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OFFICE OF THE ARIZONA STATE TREASURER HON. DEAN MARTIN TREASURER JANUARY 2010 Presented To: Arizona State Board of Investment FEBRUARY 24, 2010, STATE BOARD OF INVESTMENT AGENDA February 24, 2010

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1. Review the document or project thoroughly: Start by carefully reading through the document or examining the project in question. Understand its purpose, goals, and any specific guidelines or requirements.
2. Consider the necessary criteria for review and approval: Identify the key factors that need to be assessed during the review and approval process. This could include accuracy, completeness, compliance with regulations, alignment with objectives, quality, and any other relevant criteria.
3. Gather the necessary stakeholders: Determine who needs to be involved in the review and approval process. This typically includes individuals or teams responsible for the document or project, subject matter experts, supervisors, and possibly legal or compliance personnel. Collaborate and communicate effectively with all stakeholders.
4. Follow any specified timelines: If there are specific deadlines or timelines for review and approval, ensure that they are adhered to. This helps maintain efficiency and ensures that the process moves forward without unnecessary delays.
5. Use a standardized review and approval process: Implement a consistent and well-defined process for review and approval. This may involve using templates, forms, or software tools specifically designed for this purpose. Such processes help streamline communication, track progress, and maintain accountability.
6. Provide clear and concise feedback: As reviewers, provide feedback that is constructive, specific, and actionable. Clearly communicate any necessary revisions, corrections, or additions that need to be made. Be respectful and supportive in your feedback to foster a positive and collaborative environment.
7. Obtain necessary sign-offs and approvals: Once the review process is complete and any required revisions have been implemented, seek the appropriate sign-offs and approvals. This typically involves obtaining signatures or electronic acknowledgments from the designated approvers.

Who needs review and approval of:

1. Project managers: Project managers need to ensure that the work being reviewed and approved aligns with the objectives, scope, and timeline of the project. They are responsible for facilitating the review and approval process, ensuring team members are aware of their responsibilities, and tracking the progress of approvals.
2. Subject matter experts (SMEs): SMEs possess specialized knowledge and expertise relevant to the document or project. Their review and approval help ensure accuracy, compliance, and quality. They contribute valuable insights and provide recommendations to enhance the final outcome.
3. Compliance/legal personnel: Depending on the nature of the document or project, compliance or legal personnel may need to review and approve it. They ensure that the work adheres to applicable laws, regulations, industry standards, and internal policies. Their involvement helps mitigate risks and maintain compliance.
4. Supervisors and managers: Supervisors and managers play a crucial role in reviewing and approving documents or projects that fall within their areas of responsibilities. They provide oversight, make informed decisions, and ensure alignment with organizational objectives.
5. Other stakeholders: Depending on the nature of the document or project, other stakeholders such as clients, customers, senior executives, or external partners may also require review and approval. Their input and decisions contribute to the overall success and legitimacy of the work being reviewed.

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