The document outlines the information flow and processes within the corporate finance and human resources departments, detailing tasks related to invoice management, budget forecasting, employee hiring, performance evaluations, and payroll adjustments. Various roles such as Rob, Julie, and Sara are responsible for different functions including invoice processing, expense reporting, and human resources tasks. The flowchart emphasizes the importance of compliance, tracking, and document management across multiple departments while ensuring confidentiality.

1. CORPORATE FINANCE DEPARTMENT – INFORMATION FLOW (mid-state)
Page 1 of 4
Julie collects all 2/x month Rob Rob pays the Julie attaches
COMPANY company invoices
Julie opens Julie places
opens A/P file invoices through check stub to
Julie scans paid
INVOICE invoices and enters invoices into Rob’s company invoice
via postal mail or folder to pay QB and hands stub invoice and mails
info into QB A/P file folder into xxxx
email invoices to Julie payment
Julie sends If there’s an error, The SA Mgr If there are no
TRACKING/ Rob reconciles the Julie sends the Julie keeps a Julie ensures that
Tracking/Monitoring Rob asks Julie to fill determines whether invoice errors, then
MONITORING vendor’s invoice discrepancy report manual log of all credits are applied
vendor invoices to out a discrepancy to pay invoice or Julie gives invoice
VENDOR INVOICE against PIN to the SA Mgr. credits to next invoice
SPECIAL APP Rob report request a credit to Rob for pmt
INVOICE Julie collects non- 2/x month Rob Rob pays the Julie attaches
Julie opens Julie places
ALL OTHER PT Tracking vendor SA opens A/P file invoices through check stub to Julie scans paid SA
invoices and enters invoices into Rob’s
INVOICES invoices via postal folder to pay QB and hands stub invoice and mails invoice into xxxx
info into QB A/P file folder
mail or email invoices to Julie payment
Julie enters info Ops. Mgrs. Ops. Mgrs. send Directors send the Julie assigns
Julie collects all cc Julie sends email to Supervisors Rob receives cc
CREDIT CARD into QB as complete expense expense reports to expense reports proper expense
statements via each Ops. Mgr. forward expense statement to pay &
STATEMENT miscellaneous reports by hand & their Supervisors to Julie and type to previous QB
postal mail regarding their total reports to Directors issues check
expenses attach receipts for approval copies to Li entries
Directors & Ops. Directors & Ops.
COMPANY Directors & Ops.
Mgrs. save receipts Mgrs. complete
Mgrs make copies
EXPENSE from cc purchases expense reports by
of receipts
REPORTS and record mileage hand
SPECIAL APP Directors & Ops. Directors & Ops.
Directors & Ops.
Mgrs. save receipts Mgrs. complete
EXPENSE from cc purchases expense reports by
Mgrs make copies
REPORTS of receipts
and record mileage hand
BUSINESS CPA downloads CPA exports all
CPA reviews the CPA emails the Rob saves the full Requires naming
OVERVIEW Budget Overview data to MS Excel, CPA emails the full
Corporate QB acct appropriate report report to the convention for
REPORT Report from each of making necessary report to Rob and Li scanning into xxxx
monthly to each office lead company network
the 10 locations adjustments
ANNUAL Every Dec., the Rob reviews Upon approval,
CPA emails the Rob communicates Requires naming
CPA prepares a forecast and enters Rob finalizes
BUDGET budget forecast for
forecast to Rob
budget into
changes that need
budget adjustments
convention for
REPORT and Li to be made to CPA scanning into xxxx
the next year corporate QB file in QB
Work Performed by: Alicia Butler Pierre
@EfficiencyEngr
Rob receives the Rob reconciles the
Corporate money stmts. against QB,
Rob resolves any Rob files the Requires naming Project Scope provided at: www.aliciabutlerpierre.com
RECONCILIATION market & checking looking for
potential corporate convention for Disclaimer: this flowchart has certain omissions in order to
discrepancies statements scanning into xxxx
account stmts. discrepancies protect the confidentiality of the client

2. ESCROW FINANCE DEPARTMENT – INFORMATION FLOW (mid-state)
