Page 63 - VYSNOVA PROGRAM MANAGEMENT GUIDE V1.1

FY 2021 Authorization Matrix
Administration
Media
Policy
Contracts
HR
Corporate Authorization Matrix
2
Corporate
Salary
Employment
4
3
Proposals
Purchase
Travel
Governance and
Media
Contracts
TA
NDA
Increase
Agreement
Agreement
LEADERSHIP TEAM
Final Approval In All Areas
President & CEO
Approval
Approval
Approval
Approval
Approval
Approval
Drafts & Recommends
VP & COO
Approval
Approval
Approval
Approval
Drafts &
VP Business Development
Approval See Approval See
Drafts & Recommends
Approval See
See Note [6]
Note [8]
Note [8]
Note [8]
LEARDERSHIP TEAM (External Resources)
See note [6]
See note [6]
See note [6]
See note [6]
Supports as
See note [6]
Chief Information Officer (vCIO)
See note [2]
Supports as needed.
See note [6]
needed.
Supports as
See note [6]
See note [6]
See note [6]
See note [2]
Supports as needed.
See note [6]
See note [6]
See note [6]
Chief Financial Officer (vCFO)
needed.
Corporate Legal Counsel
Supports as
Supports as
Supports as
Supports as
Supports as
Supports as
Supports as
Supports as needed.
Supports as
needed.
needed.
needed.
needed.
needed.
needed.
needed.
needed.
MANAGEMENT TEAM
See note [6]
See note [6]
Supports as
See note [2]
See note [6]
See note [6]
Supports as needed.
See note [6]
See note [6]
See note [6]
Accounting Manager/Controller
needed.
Supports as
Supports as
Supports as
Supports as
Drafts & Recommends
Drafts &
Capture Manager
needed.
needed.
needed.
Recommends
needed.
See note [6]
See note [6]
Contracts Manager
Supports as
See note [6]
See note [2]
See note [6]
See note [6]
Supports as needed.
See note [2]
Supports as needed.
needed.
Supports as needed.
Drafts &
Communications Manager
Recommends
Human Resource Manager
See note [6]
Supports as
Drafts & Recommends
Supports as
Supports as
See note [6]
See note [6]
needed.
needed.
needed.
Supports as
Supports as
Supports as needed.
Operations Manager
See note [6]
needed.
needed.
PROGRAM MANAGERS
Corporate Program Manager, 7 Vysnova Partners, Inc. 5 Supports as needed. Consulting Recommendation Project Travel Supports as needed. Recommends Company Policies
Supports as
Supports as
Project purchases
Recommendation only.
Supports as
See note [6]
See note [6]
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
ANNEX B: Signature Authorization Matrix $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.
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, 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.
Copyright 2020 Vysnova Partners Inc. All rights reserved. needed.
needed.
needed.
Project/Administrative Assistants Supports as needed. Supports as
needed.
OTHER STAFF
Executive Assistant to CEO & COO
58 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.