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HELIOS User Group Meeting
Brussels October 2005
Nairobi October 2005
Agenda
Background
Humanitarian Logistics Software
Product Overview Session: System Structure
Application Service Providers
FI Vision: Community of Users
Product Overview Session: Online / Offline HELIOS
HELIOS ASP Client System
Project Management
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Request Processing
Mobilization
Procurement
Warehouse
Reports
Administration & Master Data
Technical Discussions: HELIOS System Architecture
Technical Discussions: Proposed Offline Solution
Background
• Meeting Objectives
• Gain understanding of the s/w product:
design, functionality, logic, benefits
• Obtain feedback on the s/w product concept
• Share ideas and concerns
• Promote interest for participation in Beta Testing
Project Timeline
• Development: Partnership for Best Practices
Project management : Fritz Institute
Software Company: Iris Logic - Blue Star Infotech CMMi Level 5;
(Mumbai)
Consultants: Bernard Chomilier, Rémi Carrier
• Going forward:
Release end of December
January - July, 2006: Pilot
January – July 2006: Beta Testing
Guiding principles
• Community wide solution for multiple organizations
Not organization specific
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User friendly
Multi languages
Field focused
Flexible
Minimum training required (on software)
Online/Offline solution
ASP Model
Our Mission
Fritz Institute addresses complex challenges in the delivery of
humanitarian assistance to vulnerable people around the world
by collaborating with the private and academic sectors to
mobilize expertise, technology and resources.
Fritz Institute is a US-based public charity (501C3)
Fritz Institute Process
Research Processes Across Humanitarian Sector
Identify Common Challenges and Inefficiencies
Develop Solutions with Private Sector Partners, Expertise and
Resources
Measure Improvements
Document and Disseminate Findings
Fritz Institute Programs
Logistics &
Supply Chain
Technology
Convenings
Global
Public-Private
Partnerships
Capacity
Networks
Impact
Metrics
and Awards
Regional
Network
of Knowledge
Local
Humanitarian Logistics Software
• Humanitarian Logistics Software (HLS)
• Surveyed Relief Technology landscape
No integrated solution
Customization makes upgrades expensive
For-profit vendors have limited understanding of dynamic relief context
• Partnership with International Federation of the Red Cross(IFRC)
Enable localization of function
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From central to distributed organization
Common platform for all locations
Increase accountability
Align logistics with finance and IT
Leverage newer technologies
HLS: Bottom Line Impact
• Designed to:
Increase relief chain velocity
Empower decision makers
Allow better coordination
Enhance institutional memory
Improve return on donation (ROD)
Product Overview Session
System Structure
Application Service Providers
• What is an Application Service Provider (ASP)?
An organization that hosts, maintains and supports software applications on
its own servers within its own facilities. Customers “rent” the use of the
application and access it over the Internet or via a private line
connection.
• What services do they provide?
• Infrastructure: hardware, network, Internet connection
Monitoring of application & infrastructure
Data backup: daily, weekly
Secure data center: protection from natural disasters, theft
Data privacy policy
Maintenance & upgrades
User support
Why are enterprises using ASPs?
Enterprises are seeking to reduce the burden on
their IT groups, speed deployment & reduce cost
Application Service Provider (ASP) Model
• Fritz Institute believes that the ASP model best meets our
deployment objectives
Application is installed, maintained & supported by a third-party
service provider
Market leading service providers have state-of-the-art infrastructure,
security, disaster recovery & monitoring
Market leading service providers must continually upgrade their
technology to remain competitive
NGOs can deploy as fast as they can load & configure data, train
users
Frees NGO IT resources for other priorities
Lower Total Cost of Ownership (TCO)
Critical Success Factors for HELIOS Deployment
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Rapid deployment
Minimal impact on humanitarian NGO IT resources
Minimal capital expenditure for NGOs
State-of-the-art technical infrastructure (servers, network, Internet
connection) to optimize performance & availability
Upgrade infrastructure as technology evolves
Maximum security for equipment & data
State-of-the-art disaster recovery
Perpetual electronic monitoring of application & infrastructure
24/7 user support on global scale
ASP Spending Forecast
The ASP market has been steadily growing, a trend
that is expected to continue…
Research firm AMI-Partners Inc.
forecasts small and midsize
businesses worldwide will spend
$3.8 billion on hosted apps in 2005,
up from $2.9 billion in 2004.
