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

2. GMS at a glance 2

3. 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

4. Architecture & Integration 4 CONTENT MANAGEMENT AUXILIARY CORE Notes & Attachments Knowledge Mgmt Forms & Classifications Print Center CONTACTS DECISION MAKING BUDGET ACTIVITIES FINANCES FINANCIAL & NARRATIVE REPORTS

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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)

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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 16

17. 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

18. 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

19. Interactivity Intuitive user interface Web access outside of the office Email correspondence from GMS, stored centrally in Outbox Within the Foundation staff Or to external parties Online and/or email notifications (based on event subscriptions): Default subscriptions Customized for each user 19

20. 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

21. What’s Coming Next? 21

22. 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

23. 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

24. 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

25. QUESTIONS & ANSWERS PANEL DISCUSSION Additional Material: 25

26. Demo Database http://demo.fyrex.com/BS2014/ UKR – REAL GMS.NET DB (clean) UKT – testing & training purposes 26