Parent Associations and Parent-Teacher Associations: Financial Affairs - Part 1
Financial Management for Business Associations
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INTERNAL CONTROLS, FRAUDS AND BUDGETS
Thursday May 23, 2013Secretary General Conference
Islamabad, PakistanBy: Malik Mirza, FCCA, ACA, MBA
www.wisdomfrombooks.com
4/27/2012 www.wisdomfrombooks.com
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INTRODUCTION
• Facilitator• Objectives• Format for two hours’ session• Conclusion
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Facilitator
Malik Mirza
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OBJECTIVES
• UNDERSTAND about internal controls• KNOW budgeting techniques to prepare
effective budget
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FORMAT
• Case study • Group discussions• Sharing experience• Power point presentation
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Who is this man?• New York money
manager Bernard Madoff's $65 billion Ponzi scheme, the largest fraud ever by an individual, was exposed in December 2008 when Madoff, now doing 150 years in prison, confessed to his sons. The case led the SEC, which missed several opportunities to stop the fraud, to focus on Ponzis and investment advisor fraud.
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Who is he?• Shortly after the
company was created by the merger of CUC International and HFS in 1997, a massive, decade long accounting fraud at CUC was uncovered. It was estimated to have cost investors at least $19 billion, and was the largest fraud prosecuted by the SEC to that date. Securities class action lawsuits settled later for more than $3 billion. A judge sentenced former chairman Walter Forbes to 12 years and seven months in federal prison and ordered him to pay $3.275 billion in restitution.
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Guess who?• The 2002 fraud-induced
bankruptcy of the telecom company wiped out a firm that once had $103.9 billion in assets on its books. The resulting $6.1 billion securities class action lawsuit payout is the second largest since 1995. Former CEO Worldcom Mr. Bernard Ebbers was convicted of fraud and is doing 25 years in federal prison.
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Now: Who is this person• In March of 2003, the SEC
accused CEO Richard M. Scrushy of overstating earnings by at least $1.4 billion over four years. Scrushy was acquitted of all charges but later went to jail on a separate charge of bribing Alabama's governor. Fifteen former executives, including all five of its recent CFOs, pleaded guilty to accounting fraud.
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Last guess: A good guy?• Qwest's stock traded as
high as $64 in 2000 before plummeting in 2002 to less than $1 because of a multiyear accounting fraud. The SEC and DOJ probe was prompted by a whistleblower letter. CEO Joseph Nacchio forfeited $44 million for insider trading and went to jail. A class action settlement added $400 million to the pot but investors got back pennies on the dollar.
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What’s the conclusion after five guesses?
• Frauds do happen• Can it happen at your organization?• If yes, how?• If no, why not?
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Case studyMr. Rahim has recently joined the Business chamber of commerce as chief
accountant. The President and Secretary of Chamber have full faith and trust on Mr. Rahim and as a result, Mr. Rahim is all in all in finance.
The President and Secretary of Chamber have authorized Mr. Rahim to:• Finalize rates of transactions with vendors• Receive invoices• Verify invoices• Prepare cheques• Deliver cheques to vendors• Record transactions in the books of account
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Case study• There is no further check on Mr. Rahim except for trust of the President and
Secretary. The only oversight by the President and Secretary of the Business chamber is the signature on cheques.
ASSIGNMENT / GROUP DISCUSSION & PRESENTATION• Please consider the above scenario and after discussion in your group, answer the
following:• How can Mr. Rahim conduct fraud or what are two frauds Mr. Rahim can conduct?• What are three suggested internal controls which will help mitigate chances of
fraud at the Business Chamber of Commerce?• Are there any internal controls at your chamber? Please explain three of them• What one internal control do you consider you will implement once you are back
from this session?
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COSO Definition of Internal Control
Internal control is a process, effected by an entity’s board of directors, management and other personnel, designed to provide reasonable assurance regarding the achievement of objectives in the following categories:
• Effectiveness and efficiency of operations
• Reliability of financial reporting
• Compliance with applicable laws and regulations
What do we mean by ‘internal control’?
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COSO Internal Controls Key Concepts
– Internal control is a process. It is a means to an end, not an end in itself.
– Internal control is effected by people. It’s not merely policy manuals and forms, but people at every level of an organization.
– Internal control can be expected to provide only reasonable assurance, not absolute assurance, to an entity’s management and board.
– Internal control is geared to the achievement of objectives in one or more separate but overlapping categories.
What do we mean by ‘internal control’?