FI Vision: Community of Users
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Build community
Work together to enhance software
Communicate process and vocabulary
Collaboration establishing: Standards and Benchmarking
NGO
UN
Red Cross
Local
NGO
Community
Beneficiaries
Beneficiaries
3rd
Party Org
Hosting Partner
•
Fritz Institute will select a partner whose capabilities
include:
At least 99.7% availability
Database servers, web servers to meet number of users
Redundant firewall, Internet connection
2 days notification of scheduled downtime, not to exceed 4 hours
Will address all problems within 4 hours
Daily database & system backup
Toll-free number for user support
security
disaster recovery
monitoring
privacy policy
Pricing Options
Options to Consider:
Tiered Pricing
Size of the organization
Number of users
Number of offices
Development Cost
$800,000
HELIOS ASP System
• Web-based ASP system
• Windows client for offline usage
• Technology
Microsoft Windows Server 2000
Microsoft .NET framework version 1.1
Microsoft SQL Server 2000
HELIOS ASP Server System
Org
DB
Web Server Farm
Org
Org
DB
DB
Org Org
DB
DB
Data Server Farm
Product Overview Session
Online / Offline HELIOS
HELIOS ASP Client System
Browser-based Online Client
Windows-based Offline Client
HELIOS Online Client
• Browser-based
• No local database
HELIOS Offline Client
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Windows based Graphical User Interface
Offline / Online
Always Offline
Local database
Data can be shared with
ASP system
• Delta file
Other offline clients
• Transaction file
Business Processes
System modules (light version)
Project
Creation
Project management
Begin
Waybill
In-kind
donations
GRN
Mobilization
Warehouse
Purchase
Order
Procurement
Mandatory process
Optional process
End
System module (full version)
Begin
End
Project
Creation
Project item
Need definition
Appeal
Creation
Project management
Request
Order
Pack
Waybill
Request processing
Pick
Pack
List
In kind
donations
GRN
Mobilization
Purchase
Order
Procurement
Requisition
RFQ
BIDs
CBA
Warehouse
Warehouse
(Advanced)
Purchase
Invoice
Sales
Invoice
FA
Procurement
mandatory process
Kitting
Dekitting
Request processing
Optional process
Project Management
• Objective is to keep track of
Project structure
Project needs
Appealed items
• In the system
Project is mandatory
Project Needs and Appealed Items are optional
Project Management
Organization
Unit
Appeal
Donor
Project
Country
Project Type
Project Management
Project Tsunami
Indonesia
Sri Lanka
Thailand
India
Banda Aceh
Colombo
Bankok
Chennai
Sigli
Galle
Phuket
Nagapattanam
Lamno
Meulaboh
Trincomalee
Trang
Project Management
Project Nutrition
Indonesia
Project Hospital
Sri Lanka
Banda Aceh
Colombo
Sigli
Galle
Lamno
Meulaboh
Trincomalee
Project Management
Project WatSan
Sigli
Project Relief
Sigli
Project Mental
Health
Lamno
Request Processing
• Objective is to keep track of
Demands for projects
• Optional module
• Main Transaction is Request Order (RO)
• May launch the supply chain process
Request Processing (RO)
Requestor
Proj-ctry
Item
Request processing (RO)
Headquarter level
Country/Regional office
Field/project location
Email/fax/fphone/radio/paper
Request Processing (SI)
• If you do procurement for a 3rd party,
you can raise an invoice for the cost of
the goods or the services at flat fee or
with a margin
Mobilization
• Objective is to keep track of
In-Kind Donations (IKD)
• Commodity Tracking Number (CTN)
• Borrowings
• Optional module
• Main transaction is IKD
• Planning & Reporting Tool: Mobilization
table
Mobilization (IKD)
Borrowing
IKD
Donor
Replenish
IKD
Proj-ctry
Item
CTN
Mobilization (IKD)
Email/fax//paper
Email/fax//paper
Email/fax//paper
Mobilization (CTN)
• Objective:
To allow accurate item tracking up to the end.
