Global Finance Operations (GFO) Financial Review and Checklist Form


TABLE OF CONTENTS

 

 

Page(s)

How to Submit a Form

2-6

Save as a Draft

7

Country Director Instructions

8-12

Lost the Email with the Link

12

GFO Team Instructions

13-18

Lost the Email with the Link

18

Filing Location in Laserfiche

19

Appendix

20

County Directors, DO & DFO Lists

21


Two ways to get to the form:

  1. To go Directly to the Form go to:
    https://lf.heifer.org/Forms/GFOFinancialReviewChecklist
     
  2. From the Main Laserfiche Forms Page:

             https://lf.heifer.org/Forms

               Then click the Start Process Button

 


 

Then Click Start Button Next to the Financial Review and Control Checklist

 

 



Submitted Date and Submitter Name will automatically be filled in.

Select the Country from the dropdown list:



After the Country is selected, it will fill in the Country Director and the Country Director email




Select the Fiscal Year from the Dropdown List



Select the Quarter from the Dropdown List




There are Four Sections of Questions to Answer:


The sections can be Collapsed or expanded by clicking on the down arrow button


See Example Below:

 

 

 

 

 

 

 

 

 

 

 


Answer Each Question by Clicking Yes or No.If Yes is selected, it is required to give an explanation.You will not be able to submit form until this box is filled in.


If you try to submit the form and have not answered a required question or filled in the explanation box; it will be highlighted in red and will not be submitted until this is fixed. See example below:

 

 

 

 

 

 

 

 

 


When all questions are answered and the form is ready; click the Submit button at the bottom of the form.


You will then get the follow Screen; Where you can Download, print or email a copy of the form you submitted.



The submitter will also receive an email that the form has been submitted.


SAVE AS A DRAFT

Note:

At any time, you can Save the Form as a Draft and come Back to it later by Clicking the Save as Draft button at the bottom of the form.

It will ask for an email address which should be automatically be filled in with your email address.This email will include a link to the draft.Then you will get the following message.

 

You can also get to the draft by going to the main Laserfiche Forms Page; Click Drafts on the left hand side of the Page under the Start Process Button


Click the Draft from the List




Country Director Instructions
The Country Director will receive an email when a Financial Review and Control Checklist has been submitted.See Example Below.

Click on the link and it will take you directly to the Form.

The following is the screen you will see for the Country Director Approval Task:



On the right hand side is the Action History. This is a detail of the Forms Process.


 

The Country Director will scroll down the Form to verify the information that has been submitted.At the bottom of the form is a section for the Country Director to Sign and Date the Form.



Click the Sign Button; You can either type your name or click the Draw and draw your name

 Then Select the Date:




You can add any comments regarding the Process.If the Form is rejected; Please include the reason for rejecting.



Note:The comments that are added to this field will be included in the Action History Section and in the Body of the emails that is sent to the next person.



APPROVED:
The form will go to the GFO Team (Desk Office (DO) & Director of Finance Officer (DFO) for the Country of the form being submitted)


 

An Email will be sent to the GFO Team.See Example below.Notice the Yellow Highlight.The comments from the Comment Box will be included in the email to the GFO team.




REJECTED

 

 




The Form will go back to the Submitter.

NOTE: Even if Rejected the Form; the Form will still need a Signature and Date.

An email will be sent to the submitter. See example below:


LOST THE EMAIL

Note:If you lose the email, you can always go to https://lf.heifer.org/forms main page and the task will be listed for you to select.



GFO Team Instructions

The GFO Team (DO & DFO) will receive an email when a Financial Review and Control Checklist has been approved by the Country Director.See example Below.


Click on the link and it will take you directly to the Form.

The following is the screen you will see for the GFO Acknowledgement Task:

 



Since the form is Assigned to DO & the DFO; the DO will need to assign the Form to themselves.To do this, in the Upper Right hand corner of the Form Screen; Click the Assign to Me Button
 




The Screen Will look like the following:


 

On the right hand side is the Action History.This is a detail of the Forms Process. Notice the Yellow Highlight is the Comments that were added in the Comments Box.




The GFO Team will scroll down the Form and verify the Questions to make sure that everything is filled out correctly.

Scroll to the bottom of the form to the GFO Acknowledgement Section.




Click the Sign Button; You can either type your name or click the Draw and draw your name


Then Select the Date:



Add a Comment if Applicable

 



Note:Keep in mind that Comments will show up in the Action History and in the Email Notifications

When everything is ready; click the Approve Button or if it needs to be corrected; click reject and send it back to submitter.

 

REJECTED

The Form will go back to the Submitter.

 

 

 


NOTE: Even if Rejected the Form; the Form will still need a Signature and Date.

An email will be sent to the submitter. See example below:

 
















LOST THE EMAIL

Note:If you lose the email, you can always go to https://lf.heifer.org/forms main page and the task will be listed for you to select..Since the form is Assigned to DO & the DFO; the DO will need to assign the Form to themselves.First thing to do is; Click the Available tab; Select the Appropriate Form from the List



In the Upper Right hand corner of the Form Screen; Click the Assign to Me Button

 

 

 Then Follow the Instructions on how to complete the Form.

After the GFO Team Has Acknowledged the Form.It will be filed in Laserfiche in the following Location:

Heifer-International\Finance and Administration\Global Finance Operations\<Country Name>\, an email will be sent to the Submitter, Country Director, Desk Officer (DO) and Director of Finance Operations (DFO) notifying all participants that the form has been approved and filed.

Sample of the Email that will be sent:


Appendix

Country

Country Director

DFO

Desk Officer

Bolivia LSE

Daniel Vildozo

Efren Meza

Martha Valdez

Bangladesh

M. Siddiqur Rahman

Stacie Holloway

Dikchya Joshi

EADD

Rakesh Kapoor

Valorie Hall

Maria Schrader

Ecuador

Rosa Rodriguez

Efren Meza

Rosangela Ahuyon

Ghana

Roland Kanlisi

Valorie Hall

Shana Thomas

Guatemala

Gustavo Hernandez

Efren Meza

Rosangela Ahuyon

Honduras

Marco Machado

Efren Meza

Martha Valdez

Haiti

Hervil Cherubin

Efren Meza

Martha Valdez

India

Avni Malhotra

Stacie Holloway

Kshama Ghimire

Kenya

George Odhiambo

Valorie Hall

Kshama Ghimire

Cambodia

Keo Keang

Stacie Holloway

Dikchya Joshi

Malawi

Petronella Halwiindi

Valorie Hall

Lo Vongsaravane

Mexico

Victor Garcia

Efren Meza

Rosangela Ahuyon

Nicaragua

Milton Castillo

Efren Meza

Martha Valdez

Nepal

Shubh Mahato

Stacie Holloway

Wendy Uhiren

Peru

Alfredo Garcia

Efren Meza

Rosangela Ahuyon

Philippines

Roda Valenzuela

Stacie Holloway

Dikchya Joshi

Rwanda

Charles Kayumba

Valorie Hall

Maria Schrader

Senegal

Abdoul Gueye

Valorie Hall

Kshama Ghimire

Tanzania

Leticia Mpuya

Valorie Hall

Maria Schrader

Uganda

William Matovu

Valorie Hall

Lo Vongsaravane

Vietnam

Trang Dang

Stacie Holloway

Maria Schrader

Zambia

James Kasongo

Valorie Hall

Wendy Uhiren

Zimbabwe

Kainos Musvinu

Valorie Hall

Wendy Uhiren

 

 

NOTE: If any of the above changes; the Laserfiche team needs to be notified by emailing Laserfiche.Support@heifer.org

 

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