5c0tt J. Brenden
Casas Global Outreach
Procedures for Annual Gathering of Financial Requests and Information
From Global Partners (Nov-Dec-Jan)
Summary of Actions - Once a year (fall) Global Outreach Administrative Assistant collects information by:
A. Gathering previously received Applications and Recommendation forms for Support, Blessing, and Commissioning as a Long-Term Casas Missionary
B. Sending the Request for Project Proposal for Long-Term Ministry Project From Casas Building Funds to global partners and gathering the resulting proposals
C. Requesting and gathering annual reports from global partners (including Strategies/Ministry Plans)
D. Requesting and gathering annual budget requests from those responsible for major budget areas (Short-Term Support, Student Global Outreach, Gathering Global Outreach, Global Worker-in-Residence Program, Outreach Team Special Request Support, Hispanic Inner-City Project)
Procedures for Global Outreach Administrative Assistant
A. Procedure for Gathering Applications and Recommendations - as they are received throughout the year place in a file and bring to Pastor of Global Outreach
B. Procedure for Sending the RFPs and gathering the results from global partners
1. Cut and paste and email the Request for Project Proposal from Building Fund to each of the global partners in November of each year
2. Collect the emailed and paper responses between November 1 and January 31 (the deadline for returning them)
3. Photocopy the reports and give the originals in a colored folder to the Global Outreach Pastor February 1 of each year
4. Enter data from the photocopied reports into an excel spread sheet - give to Global Outreach Pastor February 1 of each year
C. Procedure for requesting and gathering the Annual Reports and strategies from our global workers supported and commissioned by Casas
1. Email the following paragraph to each Global Outreach staff member October 15 of each year:
I will be mailing out the Yearly Updates to our Global Workers soon. We want to make sure that these Yearly Updates are gathering all the information that you/we need to be effective in connecting Casas people to our Global Workers. Please click the Yearly Update and look at it carefully to see if there are additional questions you would like included in the upcoming version to make your work more effective. Please forward those to the Global Outreach Pastor by October 31. Thank you.
2. Confirm with Global Outreach Pastor that there are no new changes by November 1.
3. Cut and paste and email the Yearly Update to each of our global workers in November of each year
4. Email each global worker their own yearly update from the previous year with the following paragraph at the top:
We are sending below your Yearly Update from last year as a courtesy and to make it easier for you to fill out this Year's Annual Report (emailed to you separately). Please use this sparingly; we really appreciate fresh, genuine responses relevant to the 2006 calendar year. Thank you.
5. Collect the emailed and paper responses between November 1 and January 10 (the deadline for returning them)
6. Email reminders to those who haven't returned them January 8 and again January 11
7. Email the following to non-IMB people who haven't returned them January 5 and again January 11:
We haven't received your Yearly Update yet. Casas doesn't want to exclude you from being considered for Support, Blessing, and Commissioning for the upcoming fiscal year, but we need your immediate response in order to consider you. Besides that, it is a huge encouragement to the people of Casas to hear how the Father has prospered you and your work in the previous year through your Yearly Update. In case you have lost the web link for the Yearly Update, it is at http://www.gocasas.com/policy-yearlyupdate.htm. Please cut and paste that page into a blank email right away, fill it out, and send it to outreach@casaschurch.org. If you have already sent your response, please re-send it by email. Thank you very much.
8. Email the following to IMB people who haven't returned them February January 5 and again January 10:
We haven't received your Yearly Update yet. It is a huge encouragement to the people of Casas to hear how the Father has prospered you and your work in the previous year through your Yearly Update. In case you have lost the web link for the Yearly Update, it is at http://www.gocasas.com/policy-yearlyupdate.htm. Please cut and paste that page into a blank email right away, fill it out, and send it to outreach@casaschurch.org. If you have already sent your response, please re-send it by email. Thank you very, very much.
9. Photocopy the updates and give the originals in a colored folder to the Global Outreach Pastor February 1 of each year
10. Enter data from the photocopied updates into an excel spread sheet - give to Global Outreach Pastor February 1 of each year
D. Procedure for requesting and gathering annual budget requests from ministry leaders
1. Email the ministry leaders the following text in November of each year: Last year the Global Outreach budget included $___ for ____ (their project). As we prepare next fiscal year's budget, could you please let us know if you would like to request a different amount for the new budget year and the reasoning behind your request. Please respond to this by January 31. Thank you.
2. Gather the responses and give to Pastor of Global Outreach in a colored folder by February 1.
E. Procedure for requesting and gathering previous calendar year's spending information:
1. Email the Finance Minister
Scott would like to know if you could print out the records of each spending transaction for all GO spending in for (previous calendar year) in both budgeted and designated accounts. We need something like this to help us prepare the upcoming annual GO budget. Thank you so much.
2. If the Finance Minister is not able to do this, please do it directly.
3. When the printouts are completed, put giant clips on them, put them in a colored folder, and give them to the Global Outreach Pastor