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COSO’S FRAMEWORK – THREE DIMENSIONS OF INTERNAL
CONTROL
MONITORING
INFORMATION AND COMMUNICATION
CONTROL ACTIVITIES
RISK ASSESSMENT
CONTROL ENVIRONMENTOPERATIO
NSFIN
ANCIAL
REPORTING
COMPLIA
NCE
UN
IT A
UN
IT B
AC
TIV
ITY
1A
CT
IVIT
Y 2
AC
TIV
ITY
3
1. Consists of three objectives:
– Effectiveness and efficiency of operations – Reliability of financial reporting – Compliance with applicable laws and
regulations
2. Consists of five components:– Control environment– Risk assessment– Control activities– Information/Communication– Monitoring
3. Requires an entity level focus and an activity level focus
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Control Environment
CONTROL ENVIRONMENTOPERATIO
NSFIN
ANCIAL
REPORTIN
GCO
MPLIA
NCE
The control environment sets the tone of the organization, influencing the control consciousness of its people. It is the foundation for all other components of internal control, providing discipline and structure.
Control environment factors include:
• Integrity and ethical values
• Commitment to competence
• Board of Directors or Audit Committee
• Management philosophy and operating style
• Organizational structure
• Assignment of authority and responsibility
• Human resource policies and procedures
CONTROL ENVIRONMENT
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Risk Assessment
RISK ASSESSMENT
OPERATIO
NSFIN
ANCIAL
REPORTIN
GCO
MPLIA
NCE
Risk assessment is the identification and analysis of relevant risks to achievement of the objectives, forming a basis for determining how the risks should be managed.
RISK ASSESSMENT
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Risk Assessment
RISK ASSESSMENT
OPERATIO
NSFIN
ANCIAL
REPORTIN
GCO
MPLIA
NCE
Objectives (i.e. assertions) must be established prior to the identification of risks to their achievement and to take necessary actions to manage the risks.
By setting objectives, both at entity and activity levels, prior to a risk assessment, a company can determine the critical success factors; then determine the risks to the critical success factors.
A risk assessment usually includes:
a. Estimating the significance of a risk
b. Assessing the likelihood (or frequency) of the risk occurring
c. Consideration of how the risk should be managed
RISK ASSESSMENT
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Control Activities
CONTROL ACTIVITIES
OPERATIO
NSFIN
ANCIAL
REPORTIN
GCO
MPLIA
NCE
Control activities are the policies and procedures that help ensure management directives are carried out. They help to ensure that necessary actions are taken to address risks to achievement of the entity's objectives. Control activities occur throughout the organization, at all levels and in all functions.
Control activities include:
•Approvals
•Authorizations
•Verifications
•Reconciliations
•Reviews of operating performance
•Security of assets
•Segregation duties
CONTROL ACTIVITIES
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Control Classification
Preventive controls focus on preventing errors or exceptions. Such preventive controls are
– Standard policies and procedures– Proper segregation of duties– Authorization levels/approvals
Detective controls are designed to identify an error or exception after it has occurred. Such detective controls are:
– Exception reports– Reconciliations– Periodic audits
Internal controls can be classified as either Preventive or Detective.
CONTROL ACTIVITIES
OPERATIO
NSFIN
ANCIAL
REPORTIN
GCO
MPLIA
NCE
CONTROL ACTIVITIES
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CONCLUDING INTERNAL CONTROLS: SHARING EXPERIENCE
Let’s review the environment of chambers and provide feedback on:1. Control environment2. Risk assessment3. Control activities4. Information/Communication5. Monitoring
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Budget Preparation: Best Practice & Strategy
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WHAT IS A BUDGET
• A budget is a detailed plan of income and expenses.
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WHY WE NEED BUDGETI’ ve got a great training course Have u done
a budget
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CRITICISMS OF TRADITIONAL BUDGETING
• Rarely strategically focused• Time consuming and costly• Reinforces departmental barriers rather than
encouraging knowledge sharing• Sometimes based on unsupported
assumptions and guesswork as opposed to well-constructed performance data
• Infrequently updated (budget amendment)
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Two Questions
1. Why Do We Budget and Forecast?
– Budget and Forecast Timeline
2. How Do We Budget and Forecast
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BUDGET PREPRATION AND STRATEGY
Bankrupt Waah!
What’s wrong with
him?
He didn’t prepare a budget
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Why Budget and Forecast?Budgets and Forecasts
A Budget is a formal expression of the plans for the operation for a specific period
A forecast is a projection of activity based upon the information
A budget and forecast is your best estimate of the department’s/ function’s financial result for a fiscal year
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Why Budget and Forecast?Budgets and Forecasts
Measure actual and forecasts against the budget throughout the planning process
Analyze anticipated versus actual results
Predict future performance and anticipate changes
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Why Budget and Forecast?Budgets and Forecasts
Assist in monitoring control of current performance
Provide early warning of deviations from plans
Internal financial control by department
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Why Budget and Forecast?Budgets and Forecasts
Impact decisions at higher levelsReporting responsibility to Board of DirectorsQuarterly meeting plus executive sessions
Importance of good budgets and good forecasts
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Budget Preparation: Best Practice & Strategy
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FINANCIAL BUDGET PREPARATION
I need to prepare a training budget.
