GMS NET Deployment TAJ IRF Power Group Training

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GMS. NET Deployment TAJ & IRF Power Group Training July 21 st – 25

GMS. NET Deployment TAJ & IRF Power Group Training July 21 st – 25 th , 2014 Golden Sands, BG 1

Deployment Strategy ¢ Scope: 25 installations in 19 OSF Foundations l 13 DBs for

Deployment Strategy ¢ Scope: 25 installations in 19 OSF Foundations l 13 DBs for 8 external organizations l Budget submission 2015 for all NRs & RFs l ¢ Time schedule: Sept 2013 – Feb 2015: OSF NFs/RFs l Mar 2015 onwards: External GMSMe users l Reference: GMS Deployment Plan 2

GMS. NET Deployment Foundations by Regions ¢ ¢ ¢ 3 Balkans region: l Rolled

GMS. NET Deployment Foundations by Regions ¢ ¢ ¢ 3 Balkans region: l Rolled out: Serbia, Kosovo, Bosnia l Remaining: Macedonia, Albania Central Asia & Caucus region: l Rolled out: Kazakhstan, Georgia, Armenia & Azerbaijan ¢ Remaining: Tajikistan, Kyrgistan Eastern Europe ¢ Remaining: Ukraine, Moldova Asia region: l Remaining: Mongolia & TIFA-Indonesia Africa region: l l Rolled out: OSIWA Senegal, OSISA JHB & OSIEA Remaining: OSIWA & OSISA Country offices; OSF-SA

GMS. NET Installations CHRONOLOGY: 4 1. Kazakhstan 2. Kosovo 3. Serbia 4. OSIWA 5.

GMS. NET Installations CHRONOLOGY: 4 1. Kazakhstan 2. Kosovo 3. Serbia 4. OSIWA 5. OSISA 6. OSIEA 7. Georgia 8. Azerbaijan 9. Armenia 10. Bosnia ….

GMS. NET Overview & Updates Balkan Conference June 30 th – July 4 th,

GMS. NET Overview & Updates Balkan Conference June 30 th – July 4 th, 2014 Istanbul, Turkey 5

GMS at a glance 6

GMS at a glance 6

In compliance with: Organizational workflows ¢ OSF across-the-network standards ¢ • Budget Strategy Planning

In compliance with: Organizational workflows ¢ OSF across-the-network standards ¢ • Budget Strategy Planning & Management • Best practices in Grants Management • Expense Reporting External Donor rules and regulations & reporting requirements ¢ International standards and reporting ¢ Local Statutory requirements ¢ 7

Architecture & Integration CONTENT MANAGEMENT 8 • Notes & Attachments • Knowledge Mgmt Forms

Architecture & Integration CONTENT MANAGEMENT 8 • Notes & Attachments • Knowledge Mgmt Forms & Classifications • Print Center AUXILIARY • CONTACTS • DECISION MAKING CORE • BUDGET • ACTIVITIES • FINANCES FINANCIAL & NARRATIVE REPORTS

GMS Concepts & Architecture ¢ In-built workflows to streamline & standardize business processes ¢

GMS Concepts & Architecture ¢ In-built workflows to streamline & standardize business processes ¢ Core functionalities enhanced with organization-specific customizations ¢ Powerful financial & narrative reporting for internal & external stakeholders BUDGET ACTIVITIES EXPENSES 9

Standard Lifecycle Donors FOSI Programs DEMOCRACY Catg of Work Projects MEDIA Access to Information

Standard Lifecycle Donors FOSI Programs DEMOCRACY Catg of Work Projects MEDIA Access to Information Political Participation GOAL 1 Activities GRANT Disbursements Grantee PR EDUCATION Media Pluralism Equal Access GOAL 2 CONSULTANCY PR to Vendor DFID FPOS PR To Consultant OPERATIONAL PR To Employee Real-time Budget vs. Spendings 10 PR To Vendor

Major Workflows ¢ Configurable standard workflows: {link} Budget Planning & Submission l Budget Management:

Major Workflows ¢ Configurable standard workflows: {link} Budget Planning & Submission l Budget Management: l • Program Budget aggregated by Category of Work • Projects as a Planning Tool (Work Plan Goals & Objectives) l Work Plan Implementation through: • Grants Management {hyperlinks: Visio; Flow Chart} • Service Contracts Management • In-house operational projects l Financial: payments, expenses & accounting 11

GMS Core Pillars Real-time Budget Performance & Variance Reports BUDGET ACTIVITIES Budget Dimensions Applications

GMS Core Pillars Real-time Budget Performance & Variance Reports BUDGET ACTIVITIES Budget Dimensions Applications & Grants Budget Planning Consultancy & Procurement Contracts Program Budget Projects Management 12 Operational & Administrative Activities FINANCES Disbursements Reimbursements & Prepayments Expense Recognition External Bridge Payroll Import E-banking

