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GMS.NET
Deployment
TAJ & IRF Power Group Training
July 21st – 25th , 2014
Golden Sands, BG
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Deployment Strategy

Scope:
25 installations in 19 OSF Foundations
 13 DBs for 8 external organizations
 Budget submission 2015 for all NRs & RFs
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Time schedule:
Sept 2013 – Feb 2015: OSF NFs/RFs
 Mar 2015 onwards: External GMSMe users
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Reference: GMS Deployment Plan
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GMS.NET Deployment
Foundations by Regions
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Balkans region:
 Rolled out: Serbia, Kosovo, Bosnia
 Remaining: Macedonia, Albania
Central Asia & Caucus region:
 Rolled out: Kazakhstan, Georgia, Armenia & Azerbaijan
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Remaining: Tajikistan, Kyrgistan
Eastern Europe
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Remaining: Ukraine, Moldova
Asia region:
 Remaining: Mongolia & TIFA-Indonesia
Africa region:
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Rolled out: OSIWA Senegal, OSISA JHB & OSIEA
Remaining: OSIWA & OSISA Country offices; OSF-SA
GMS.NET Installations
CHRONOLOGY:
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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 30th – July 4th, 2014
Istanbul, Turkey
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GMS at a glance
Decision Making
Contacts
My tasks
Reports
BUDGET
ACTIVITIES
FINANCE
Budget
Analytics
Management
Grants
Management
Payment Requests
Service
Agreements &
Procurement
Expense Reports
Budget Planning
Print center
Notes &
Attachments
Program Budget
(CoW)
Projects
Management
Operational &
Administrative
Activities
Reimbursements
Money returns
Data
Data Security
Security
&
& Visibility
Visibility
Disbursements
Bank wires, E-banking
Checks, Petty Cash
Accounting:
Payroll Import
JE Presets
Revaluation
Knowledge
Management
Change
Change log
log
Access
Access Control
Control
Classifications
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Settings
MultiMultilanguage
language
Notifications
Notifications
In compliance with:
Organizational workflows
 OSF across-the-network standards
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• 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

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Architecture & Integration
CONTENT
MANAGEMENT
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• Notes & Attachments
• Knowledge Mgmt Forms
& Classifications
• Print Center
AUXILIARY
• CONTACTS
• DECISION
MAKING
CORE
• BUDGET
• ACTIVITIES
• FINANCES
FINANCIAL & NARRATIVE REPORTS
GMS Concepts & Architecture

