Biji-biji Initiative Governance Framework
1.0
Introduction
This Governance Framework sets out the key principles and models that govern how the Bijibiji Initiative operates. The principles and models described here are a formal documentation
of the day-to-day practices and operations of the Biji-biji Initiative. The principles and models
here may change over time, to suit the size and complexity of the organisation. All changes
and amendments will be documented and updated on this platform, and communicated to all
Biji-biji Initiative members and partners.
2.0
Objectives of Biji-biji Initiative
 To provide a holistic approach in all engagements through utilizing Biji-biji
Initiative’s Sustainability Framework;
 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.
3.0
Key Performance Indicators and Measurable
Biji-biji Initiative aims to cover all Key Performance Indicators and Measurables Identified
below in designing sustainable solutions to create or enhance positive sustainable impacts in
fulfilling commissioned client works. Through this holistic approach, all the engagements of
the Biji-biji Initiative will create long-term sustainable impacts and reduce externalities borne
by the society or the environment
Economic
Social
Environment
Local Procurement
Percentage of local versus
international suppliers
Raise awareness
How many new people were
reached and engaged
Waste upcycled
Amount of waste materials
incorporated
Fair wages
To respect and award each
person’s efforts by having a
salary gap of 3-5 times within
the organization
Skills transfer
How many individuals or
communities were engaged
Waste reduced
To prevent wasteful
practices in society
Social Inclusion
Total amount of money
channeled to community-inneeds
Gender Equality
Ratio of male and female
members engaged by job
scope
Sustainable Procurement
Research more sustainable
procurement practices or
suppliers
Transparency
High level of access to
documentation, discussions &
decision-making processes
for all team members
4.0
Open Source Development
How many new open source
instructables were made
and shared
Green Technology
Aspects of green technology
incorporated (energy
efficiency, etc.)
Governance Structure
Exco
CEO
Production
Department
Admin, Finance &
HR Department
Communications &
Branding Department
5.0
Creative
Department
Sales & Marketing
Department
Internal Audit
Department
Education & Workshops
Department
Transparency
Transparency forms one of the main pillars of the Biji-biji Initiative’s operational strategies.
5.1 To our Clients:
5.1.1 Waste Materials
The Biji-biji Initiative incorporates waste materials in most of its products and
services. 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.
5.1.2 Supply Chain
The Biji-biji Initiative is committed to purchase from local suppliers, whenever
possible and feasible. Our clients will have access to information regarding the
percentage of local versus international procurements made.
5.2 To our team members:
5.2.1 Fair wages
To address the ever-growing income inequality, the Biji-biji Initiative has a salary cap
of 3-5 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.
6.0
Financial Distribution Model
Every member of the Biji-biji Initiative team has access to information on project value, total
budget and breakdown of each project as per our Open Book Finance policies and procedures.
Below is the Biji-biji Initiative’s Financial Distribution Model:
Breakdown
Salaries
Materials
Overheads
Reinvestment
Total
Percentages
30%
30-40%
10%
20-30%
100%
6.1 Salaries
30% of every project budget is set apart for salaries. This amount is added to the total salary
and allowances pool. Salaries and allowances will be paid out to Biji-biji Initiative team
members as per stated in individual 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.
Team bonus is performance-based and calculated as below:
Criteria
Performance in appointed tasks, roles and responsibilities
Assist and enable others in their projects
Maintain cleanliness and tidiness of Open Workshop initiatives
Initiate own initiatives
Percentages
60%
20%
10%
10%
6.2 Materials
30-40% of a project budget is set apart for material procurement. 1% of the materials
procurement pool is allocated to explore 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 Intrepreneurship pool.
6.3 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.)
6.4 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.
7.0
In-trepreneurship
7.1 Research and Development
To promote entrepreneurship and to encourage the Biji-biji Initiative team members to
develop their ideas internally, within the Biji-biji Initiative, all members of team will have
access to the funding available through the In-trepreneurship pool for Research and
Development.
7.2 New Client Engagement
To increase ownership and sales, all members of team 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
(e.g: Clients that the Biji-biji Initiative has not contacted previously).
8.0
Inclusiveness and equitable
The Biji-biji Initiative works in an inclusive and equitable manner. We make conscious
efforts to engage members of different groups in different facets of the Biji-biji Initiative’s
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.
9.0
Collaboration
The Biji-biji Initiative believes collaboration is superior to competition. The best way to
innovate is to engage competitors as potential partners. We actively seek out collaborators
and collaboration opportunities to increase work efficiency and effectiveness in reaching our
shared goals. At our open workshop, interested groups or individuals are welcome 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 fair and square in the entire process.
10.0
Open Source Principles
The Biji-biji Initiative is 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.
11.0
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.