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Terms of Reference - Project Manager – New Chart of accounts and accounting system project 1 Background: In May 2016, the decision was taken by ActionAid International for SUN6.3 to be the global financial system of choice. ActionAid UK has taken the decision to be one of three countries, the other two being Malawi and Action Aid International secretariat in South Africa, to take part in the pilot project and change its accounting system to SUN6.3. At the same time, ActionAid UK will take this opportunity to update its Chart of Accounts and coding structure to align to the ActionAid Federation Chart of accounts and coding structure. 2 Project purpose: The overall objectives of the Project are to: Align the Chart of accounts and coding structure used by ActionAid UK with that set up by ActionAid International for the Federation Move ActionAid UK from its current accounting system, BluQube, to SUN 6.3 Ensure that all Finance and non-finance staff are trained on the new coding structure and accounting system The Project manager will lead the development of ActionAid UK’s project for the implementation of a new Chart of Accounts and coding structure, a new SUN6.3 accounting system and provision of adequate training. 3 Project details and activities: The project manager will be responsible for the following (more detail of this is provided in appendix 1): - Project design, project management, monitoring and evaluating Project team co-ordination, stakeholder management and communications Business process development and implementation System development, testing and rollout Provision of strategic direction and operational co-ordination with team members The project will be based in London, with the expectation that there will be some travel required to the ActionAid offices in Chard, where our income processing team is based, and to Italy, who have already implemented SUN 6.2. The Project manager will be expected to manage the following key activities: Activity Develop a detailed project plan with resource requirements Meet with internal stakeholders to understand what they require from a new Chart of Accounts and coding structure and what reporting frameworks they need Understand the mapping requirements from current coding structure to new coding structure, prepare the mapping document and design the coding structure Meet with external stakeholders, principally ActionAid International and Infor, to determine what is required for the Systems Kick-off Example of expected date October 2016 October 2016 October 2016 October 2016 workshop, and ensure that ActionAid UK requirements are met Preparation of finance and business process maps and requirements Cleansing of data to be transferred from BluQube to Sun Kick-of System design workshop with Infor and ActionAid International System requirement development with Infor and ActionAid International Software installation with Infor Software deployment with Infor User accepting testing with data migration in a test environment End user testing Training of finance and non-finance users Live data migration Go Live November 2016 November 2016 December 2016 / January 2017 January 2017 February 2017 February 2017 March 2017 April 2017 May 2017 May 2017 June 2017 In addition, the Project manager will be expected to lead regular meetings with the Project team and the Project governing Board. 4 Roles and responsibilities The selected Project manager will be contracted by and report to ActionAid UK. Support provided by ActionAid UK will be: - the provision of required resource agreed between the Project manager and Project sponsor. - access to necessary databases and systems required for the Project; - provision of laptop (if required) with access to software required for the project; - logistical support in the booking of travel to Chard and Italy (where applicable) 5 Outputs Specific outputs that the Project Manager will be required to deliver are: 1. Detailed Project plan for implementation of the project together with resource requirements 2. Finance and business process maps for use at the kick-off workshop for Infor 3. Finalised Chart of Accounts and coding structure for ActionAid UK 4. Monthly performance updates to the Project governing Board 5. Detailed User accepting testing plan 6. Results of detailed User accepting plan 7. End User testing Plan and results 8. Recommendation for Sign off of system 9. Process and procedures manuals for Finance team 10. Training documents to be used for training non-finance staff on new coding structure and systems It is not expected that the Project Manager will produce all these outputs personally, but should manage the Project team to ensure these outputs are produced. 6 Timeline The project will be carried out between October 2016 and June 2017, and the expectation is that the Project Manager would need to be available for 40% of the time across this period. There is an expectation that the Go live date for the new Sun6.3 system would be 1 June 2016. 7 Skills and qualifications of Project Manager The successful Project manager will have the skills set out below with examples and evidence of each: - - 8 Solid project management skills including team co-ordination. Experience in financial management at a level needed to understand the needs of the users and engage on process and systems discussions to bring solutions to current challenges Experience and knowledge of developing and implementing business processes with Information and Communications technology (ICT) and management information systems (preferably in the NGO sector). Fully conversant with and able to use MS Project Management Very good communication skills (verbal and written). The ability to sift through highly technical information to translate to core project user documentation. Excellent interpersonal skills to work well with diverse stakeholders at all levels of seniority. Experience of working with multiple functions and with different levels of management in an NGO. Ability to interact effectively with IT technical specialists. Experience of working with ActionAid UK’s financial systems. A strong commitment to develop, promote and practice AAUK’s vision, mission, values and strategy. Application process We invite interested Project Managers to submit the following application documents: 1) Expression of interest addressing track record and how they fulfil the skills and qualifications set out above; 2) Proposal for time-line of project for October to December 2016 3) CV of applicant 4) Budget Selected Project manager will be expected to sign and abide by ActionAid values and key policies. Please send your applications to Philip Robinson [email protected] The deadline for applying is 30th September 2016. We are aiming to select the consultant by early October 2016. Appendix 1: Detailed overview of responsibilities of the Project Manager Role overview: The Project manager will lead the development of ActionAid UK’s project for the implementation of a new Chart of Accounts and coding structure and a new SUN6.3 accounting system. The three main areas of responsibility are: - Project management, project design, management, monitoring and evaluating project team co-ordination, stakeholder management and communications. Internal financial management process development and implementation System development, testing and rollout The role will be directly responsible and accountable for the design, management, coordination, implementation and monitoring of all project key activities. In detail, the role is responsible for: Project design, management, monitoring and evaluation: - - Accountable for developing the project plan and core project documentation, keeping it updated with clear scope, task definition, timelines, milestones, resource allocation, benefits, dependencies and control framework. Manage project deliverables and performance, including identifying problems, designing and implementing appropriate solutions Responsible for risk assessment, developing mitigation plans, escalating major risks to lead and managing the risk register. Produce periodic progress reports against project milestones Ensure knowledge transfer from vendor consultants to AA finance and IT teams to reduce dependency on external resources Ensure rigorous post implementation reviews and follow up of each entity to capture learning and identify issues. Project team coordination, stakeholder management and communications: - - Develop and update project governance arrangements Coordinate and guide subject matter experts on the project team, ensuring they deliver timely and high level quality technical input. Develop and implement stakeholder management and communications plan, drawing on change management expertise, covering engagement with key decision makers and stakeholders across AAUK and preparing communications to keep all stakeholders informed on project progress. Collaborate with AAI GFS project team Business process development: - Manage the detailed design of end to end financial management business processes with a clear ‘Responsibility, Accountability, Consultation and Information’ (RACI) control framework. - Manage the process of rolling out business processes to internal stakeholders. Develop target Model Business Requirements Specification and secure stakeholder sign off before commencing full technical design with vendor. System development, testing and rollout: - - Manage final stage of pre-implementation readiness with the vendor: lead and direct system development through communicating specification requirements to the vendor and final system sign-off against agreed technical and quality assurance standards. Manage user acceptance testing to ensure the system meets business needs at key points and secure go or no go decision from stakeholders. Manage system implementation including training plan and materials and data migration. Ensure performance monitoring, quality assurance, and issues log documentation.