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