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Mason Athletic Booster AssociationPolicy and Procedure

Policy Name: Participation Project Potential/Summary

Policy Number: 5Release 1.1

Policy Statement:

All fundraising projects initiated by activity or booster groups associated with Mason City Schools must be approved by school officials before the fundraiser is undertaken and the results of such projects must be reviewed upon completion. The Mason City School Board has instituted this policy in support of State of Ohio statutes and audit requirements.

Purpose:

The purpose of this policy is two-fold. The primary purpose is to protect against organizations intentionally or accidentally taking advantage of Mason students, parents, or the public in their efforts raise funds through the sale of merchandise. The second purpose is to provide visibility into activities that present a face of Mason City Schools to the public.

Overview:

The Participation Project Potential/Summary (MCS-A3) is required for any fundraising project that will be processed through your club’s school account and in which merchandise is sold. It is really a two-part form on a single page. The top section, the project potential, is to be completed and approved before initiating the project. The bottom section, the project summary, is to be completed when the project is completed.

Procedure:

At least 15 days prior to committing to the project, complete the upper half of the form (project potential) and submit it via email to Scott Stemple @ [email protected], Erika Hood @ [email protected], and MABA @ [email protected].

Within 15 days of completing the project, complete the lower half of the form (project summary) and submit via email to Scott Stemple @ [email protected], Erika Hood @ [email protected], and MABA @ [email protected].

To complete the Participation Project Potential/Summary (MCS-A3):(It should take about ~5 minutes to complete the projection and the same for the summary. In preparation, you may want to get the financial information for your school account by requesting your club’s Financial Detail Report, Year-to-Date

1 of 11Release 1.1 January 14, 2010

mailto:[email protected]






Mason Athletic Booster Association Policy # 5Participation Project Potential/Summary

(FINDET) from Cathy Crotty, the Assistant Athletic Director (AAD) in the athletic director’s (AD) office. Email Cathy @ [email protected] and she will email the report back to you. Cathy can also be reached at (398-2513 option 3)

Completing the Participation Project Potential/Summary (MCS-A3) form manually is discouraged because it adds opportunity for errors throughout the process. But, if you must complete the form manually:

1. Open the Excel file. Enable the Macros. Do not update workbook for a new version of Excel.

2. Print the form3. Before commencing the project, complete the top section of the form, the project

potential. 4. Send the project potential to Scott Stemple with copies to Erika Hood and the

MABA treasurer, and5. After completing the project, complete the bottom section of the form, the project

summary. 6. Send the project summary to Scott Stemple with copies to Erika Hood and the

MABA treasurer, and7. Skip the rest of this procedure.

To complete the form directly in the Excel workbook:

1. Open the Excel file. Enable the Macros. Do not update the workbook for a new version of Excel.

2. Enter your Club’s information:a. Go to the “Club Attributes” tab.b. Enter the number that corresponds to your MBC in the list. Your club

name should appear next to the number you entered.3. Before initiating the project, complete the top section of the form, the project

potential.a. Go to the “Participation Project Potential” tab. Enter.

i. "Date” – The date the form is submitted to the Athletic Department for pre-approval of the project. The form should be submitted before any revenues or expenses were incurred in your school account for the project.

ii. “Proposed Project” - A description of the proposed project including the venue and the number of days

iii. “Students will participate in this project ” Check the “Yes” or “No” box to indicate student participation

iv. “Projected Participation” - In the left hand blank, enter the number of participants you expect. See the help text in the form. In the right hand blank, enter the unit of measure of participation. This must be the same unit that will drive your revenue.




v. “Projected Revenue per Participant” – This is the fee you charge per participant. It may be zero if you will rely entirely on donations.

vi. “Projected Donation / Participant” – This is an estimate of the average donation per participant.

vii. “Projected Gross Receipts” – This is a calculated value. It is the number of participant times the sum of the projected revenue and donation per participant.

viii. “Costs Driven by # of Participants” – Identify costs that are incurred based on the number of participants. This should be the cost for one participant. “At risk?” Check the “Yes” or “No” box to indicate if you will still have to pay the total estimated cost even if fewer people participate that expected. If costs are only partially at risk, check both “Yes” and “No”.

