Page 61 - VYSNOVA PROGRAM MANAGEMENT GUIDE V1.1

ANNEX B: Signature Authorization Matrix

ANNEX B: Vysnova Authorization Matrix

Vysnova Partners, Inc. FY 2021 Authorization Matrix

Corporate Authorization Matrix Contracts 2 HR Administration Media Policy
Corporate
Employment Consulting Salary
5
3
4
LEADERSHIP TEAM NDA TA Proposals Contracts Agreement Agreement Increase Travel Purchase Media Governance and
Company Policies
President & CEO Final Approval In All Areas
VP & COO Approval Approval Approval Approval Approval Approval Approval Approval Approval Approval Drafts & Recommends
VP Business Development Approval See Approval See Approval See See Note [6] Drafts & Drafts & Recommends
Note [8] Note [8] Note [8] Recommends
LEARDERSHIP TEAM (External Resources)
Chief Information Officer (vCIO) See note [6] See note [2] See note [6] See note [6] See note [6] See note [6] See note [6] Supports as Supports as needed.
needed.
Chief Financial Officer (vCFO) See note [6] See note [2] See note [6] See note [6] See note [6] See note [6] See note [6] Supports as Supports as needed.
needed.
Corporate Legal Counsel Supports as Supports as Supports as Supports as Supports as needed. Supports as Supports as Supports as Supports as needed. Supports as Supports as needed.
needed. needed. needed. needed. needed. needed. needed. needed.
MANAGEMENT TEAM
Accounting Manager/Controller 7 See note [6] See note [6] See note [2] See note [6] See note [6] See note [6] See note [6] See note [6] Supports as Supports as needed.
needed.
Capture Manager Supports as Supports as Supports as Supports as Drafts & Drafts & Recommends
needed. needed. needed. needed. Recommends
Contracts Manager See note [2] See note [6] See note [6] See note [2] See note [6] See note [6] See note [6] Supports as needed. Supports as Supports as needed.
needed.
Communications Manager Drafts & Supports as needed.
Recommends
Human Resource Manager Supports as Supports as See note [6] See note [6] See note [6] Supports as Drafts & Recommends
needed. needed. needed.
Operations Manager Supports as needed. Supports as Supports as See note [6]
needed. needed.
PROGRAM MANAGERS
Corporate Program Manager, Supports as Supports as See note [6] See note [6] Recommendation Project Travel Project purchases Supports as Recommendation only.
Management/Consulting Programs needed. needed. only. Requires ONLY. Requires ONLY. Requires needed.
Financial review. Financial Review. Financial and
Based on contract Not to exceed Purchasing Officer
escalation but not to $20,000. Review. Not to
exceed 3%. exceed $20,000 on any
individual purchase; or
cumulatively exceed
$50,000 in any month.