Don’t forget to develop your training
plan first.
PLAN
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FINANCIAL BUDGET PREPARATIONBUSINESS PLAN
EXECUTIVE SUMMARY
MAJOR ASSUMPTIONS
SWOT ANALYSIS
MARKETING AND SALES PLAN
FINANCIAL BUDGET
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GANTT CHART – NEW COMPANY
Launch Date
Company Setup
Application of License
Office Renovation
Staff Recruitment
System Installation
System Readiness
GANTT CHARTQ1 Q2 Q3 Q4
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Budget Preparation: Best Practice & Strategy
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FINANCIAL BUDGET PREPARATIONBUSINESS PLANGANTT CHART
MARKETING PLAN
FINANCIAL BUDGET
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FINANCIAL BUDGET PREPARATION
MARKETING OBJECTIVES
PRODUCTS AND SERVICES
CURRENT MARKET SITUATIONa.Target Marketsb.Business Opportunitiesc.Competition
SALES AND MARKETING PLAN
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FINANCIAL BUDGET PREPARATIONMASTER BUDGET
OPERATING BUDGET FINANCIAL BUDGET
CAPITAL BUDGET
BUDGETED P&L
CASHFLOW BUDGET
REVENUE BUDGET
COST OF SALES BUDGET
OPERATING EXPENSE BUDGET
ADVERTISING BUDGET
BUDGETED P&L
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FINANCIAL BUDGET PREPARATIONREVENUE BUDGET
Rs 100 out So I need at
least Rs 100 to cover expenses
Where I will find this money
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FINANCIAL BUDGET PREPARATIONREVENUE BUDGET
OPERATING BUDGETProvide Business Statistics
Provide breakdown of revenue by type
Explain how these revenue are achieved (Business mode)
Provide calculation of revenue numbers together with related direct costs
Specify when the revenue targets will be achieved
Specify when the related direct costs are incurred
REVENUE BUDGET
COST OF SALES BUDGET
OPERATING EXPENSE BUDGET
ADVERTISING BUDGET
BUDGETED P&L
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FINANCIAL BUDGET PREPARATIONOPERATING EXPENSE BUDGET
OPERATING BUDGETCategorise the expenses
Personnel CostsOffice PremisesTravel and EntertainmentPostage and CouriersPrinting and Stationery
Provide justification and calculation for each type of expenses
When to incur the expense??
REVENUE BUDGET
COST OF SALES BUDGET
OPERATING EXPENSE BUDGET
ADVERTISING BUDGET
BUDGETED P&L
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FINANCIAL BUDGET PREPARATIONADVERTISING BUDGET
OPERATING BUDGETProvide Marketing and Sales Plan
Provide justification and calculation for each type of costs
How the expense will be incurred??
When to incur the expense??
REVENUE BUDGET
COST OF SALES BUDGET
OPERATING EXPENSE BUDGET
ADVERTISING BUDGET
BUDGETED P&L
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FINANCIAL BUDGET PREPARATIONPROFIT AND LOSS BUDGET
Income Rs 100
Expenses Rs 80
Great! I will make profit of
Rs 20
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FINANCIAL BUDGET PREPARATIONPROFIT AND LOSS BUDGET
Income Rs 80, Expenses Rs 100,
What will I do??
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FINANCIAL BUDGET PREPARATION
• IN CASE OF LOSS
– Increase income
– Reduce expenses
DOWNSIZING
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FINANCIAL BUDGET PREPARATIONBREAK EVEN
Ohwell at least I
didn’tlose anything.
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FINANCIAL BUDGET PREPARATION
• To break even means
Income is equal to expenses
Income Rs 100 – Expenses Rs 100 = Profit Rs 0
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Budget Preparation: Best Practice & Strategy
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FINANCIAL BUDGET PREPARATIONCAPITAL BUDGET
OPERATING BUDGET FINANCIAL BUDGET
CAPITAL BUDGET
BUDGETED P&L
CASHFLOW BUDGET
Description of Expenditure
Provide Justification
Provide Costing
When to Purchase
How to Finance
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FINANCIAL BUDGET PREPARATIONCASHFLOW BUDGET
OPERATING BUDGET FINANCIAL BUDGET
CAPITAL BUDGET
BUDGETED P&L
CASHFLOW BUDGET
From Operating Activities
From Investing Activities
From Financing Activities
Budgeted Cash Requirements
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FINANCIAL BUDGET PREPARATIONBUDGET AND PROJECTION TEMPLATE
OPERATING BUDGETHistorical Year 1 to Current
Year
Budget Current
Year
Projection Next 4 Years
Provide Yearly
Analysis
Provide Yearly
Analysis
Provide Monthly Analysis
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KEY PERFORMANCE INDICATORS
• Abbreviated KPIs• Quantitative Measure• Derived from Key Success Factors• Base vs Stretch targetFor Forecast• YTD actual and FY Forecast• Comments on expected variance
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Budget Preparation: Best Practice & Strategy
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FINANCIAL BUDGET PREPARATION
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FINANCIAL BUDGET PREPARATION
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TOP DOWN VS BOTTOM UP A top down budget is a budget that is set
without allowing the ultimate budget holder to have the opportunity to participate in the budgeting process
A bottom up budget is a system of budgeting in which budget holders have the opportunity to participate in setting their own budgets.
