The Updated Working Plan of the Audit Commission (Enschede-Catania)

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Dear Network,

The Audit Commission (AC) started this term just after Agora Enschede on May 29th, 2017 with two new elected members (Dennis and Oğuzhan) and a confirmed president (Luca) with the purpose to propose to achieve the following activities till Autumn Agora Catania.

 

PRESENTATION OF THE TEAM TILL AGORA CATANIA

HERE (CLICK) we listed all the members of the team you can contact for help.

 

ACTIVITIES TO CARRY ON TILL AGORA CATANIA

The activities to carry on till Agora Catania, have been decided to be following:

16) Full Audit of 2 contacted Antennae;
17) Addressing and trying to solve the situation of non-approved antennae;
18) Proposing the new Financial Report Template to fix the issues it had and to make it conformed with EQAC, SUCT and IASB International Standards and ISO 19011:2011;
19) Proposing a new Financial Report Toolkit which explains way more what can be the issues and how to fill the report properly;
20) Translation of the Financial Report Toolkit and Template in several languages;
21) “Bring your own Audit” = a bottom up initiative to involve every Subcommissioners’ idea into practice;
22) Addressing the situation of several antennae which sent Financial Reports with several issues and/or mistakes;
23) Making a proper internal division of the Internal Google Drive by antennae’ folders;
24) Finishing the KT documents for the whole management of Audit Commission;
25) Update the Training tools for Internal Education;
26) Establishing a cooperation between SUCT and Audit Commission for their Financial Reports and gather all the SUs Financial Reports to input them ready for the 2018 Season of Financial Reports
27) Making Webinars for the locals;
28) Celebrating the 30 Years of Audit Commission in Autumn Agora Catania;
       Special Logo;
       Flag and Mascot;
       Speech with Juridical Commission in Autumn Agora Catania;
29) Intertemporal Register (FORMER POINT 13);
       Asking for a Progress Meeting in Agora Catania about it;
       Showing the results of it;
       Combining with the results of the Survey;
       Show the correlation between Education and Stability of the locals on multi-year level;
30) Addressing Network Commission of our cases and telling them the critical points of the previous 2017 season and where to intervene with us to improve the situation;
31) Having prepared the 2018 season of Financial Reports already by Autumn Agora Catania;
32) Present the Fiscal Law/Regulations document (FORMER POINT 9);
33) Skype with Interested Locals on demand (FORMER POINT 8);
34) Present the outcomes, Financial Report of 2017 and personal recommendation to all the locals before the Agora Catania for the Financial Report Season 2018.

C

Here is a scheme of the Activities we decided to Carry On till Agora Catania. We do hope to achieve them all!

OUTCOMES OF THE PREVIOUS ACTIVITIES

In the PREVIOUS EDITION OF THE WORKING PLAN (CLICK TO SEE), we mentioned about 15 activities to achieve during the year, which we remind you were based on the following 15 points. We did already present in Spring Agora Enschede (CLICK FOR THE PRESENTATION OF SPRING AGORA ENSCHEDE), but we would like you to address about the status of all of those and what we actually achieved.

B
Here is a scheme of the activities as result of what we did with respect to what we approved as Working Plan on December 22nd, 2016.

 

1. A BIGGER TEAM FOR BETTER COMMUNICATIONS

Despite quite of misunderstanding from the network side, the implementation of a bigger team to achieve better communications worked. We do assume the fact that having such best practice is just helping the network understanding better the reality of what AC does and what AC needs – according to CIA’s Financial Rules – to get its job properly done.

The results of 150 Locals reached among the total of 165 between Antennae and Contact Antennae is just there to see and represents an all time record we just want to have improved, in future.
The fact we are heading to get to the remaining locals prove that we are not done yet and by Catania, we want to have that statistic improved.

OUTCOME = POSITIVE

2. A SPACE TO DEBATE ON FINANCES

Having a Facebook Group where debating on Finances was not existing or working before. Yes, there have been groups working on such side, but nobody dealt to prepare and try to make user friendly the submission of Financial Reports and/or asking for something properly. Ensuring the existence of such tool, making the Audit Commission Facebook Page working and being committed to answer quite often to mails from locals, helped us a lot to ensure a credibility to our work.

We do envision spaces for cooperation with other Financial bodies, like EQAC (for budgeting and pricing of events), CIRC (for Fundraise) and Academy (for FRES and Financial Trainings) .

