Accomplishments thru 10/16/2016

TECHNOLOGY

Office computers and equipment

  • Instituted remote access to all WO computers to be able to fix problems
  • Installed access and upgraded password for the NAS storage
  • Revised Z: drive to 2 terabytes (doubled storage)

Backups

  • Set up automatic backups of each computer to the NAS storage
  • Verified the NAS storage Z: drive is backing up to a local external hard drive
  • Purchased CrashPlan for cloud backup (need to resolve an issue with accessing NAS storage)

Hosting Service

  • Reset all major passwords
  • Removed users no longer authorized to access the host
  • Resolved email not being delivered
  • Eliminated unnecessary ALIAS email addresses
  • Fixed some errors in the server settings
  • Reset DNS addresses
  • Set up Global Filters to reduce spam
  • Gained access to WHM (Website Hosting Manager) contains all the settings

Website

  • TWICE removed code that hijacked the website
  • Removed access from unauthorized administrators
  • Downloaded entire website locally for backup
  • Gave access to Tim Lewis for day-to-day website corrections and text tweaking
  • Identified that there is a”SuperUser” account above Admin that is preventing management of the website, including the installation of WordFence a malware protector

Email

  • Identified over 50 email accounts in use by Wildones
  • Worked with Bluehost and Time Warner to gain access to all email accounts
  • Set up Forwarding for all the email accounts to either Kim, Janice, or myself
  • Cleaned out the contents (thousands of emails) of all 26 Bluehost and Time Warner accounts
  • Forwarded to Kim, Janice, or myself remaining email of importance
  • Identified multiple email accounts that could be closed to save money

Accounts and Passwords

  • There are about 75 different business accounts that I know of, and probably more than that
  • As priorities suggest and time permits, change all the passwords and update or eliminate the accounts

ACCOUNTING

QuickBooks Admin

  • Removed unauthorized users
  • Initiated Timesheets in QuickBooks
  • Initiated Invoicing in QuickBooks
  • Reset preferences for easier use
  • Set up additional Classes for Fund and Project accounting

Bookkeeping

  • Reviewed projected organization of accounts with Auditor and Finance Committee
  • Reorganized Balance Sheet accounts
  • Began synchronizing Balance Sheet balances to fund balances (in process)
  • Began reorganizing P&L accounts (in process)
  • Organize Account Groupings in the same way they are presented on the 990
  • Segment income by Membership, Donations & Grants, Investment, Other
  • Segment expenses by Program Service Revenues, Fundraising, G & A
  • Move all Chapter accounts into Other Income and Other Expense
  • Need to tie each account to its respective line on the 990
  • Need to ensure a Class is set up for each fund and each project

Observations

  • No payroll detail
  • No deposit detail
  • No invoicing detail
  • No member detail
  • No asset detail
  • Books NOT reconciled to bank balance
  • Many transactions need to be corrected for proper application to correct accounts and funds
  • Will need to evaluate/re-enter/correct every transaction from January 1
  • Will just need to accept entries “As Is” prior to January 1 (too much work to correct)