Successful management of a Nonprofit organization requires providing high-quality service, but at the same time, careful administration of expenses and improving processes are ongoing requirements. Spend more time securing grants and performing effective management with the right accounting solution in place. Learn how you can easily access and cross-reference data, automate tedious operations and administrative processes, and provide timely financial reports to run your organization more effectively.

1. NonProfit Financial
Management & Accounting
Systems Seminar
Date: 12/6/12
Seth Zarny – Partner
Buu-Linh Tran – Senior Manager
Jeremy Taro – Business Development
Thrive. Grow. Achieve.

2. WHAT’S ON TAP
A. INTRODUCTION & AGENDA
B. CHALLENGES (GRANTS MANAGEMENT)
C. GRANTS MANAGEMENT SOLUTIONS
• Non-Financial Information
• Financial Information
D. FIELD OFFICE ACCOUNTING
E. FEDERAL REPORTING
F. DEMO (INTACCT & DYNAMICS GP)
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3. CHALLENGES - GRANTS
1. FINANCIAL REPORTING – MAINTAINING GRANT REPORTS/
DONOR REPORTS
2. TRACKING GRANT DOLLARS - MAINTAINING LARGE CHART OF
ACCOUNTS
3. AVOID OVER SPENDING
4. GRANTS – TRACKING NON FINANCIAL INFORMATION &
MANAGING GRANT INFORMATION
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4. CHALLENGES – FIELD OFFICE
1. PEOPLE (PRIORITIES/CULTURE/AUTHORITIES)
2. TECHNICAL CHALLENGES
3. DIFFERENT PROCESSES
4. MULTICURRENCY
5. DIFFERENT SYSTEMS
6. LOCATIONS
7. SUPPORT/ FINANCIAL REPORTING
REPORTING TO NECESSARY STAKEHOLDERS (BOARD OF DIRECTORS,
DONORS, EXECUTIVES, PROGRAM MANAGERS, GRANTS MANAGERS, ETC.)
8. NONPROFITS MUST ACCOUNT FOR:
FUNDS, GRANTS, PROJECTS, PROGRAMS, AND MORE
9. DOCUMENTATION
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5. CHALLENGES WITH FEDERAL
REPORTING & COMPLIANCE
IDENTIFY TOOLS TO ASSIST WITH FEDERAL REPORTING
• FAS 116 - ACCOUNTING FOR CONTRIBUTIONS
• FAS 117 - FINANCIAL STATEMENTS FOR NONPROFIT
ORGANIZATIONS
• SEGREGATION AND AUDITING OF USES AND SOURCES OF FUNDS
• 501(C)(3) CHARITABLE VS. NON-EXEMPT ACTIVITIES
• IRS FORMS 990, ETC
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6. SOLUTION – TRACK NON-FINANCIAL
DATA
1. INTACCT PROJECT ACCOUNTING/ USER DEFINED FIELDS
2. MICROSOFT DYNAMICS GP GRANTS MANAGEMENT/
EXTENDER
3. SHAREPOINT
4. FINANCIAL SYSTEM(S)
5. CUSTOM APPLICATION/ DATABASE
6. MS EXCEL / WORD
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7. SOLUTIONS – TRACK FINANCIAL DATA
INTACCT
 DIMENSIONS
 PROJECT ACCOUNTING MODULES
DYNAMICS GP
 CHART OF ACCOUNT (COA) – TRACK GRANT ACTIVITIES
THROUGH SEGMENT OF COA
 ANALYTICAL ACCOUNTING (AA) – DIMENSIONS
 OLYMPIC – USE PROJECT TO TRACK GRANT TRANSACTIONS
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8. SOLUTION – TRACK FINANCIAL DATA
IN MICROSOFT DYNAMICS GP
Features Chart of Analytical Olympic Intacct
Account Accounting
1.Track grant transactions X X X X
2. Track grant budgets for X X X X
fiscal and grant period
3. Prevent or provide warning X
when expenditure exceed
grant revenue
4. Track employee time X X (Only w/ Project)
against grant
5. Track employee expense X X (only w/ Project)
against grant (web-based
application)
6. Bill against the grant X X X X (only w/ Project)
7. Management Reporter X X X
(FRx)/ Financial Report by
Project
8. Smartlist X X X
9. SSRS/ Custom report X X X X
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9. PROS AND CONS
Solutions Pros Cons
Chart of Easy to maintain (Accounting dept Long COA
Account control over COA) Not accommodate multiple year (grant
No sub-ledger to manage yr vs fiscal yr)
Easy to create report using MR Maintain old accounts forever
Can slice and dice segment for reporting Data entry
Work with MR/ existing report writer Unable to handle complex grant
requirement (time entry, complex
allocation, etc.)
Analytical Shorten COA Maintain sub-ledger / resource
Accounting Prevent charging expenditure in excess Separate screen for data entry
of revenue Require reconciliation
Work with MR/ existing report writer Additional training
Additional configuration/setup
Olympic Shorten COA Maintain sub-ledger / resource
Project Track employee time and expense Separate screen for data entry
Accounting against grant Require reconciliation
Allow for sophisticated allocation Additional training
Allow for sophisticated billing Additional configuration/setup
Has separate reporting function
Intacct Shorten COA Maintain sub-ledger / resource
Project Track employee time and expense Require reconciliation
Accounting against grant Additional training
Additional configuration/setup
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10. FIELD OFFICE ACCOUNTING -
SUGGESTIONS
Challenges Suggestions
People Establish and document field office accounting processes
Provide onsite training (processes/ system)
Provide training @ home office (annually)
Keep it simple (process/ accounting/ technology)
Technology Excel
Remote access to GP
Other system (QB)
Maintenance factor/ Lag time
User’s background
Leverage on GP MC
Financial Report Report in local currencies (MR, SSRS)
Easy access to reports
Documentation GP - Leverage on document management system integration
Intacct - Document imaging is part of core product
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11. FEDERAL REPORTING REQUIREMENTS
1. LEVERAGE MANAGEMENT REPORTER (MR) OR SQL
REPORTING SERVICES (SSRS)
2. FORM 990
3. SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS (SEFA)
4. FASB 117
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12. FORM 990
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13. FORM 990 – MANAGEMENT REPORTER
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14. SEFA
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15. SEFA – MANAGEMENT
REPORTER
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16. FASB 117
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17. NONPROFITS USING INTACCT
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18. NONPROFITS USING MICROSOFT
DYNAMICS GP
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19. GRANTS MANAGEMENT
DEMO
1. INTACCT
 Dimension
 Project
2. DYNAMICS GP
 Grants Management
 Analytical Accounting
 Olympic
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20. Q&A
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21. THANK YOU!
Buu-Linh Tran
Direct: 301-279-6511
E-mail: btran@raffa.com
Seth Zarny
Direct: 301-279-6500
E-mail: szarny@raffa.com
Jeremy Taro
Direct: 301-279-6504
E-mail: jtaro@raffa.com
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