OUTCOME = POSITIVE

3. WORKING ON A REFORM OF THE FINANCIAL REPORT TEMPLATE

We did implement already a new Financial Report Template back in January. It was not maybe the very best one, but we solved every single little issue.

OUTCOME = POSITIVE

4. MOVING TO PODIO AND GOOGLE DRIVE

We did it for Podio, getting rid of the old Intranet system who clearly was not a valuable tool for Audit Commission and we retain it should not be implemented back then. The passage from Dropbox to Google Drive enhanced the quality and quantity of documents, work and storage too.

OUTCOME = POSITIVE

5. ONE MONTH AND A HALF FOR SENDING THE FINANCIAL REPORT

We tried, but locals do not get the deadline thing. On our side, we used an overwhelming communication strategy to try to involve the most of locals, by sending mails, caring about locals on individual level, contacting and helping locals directly.

But deadline were not respected that much – despite it is not our fault.

The recommendation we would like to give is to improve such communication to locals and getting prepared with month in advance to the incoming event of Financial Report Sending.

OUTCOME = TO BE IMPROVED BY THE LOCALS

 

6. WE NEED YOUR FEEDBACKS!

The results of Survey were incredible in terms of number and quality. We do have now lots of valuable information to exploit. We exploit already the ones for improving a new template. We will let you aware about the remaining ones by Agora Catania

OUTCOME = POSITIVE

7. EDUCATION TOOLS

We developed a new Toolkit, new types of Workshops, hosted those Workshops in the first ever FAFA event and in 2 NWM (Bilbao and Gdansk). Good results from those. We need to find a way to make them more viable but for sure, they attracted people in what we do and what we stand for. We will positively answer soon to the Network Request of Trainings on the topic.

OUTCOME = POSITIVE

8. SKYPE CALL SESSIONS

We suited up a calendar for Skype Call Sessions during the period of Submission of Financial Reports. Just 3 locals answered to this opportunity. We are up and eager to help anybody with new Skypes and/or Webinars.

OUTCOME = POSITIVE

9. CREATION OF THE FINANCIAL/TAX REGULATION DATABASE

We already prepared a draft of all the AEGEE countries involved. We just need to put in a better way. We are almost done.

OUTCOME = WORK IN PROGRESS

10. AUDIT OF AEGEE EUROPE

We did the Spring one and provided a guide of how to Audit AEGEE-Europe based on such experience. Presented with Financial Director of AEGEE-Europe the results of it in Spring Agora Enschede. Planned the second one for the weekend of 15-17 of September 2017.

OUTCOME = POSITIVE (SPRING), TO BE DONE (SUMMER)

11. PROVIDING A WORKING FORMAT FOR THE AUDIT COMMISSION

We already sent the draft to the Juridical Commission after having worked on it, made it approved by Subcommissioners too.

OUTCOME = POSITIVE

12. ACTIVITY REPORTS OF THE AUDIT COMMISSION

We presented the one in Spring Agora Enschede, and we will present the one in Agora Catania. Incredibly positive feedback from the Agora.

OUTCOME = VERY POSITIVE

13. THE INTERTEMPORAL REGISTER OF THE LOCALS OF AEGEE EUROPE

As shown before, the plan was supposed to be done this Summer. It will be done in this way:

  • We will allow all the Subcommies to choose 2 of their locals of 46 locals in total;
  • We will develop such template;
  • We will analyze their results on a multi-year perspective to realize the behaviour behind those;
  • We will combine those results with the Survey if the local participated;
  • and create an unique document to address the FInancial Position of these locals in a protected way.

The results will be presented in Agora Catania in a Progress Meeting.

OUTCOME = WORK IN PROGRESS

14. KNOWLEDGE TRANSFER (DOCUMENTS, TRAININGS)

We already finished every Knowledge Transfer, we trained 19 Subcommissioners back and now we did the same with the 9 new ones. We have ready every document for a perfect managing of the whole Audit Commission, either from the AC perspective and for the AC Subcommissioner’s one.

OUTCOME = POSITIVE

15. INTERNAL COMMUNICATIONS

We dedicated efforts for this. Communications work good with our Internal Group and our Whatsapp Chat. The overall climate is positive and fruitful.

OUTCOME = POSITIVE

 

 

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So, that was all of it.

Feel free to:

Financially Yours,

Audit Commission Team (Enschede-Catania)
Luca, Dennis, Oğuzhan
15127450_1279722302079752_921519237_o

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