ix. “Planned Prizes and/or Other Costs” – Enter total costs you expect to incur. “At risk?” Check the “Yes” or “No” box to indicate if you will still have to pay the total estimated cost even if fewer people participate that expected. If costs are only partially at risk, check both “Yes” and “No”.

x. Projected Profit - This is a calculated value. It is the projected gross receipts minus the costs driven by the number of participant and the cost of planned prized and other costs.

xi. “Proposed dates for the Project” - enter the expected beginning date. If the project will extend beyond a day, enter the expected ending date.

xii. “Requested by:” - enter your nameb. Save the file under a new name (Save as) using the conventions in

Attachment 1, point 8, recording the projection until the project is complete.

c. IMPORTANT: Attach the completed Excel document in an email to Scott Stemple, Erika Hood, and MABA. As long as you entered your name as the Club’s Project Leader in the form no signature is necessary. The AD’s Office will forward it to the appropriate people for authorization. The treasurer’s office will email a copy of the approved form back to you. At that point you are authorized to begin the project.

4. After completion of the project, complete the bottom section of the original Excel form.

a. Open the Excel file. Enable the Macros. Do not update the workbook for a new version of Excel.

b. Enter your Club’s information:i. Go to the “Club Attributes” tab.

ii. Enter the number that corresponds to your MBC in the list. Your club name should appear next to the number you entered.

c. Enter the project summaryi. Go to the “Participation Project Potential” tab. Enter:



1. “Project complete (Y or N)” – Enter a “Y” to indicate that the project is complete.

Note: When you enter the Y, “Actual Participation”, “Actual Revenue per Participant”, “Actual Gross Receipts”, “Sunk Unit Costs Driven by Estimated # of Participants”, and “Actual Profit” will be populated with the planned values. If the actual values deviate from the populated values, overwrite them.

2. “Actual Participation” - If the actual value deviates from the populated value, overwrite it.

3. “Actual Revenue per Participant” - If the actual value deviates from the populated value, overwrite it.

4. “Total Donations” – Total amount of contributions, irrespective of the number of participants.

5. “Actual Gross Receipts” – Calculated from the items above.

6. “Amount Deposited in Club's School Account”7. “Sunk Unit Costs Driven by Estimated # of

Participants” - If the actual value deviates from the populated value, overwrite it.

8. “Unit Costs Driven by Actual Numbers of Participants” – Costs per actual participant not contained in item g above.

9. “Actual Prizes and/or Other Costs” - If the actual value deviates from the populated value, overwrite it.

10. “Actual Profit” – Calculated from the items above.11. “Club's Project Leader” - enter your name12. “Date”

d. Save the file using the conventions in Attachment 1, point 8. e. IMPORTANT: Attach the completed Excel document in an email to

Scott Stemple, Erika Hood, and MABA. As long as you entered your name as the Club’s Project Leader in the form no signature is necessary. The AD’s Office will forward it to the appropriate people for authorization. The treasurer’s office will email a copy of the approved form back to you.

Attachments:

Attachment 1: Guidelines for using the Excel based tools provided by MABA.

Attachment 2: Example of identifying your club in the Participation Project Potential / Summary (MCS-A3).



Attachment 3: Example of a project potential submitted before the start of the project. This is how it would look when emailed.

Attachment 4: Example of a project summary submitted after the project is complete. This is how it would look when emailed.



Attachment 1Guidelines for using the Excel based tools provided by MABA

Various Excel based tools are provided to help MBCs complete procedures: this procedure is no exception. When using this or other tools provided by MABA, please note:

1. In these procedures, a word or phrase in bold print and quotes (ie "Date") is the heading of a row, column, table or spreadsheet in the workbook

2. When you open an Excel file:a. If a message is displayed asking if you want to update the workbook to a

new version of Excel, click NO.b. If a message is displayed informing you that the workbook contains

macros, click Enable macros.3. Navigation within the workbook

a. In the procedures, a word or phrase in bold print and quotes (ie "Original Date") is usually the heading of a row, column, table or spreadsheet in the workbook

b. To go from one spreadsheet to another in the same workbook, click on the spreadsheet tab containing its name. The tabs are displayed near the bottom of the Excel window.

c. To go from one cell to another within a spreadsheet, use the mouse to click on the cell, or use the right arrow (->) to move among cells in which data can be entered. (Using the right arrow is the best way to ensure that all enterable fields are shown). The cursor will work its way down the spreadsheet then return to the first unprotected cell at the top.

d. To go to a check box, use the mouse to position the arrow atop the desired check box. Select the check box by clicking on it.