Also called PARTICIPATIVE BUDGET
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BUDGETARY SLACK• Difference between minimum necessary costs
and the costs built into budget or actually incurred.
• Managers set targets that are too easy to achieve.
• Managers must ensure that their spending rises to meet their budget.
• Waste money on non-essential expenses.
SOLUTION ZBB
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BUDGET TYPES Firm/ Sanctioned
Unfirm/ Contingent/ Unsanactioned
In most of the organisations contingent budget is also approved by board.
The movement from contingent to firm is considered as memorandum amendment
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INCREMENTAL BUDGETING Starts with previous year budget or actual
results and +/ - an incremental amount to cover inflation and other known changes
Have advantages and disadvantages
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INCREMENTAL BUDGETING Suitable for stable businesses Costs are not expected to change significantly Good cost control Limited discretionary costs Quick & easy to prepare Builds inefficiency Uneconomic activities may be continued Budgetary Slack
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ZERO BASED BUDGETINGRequires each cost element to be specifically justified through the activities to which the budget relates
Managers should specify those activities that can be individually evaluated
Decision is evaluated and ranked using cost/ benefit analysis
Resources are then allocated
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ZERO BASED BUDGETING Inefficient operations can be discontinued Increased staff involvement Responds to change in business environment Efficient allocation of resources Enhanced knowledge of cost behaviour patterns Emphasis short term benefits Demotivation due to large amount of time Ranking can be difficult for different type of
activities
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ROLLING BUDGETSKept continuously up to date by adding another accounting period (month or quarter) when the earliest accounting period has expired
Suitable in fast moving environment where accurate forecasts cannot be made
Suitable if business needs tight control
Q1 Y1 Q2 Y1 Q3 Y1 Q4 Y1 Q1 Y2
Budget
Actual
Add
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ZERO BASED BUDGETING Planning will be based on most accurate budget Reduce element of uncertainty Always a budget that extends into future Forces management to reassess the budget
regularly Costly and time consuming Danger Budget = last budget +/- Demotivate employees = budgetary targets
constantly changing
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ACTIVITY BASED BUDGETINGBased on budgeting based on an activity framework and utilising cost driver data
Use for overhead costs determination
Constructed by preparing activity matrix
Good tool for variance feedback processes
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HOW DO I MONITOR THE BUDGET
COMPARISON ACTUAL VS
BUDGET
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FEED FORWARD CONTROLComparing budgeted results against a forecasted results
Feed back simply compare historical results with the budgeted results
Feed forward is the acceptable system over the world for control action
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FEED FORWARD CONTROLS
ales
Rs
Budget 2011
Sales to date used to forecast results to end
of the year
Control action can be taken now to close
the gap
Time
Current date
Sales to date
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FEED FORWARD CONTROL
Feedback Report
Sales report for April 2011
Month YTD
Budget Actual Variance Budget Actual Variance
Product Rs'000 Rs'000 Rs'000 Rs'000 Rs'000 Rs'000
X 35 38 3 (F) 90 94 4 (F)
Y 20 14 (6) (A) 50 39 (11) (A)
Z 25 23 (2) (A) 50 45 (5) (A)
Total 80 75 (5) (A) 190 178 (12) (A)
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FEED FORWARD CONTROLFeedforward Report
Sales report for April 2011
Full Year
Budget Forecast Variance
Product Rs'000 Rs'000 Rs'000
X 240 250 10 (F)
Y 150 120 (30) (A)
Z 210 194 (16) (A)
Total 600 564 (36) (A)
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REPORTING ON VARIANCESThere are different reports being prepared for
reporting of variances.
There is a link between numbers and words.
Numbers are represented by different names like Flash Report, Summary Analysis, Variance Analysis, Snapshots, etc.
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REPORTING ON VARIANCESWithout descriptive, textual and narrative part
numbers are considered to be meaningless
In large organisations, a weekly CEO report or for small organisations, a monthly commentary.
These documents embed with numbers (flash report) along with narratives.
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THANK YOU