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 13 DBs for 8 external organizations Budget submission 2015 for all NRs & RFs Time schedule: Sept 2013 – Feb 2015: OSF NFs/RFs Mar 2015 onwards: External GMSMe users Reference: GMS Deployment PlanGMS Deployment Plan 2

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

4 GMS.NET Installations CHRONOLOGY: 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, 2014 Istanbul, Turkey 5

GMS at a glance 6

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 8 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 9

Standard Lifecycle Catg of Work Programs Donors FOSI DEMOCRACY Political Participation Access to Information MEDIA Media Pluralism EDUCATION Equal Access FPOS 10 Disbursements Activities Projects GOAL 1 GRANT Grantee PRPR 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}link Budget Planning & Submission Budget Management: Program Budget aggregated by Category of Work Projects as a Planning Tool (Work Plan Goals & Objectives) Work Plan Implementation through: Grants Management {hyperlinks: Visio; Flow Chart}VisioFlow Chart Service Contracts Management In-house operational projects Financial: payments, expenses & accounting 11

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 12

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

Budgeting Integration of budget planning Management of Budget Analytical Dimensions 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 Decentralized budgeting on two levels: Programs Projects 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}VisioFlow Chart 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 MnE function at the organization Press-of-a-button Active Grant List {new Pivot)Pivot 15

Activities - Improvements Content-driven budget entry: Grant-application specific content budget grouping Mapped to Organization-wide Grant Expense Categories Multiple funding sources of one Activity: from several Projects 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 Operatio nal Act. Consult. Service PROJECT 2

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

Information at your fingertips Instant Budget Performance & Variance Report (BvA at a glance) 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: Aggregated Budgets & Expenses by: Categories of Work – New Pivot (Old: Pivot; pic; PrtSc)Pivot picPrtSc Program Divisions/ Departments – New Pivot (Old: Pivot; pic; PrtSc)Pivot picPrtSc Donors - New Pivot (Old: Pivot)Pivot Monitor Activities performance: Active Grant List {search; link} ; Grant Budget vs. Disbursed {new Pivot; old: Pivot; pic}searchlinkPivot pic Operational spendings {new Pivot: old: BvA; PrtSc}PivotBvAPrtSc Reconcile financial information: Balance Sheet; Income Statement & other reports {new Pivot; old Pivot)Pivot 19

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

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

Central data repository Paperless office with audit trail Increase data integrity & consistency both in terms of Budget & Expenses Build up institutional memory 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 correspondence from GMS, stored centrally in Outbox Within the Foundation staff Or to external parties Online and/or notifications (based on event subscriptions): Default subscriptions Customized for each user 23

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 24

What’s Coming Next? 25

Business Requirements  Management Reporting, effective 2015 Budget Amendments/Modifications Monthly spendings with more details (Projects/Activities & Grants  Events)  Consolidated management reports: 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 Office systems : Phase I: data exchange with export/import files Phase II: full-blown systems integration 27

GMS Developments Optimizations of current functionalities:  Ongoing enhancements to address business needs  Simplification & streamlining of Workflows Functionalities in the pipeline:  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 DevelopmentPhase II GMS Development 28

What’s coming Next? ST GMS Deployment Plans 29

What’s coming next? 1. Tajikistan  Launch: Mon, IRF – Ukraine  Launch: Mon,  Database: Mon, Macedonia  Launch: Mon,  Database: Mon, Albania Reference: GMS Deployment PlanGMS Deployment Plan 25

Deployment Roadmap Information Gathering & Business Analysis 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 specificationsQuestionnaireStandard RoadmapServer specifications 31

QUESTIONS & ANSWERS PANEL DISCUSSION Additional Material: 32

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 GMSNET_TAJ  TEST, Case Study Examples GMSNET_UKR  Training purposes DEMO.GMSNET_UKR  REAL BS2014 DB 34