GMS.NET Overview & Updates

GMS Workshop Nov 17th – 21st, 2014 Kiev, Ukraine

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GMS at a glance

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BUDGET

BudgetPlanning

ProgramBudget(CoW)

BudgetAnalytics

Management

ACTIVITIESGrants

Management

Operational&Administrative

Activities

ServiceAgreements&Procurement

FINANCE

PaymentRequestsReimbursementsMoneyreturns

ReportsReportsContactsContacts

DecisionMakingDecisionMaking

KnowledgeManagementKnowledgeManagement

NotificationsNotifications

ChangelogChangelog

ClassificationsClassifications

MytasksMytasks SettingsSettings

Multi-languageMulti-

language

AccessControlAccessControl

DataSecurity&Visibility

DataSecurity&Visibility

ProjectsManagement

ExpenseReports

DisbursementsBankwires,E-bankingChecks,PettyCash

Accounting:PayrollImportJEPresetsRevaluation

PrintcenterPrintcenter

Notes&AttachmentsNotes&

Attachments

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 3

Architecture & Integration

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CONTENT MANAGEMENT

AUXILIARY

CORE

•  Notes & Attachments •  Knowledge Mgmt Forms

& Classifications •  Print Center

•  CONTACTS •  DECISION

MAKING

•  BUDGET •  ACTIVITIES •  FINANCES

FINANCIAL & NARRATIVE REPORTS

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

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Standard Lifecycle

Catg of Work

Programs

Donors FOSI

DEMOCRACY

Political Participation

Access to Information

MEDIA

Media Pluralism

EDUCATION

Equal Access

FPOS

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Disbursements

Activities

Projects GOAL 1

GRANT

Grantee PR PR to Vendor

CONSULTANCY

PR To Consultant

OPERATIONAL

PR To Employee

PR To Vendor

DFID

GOAL 2

Real-time Budget vs. Spendings

Major Workflows

¢ Configurable standard workflows: {link}

l Budget Planning & Submission l Budget Management:

•  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 7

GMS Core Pillars

BUDGET

Budget Dimensions

Budget Planning

Program Budget

Projects Management

ACTIVITIES

Applications & Grants

Consultancy & Procurement

Contracts

Operational & Administrative

Activities

FINANCES

Disbursements Reimbursements & Prepayments

Expense Recognition

External Bridge Payroll Import

E-banking

Real-time Budget Performance & Variance Reports

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Navigation

¢ Simplified User Interface ¢  Intuitive & user-friendly:

l 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

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

l  Flexible & Meaningful – each organization designs its own analytical structures & coding (to best reflect its strategy & needs)

l  In compliance with HO budget dimensions via mapping ¢ Organizational Budget Management

l  Decentralized budgeting on two levels: •  Programs •  Projects

l  Project planning & management (based on org. strategy & work plans)

l  Across calendar years & multi-currency budgeting l  Aligning budgets with accounting (expenses)

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

l  Registration l  Evaluation l  Decision Making stage l  Preparation of Grant Letter l  Disbursements, Reports, Monitoring & Evaluation l  Final Evaluation, Grant closure & archiving

¢  In line with best practices in GM ¢  Incorporates Program, Budget & Financial

aspects of GM ¢ Supports MnE function at the organization ¢ Press-of-a-button Active Grant List {new Pivot)

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Activities - Improvements

¢  Content-driven budget entry: l  Grant-application specific content budget grouping l  Mapped to Organization-wide Grant Expense Categories

¢  Multiple funding sources of one Activity: l  from several Projects l  Complex-funded Project:

•  Bifurcated between: •  Core donors: FOSI & FPOS •  Core & Network funding streams

•  Co-funded by several: •  Categories of Work •  Programs/Divisions •  Countries

Catg of Work

PROJECT 1

Grants

Operational Act.

Consult.Service

PROJECT 2

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

l  Beneficiary type vs. l  Budget prospective

¢ Single or multiple funding source(s) l  Option to automatically inherit the budgeted Activities split l  Or to identify a singular funding stream for each expense

¢ Full integration with Budgets, Activities & DM by: l  Funding sources – by budget analytics l  Content Budget breakdown – narrative strings l  Installment schedules – applicable for Grant & Service contracts

¢ Easy reference with interconnected online documents: PR–ER–MR–RR–SL & corrections. 13

Information at your fingertips

¢  Instant Budget Performance & Variance Report (BvA at a glance) l  Budget Owners can track Program Budget,

Expenses & Remaining Budgets in real time l  Display of: pending budget allocations & budget

reserved for expenses on the way

¢ Online snapshots, Excel & Pivot exports ¢ Default or user-defined views

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Instant & Flexible Reporting

¢ Analyse data from multiple perspectives: l Aggregated Budgets & Expenses by:

•  Categories of Work – New Pivot (Old: Pivot; pic; PrtSc)

•  Program Divisions/ Departments – New Pivot (Old: Pivot; pic; PrtSc)

•  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: BvA; PrtSc}

l Reconcile financial information: •  Balance Sheet; Income Statement & other reports {new Pivot; old Pivot)

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Support Modules & Engines CONTENT

MANAGEMENT -------------------- Multi-language

Notes & Attachments

Classifications & Knowledge

Management Forms

Print Center

CONTACTS & DM MANAGEMENT ---------------------

CRM

Contacts

Decision Making

Subscriptions & Notifications

Emails, Outbox

CONFIGURATION & SETTINGS --------------------- System Interface

User Access Rights

Data Security & Visibility

Change Log & Status History

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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  Securitized l  Attachment Centre with folders l  Document Print Centre

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Central data repository

¢ Paperless office with audit trail ¢  Increase data integrity & consistency both

in terms of Budget & Expenses

¢ Build up institutional memory l  Authorized users access to confidential info l  Discourage shadow information databases

¢ Central records management ¢ Back office & digital archiving

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

stored centrally in Outbox l  Within the Foundation staff l  Or to external parties

¢ Online and/or email notifications (based on event subscriptions): l  Default subscriptions l  Customized for each user 19

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 ¢  Data integrity with segregation of duties

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What’s Coming Next?

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Business Requirements

q Management Reporting, effective 2015 ¢  Budget Amendments/Modifications ¢  Monthly spendings with more details (Projects/

Activities & Grants à Events)

è Consolidated management reports: ¢  By geography & across OSF network ¢  Consolidated Grant List from NFs/RFs

q Annual YE Closing & Audit Preparations Feb’15

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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

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GMS Developments

¢ Optimizations of current functionalities: v  Ongoing enhancements to address business needs v  Simplification & streamlining workflows

¢ Functionalities in the pipeline: v  Incorporate IFRS reporting as a standard GMS report v  Online application submission & grantee reporting (extranet) v  Conflict of Interest tracker v  Central Purchasing feature v  Fixed Assets module v  Human Resources v  Presets - configurable via UI v  Projects – “simple” vs. “complex”

Reference: Phase II GMS Development 24

QUESTIONS & ANSWERS PANEL DISCUSSION

Additional Material: 25

Demo Database

http://demo.fyrex.com/BS2014/ • UKR – REAL GMS.NET DB (clean) • UKT – testing & training purposes

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