Project Opening

Create Fund Roles

  1. On the parent fund, create fund roles for the following:
    • Project Specialist 
    • Project Coordinator 
    • Finance Lead 
    • Project Director 
    • Project Staff, if known 
    • Steering Committee, when available 

Create Box Folders

  1. In MWCS External Share, create a main folder for the new project using the format: [Project Number] [Project Name]
  2. Within the main folder, create sub-folders for the following:
    • Awards, Proposals, and Grants
    • Budgets, Payroll, and Forecasts
    • Finance
  3. Share the folders with the Project Director (if known at the time) by clicking Share in the top right and adding their email address in the Invite People box. In the Message box, include the following:

I am inviting you to collaborate with me through “Box”. This provides you access so that we can both work/revise on the same document and upload and create files and folders. 

Click on the invite and it will prompt you to login. Click on the "Not a Part of MakeWay" link and it should request you to setup a free account. Once you have setup an account, you should be able to access the folder and all the documents in it. The best way to access the folder in the future is to bookmark the link.

Please contact your Project Specialist for any questions or concerns you may have.

When a new steering committee member joins a project, they must sign a Consent to Act form confirming that they agree to act on the Steering Committee for the Project and that they understand the specific responsibilities associated with their role.

  1.  Fill in the project's name in the Consent to Act template. Note, there are two places where the project's name should be filled in. The steering committee member will complete all other fields.
  2.  If you are only sending the form to a few steering committee members, send to each member individually through DocuSign
  3.  If there are several steering committee members, the forms can be sent using PowerForm
  4.  Once you've received the signed Consent to Act form, add the steering committee member as a contact in Salesforce (if they aren't already in the system)
  5.  Create a fund role for the steering committee member, filling in the following fields:
    • Status: Current
    • Role: Steering Committee Member or Steering Committee Chair
    • Fund Role Email
    • Start Date: This will be indicated on the completed Consent to Act document
  6. Save the signed Consent to Act form in the TOR and SC folder on the project's fund page in Salesforce 
  7. Update the Consent to Act tracker in Smartsheet by completing all the columns for the new steering committee member

Insurance Assets

1-2 weeks after a new project opens, Romer will send the coordinator a request to complete the insurance asset list for the new project. When you receive the request, send the following question template to the project specialist for completion:

NEW PROJECTS DETAILS FOR INSURANCE

  1. Typical number of contractors
  2. Estimated number of total volunteers.
  3. Estimated # of volunteers over 80 years.
  4. Street Address(es) - not a box number (where main operations carried out)
  5. Province
  6. Location details (indicate if home office)
  7. Assets I: Technology (computers, cameras, cell phones, printers, etc) (total $ value)
  8. Assets II: High Value/Specialized Equipment (vehicles, custom cameras, boats, etc) (total $ value)
  9. Assets III: Furniture & Fittings & Other Assets (total $ value)
  10. Special Risks & description of High Value/ Specialized Equipment (from Assets II Column)

Return the responses to Romer once completed.