Page 2 of 4
DAILY
Accounting If not in balance,
FINANCIAL Technician (AT)
AT keeps a copy of Sara ensures that
Sara troubleshoots
AT boxes and Requires naming
REPORTS the PIN report in a each location is in stores all monthly convention for
balances PIN & QB in PIN until problem scanning into xxxx
monthly file balance daily files @ end of year
(PIN & QB) reports daily is resolved
CREDIT CARD
Rob & Sara receive Julie verifies that Julie gives AT go-
MERCHANT Sara emails report
daily reports on pmts posted ahead to post pmts
REPORTS to Julie
pmts posted for SA correctly into PIN
MONTHLY Heads of Locations Heads of Locations Original copies are Sara creates the
Heads of Locations Sara prints each
generate monthly email copies of SR filed in each office Financial Report
SUPERVISION make necessary offices’ QB P&L to
Supervision Report to Sara & attach a and archived at (FR) using each
REPORT adjustments to SR reconcile SR & FR
(SR) in PIN checklist year-end offices’ PIN
Sara saves reports
Sara creates the Li The Li Report The Li Report Requires naming
to the network,
Report from the segments info into binders are stored convention for
Li REPORT prints hardcopy & scanning into xxxx
combined SR & FR 10 different reports indefinitely
files in binder
Sara generates Rob reviews all
COURT Sara prints all CRs Courts receive
Court Reports (CR) CRs and attaches a
and submits to Rob respective reports
REPORTS monthly, quarterly,
for review
separate cover
via postal mail
or both in PIN letter to each court
The CPA firm Rob arranges w/ CPA firm conducts
Sara gathers and The audit report is Rob forwards the Rob files the audit Requires naming
selects a random Head of Location to audit of selected
QUARTERLY mails the last 3 mo. sent to Rob via report to Li for report for the convention for
list of offenders & pull selected files onsite and scanning into xxxx
Rob and Li are corporate email review specific location
EXTERNAL notified of quarterly
emails to Rob offenders files compiles a report
AUDITS or annual audit by The CPA firm The CPA firm also Rob receives Rob verifies info in Rob retains a
Rob sends a copy Requires naming
acct firm creates an Escrow creates individual copies of all court the CPA’s court hardcopy of all CPA
ANNUAL of all June 30 bank convention for
Report for entire reports for a few of reports from CPA reports and mails to court reports scanning into xxxx
stmts to CPA firm
company the courts firm respective courts indefinitely
BANK Rob receives all Requires naming
bank statements convention for
STATEMENT via postal mail scanning into xxxx
Work Performed by: Alicia Butler Pierre
@EfficiencyEngr
Heads of Locations
Li emails IRs to Incentive monies Project Scope provided at: www.aliciabutlerpierre.com
INCENTIVE create monthly The IRs are sent to
Rob for inclusion
Rob adds info from
are distributed Disclaimer: this flowchart has certain omissions in order to
REPORTS Incentive Reports Li for review
into xxxx
the IR to xxxx
quarterly protect the confidentiality of the client
(IR)

3. HUMAN RESOURCES DEPARTMENT – INFORMATION FLOW (mid-state)
Page 3 of 4
Once potential new Rob scans & Rob prints new hire Heads of Location Heads of Location Julie verifies forms
PERSONNEL A temporary paper
hire’s background uploads all info in forms in Forms
Rob manages
complete the new retain original new are complete,
FILE file is kept on those forms that
check is cleared, temporary paper Database to new hire forms & send hire forms in staff scans, and uploads
potential new hire require notarization
scan into xxxx file into xxxx hire’s location copies to Rob file into xxxx
Employees submit Each employee’s Rob places the Julie adjusts sick/
MONTHLY Employees must The Leave Request
to Supervisor,
Once approved,
superior prints The Leave Reports Report (for non- vacation time in EZ
Julie places Leave
LEAVE REPORT request time off by Form is found in the employee reflects Report in salaried
Supvsr to Director, Leave Reports from are mailed to Rob salary personnel) Labor for salaried
5th day of month Forms Database time off in EZ Labor employee’s file
