Download Terms of Reference - Project Manager – New Chart of accounts and

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):
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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:
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-
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:
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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:
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Manage the detailed design of end to end financial management business processes with a
clear ‘Responsibility, Accountability, Consultation and Information’ (RACI) control
framework.
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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:
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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.