and email the donor.

flowchart TD
    donation["Donation received"] --> form["Donor form"]
    form --> details["Above EUR 100: donor details and proof"]
    form --> shipping["Shipping spreadsheet"]
    shipping --> regional["Regional postal CSV"]
    shipping --> worldwide["Worldwide shipping CSV"]
    form --> messages["Vehicle-message sheet: from EUR 1,500"]
    messages --> video["Record thank-you video"]
    video --> subtitles["Subtitles and English translation"]
    subtitles --> email["Email donor"]

B. Recurring donors. Deliver three monthly patches every three months. Recognize recurring donors on the website and in public video channels. Track active-donor status.

The €300 extra-patch benefit has a separate monthly newsletter and selection process. Select one patch from campaigns completed in the previous month.

flowchart TD
    recurring["Recurring donors"] --> bundle["Three patches every three months"]
    recurring --> recognition["Website and video-channel recognition"]
    recurring --> extra["EUR 300 or more: extra patch"]
    extra --> newsletter["Monthly newsletter with spreadsheet link"]
    newsletter --> selection["Choose one patch: previous month's completed campaigns"]

Protocol(s)

Condition	Action / limit
Donation > €100	Use the donor form to capture contact details, shipping information, and proof of donation.
Vehicle messages from €1,500	Record message allocation.
Vehicle message capacity	Maximum four messages per vehicle.
Standard recurring patches	Three monthly patches every three months.
Extra patch ≥ €300	Monthly selection from the previous month’s completed campaigns.

5. OrgOPS (aka SHARED SUPPORT)

Purpose: Keep the mission pillars coordinated, accountable, and supported by usable records and systems.

Responsibilities: Team coordination, systems support, record management, automation support, and reporting coordination.

Workflow

Coordinate work through team messaging and CRM.
Hold weekly team calls; use the AI call recorder.
Maintain the system and record register below.
Support the two defined automations: unit application form → automation service → CRM, and CRM content follow-up.
Coordinate reporting requirements.

System / record	Operational use
Intake forms, intake spreadsheet, application forms	Initial requests and detailed unit applications.
CRM	Unit/campaign workflow, convoy formation, follow-up, deal closure.
Allocation register and allocation spreadsheet	Unit/vehicle assignments and convoy allocation.
Donation platform	Donations and campaign payments.
Fulfillment spreadsheets	Shipping, vehicle messages, recurring-donor selection.
Email and video-editing platforms	Selection communication, donor follow-up, subtitles.

Protocol(s)

Keep the unit-application and donor-fulfillment form workflows distinct.

6. PILLAR HANDOFFS

Interface	Work to coordinate
MilOps ↔ Marketing & Fundraising	Unit requirements, campaign material, request videos, delivery content.
Marketing & Fundraising ↔ DonorOps	Campaign benefit information, donor communications, recurring-donor recognition.
MilOps ↔ DonorOps	Vehicle messages, handover thank-you content, donor follow-up.
OrgOps ↔ all mission pillars	People, records, systems, automation, reporting, weekly coordination.

Diagram notation: solid arrows show workflow or allocation branches; the dashed link marks recurring maintenance.