HELIOS - WV Somalia Experience. Presented by George Fenton (WVI) and George Wachiuri (WVS)

Transcription

1 HELIOS - WV Somalia Experience Presented by George Fenton (WVI) and George Wachiuri (WVS)

2 Where we Work in Africa 2

3 wvs wvs wvs 3

4 WV Operations WV International operates in remote areas of Kenya,Somalia, Sudan, Uganda and other African countries and has recently embarked on a supply chain transformation program Has elaborate Supply Chain Department headed by Associate Supply Chain Director, Humanitarian & Emergency Affairs 4

5 Prior to Helios We were using in-house system MS-Access based (Limitations) The office was paper based Tracking was problematic Challenges with the lack of data across supply chain/users Report generated manually Manual tracking of RO and POs 5

6 Why WV Somalia Agreed to Pilot Helios Approached in April 2006 Due to unavailability of Such software in the marketwe were confident Helios will help us to manage program supplies that were managed remotely. Donor requirements dictated the need for improved supply chain management capabilities WVS wanted to help pioneer the Helios project and become a centre for supply chain system knowledge 6

7 Project Background Prepared WVS business case/ Mapping We started Helios by training the business analyst who trained other primary users. A consultant from Fritz institute was assigned to work closely with WVS, and other agencies in Kenya, on mapping business processes and monitoring progress. The pilot agencies (local user group) provided feedback for the development of Helios version 1. 7

8 Current status WVS is using Helios version 1 to manage all its supply functions but primarily to support procurement activities (PR, RFQ, BID, PO, GRN, WYB etc.) They are able to generate numerous reports and to track supply orders and deliveries utilizing both online and off-line functions We are in contact with the Helios support team Pilot Enjoying Excellent top level Mgmt support 8

9 Experience with Helios Process flow How Helios works Benefits Challenges Opportunities Recommendations 9

10 HELIOS process overview HELIOS Modules Tracking Project Management Request Processing Mobilization Procurement Logistics and Tracking Warehousing Reporting Mobilization table project dashboard Delivery report CTN report Request Dashboard Activity planning report procurement dashboard supplier ranking report Tax report pipeline report arrived goods report Warehouse dashboard Inventory report stock movement report Supply chain dashboard Tools Routing wizard Item history transactional tree structure Order calculation wizard reconciliation wizard CTN wizard Kitting de kitting wizard

11 Request order form The request order form can be copied directly to other modules; one doesn't need to repeat the actions of adding items. Items attached can also be modified Users can check on the status of their requisitions and transaction status Items are only attached to running grants 11

12 Request order (copy functionality) 12

13 Benefits Commodity tracking has been enhanced Information is accessible by users. Ability to customize report & documentation (crystal reports). Variance analysis is easier (LPO & GRN) Accuracy of information improved (copy functionality) Improved standardization of items (Picking as per SPECS) 13

14 Benefits (continued) Readily available reports to users and managers and program staff (Enhanced decision Making). Ability to identify errors in the supply chain processes. Ability to import and export data (saves time) Online availability. Saving of resources (less paper work, less time). 14

15 Benefits (continued) Data is reused in different modules ( LPO, GRN) Ability to keep historical data (master file) Support commodity tracking 15

16 Challenges /pains Item codification Resources (Trainers, infrastructure) Resistance to change by users. Getting functional team to meet 16

17 Opportunities The application is open for further modifications and improvements. Helios can be linked to other departments (eg. finance & programs) for data sharing. Cost of implementation / training could be reduced if shared by many humanitarian organizations. A good tool for budget control 17

18 LESSONS LEARNT Involve users from the initial stages TOT programs Follow process discipline Show software benefits to users to reduce resistance to change Need to follow up with the help of champion user. 18

19 Conclusion Helios will improve accountability and transparency over resource utilization. There is room for improvement with further versions. Need for user groups to exchange experiences and ideas. Fritz Institute and user groups to continue enhancing the software 19

20 THANK YOU 20

21 MIDDLE JUBA - SOMALIA 21

22 SUPPLY TRACKING 22

23 Project Supplies tracking inside Somalia Villages 23