In-built workflows to streamline &
standardize business processes
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Core functionalities enhanced with
organization-specific customizations
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Powerful financial & narrative
reporting for internal & external
stakeholders
BUDGET
ACTIVITIES
EXPENSES
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Standard Lifecycle
Donors
FOSI
Programs
DEMOCRACY
Catg of Work
Projects
MEDIA
Access to
Information
Political
Participation
GOAL 1
Activities
GRANT
Disbursements
Grantee PR
EDUCATION
Media
Pluralism
Equal
Access
GOAL 2
CONSULTANCY
PR to Vendor
DFID
FPOS
PR To
Consultant
OPERATIONAL
PR To
Employee
Real-time Budget vs. Spendings
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PR To
Vendor
Major Workflows
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Configurable standard workflows: {link}
Budget Planning & Submission
 Budget Management:
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• Program Budget aggregated by Category of Work
• Projects as a Planning Tool (Work Plan Goals & Objectives)
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Work Plan Implementation through:
• Grants Management {hyperlinks: Visio; Flow Chart}
• Service Contracts Management
• In-house operational projects
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Financial: payments, expenses & accounting
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GMS Core Pillars
Real-time Budget Performance & Variance Reports
BUDGET
ACTIVITIES
FINANCES
Budget
Dimensions
Applications &
Grants
Disbursements
Reimbursements
& Prepayments
Budget Planning
Consultancy &
Procurement
Contracts
Expense
Recognition
Operational &
Administrative
Activities
External Bridge
Payroll Import
E-banking
Program Budget
Projects
Management
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Navigation
Simplified User Interface
 Intuitive & user-friendly:
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Breadcrumb
 Contextual left menu
 Drop-down menu from top
 Unified status menu
 Virtual screens add-ons
 Files & Reports
 Tools & Settings
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Budgeting
Integration of budget planning
 Management of Budget Analytical Dimensions
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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
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Decentralized budgeting on two levels:
• Programs
• Projects
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Project planning & management (based on org. strategy & work plans)
Across calendar years & multi-currency budgeting
Aligning budgets with accounting (expenses)
Applications & Grants
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In-built workflow: {hyperlinks: Visio; Flow Chart}
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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)
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Activities - Improvements
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Content-driven budget entry:
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Grant-application specific content budget grouping
Mapped to Organization-wide Grant Expense Categories
Multiple funding sources of one Activity:
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from several Projects
Complex-funded Project:
• Bifurcated between:
• Core donors: FOSI & FPOS
• Core & Network funding streams
Catg of Work
PROJECT 1
PROJECT 2
• Co-funded by several:
• Categories of Work
• Programs/Divisions
• Countries
Grants
Operatio
nal Act.
Consult.
Service
Finance & Accounting
Instant budget control & budget reservation
 Differentiate between disbursements’:
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Beneficiary type vs.
Budget prospective
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 Single
Option to automatically inherit the budgeted Activities split
Or to identify a singular funding stream for each expense
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or multiple funding source(s)
Full integration with Budgets, Activities & DM by:
Funding sources – by budget analytics
Content Budget breakdown – narrative strings
Installment schedules – applicable for Grant & Service contracts
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Easy reference with interconnected online
17documents: PR–ER–MR–RR–SL & corrections.
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Information at your fingertips
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Instant Budget Performance & Variance
Report (BvA at a glance)
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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
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Instant & Flexible Reporting
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Analyse data from multiple perspectives:
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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)
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Monitor Activities performance:
• Active Grant List {search; link}; Grant Budget vs. Disbursed {new Pivot;
old: Pivot; pic}
• Operational spendings {new Pivot: old: BvA; PrtSc}
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Reconcile financial information:
• Balance Sheet; Income Statement & other reports {new Pivot; old Pivot)
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Support Modules & Engines
CONTENT
MANAGEMENT
CONTACTS & DM
MANAGEMENT
CONFIGURATION
& SETTINGS
-------------------Multi-language
--------------------CRM
--------------------System Interface
Classifications
& Knowledge
Management
Forms
Contacts
User Access
Rights
Notes &
Attachments
Print Center
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Decision
Making
Subscriptions &
Notifications
Emails, Outbox
Data Security &
Visibility
Change Log &
Status History
Programmatic Content Management
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Advanced usability & further customizations
Configurable virtual screens for structured info:
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Knowledge Management (KM) Forms
• Hyperlinks: Input Screen; Print Center & Output – Word file
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Classifications
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In multiple languages
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Standard Tools:
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Securitized
Attachment Centre with folders
Document Print Centre
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Central data repository
Paperless office with audit trail
 Increase data integrity & consistency both
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in terms of Budget & Expenses
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Build up institutional memory
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Authorized users access to confidential info
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
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Within the Foundation staff
Or to external parties
Online and/or email notifications
(based on event subscriptions):
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Default subscriptions
Customized for each user
Configurations & Audit Trail
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Flexible security & user rights
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In line with organizational structure & hierarchy
Approval process with multiple signatories
Authorized access to information
Audit Trail & Change Log
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Data integrity with segregation of duties
What’s Coming Next?
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Business Requirements

Management Reporting, effective 2015
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Budget Amendments/Modifications
Monthly spendings with more details
(Projects/Activities & Grants  Events)
 Consolidated management reports:
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By geography & across OSF network
Consolidated Grant List from NFs/RFs
Annual YE Closing & Audit Preparations Feb’06
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Integration
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Regional/Thematic Network Programs
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Network Budget Allocations
GMS integration with Central Office systems:
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Phase I: data exchange with export/import files
Phase II: full-blown systems integration
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GMS Developments
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Optimizations of current functionalities:
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Ongoing enhancements to address business needs
Simplification & streamlining of Workflows
Functionalities in the pipeline:
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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 Development
What’s coming Next?
ST GMS Deployment Plans
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What’s coming next?
1.
Tajikistan

2.
IRF – Ukraine
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
3.
Launch: Mon, 01-09-14
Database: Mon, 03-09-14
Macedonia
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3.
Launch: Mon, 28-07-14
Launch: Mon, 01-09-14
Database: Mon, 30-06-14
Albania
Reference: GMS Deployment Plan
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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 specifications
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QUESTIONS & ANSWERS
PANEL DISCUSSION
Additional Material:
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Network Support
Business analysis before implementation
 Introducing best practices
 Trainings and Workshops
 Tutorials & Videos
 Helpdesk support

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Training Databases
WI-FI Access:
Network: OSF
Pass: osf12121212
http://192.168.0.101/GMSNET/
GMSNET_TAJ  TEST, Case Study Examples
GMSNET_UKR  Training purposes
http://demo.fyrex.com/BS2014/
DEMO.GMSNET_UKR  REAL BS2014 DB
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