4. To get help in completing the form or resolving errors or imbalances, use the mouse to position the arrow above cells displaying a red triangle in the top right hand corner.

5. Many spreadsheet tools are protected to prevent accidental update of cells containing formulas integral to the integrity of the spreadsheet. You will know a cell is protected in one of two ways.

a. You are unable to select the cell by clicking on it.b. You can select a cell but when you try to enter information into it, a

message is displayed indicating that the cell is protected. The exact wording may vary among spreadsheets.

6. Some cells restrict entries to one or more valid values. When you select one of these cells, a small downward arrow will appear.

a. You can enter one of the valid valuesb. You can click on the arrow to display the valid values. You select the

desired value by clicking on it.c. If you enter an invalid value, an error message will be displayed.

7. Errors or warnings are indicated by colored cells.a. A red cell indicates an error or imbalance has occurred that must be

resolved. When the error is resolved, the cell will become clear again.



Attachment 1, Continued

b. A yellow cell indicates potential error condition that you should evaluate to determine the proper course of action. If you choose to resolve the potential error condition, the cell will become clear again.

c. If either color is displayed, the colored cell or one in close proximity to it will usually contain text to help you understand the situation and/or to suggest a course of action. Cells containing help text display a small red triangle in the upper right hand corner. Use the mouse to position the arrow above the cell to display the help test. If all the text is not displayed, try moving the cell toward the center of the screen.

8. When you save a tool created in Excel:a. Use the File, Save As function to save the file as an Excel 2002 file with

an xls extension.b. If you want to change a file sent to you as an attachment, use the File,

Save As function to save the file on your hard drive before or after making the change. You will lose your changes if you simply change the attachment and save it.

c. Establish a file naming convention to use for every file you save. The convention needs to identify the MBC, year, tool, project (for some tools), and sequence number (for some tools, ie for Coke orders). (Note: there are some restrictions on the characters that can be used in a file name.) Here are some suggested file name formats that would work well with MCS, who will also have to save copies of files you submit to them:

i. Create a separate folder for the current fiscal year.ii. Activity Fund Budget/Purpose (MCS-A1) – Suggested file name

format = MBC Budget Purpose YYYY.xls. (i.e. GLAX Budget Purpose 2010.xls)

iii. Sales Project Potential/Summary (MCS-A2) – Suggested file name format for the form before the project = MBC Project Name Project Potential YYYY.xls and for the form after completing the project. = MBC Project Name Project Summary YYYY.xls (i.e. GLAX Candy Sales Project Potential 2010.xls and GLAX Candy Sales Project Summary 2010.xls)

iv. Participation Project Potential/Summary (MCS-A3) – Suggested file name format for the form before the project = MBC Project Name Project Potential YYYY.xls and for the form after completing the project. = MBC Project Name Project Summary YYYY.xls (i.e. GLAX Car Wash Project Potential 2010.xls and GLAX Car Wash Project Summary 2010.xls)

v. Pay In / Receipt (MCS-A4) – Suggested file name format = MBC Pay In - Receipt YYYY.xls. (i.e. GLAX Pay In - Receipt 2010.xls)



Attachment 1, Continued

vi. Drink Order - Receipt (MCS-A5) – Suggested file name format = MBC Drink Order – Receipt n - YYYY.xls, where n = the sequence number of the order for the year. (i.e. GLAX Drink Order – Receipt 1 - 2010.xls for the first order, GLAX Drink Order – Receipt 2 - 2010.xls for the second order, etc.)

vii. Requisition (MCS-A6) – Suggested file name format = MBC Vendor Requisition n - YYYY.xls, where n = the sequence number of the sequence for the year. (i.e. GLAX Kattus Requisition 1 - 2010.xls for the first PO for Kattus, GLAX Kattus Requisition 2 - 2010.xls for the second PO for Kattus, etc.)

viii. Financial System – Suggested file name format = MBC Financials YYYY.xls. (i.e. GLAX Financials 2010.xls).



Attachment 2 – Example of identifying your club



Attachment 3 – Example of a Project Projection submitted before initiating the Project



Attachment 4 – Example of a Project Summary submitted after completing the Project


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