Navigation Simplified User Interface ¢ Intuitive & user-friendly: ¢ Breadcrumb l Contextual left menu

Navigation Simplified User Interface ¢ Intuitive & user-friendly: ¢ Breadcrumb l Contextual left menu l Drop-down menu from top l Unified status menu l Virtual screens add-ons l Files & Reports l Tools & Settings l 13

Budgeting Integration of budget planning ¢ Management of Budget Analytical Dimensions ¢ l l

Budgeting Integration of budget planning ¢ Management of Budget Analytical Dimensions ¢ l l ¢ Flexible & Meaningful – each organization designs its own analytical structures & coding (to best reflect its strategy & needs) In compliance with HO budget dimensions via mapping Organizational Budget Management l Decentralized budgeting on two levels: • Programs • Projects l l l Project planning & management (based on org. strategy & work plans) Across calendar years & multi-currency budgeting Aligning budgets with accounting (expenses)

Applications & Grants ¢ In-built workflow: {hyperlinks: Visio; Flow Chart} l l l Registration

Applications & Grants ¢ In-built workflow: {hyperlinks: Visio; Flow Chart} l l l Registration Evaluation Decision Making stage Preparation of Grant Letter Disbursements, Reports, Monitoring & Evaluation Final Evaluation, Grant closure & archiving In line with best practices in GM ¢ Incorporates Program, Budget & Financial aspects of GM ¢ Supports Mn. E function at the organization ¢ Press-of-a-button Active Grant List {new Pivot) ¢ 15

Activities - Improvements ¢ Content-driven budget entry: l l ¢ Grant-application specific content budget

Activities - Improvements ¢ Content-driven budget entry: l l ¢ Grant-application specific content budget grouping Mapped to Organization-wide Grant Expense Categories Multiple funding sources of one Activity: l l from several Projects Complex-funded Project: • Bifurcated between: • Core donors: FOSI & FPOS • Core & Network funding streams Catg of Work PROJECT 1 PROJECT 2 • Co-funded by several: • Categories of Work • Programs/Divisions • Countries Grants Operatio nal Act. Consult. Service

Finance & Accounting Instant budget control & budget reservation ¢ Differentiate between disbursements’: ¢

Finance & Accounting Instant budget control & budget reservation ¢ Differentiate between disbursements’: ¢ Beneficiary type vs. Budget prospective l l ¢ Single Option to automatically inherit the budgeted Activities split Or to identify a singular funding stream for each expense l l ¢ or multiple funding source(s) Full integration with Budgets, Activities & DM by: Funding sources – by budget analytics Content Budget breakdown – narrative strings Installment schedules – applicable for Grant & Service contracts l l l Easy reference with interconnected online 17 documents: PR–ER–MR–RR–SL & corrections. ¢

Information at your fingertips ¢ Instant Budget Performance & Variance Report (Bv. A at

Information at your fingertips ¢ Instant Budget Performance & Variance Report (Bv. A at a glance) l l Budget Owners can track Program Budget, Expenses & Remaining Budgets in real time Display of: pending budget allocations & budget reserved for expenses on the way Online snapshots, Excel & Pivot exports ¢ Default or user-defined views ¢ 18

Instant & Flexible Reporting ¢ Analyse data from multiple perspectives: l Aggregated Budgets &

Instant & Flexible Reporting ¢ Analyse data from multiple perspectives: l Aggregated Budgets & Expenses by: • Categories of Work – New Pivot (Old: Pivot; pic; Prt. Sc) • Program Divisions/ Departments – New Pivot (Old: Pivot; pic; Prt. Sc) • Donors - New Pivot (Old: Pivot) l Monitor Activities performance: • Active Grant List {search; link}; Grant Budget vs. Disbursed {new Pivot; old: Pivot; pic} • Operational spendings {new Pivot: old: Bv. A; Prt. Sc} l Reconcile financial information: • Balance Sheet; Income Statement & other reports {new Pivot; old Pivot) 19

Support Modules & Engines CONTENT MANAGEMENT CONTACTS & DM MANAGEMENT CONFIGURATION & SETTINGS ----------Multi-language

Support Modules & Engines CONTENT MANAGEMENT CONTACTS & DM MANAGEMENT CONFIGURATION & SETTINGS ----------Multi-language ----------CRM ----------System Interface Classifications & Knowledge Management Forms Contacts User Access Rights Notes & Attachments Print Center 20 Decision Making Subscriptions & Notifications Emails, Outbox Data Security & Visibility Change Log & Status History

Programmatic Content Management ¢ ¢ Advanced usability & further customizations Configurable virtual screens for