To provide a better, faster and accurate reports
To reinforce links with Programmes
• Rules
One CTN per Item/Donor/ PO-IKD
Auto generated or manually set
Structure defined in Global setting
Mobilization (CTN)
Project/Country
PO / IKD
Donor
Supplier
Commodity Tracking Number
CTN
Batch/Serial Number
Expiry Date
RO:Requestor
Item
Procurement
• Objective is to keep track of procurement
transactions
• Optional module
• Main transaction is PO
• PO can be internal or external (to 3rd party like
supplier)
• PO can be made for goods or services
Procurement (PO)
Supplier
Budgetary info
Proj-ctry
Item
CTN
Procurement (PO)
Email/fax//paper
Email/fax//paper
Email/fax//paper
Procurement (PI)
• Objective is to
register a supplier invoice
Match against PO and/or deliveries
• PI can be for goods or services
Procurement (PI)
Supplier
PI
PO
GRN
Procurement (PR)
Objective is to
Get approval for procurement
Or to launch RFQ process
Or to get Price estimates
Optional transaction
May apply for goods or services
Organization may apply a specific validation
process
Procurement (PR)
Budgetary info
+ validation
Requestor
Proj-ctry
Item
Procurement RFQ
• Objective is to keep track of Request For
Quotation sent to suppliers for
Purchase Order
Framework Agreements
• Optional transaction
• May be applied for goods or services
Procurement (RFQ)
Supplier
PR
Item
Item specifications
Procurement (RFQ)
RO/PR
RO/PR
Procurement Bids, CBA and FA
• Objective is to capture suppliers’ Bids
• Bids are consolidated in Comparative Bids
Analyses (CBA) Report
• Winner Bid(s) can be selected with the help of
CBA
• Winner Bid(s) can be used for Framework
Agreement or Purchase Order
Procurement (Bids, CBA,FA)
Winner Bids
CBA
FA
PO
Bids
Warehouse
• Objective is to keep track of
Org Unit - Warehouse structure
Incoming / Outgoing goods
• Stock Transfer / Adjustment
Picking / Packing / Kitting / De-kitting
• In the system
Warehouse is optional
Warehouse
Organization
Unit
Warehouse
Location
Zone
Bin
Warehouse
Jakarta Country Office
Banda Ache Country sub office
Sigli field location
Lamno field location
Warehouse
OUT
I
N
Warehouse
OUT
I
N
Warehouse
Packing List
IN
Picking List
Packing List
Stock
Adjustment
Stock Transfer
Kitting
De-kitting
OUT
Warehouse
Packing
List
PO /
IKD
GRN
Waybill
Organization
Unit
Proj-Ctry
Logistics Tracking (WB tracking)
• Objective :
Track one or more waybills at various segments
with the help of customized milestones
• Optional module
Logistics Tracking (WB tracking)
WB
Tracking
Transport mode
Segments
Milestones
Logistics tracking (WYB tracking)
HQ Geneva
Country Office
Jakarta
Country Sub
Office Banda
Aceh
Field Location
Sigli
Reports
Objective :
Distribute information
Helps in planning and decision making
Reports type
Reports : situation over a period of time
Snapshots: picture of a situation at a given time
Dashboards: activity monitoring
Reports
TO WHOM ?
Donors
HQ
Colleagues
Country
/sub offices
Field
locations
Field worker
My Team
Reports
What to report ?
