Projects Approval Process Asha Silicon Valley

(10/13/10)

• Projects Renewal Process• Checklists• Requirements for project renewal

Agenda

• Step I - Review• Step II – Approval• Step III – Checklist• Step IV – Disbursal

Project Renewal Process

Step I - Review (1 week) o Steward requests presentation slot (email: sv.projects@ashanet.org) o Steward presents to the chaptero Steward uploads the docs (site visit, budget, etc) and posts links to these

docs on ashasv-vol, ashasv-projectso Project discussions on ashasv-projects

Step II – Polling (2 weeks) o If no need to re-present, project coords open the pollo While poll is open

Steward answers any follow-up questions on ashasv-projects list Steward creates on Eval doc and posts on ashasv-projects list for

discussion. Eval doc is signed off by project coord.o Once quorum is met and Eval doc is completed and uploaded, poll is closed

by project co-ordso Quorum is 10 for closing a poll, 70% in favor needed for approval

Project Renewal Process (contd)

Step III – Checklist (1 week)o Steward submits checklist online

o http://www.ashanet.org/siliconvalley/db/disbursal.html (thanks to Vinod)o Process will be smooth if complete and correct details are provided in checklist

o Project co-ord validates checklist and approveso SV treasury processes checklist and forwards to Central Asha team

Step IV - Disbursal (1 week) o Central Asha Projects team verifies the checklist, forwards to AshaWide Treasuryo Central Asha Treasury validates the checklist information and initiates transfero Project Partner receives funds

Project Renewal Process (contd)

[1] Steward creates a new checklist for each funding request

•Steward creates a new project and add all banking details, if the project is not already in the db

[2] Project Coords review the checklist and Approve

[3] Treasurer updates status through the cycle of the funding request, including central db updates

Checklist Process

Checklist tracking page:

http://www.ashanet.org/siliconvalley/db/disbursal.html

[1] Checklist process will cycle through→ Steward (Done) → Project Coord(Approved) → Treasurer (Processed) → Central Treasury (actions)

[2] Actions of Central Treasury field will cycle through → (Yet to submit)→ (Submitted) → (Processed; Need fixes) → (Funds Sent) → (Funds Reached)

Checklist Tracking

• All volunteers to use the login name svvol to read/add information; please contact sv.projects@ashanet.org for password

• Project coord and treasurer logins (for editing) are separate • For all other queries, comments, feedback and to report issues;

please email sv@ashanet.org

Contacts

• Timeline• Review (1 week) • Approval (2 weeks)• Checklist (1 week)• Disbursal (1 week)

• Project renewal cycle takes 5 weeks from review to disbursal

• Stewards are expected to plan renewals well in advance based on project needs

• Stewards : DO NOT leave projects in limbo– keep project coords posted on any delays on steward’s side due to

bandwidth issues, try to find someone to fill-in

Project Renewal Timeline

Project renewal requirements•Budget proposal for the current year•Expense report from previous year  Project half-yearly update requirements•Project update •Site visit report if any•Evaluation criteria update

Requirements

Disbursal • Approved poll• Site visit report  • Eval doc• Completed checklist

Follow-up• Funds disbursal receipt

      

 

Requirements

• Copy of FCRA clearance certificate•New Central Asha checklist requirement

•Audited Expense Report for previous year•Expenses reports were not required to be audited earlier•Proposal:

•Starting from 2011 funding year, all project expense reports submitted by project partners to AshaSV need to be audited.

•Benefits:• Transparency in funds utilization• Improves due diligence

•Issues•Additional burden on project partners•Chapter may need to support cost of getting expenses audited

•Auditing costs?

     

 

Requirements (new)

• Project co-ords will try to remind stewards to get site visits done and to schedule a slot in chapter meeting for project renewal presentation

• Vinod working on automating reminders to stewards• Every month each steward receives 1 email at his/her personal email id. This email

contains an auto-status of each project [last site visit, last update, when things are due, when to send next funds, etc.].

• A consolidated version of this for all projects gets sent out on ashasv-projects group.

• The onus is as much on project stewards as it is on coords to ensure timely funds disbursals to projects

• Project stewards are expected to follow up with coords (projects and/or treasury) in case of delays and ensure that the funds disbursal process moves through the various stages

 

      

 

Notes