Monitoring/Evaluation
The organization has developed Monitoring and Evaluation Guidelines, which highlight some effective tools that have enhanced the quality of project planning and management. Monitoring has helped our project managers and staff to understand when/if their projects are progressing on schedule and ensure that project inputs, activities, outputs and external factors are preceding as planned. Evaluation has helped the organization to assess the extent to which projects have achieved the objectives set forth in the project documents. In 2013, the organization aims to develop an overall monitoring/evaluation system for all projects in order to enhance decisions making (M&E Guidelines)
Funds management and accountability system
Financial Reporting:
According to CAFDARO’s Financial Manual, the organization regularly writes and reviews quarterly and annual financial reports. The quarterly financial reports are furnished by the organization for management control purposes to compare the activities accomplished and expenses incurred against the plan. The report shows all financial transactions and changes in the fund balance for the period covered by the report. This financial report is also produced upon a request by management or the Board of Directors. The organization also prepares an annual financial report. A copy of the annual report is distributed to members, patrons and other sponsors of the organization within 60 days from the end of fiscal year. The staff members of the organization, including the Chief Executive Officer, Coordinator, Admin/finance director, project managers and other responsible officers of the organization are expected to certify the accuracy of the reports and statements.
Internal controls:
CAFDARO has put in place clearly established internal controls for handling and documenting all types of financial transactions. The organization has prepared policies and procedures that direct what steps should be taken when various financial transactions occur. We have implemented several internal controls to encourage compliance. In establishing its internal controls, the organization implemented five main procedures:
- It established a system for authorizing transactions and activities, which was accomplished through a written policy with the approval of senior management.
- It segregated duties of staff members in order to reduce the opportunity for any person to be in a position toperpetrate and/or conceal errors or irregularities in the normal course of his/her duties. This was done by assigning different people the responsibilities of authorizing transactions, recording transactions, and maintaining custody of assets.
- It designed and required the use of documents and records to help ensure the proper recording oftransactions and events.
- It instituted adequate safeguards for accessing and using records and assets such as cash or other inventories, and ensured that such safeguards also covered access to records, documentation, and record-keeping files.
- It usually performs independent checks of the internal control processes and periodic validation via auditing to ensure that records reflect assets, and that a reconciliation of assets and records is accurate and balanced.