Programmatic Content Management ¢ ¢ Advanced usability & further customizations Configurable virtual screens for structured info: l Knowledge Management (KM) Forms • Hyperlinks: Input Screen; Print Center & Output – Word file l Classifications ¢ In multiple languages ¢ Standard Tools: l l l Securitized Attachment Centre with folders Document Print Centre 21

Central data repository Paperless office with audit trail ¢ Increase data integrity & consistency

Central data repository Paperless office with audit trail ¢ Increase data integrity & consistency both ¢ in terms of Budget & Expenses ¢ Build up institutional memory l l Authorized users access to confidential info Discourage shadow information databases ¢ Central records management ¢ Back office & digital archiving 22

Interactivity Intuitive user interface ¢ Web access outside of the office ¢ Email correspondence

Interactivity Intuitive user interface ¢ Web access outside of the office ¢ Email correspondence from GMS, stored centrally in Outbox ¢ l l ¢ Within the Foundation staff Or to external parties Online and/or email notifications (based on event subscriptions): l 23 l Default subscriptions Customized for each user

Configurations & Audit Trail ¢ Flexible security & user rights ¢ ¢ In line

Configurations & Audit Trail ¢ Flexible security & user rights ¢ ¢ In line with organizational structure & hierarchy Approval process with multiple signatories Authorized access to information Audit Trail & Change Log ¢ 24 Data integrity with segregation of duties

What’s Coming Next? 25

What’s Coming Next? 25

Business Requirements q Management Reporting, effective 2015 ¢ ¢ Budget Amendments/Modifications Monthly spendings with

Business Requirements q Management Reporting, effective 2015 ¢ ¢ Budget Amendments/Modifications Monthly spendings with more details (Projects/Activities & Grants Events) Consolidated management reports: ¢ ¢ q By geography & across OSF network Consolidated Grant List from NFs/RFs Annual YE Closing & Audit Preparations Feb’ 06 26

Integration ¢ Regional/Thematic Network Programs ¢ ¢ Network Budget Allocations GMS integration with Central

Integration ¢ Regional/Thematic Network Programs ¢ ¢ Network Budget Allocations GMS integration with Central Office systems: ¢ ¢ Phase I: data exchange with export/import files Phase II: full-blown systems integration 27

GMS Developments ¢ Optimizations of current functionalities: v v ¢ Ongoing enhancements to address

GMS Developments ¢ Optimizations of current functionalities: v v ¢ Ongoing enhancements to address business needs Simplification & streamlining of Workflows Functionalities in the pipeline: v v v v 28 Incorporate IFRS reporting as a standard GMS report Online application submission & grantee reporting (extranet) Conflict of Interest tracker Central Purchasing feature Fixed Assets module Human Resources Presets - configurable via UI Projects – “simple” vs. “complex” Reference: Phase II GMS Development

What’s coming Next? ST GMS Deployment Plans 29

What’s coming Next? ST GMS Deployment Plans 29

What’s coming next? 1. Tajikistan v 2. IRF – Ukraine v v 3. Launch:

What’s coming next? 1. Tajikistan v 2. IRF – Ukraine v v 3. Launch: Mon, 01 -09 -14 Database: Mon, 03 -09 -14 Macedonia v v 3. Launch: Mon, 28 -07 -14 Launch: Mon, 01 -09 -14 Database: Mon, 30 -06 -14 Albania Reference: GMS Deployment Plan 25

Deployment Roadmap ¢ Information Gathering & Business Analysis l SW & HW Infrastructure (server

Deployment Roadmap ¢ Information Gathering & Business Analysis l SW & HW Infrastructure (server hosting) Information Gathering & Business Analysis ¢ System settings & DB start-up information ¢ Provide configured database with login ¢ Power Group Training ¢ Migration, all staff training ¢ Go-live launch ¢ Reference: Questionnaire; Standard Roadmap; Server specifications 31

QUESTIONS & ANSWERS PANEL DISCUSSION Additional Material: 32

QUESTIONS & ANSWERS PANEL DISCUSSION Additional Material: 32

Network Support Business analysis before implementation ¢ Introducing best practices ¢ Trainings and Workshops

Network Support Business analysis before implementation ¢ Introducing best practices ¢ Trainings and Workshops ¢ Tutorials & Videos ¢ Helpdesk support ¢ 33

Training Databases WI-FI Access: Network: OSF Pass: osf 1212 http: //192. 168. 0. 101/GMSNET/

Training Databases WI-FI Access: Network: OSF Pass: osf 1212 http: //192. 168. 0. 101/GMSNET/ GMSNET_TAJ TEST, Case Study Examples GMSNET_UKR Training purposes http: //demo. fyrex. com/BS 2014/ DEMO. GMSNET_UKR REAL BS 2014 DB 34