fy09 annual planning finance division. fy08 successes we keep the trains running…. in fy08, hq...
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FY09 Annual Planning
Finance Division
FY08 Successes
We keep the trains running….
In FY08, HQ Finance will have: Issued approx. 4,200 checks Issued approx. 2,000 wire transfers Issued approx. 9,500 paychecks Uploaded approx. 80,000 budget lines in BESS Recorded approx. 3,000 contributions Translated & consolidated 392 sets of books (28 x 14) Responsible for 350,000 transactions in Oracle Responded to approximately 2,000 Oracle ‘helpdesk’
inquiries per year Posted 5,500 financial reports to e-rooms Managed an average of $75m in cash and investments
each month
FY08 Successes – Accounting, Regional Finance
Accounting: Reduced audit findings Financial statement audit, A-133 audit, Program audits, IRS
reporting, local audits Improved HQ & Field accountability
‘Cleaner’, more current accounts in HQ and field Timesheets HQ & Field
Compliance: Launched internal audit function
Colombia, Ecuador, Peru, Venezuela, Samoa, Australia, China Finalized Operations Manual
Regional Finance: Participated in PMG meetings Conducted 6 financial management trainings for Field Program
Managers
FY08 Successes – Budgeting and Reporting, & Systems
Systems: Implemented i-expenses Conducted monthly Discoverer trainings
Budgeting & Reporting: Developed zero-based budget tool developed Developed uploading mechanism to eliminate
BESS entry Better budget monitoring - monthly review of
performance, contingencies, donor balances etc
Finance Division FY09 Outcomes
All offices understand and are in compliance with CI's financial policies & procedures.
Systems, tools, and policies are in place to process financial information, manage donor agreements and adequately monitor CI's external grants
Maintain and improve current operations while providing support to staff and management
FY09 Plan
1. In collaboration with IT, Programs & Science integrate financial data between planning database & Oracle financials
2. Research & recommend new budgeting, planning & reporting tool to potentially be rolled our in FY10
3. Lead initiative to revamp LRFP
4. Implement electronic timesheets at HQ
5. Continue roll out of i-expenses in HQ to incorporate credit card transactions
Systems, tools, and policies are in place to process financial information, manage donor agreements and adequately monitor CI's external grants
FY09 Plan
6. In collaboration with IT, integrate payment information from Oracle to GEM and develop system to reconcile and maintain the two systems
7. Develop training and monitoring plan to a) ensure program staff are responsible for managing costs of their projects; b) accountants have reporting tools to provide project managers with timely, accurate, relevant financial information; c) accountants are able to adequately document project costs and meet audit requirements
Systems, tools, and policies are in place to process financial information & manage donor agreements and adequately monitor CI's external grants
FY09 Plan
1. Conduct internal audits of Brazil, Madagascar, Cambodia, Guyana, Suriname and Indonesia, & ensure findings are adequately addressed
2. Conduct topical training sessions for HQ staff on financial management and financial policies & procedures
3. Conduct "Financial management for Program managers" training course for the remaining countries and new staff
4. Train program management on standard review and oversight procedures
5. Train on Operations manual
All offices understand and are in compliance with CI's financial policies & procedures.
FY09 Plan
1. Review existing investment strategies and make changes to ensure maximization of yield while maintaining principal
2. Work with the HR task force to create a minimum set of benefits and incorporate them into each office's fringe pool
3. Keep the trains running on time.
Maintain and improve current operations while providing support to staff and management
System Development and IntegrationDivisional Role: Support integration with planning database Improve utility of existing finance systems Provide accurate timely information to ‘clients’FY09 Activities: PDB-Oracle integration reporting & planning tools e-timesheets i-expenses
FY09 Details
Capacity-Building Efforts
Divisional Role: Training & Monitoring - ROC
FY09 Activities: Operations Manual Finance staff on systems and procedures Project (donor) management from the
‘bottom’ up Internal & External Audit
FY09 Details
Organizational Sustainability
Divisional Role: Monitoring financial activity & tracking
‘contingencies’
FY09 Activities: Monthly financial review Overspent donors Prospect donors Efficient operations
FY09 Details
Barbara DiPietroVP of Finance
Controller
Stacey JohnsonDirector - Reporting,Analysis, & Budget
Angela VedderAssistant Controller
Martine CulbertsonSr. Director
Regional FinanceCapacity Building
Greg KinardFinancial
ApplicationsDirector
Linda DaileyPayroll Manager
Lawane GloverPayroll Coordinator
Matt WoolieverFinancial Analyst
Valeria MartinezLead Finance
Trainer
MaFe RivadeneiraFinance Trainer
Teodros TesfayeDirector of US
Accounting
Vika ShekField Accounting
Manager
Eric RamarijaonaField Accountant
Gina HowardSenior Accounts
Payable Specialist
Thai NguyenSenior General
Ledger Specialist
Freddie AhiableAccounts Payable
Associate
Iris PonceFinance Associate
Ethan NgoAccounts ReceivableCoordinator
Aina RavelojaonaGeneral Ledger
Manager
Headcount
Regular Fixed-Term
FY08 Board-approved budget
# FT positions 18
# PT positions 2
Positions added in FY08
# FT positions
# PT positions
FY09 Requested # FT positions 18
# PT positions 2
FY09 Budget Growth
Division Total FY08 Budget Proposed FY09 Budget
% Growth
Finance $ 2,841,386
$ 2,967,133
4%
Accounting $ 1,130,835
$ 1,167,395
3%
Reporting & Analysis
$ 214,351
$ 320,078
49%
Payroll $ 306,071
$ 305,935
0%
Capacity Building & Training
$ 600,000
$ 471,794
-21%
Systems $ 174,179
$ 239,312
37%
Audit - External $ 252,700
$ 274,095
8%
Audit - Internal $ 125,750
$ 156,750
25%
Indirect Cost $ 37,500
$ 31,774
-15%
FY09 Budget Detail by Expense Category
Expense Category
FY08 Budget
% of Total
FY09 Proposed Budget
% of Total
% Change FY08 to
FY09
Salaries & Benefits
1,654,875
59% 1,739,764
58% 5%
Travel & Conferences
278,950 10% 259,425 9% -7%
External Grants
Occupancy 150,845 5% 145,925 5% -3%
Other Direct Costs
719,216 25% 790,245 27% 10%
Indirect Cost 37,500 1% 31,774 1% 0%
Total 2,841,386 100%
2,967,133 100%
4%
FY09 Budget Detail by Funding Source
Funding Source FY08 Budget
% of Total
FY09 Proposed Budget
% of Total
% Change FY08 to
FY09
GBMF $ 337,500 12% $285,963 10% -15%
Individual
CEPF
Government
Foundation
Corporate
Other
Shortfall
Unrestricted $2,503,886
88% $2,681,170 90% 7%
Total 2,841,386 100% $2,967,133
100%
4%