This is the work done for the subsidiary described under References: a manual of more than 40 procedures across 8 cycles, written in full by the founder, with flowcharts and control points. The method always starts from what people actually do (requests, approvals, payments, filing) before proposing changes.
What the engagement covers
Procedures manuals
Drafting or overhaul of administrative, financial and accounting procedures: actors, steps, supporting documents, deadlines and controls at each step.
Approval workflows
Structuring of delegation thresholds and approval chains: who commits, who verifies, who authorises, who pays.
Organisation of the function
Job descriptions for the administrative and financial function, task allocation and absence cover.
Audit trail
Numbering, filing and archiving rules, so that every entry can be traced to its supporting document.
Approach
- 1 · As-is review
- Processes to cover, interviews and observation: procedures first describe how things actually work, exceptions included.
- 2 · Drafting and approval
- Drafting in short cycles, review by the staff concerned, management decisions on control points.
- 3 · Roll-out
- Presentation to staff, support during the first weeks of use and a schedule for updating the manual.
Typical deliverables
Procedures manual
The full document, organised by cycle, with a one-page flowchart for each key process: people, steps, thresholds and documents.
Job descriptions
Responsibilities within the finance and administration function, consistent with the manual.
Filing and archiving plan
How documents are numbered, filed and kept, so that a third party can follow the audit trail.
Start from how you work now.
Internal memos, approval spreadsheets, unwritten habits: whatever already exists is the starting point.