Facilitate by: Mr. Ok Libounna Director for Financial Affair, Church World Service (CWS)

Share in 5 group and answer this question: Group discussion to reflect on the real experience of participant. “How is your control to make sure the effectiveness is applied in you organization?”

Identify need Identify who will take lead responsibilities Gather Information Draft Policy Consult with appropriate funders/donors Finalize and approve policy Consider whether procedure are require Implementation Monitor review and revise

QuickBooks: Class, customer job MYBO: Job(Budget analysis) report, Add-ons Peachtree (Sage 50): Job management tools Sun system

Annual, Quarterly, Monthly, Weekly From the annual log frame/ objectives plan…

Strategic ActivitiesDetailed Activities Timeframe Responsible Team Jan- Mar Apr- Jun July- Sept Oct- Dec Training course/ Refresher training course 1- Course annually for newly selected and existing XX X Learning Team 2- Provide on going support/coaching service to particular groupXXXX Follow up Team

 Clarity  Timetable  Budget heading  Estimating cost  Contingencies  Forgotten cost

 Executive Director  Program Manager  Project manager  Field Coordinator  Finance Manager  Accountant  Cashier

The following detail to be contained as:  Voucher Number  Project/Department  Name of person payment is to be made to;  Address of person the payment is to be made to;  Date of purchase;  Staff name, ID number (of staff completing the voucher);  Description of goods or service;

 Account code, Department code, Donor code……  Amount in figures (US Dollars or Cambodian Riel);  Amount in words;  Signature, Name of person the voucher is prepared by (with date);  Signature, Name of person the voucher is Reviewed/Verified by (with date);  Signature, Name of person approving the voucher (with date)  Signature, Name of person Received on the voucher (with date)  ……………etc…

The following detail are the kind of supporting documents:  Proposal (memorandum, request form…)  Contract (construction, rental, partners, suppliers …)  Agreement (Donors, Government Agency…)  Budgets.  Quotation form (recommendation letter if required)  Purchase order  Invoice and Receipts (goods, services, …)  Beneficiary list (with signature or thumb printed)  Training,workshop …participants list.  Payroll documents (OT, tax, timesheet…)

 Evaluation report (contraction, building…)  Donor confirmation (memo, correspondence).  Acknowledgement of fund receipt (to donors, from Partners).  Bank document: ◦ Credit advice. ◦ Bank statement. ◦ Check copy /scanned  ……………………etc..

 Some supporting document not clear/completed properly (such as the same thump printed of beneficiaries double or more than two with not have the witnesses to ensure the transparency).  Not clear detail information contribute to the beneficiaries such as the price, kg, head,  Lack of checking on the receipts before paying: wrong calculation, can not find out by the 3 rd party, and far from Phnom Penh need to send back to correct.  Expenditures followed the proposal/cash requested?  Have quotation, Purchase order?…..  Correct to the existing budgeted? Compliance policies?  And for the term and condition from donors. Not only implementers, the audit firm who signed the agreement need to read the term and condition.

NGOs committed to producing reports in a timely manner to a defined schedule:  Monthly Financial Statements will be produced by working day 16 of the following month. Variance explanation need to prepare by the budget holders.  Annual Financial Statements for Audit will be produced after the fiscal year end. Distributed audited report to Donors, Government…etc… by three months after the fiscal year end.  Any specific donor reports will be produced in accordance with the donor requirements.

Any Questions or Comments?