Corporate Program Manager, Evaluation Supports as Supports as See note [6] See note [6] Recommendation Project Travel Project purchases Supports as Recommendation only.
needed.
only. Requires
needed.
Programs Copyright 2020 Vysnova Partners Inc. All rights reserved. ONLY. Requires ONLY. Requires needed.
Financial and
Financial review. Financial Review.
Based on contract Not to exceed Purchasing Officer
escalation but not to $20,000. Review. Not to
exceed 3%. exceed $20,000 on any
individual purchase; or
57 cumulatively exceed
$50,000 in any month.
Corporate Program Manager, Health Supports as Supports as See note [6] See note [6] Recommendation Project Travel Project purchases Supports as Recommendation only.
Programs needed. needed. only. Requires ONLY. Requires ONLY. Requires needed.
Financial review. Financial Review. Financial and
Based on contract Not to exceed Purchasing Officer
escalation but not to $20,000. Review. Not to
exceed 3%. exceed $20,000 on any
individual purchase; or
cumulatively exceed
$50,000 in any month.
Corporate Program Manager, Supports as Supports as See note [6] See note [6] Recommendation Project Travel Project purchases Supports as Recommendation only.
International Development Programs needed. needed. only. Requires ONLY. Requires ONLY. Requires needed.
Financial review. Financial Review. Financial and
Based on contract Not to exceed Purchasing Officer
escalation but not to $20,000. Review. Not to
exceed 3%. exceed $20,000 on any
individual purchase; or
cumulatively exceed
$50,000 in any month.
PROJECT STAFF
Program/Project Managers (As Assigned) Supports as Supports as Supports as needed. Supports as Recommendation Project Travel Project Purchases Supports as Recommendation only.
needed. needed. needed. only. ONLY. Requires ONLY. Requires needed.
Financial Review. Financial Review. On
On Contracts Contracts requires
requires COR COR approval. Not to
approval. Not to exceed $10,000 on any
exceed $10,000. individual purchase; or
cumulatively exceed
$20,000 in any week.
Project Associates (As Assigned) Supports as Supports as Supports as needed. Supports as Supports as Project Travel Project Purchases Supports as
needed. needed. needed. needed. ONLY. Requires ONLY. Requires needed.
Financial Review. Financial Review. On
On Contracts Contracts requires
requires COR COR approval. Not to
approval. Not to exceed 2,500 on any
exceed $2,500 individual purchase; or
cumulatively exceed
$5,000 in any week.
Finance & Accounting Associates Supports as Supports as Supports as needed. Supports as Supports as Recommendation only. Recommendation only.
needed. needed. needed. needed.
Project/Administrative Assistants Supports as needed. Supports as
needed.
OTHER STAFF
Executive Assistant to CEO & COO Supports as Supports as Supports as Supports as Supports as needed. Supports as Supports as Supports as Supports as needed. Supports as Supports as needed.
needed. needed. needed. needed. needed. needed. needed. needed.
HR Generalist / Specialist Supports as Supports as Supports as needed. Supports as Supports as Supports as needed.
needed. needed. needed. needed.
Facility Security Officer Supports as Supports as Supports as needed. Supports as needed.
needed. needed.
Finance Manager Supports as Supports as Supports as needed. Supports as Supports as Supports as Supports as needed. Supports as Supports as needed.
needed. needed. needed. needed. needed. needed.
(reports to Controller)
1
This Authorization Matrix supersedes each and every Authorizations Matrix prior to the following date of approval: June 2020
2
All contracts must be reviewed and approved through the Contracts Review Process consisting of initial submission to the Contracts and Financial Managers for review (when required). The sole exception to this is Non-
Disclosure Agreements (NDA), which require review by Contracts Manager prior to being signed by Corporate Manager. No Government Contract will be independently executed by any person other than the COO or the CEO,
irrespective of any other authorization or approval.
3
NDA: Non-Disclosure Agreements. These are required prior to communication of confidential business information to any outside party.
4
TA: Teaming Agreement. These are required prior to expenditure of Vysnova resources in a proposal involving other parties as bidding partners.
5 Contracts. These include any binding agreement between Vysnova and another entity, such as a new contract, a contract change, a contract amendment, a contract modification, a contract extension, etc.
6
The requirement in this cell is to obtain a Clearance as a step prior to Authorization. Clearance shall be in a form sufficient to provide documentary evidence (“paper trail”); and, depending on the clearance, this will involve use
of authorizations summary forms (e.g. Purchase Requisitions, Travel Expense Reports, etc.) or in some cases specific and clear email clearance. A Clearance is a confirmation that internal reviews and controls have been carried
out; it does not constitute approval and is not a final step in any approval sequence. Seek approval from Final Authorized Approvers.
7
Financial review is performed by the Controller (or his/her designated representative) and Accounting (F&A) Specialist. All purchases/payments above the $20K threshold require Controller approval.
8
The requirement in this cell is to obtain a Clearance as a step prior to Approval. Clearance shall be in a form sufficient to provide documentary evidence (“paper trail”); and, depending on the clearance, this will involve use of
authorizations summary forms (e.g. Purchase Requisitions, Travel Expense Reports, etc.) or in some cases specific and clear email clearance. A Clearance is a confirmation that internal reviews and controls have been carried
out; having received and reconcilled any and all clearances/comments the individual is alloweed to proceed with approval.