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1. Pre-Session Assessment and Tasks

Your preparation will determine how much you gain from our session. Complete these structured activities to maximize our learning time together. Each task builds your understanding and helps identify areas where you need support.

Task 1: Document Review (2-3 hours)

Start with a thorough review of your financial documents. This exercise will help you identify patterns and potential areas for improvement.

Gather these key documents:

  • Financial statements from the last quarter

  • Recent audit reports and management letters

  • Bank reconciliation statements

  • Project budgets and expense reports

As you review these documents, ask yourself:

  • Can you trace transactions from start to finish?

  • Are there recurring issues in audit reports?

  • How well do your reports serve different stakeholders?

  • What documentation gaps do you notice?

Task 2: Process Mapping (1-2 hours)

Understanding your current processes helps identify improvement opportunities. Create simple flowcharts or written descriptions of these key processes:

Income Management Map out how your organization:

  • Receives and records funds

  • Issues receipts

  • Tracks donor restrictions

  • Manages multiple currencies

Expense Management Document your process for:

  • Approving expenses

  • Making payments

  • Recording transactions

  • Maintaining supporting documents

Task 3: System Assessment (1 hour)

Evaluate your current accounting system's effectiveness. Consider these aspects:

Internal Controls Review your practices for:

  • Segregation of duties

  • Authorization levels

  • Cash management

  • Asset protection

Documentation Systems Assess how you:

  • File supporting documents

  • Track statutory submissions

  • Maintain donor reports

  • Store digital records

Task 4: Preparation Checklist

Complete these final steps before the session:

  1. Write down specific questions about:

    • FCRA compliance challenges

    • Accounting system improvements

    • Report preparation

    • Internal control gaps

  2. Prepare examples of:

    • A complex transaction you handled

    • A reporting challenge you faced

    • A compliance issue you need to resolve

  3. Gather data about:

    • Your current financial volume

    • Number of projects you manage

    • Types of donors you work with

    • Reporting requirements you must meet

Coming Prepared

Your thorough preparation will make our session more productive. Before joining:

  • Complete all pre-session tasks

  • Organize your questions by topic

  • Have key documents readily available

  • Be ready to share your experiences

Remember, the goal of these preparation tasks is not perfection but awareness. Understanding your current practices and challenges will help us provide targeted solutions during the session.

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