Operations Module

Please answer the questions in Section (A) Establishing a Solid Foundation in Operations Module ONLY if you have been assigned to do so.  If you have not been assigned to do Section (A),  please scroll down and click “Next” to complete Section (B) Striving Towards Excellence in Operations.  Your responses are anonymous.   All responses will be consolidated and provided to the ASO for discussion.
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Survey Key Required

Enter the survey key provided by your OODP consultant to access this survey.

Establishing a Solid Foundation in Operations

Respond to each statement with “Yes “, “No” or “Somewhat”.
1. We have financial management practices are in line with legal and funder requirements (e.g. annual audit, HHP Financial Guidelines) as well as Accounting Standards for Not-for-Profit Organizations (ASNPO), including:
  • Board or Board committee review of funder reports and deadlines
  • Board or Board committee review of auditor recommendations
  • Staff or external support have and maintain financial designation, i.e. Chartered Public Accountant (CPA), Certified General Accountant (CGA), Certified Management Accountant (CMA), or Chartered Accountant (CA)
  • Staff or external support apply payroll standards and requirements
2. We comply with reporting and other requirements of the Canada Revenue Agency (CRA).
3. We have written financial controls (i.e., in policies and procedures) including the examples below:
  • Signing authority;
  • Bank accounts;
  • Cash and electronic transactions, petty cash and deposits
  • Cheque control;
  • Schedule of financial reporting to management team and Board;
  • Retention of records;
  • Donations and receipting;
  • Independent financial review or audit; and
  • Use of organization credit and debit cards.
4. We have a clear process for payroll and related remittances.
5. We have an annual budgeting process that is documented.
6. We have an investment policy that aligns with our values and ethics and minimizes risks.

Workspace/Workplace

7. Our workspaces comply with the standards of the Accessibility for Ontarians with Disabilities Act (AODA).
8. We have a documented health and safety plan that includes processes and tools that are utilized regularly at all sites.
9. We have remote and hybrid work policies and procedures.
10. We have an up-to-date inventory of all assets (e.g., computers, desks, chairs)
11. We have an emergency evacuation policy and plan.
12. We have an emergency preparedness plan.

Information Technology (IT)

13. We have IT policies and procedures to ensure the proper back-up, storage, and security of all the organization’s electronic data and files (e.g., financial data, client data, donor data, human resources data, shared folders, individual staff folders)
14. We have policies and procedures to mitigate against and deal with hacking and viruses in IT systems and hardware.
15. We maintain an up-to-date inventory of IT equipment and software with a plan for renewal and replacement.
16. We have cyber security insurance.

Reflection and Discussion

Answer the questions below to support you to think about establishing a solid foundation in Operations.