Project snapshot
Warehouse inventory &
stock movements
Mobilization and
projects based reports
Suppliers items
database
Pipeline reports
Item
Basic KPI and statistics
Activity planning tool
Administration & Master Data
• Objective is to help
Implement / Set up the system
Administer the system
Maintain master data entities
Administration & Master Data
System
Parameters
Organization
Organization
Unit
Warehouse
Supplier
User
Donor
3rd party beneficiary
/ NGO
User Role
Administration & Master Data
Fritz Insititute
HQ
Fritz
Sierra Leone
Freetown
Fritz
BO
Fritz
Kenema
Fritz
Brazil
Rio
Fritz
East Africa
Nairobi
Fritz
Sudan
Fritz
Somalia
Mogadishio
Lokichokio
Kismayo
Ayod
Pibor
Administration & Master Data
• One time setup
System Parameters
Organization
Organization Units (offices)
Users
Master entities
• Tools for easy upload of master entities
Administration & Master Data
Region
Country
UOM
Packaging Type
Currency
Item Category
Transport Mode
Donor Type
Exchange Rates
Item Sub-category
Vehicle Type
3PB / NGO Type
City
Payment Terms
Item
Delivery Terms
Technical Discussions
HELIOS System Architecture
HELIOS Logical Architecture
User Interface
ASP.NET Web Forms
Middle Tier
.NET Component Assemblies
Data Storage
SQL Server 2000
HELIOS Logical Architecture
User Interface
ASP.NET Web Forms
ASPX,
JavaScript
HTML
XSL
Code
Behind
(.cs files)
HELIOS Logical Architecture
Middle Tier
.NET Component Assemblies
Web Business Business Data
Services Façade Rules Access
Layer
Layer
Layer
Layer
Data
Layer
HELIOS Logical Architecture
Data Storage
SQL Server 2000
Views
Tables
HELIOS Physical Architecture
User Interface
ASP.NET Web Forms
Middle Tier
.NET Component Assemblies
Data Storage
SQL Server 2000
Web Server
Windows 2000
IIS
ASP.NET
.NET Runtime
Data Server
Windows 2000
SQL Server 2000
HELIOS Offline Logical Architecture
User Interface
.NET Windows Forms
Middle Tier
.NET Component Assemblies
Data Storage
MS SQL Server Desktop Engine (MSDE)
HELIOS Offline Logical Architecture
Middle Tier
.NET Component Assemblies
Business Business Data
Façade Rules Access
Layer
Layer
Layer
Data
Layer
Web
Services
Client
HELIOS Offline Physical Architecture
User Interface
.NET Windows Forms
Middle Tier
.NET Component Assemblies
Data Storage
MS SQL Server Desktop Engine (MSDE)
Desktop PC
Windows 2000
.NET Runtime
MSDE
Technical Discussions
Proposed Offline Solution
Offline Transactions
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Insert
Update
Delete
Search
Import
Import from file
• Upload
• Upload from file
Offline Transaction Details - 1
• Insert
Insert Transactions/Masters in offline client. Data is stored in local
database.
• Update
Update Transactions/Masters in offline client. Data is updated in
local database.
• Delete
The record is marked for deletion
in the local database. At the time of
sync with Central Master Database
such record will actually get deleted
Offline Transaction Details - 2
• Search
Search records in offline client. Data is searched in local database
• Delete group of records
The selected record(s)
are marked for deletion into
the local database.
After sync with
Central Master Database
such record(s) would be
deleted.
With this option it is
possible to delete more
than one record at a time.
Data Synchronization
Data Synchronization - Import
• Import
Gets data from another database (Central Master Database). This
will be used to update local database and bring it in sync with
master database.
• Import from file
Get data from another server
Central Master Database or
client database) as a transaction
file. The data from file will be
used to update local database
and bring it in sync with source
database.
Data Synchronization - Upload
• Upload
Send the selected data from current database (local) to Central
Master Database. This option will be used to update Master
database for the specific transactions done locally.
• Upload from file
Send the data from current
Database (local) to Central
Master Database or any
client database. This option
will be used to update the
destination database for
selected local transactions.