Financial Controls

Description (Grantees)

Description (Volunteers)

Financial Controls Project

Goals	Grantee & volunteer are familiar with their roles and responsibilities. Grantee & volunteer prepare for the project & their initial meeting
Timing	Complete this step prior to the first one-on-one meeting between the grantee and volunteer.
Activities	Meeting: Kick-off/ Orientation call Homework: Grantee documents business processes that need controls Homework: Volunteer reviews general financial controls resources Resource: Controls for Small Nonprofits http://www.blueavocado.org/content/five-internal-controls-very-small-nonprofit; Resource: Developing Financial Policy (including a sample) http://www.nonprofitsassistancefund.org/index.php?src=gendocs&ref=Resources_PolicyGuidelines&category=Healthy%20Financial%20Practices
Deliverable	(Grantee) List of business processes that need controls
Outcome	Completed homework sent to all team members Volunteer schedules initial call with grantee

Goals	Volunteer understands the current state of financial controls and the business processes the grantee feels need financial controls. Grantee can ask questions, express ideas and concerns.
Timing	Complete this step during the first call between the volunteer and the grantee.
Activities	Meeting: Initial call between volunteer & grantee Volunteer reviews general financial controls best practices with the grantee and sees which controls they currently are using Grantee presents overview of business processes that need controls
Deliverable	none
Outcome	Volunteer understands existing financial controls & business processes that grantee feels need financial controls. Volunteer suggest additional areas that might need financial controls
Volunteer Tips	Ask lots of questions. Assess the grantee's familiarity with financial control concepts. Tailor your advice and project scope to the sophistication level of the grantee.
Grantee Tips	Ask lots of questions. Explain the types of things your organization does (business processes) that need financial controls to the volunteer in simple, narrative terms. You are already the expert on what you do... just share your expertise.

Goals	Document the scope for the project.
Timing	Can be completed after the initial call between the grantee & volunteer.
Activities	Meeting: Initial call between volunteer & grantee Discuss, agree on & document the scope of the SuiteVolunteer Project. Write down the priorities for the project, specifically document what will be done (in scope) and what will not be done (out of scope). Determine the timeline, including target dates for meetings & deliverables. Write down the specific list of deliverables agreed to. Can financial controls for multiple business processes be completed in the project scope (usually only a single process can be addressed)? Distribute project brief & timeline to all participants. Send copy to NetSuite.org.
Deliverable	Written project brief & timeline Send copy of project brief & timeline to NetSuite.org
Outcome	Agreed upon scope and timeline for the project.
Volunteer Tips	.
Grantee Tips	.

Step 3: Design & Implement Controls

Volunteer works with grantee to develop and document controls
- Volunteer suggests tools within NetSuite to support the financial controls.

Goals	Design & implement general controls. Design & implement controls for specific business process(es).
Timing	.
Activities
Deliverable	.
Outcome	.
Volunteer Tips	.
Grantee Tips	.

Step 4: Sign-off