Director to CEO EZ Labor into employee’s file employees
Employees who Employee prints EZ Employee submits Employee’s The timesheet is Rob receives
MANUAL forget to fill out EZ Labor Adjustment to Supervisor, superior makes printed from EZ notification of
TIMESHEETS Labor, fill out Form and fills out Supvsr to Director, corrections in EZ Labor & uploaded manual timesheet
manual timesheets manually Director to CEO Labor into xxxx upload
Supervisors
conduct employee
performance (EPE) The Director The Supervisor Supervisor retains Rob places the
Supervisors submit
PERFORMANCE evaluation on Dec.1 reviews and sends reviews the EPE copy of EPE to original EPE in
EPEs to the
the EPEs back to with employee & place in file & mails respective
EVALUATIONS Supervisors Director
the Supervisor gets signature original to Rob personnel file
conduct checkup
evaluations on
Apr. 1 & Aug. 1
ANNUAL Supervisor fills out Some employee Supervisor retains Rob places the
The Director
separate Salary bonuses are copy of salary original salary
SALARY Review form to awarded without an
approves the salary
increase & mails increase in
REVIEW increase
attach to EPE EPE original to Rob employee’s file
MONTHLY
Each employee The TAR form is Employee sends to Heads of Location Renee places each
TRAINING/ submits a monthly downloaded from his/her superior for collect all TARs and TAR in respective
Renee enters the
ACTIVITY TAR info into the
Training/Activity the Forms approval & mail to Renee in employee’s file in
Training Database
REPORT Report (TAR) Database signature Quality Control her department
EMPLOYEE Some of the new Julie then sends
hire forms, once the forms to Renee
REGISTRATION processed, are sent for inclusion in her
FILE to Julie employee files
Work Performed by: Alicia Butler Pierre
@EfficiencyEngr
Project Scope provided at: www.aliciabutlerpierre.com
Disclaimer: this flowchart has certain omissions in order
to protect the confidentiality of the client

4. HUMAN RESOURCES DEPARTMENT – INFORMATION FLOW (mid-state), cont.
Page 4 of 4
2x/year, Renee The respective
Renee reports
reviews probation Acct Tech saves
findings to each
officers caseloads Renee’s report to
Probation Officer
for compliance the network
QUALITY
ASSURANCE
Renee uses a The Managers or Once resolved, Renee updates the Once approved, the
Renee conducts an
checklist to conduct Heads of Location Renee scans the Quality Assurance Quality Assurance
office audit of each
audit, scans, & have 30 days to fix revised audit & Report & sends to Report is scanned
location 1x/year
emails to Managers reported issues saves to network Rob for approval & saved to xxxx
Personnel Forms
EMPLOYEE Personnel File, Pre- New Hire’s First Quality Assurance Human Resources
throughout
FORMS Offer Forms Day Forms Personnel Forms Forms
Employment
· Resume
· Acknowledgement · Health Insurance Enrollment
· References
· · Job Description for each position
· Arbitration Form Awareness Statement Form
· Interview Outline
· · · Review of Performance form for
· Computer, Electronic Mail, and VM County and Municipal Probation Salary Redirection Form
· Exercise
Acknowledgement Advisory Council Form · AFLAC Enrollment Form each position
· Pre-employment Drug
· · · Salary Change Form
· Confidentiality Agreement Private Probation Employee Supplemental Life Form
Testing Form · · Disciplinary Action Form
· Emergency Contacts Registration Form 401(k) Enrollment Form
· Release and Consent Form
· · · Benefit Summary
· Restrictive Covenant Agreement Security Addendum Certification Health Insurance Change
· Violation of Laws Form
· Training Reimbursement Program Form
· Employment Application
· Direct Deposit Form · Garnishment Orders
· State Tax Withholding Form · Termination Separation Notice
· Federal Tax Withholding Form · Termination Checklist
· I-9 Form and supporting documents · COBRA Notice
· 401(k) Termination Form
Work Performed by: Alicia Butler Pierre
@EfficiencyEngr
Project Scope provided at: www.aliciabutlerpierre.com
Disclaimer: this flowchart has certain omissions in order
to protect the confidentiality of the client