Supply Chain Management System (SCMS) ICT4D Conference: Accra, Ghana, March 2013 SCMS Overview 1

In this class, you are going to: Receive a high level overview of the Supply Chain Management System (SCMS). Receive a slightly more detailed overview of the SCMS Procurement Module. Perform as many of the following tasks as time will allow: –Create a Purchase Requisition (Role of Program Manager). –Review and approve purchase requisition (role of Budget Holder) –Review and accept purchase requisition (role of Local Procurement Manager) –View available inventory (role of Guest) 2 SCMS Master Class

SCMS Overview The Vision: A supply chain management system that facilitates significant improvements in the management of ALL material resources, including: Food Commodities Non-Food Commodities (NFIs, etc) In-kind Donations Etc (even office supplies!) 3

SCMS Overview: Goals Increase Supply Chain Visibility –Know where material is in the supply chain –Detect problems earlier –Improve accounting for material receipt and distribution Improve Decision Making –More efficient use of resources –Enhanced tools for SCM planning Increase Operational Efficiency –Reduce supply chain costs –Improve donor reporting –Eliminate one-off system implementations 4

SCMS Overview: Scope Provision and implementation of a single global IT application system to manage the CRS supply chain Standardization of Global Supply Chain Management operating processes This will entail a Significant Change Management & Communication Effort!!! 5

SCMS Overview PLAN Forecast Demand SOURCE Request Materials Assess Inventory Purchase Materials FULFILL Ship Materials Receive & Store Materials Distribute Materials Manage Payments MANAGE Manage Inventory Manage Vehicle Fleet Manage Fixed Assets NOTIFY & REPORT Workflow & Events Trace & Track Report Phase 1 SCM Phase 1 and Phase 2 SCM* Phase 2 SCM Plan Logistics Network Forecast Supply Reconcile Demand & Supply Manage Donations 6

SCMS OVERVIEW The SCM System will be piloted and rolled out across the agency in two phases. Phase 1 includes basic Warehouse and Procurement modules (with potential for Fleet Management module to be added). Phase 2 includes more advanced functionality, including things like Planning/Forecasting, Asset Management and Distribution. 7

SCMS Status Update, Highlights  All four country pilots (Ethiopia, Kenya, JWBG and Burkina Faso) are now live! They were launched between October and December  Warehouse and procurement (online and offline modes) are being used in the pilot locations. Fleet is being tested in three locations.  Staff were sufficiently trained to be able to use these modules correctly and have been working independently with the system. 8

SCMS Status Update, Highlights Based on Pilot Success Criteria (20/25 fully met, remaining 5 partially met), pilots were judged a success. Pilot participants voted 29/30 to roll out the system once threshold issues are addressed (remaining vote was in favour of immediate rollout). Steering Committee also voted in favour of rollout. Intensive efforts are underway with AM to resolve the threshold issues. Additional next steps are being determined (including budget review/revision). 9

Phase 1 Pilots: Initial phase of pilots completed (Jan ‘13). Continuation of pilots and preparation for pilot CP rollout (Feb-June ‘13) System Deployment:Final System Configuration:Jan—May ‘13 Deployment to Production: June ‘13 Phase 1 Rollout: Remote Training and Prep to begin in May ‘13, and system implementation to begin Jul ‘13. New 4 CPs to be on-line FY13; Remaining CPs in FY14. Phase 2:TBD SCMS Schedule Details 10

HQ will support 1 Launch/Training per region (to include ToT) Training participants will include: Regional rollout teams, composed of DRD/MQ, RISA, Commodity RTA and 3-6 selected CP staff. Relevant staff of the Launch CP. We expect that each CP will require: 1-2 visits by a regional rollout team. Significant remote support by regional rollout teams for at least one month around each CP launch (support for some CPs could be simultaneous). SCMS Rollout Plan

Header Info Line Item Details Summary Step 1 Step 2 Step 3 Step 4 PR Summary PO Summary Submit to LPM Enter Summary Bid Information Generate RFQs Assign Winner PO Approved Generate PO Pre-Receive Summary PM/Requestor LPM BH/Finance PR Approved Assign Suppliers Edit? Submit to BH Accepted? Receive Quotes BH Purchase Requisition Wizard SCMS Procurement Module

Task One: Create a Purchase Requisition (Role of Program Manager). Step 1: Input all required information. Step 2: Verify all information, and finalize requisition. Step 3: Submit to Budget Holder (select the one you have been provided). Task Two: Review and approve purchase requisition (role of Budget Holder) Step 1: Find your purchase requisition in the purchase requisition summary. Step 2: Review and approve it. Step 3: Submit to Local Procurement Manager. Task Three: Review and accept purchase requisition (role of LPM) Step 1: Find your purchase requisition in the purchase requisition summary. Step 2: Review and accept it. Task Four: View Available Inventory (role of Guest) 13 SCMS: Class Tasks

Please Note: Pilots were successful, but issues were identified that are being addressed---this version is the one that was piloted, so issues are still there. We are still finding occasional bugs/defects, and Aidmatrix prioritizes them for fixing. (This is not uncommon for a system that is undergoing significant change.) 14

AOB? Thanks everyone!! 15