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July, 2009:

Creating a Risk Management Culture

Board MeetingHow do you create a culture of risk management in your nonprofit?  And what is a culture of risk management?

The Nonprofit Risk Management Center had a really nice piece last week about the culture of risk management in nonprofits, and how to establish it. From their article:

When nonprofit leaders reach out to the Center for advice on weaving risk management into the fabric of their organizations they often assume that what’s missing is a long list of policies. While adding new or updating existing policies may be in order, a bigger-picture issue almost always requires more immediate focus. That issue is the culture of the nonprofit, which may be either receptive or hostile to risk management. And, while culture change is a long term effort, starting as soon as possible will lend credence to everything else that follows.

As the article states, risk management isn’t just a list of policies or your insurance policies (that is risk financing, a part of risk management). But it is the tone that is set by board and management. The nonprofit’s ethics also come into play here. If the CEO walks out of the office with a ream of paper under their arm, what does this tell the staff? If the Executive Director says to the staff, “We can’t let the Board know anything is wrong!” what message are they communicating?

To me, and as the above article illustrates, a culture of risk management is one of always asking questions about our organizations.  Typical risk management questions like, “What’s the worst that could happen?” to perhaps less typical questions such as:

  • What would would happen to our event twice the amount of people showed up as we expected?
  • How do we reward staff?  Are we doing enough?
  • Is there a better way to present out financials that will make them easier to understand?
  • Are we being honest in our communications with our stakeholders?

A nonprofit organization faces risk every day just by opening its doors.  If a nonprofit serves a vulnerable population such as children or the elderly they can face even greater risks. But clearly we are not letting that stand in the way of doing needed work.  Managing the risks nonprofits face is critical to the success of meeting our goals and missions. The more we can make risk management a part of our daily processes, of creating that culture of risk management, the better our organizations will be.

Do you have any other ideas of questions we should be asking ourselves? Post them in the comments below. If you would like to immerse yourself in nonprofit risk management issues in a lively, intelligent and entertaining way please check out the Risk Management Center’s 2009 Risk Management and Finance Summit for Nonprofits.

Workshop Resources, Questions and Answers

Questions?As part of my follow-up to recent workshops that I’ve run in the last few weeks I wanted to answer a few questions.  But first I wanted to thank Alltop.com for including this blog in their list of nonprofit blogs.  It feels great to be in such respected company!

Managing the Money, Managing the Organization

For the Managing the Money, Managing the Organization workshop in Long Beach, you can download the handouts from the event here.  For those who are interested in looking at a budget narrative I have linked to a PDF of one here.  An online search of “sample budget narrative” will reveal a lot more.

Building Financial Literacy

From part one of the Building Financial Literacy workshop in Ventura there was a question about vehicle donation guidance.  I would refer all those interested in this to this PDF from the IRS. For other IRS contributions and donation information please check the IRS links and resources to the right. For the folks who wanted information on how to value in-kind donations, please click here.

Nonprofit Summer School

Thanks to all the folks who spent the day with me talking about nonprofit accounting issues at Cal State Fullerton’s event. Many of the questions were about QuickBooks issues, I would direct you to this page of the site for more information and resources.

For more information and resources I usually mention, please check here. And if I missed your question or you have others please feel free to remind me!

More Questions and Answers – Donated Items and Services

I have received a rash of questions lately on donation and valuation information for in-kind gifts.  I mentioned my post about valuation information above.  I have another post about how to enter in donation transactions and another on valuing donated services.  I hope those help.

More Questions and Answers – Employee Time and Cost Allocation

Question: We are just starting our marketing and communications program (hiring a marketing manager, revamping our website, etc.). I do not believe that I should classify 100% of these costs as fundraising (the website is mostly about information sharing and public relations). Rather I consider classifying some as program costs, some as administrative expenses and some as fundraising depending on the activities purpose. Is that correct?

Answer: Yes. Not all of the costs described should be lumped into fundraising. The costs should be allocated between programs, admin and fundraising as appropriate.

For example, the marketing manager spends time designing some promotional materials to get word out about a particular program you do. I’d say that is a program expense. Weather particular funder allows their money to be spent on advertising is a separate matter, but the expense is still a program expense. If that same person is designing something to be used for a fundraising gala, that would be a fundraising expense. If they are designing new signage for your offices? The expenses would probably be administrative.

You can click here for many more questions and answers.

Nonprofit News Roundup

IRS and the 990

logo-irsAs I mentioned in the post below the Urban Institute’s 990 online is getting ready to start processing the updated form 990. They hope to be ready to go by the end of July (not the end of June as I previously mentioned in my last post).  There is a great piece in Blue Avocado about the system and a call to action to help improve it. Worth a read, especially for those thinking of jumping in and using the system.

Perhaps not everyone wants to read the IRS’s five year strategic plan?  No problem, the nice folks at Guidestar have and let us know what the Internal Revenue Service has in store for tax exempt organizations. Between what they lay out here and several recent speeches by Lois Lerner and Sarah Hall Ingram (also reported on by Guidestar in the above link) we can be pretty sure of where their focus will lie.  As the article points out, nonprofit should:

Pay the proper employment taxes on your staff; use appropriate comparable wage data to set executive compensation and document your decisions; file Form 990 promptly and accurately (and electronically, if possible); use efficient fundraising methods; and spend most of your revenues on achieving your tax-exempt purpose.

Good advice all around.

Managing in Tough Times

In case there was any confusion about it, times are still tight.  Two items from the Bridgespan Group and The Listening Post Project give us an update, and California’s budget meltdown is being replayed in other states.

Bridgespan’s piece is a follow-up to their November 2008 7 Steps article. From the opening paragraph:

The percentage of nonprofits that have resorted to layoffs has increased, as has the percentage that has made broad-based programmatic reductions. More organizations have drawn down their reserves. Nonprofit leaders appear to be optimistic about the future, though: Almost half of the respondents reported that they believe their organization will be on stronger financial footing in a year’s time.

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The Listening Post Project, from the Center for Civil Society Studies at Johns Hopkins University, released a new study, “Impact of the 2007-09 Economic Recession on Nonprofit Organizations” (link opens a PDF). From the executive summary:

Key findings from the 363 organizations responding to this Sounding include the following:

  • 83 percent of responding organizations reported some level of fiscal stress during the target period of September 2008 to March 2009.
  • Close to 40 percent of the organizations considered the stress to be “severe” or “very severe”.
  • Theaters and orchestras were particularly hard hit, with 73 percent of the former and half of the latter reporting “severe” or “very severe” stress.

The deadline to pass California’s budget came and went last week.  The Chronicle of Philanthropy has a good piece on how CA nonprofits will be effected by the state government’s game of chicken.

Nonprofit Financial Tools

I’ll try to end this post on a happier note with a couple of tips and resources! For accounting!  Leading off is a recent article from Guidestar, “Ensuring a Smooth Annual Audit.” While it may not have a lot of revelations in it it is solid advice for any organization that is planning on a annual financial audit.

Tye Bridgespan Group is offering nonprofit organizations its new Nonprofit Cost Analysis Toolkit.  This is a fine set of tools to help nonprofits understand what are the true, real, honest costs of running our organizations.  Not knowing what it really costs your organization to do all that it does makes it difficult to move forward.

More cost analysis and fiancial tools can be found in my Managing Challenging Times section.

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