GMS.NET Overview & Updates GMS Workshop Nov 17 th – 21 st, 2014 Kiev, Ukraine 1

GMS at a glance 2

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 4 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 5

Standard Lifecycle Catg of Work Programs Donors FOSI DEMOCRACY Political Participation Access to Information MEDIA Media Pluralism EDUCATION Equal Access FPOS 6 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 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 8

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 9

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 11

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. 13

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 14

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 15

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 16

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 17

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 18

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 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 20

What’s Coming Next? 21

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’15 22

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 23

GMS Developments Optimizations of current functionalities:  Ongoing enhancements to address business needs  Simplification & streamlining 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 24

QUESTIONS & ANSWERS PANEL DISCUSSION Additional Material: 25

Demo Database UKR – REAL GMS.NET DB (clean) UKT – testing & training purposes 26