Mifos X

Pre-Planning Document

Compiled by Harp Creek Advisors with great input from the Mifos Community

ABSTRACT

This data will be used to perform the initial set up of your system.

The Mifos Initiative

Our purpose is to provide a base technology platform on which credit cooperatives in developing countries can run their operations. Our shared vision is what keeps us working each day, what we work towards, our mission. We could say that our shared vision is to utilize technology to effectively grow financial inclusion - and that’s true. We could tell you that our initiative—the Mifos X technology platform and related services—aims to provide the entire financial inclusion community with the technology it needs to scale. That’s also true. What we really think of as our mission is to create 3 billion Maries. Who is Marie? We met Marie-Claire Ayurwanda in Rwanda, where she had survived the death of two husbands. With her first US $40 loan, Marie-Claire started a restaurant and soon invested her profits into a village phone office. That did so well, she is now planning to add a second phone line. Her goal is to build a house for herself and her four children. Marie and thousands like her are well on their way to financial stability because a financial institution was able to grant her a very small loan. The financial institution was able to exist because Mifos is open source.

How to Use This Document

Mifos must be configured before it can serve your organization. The following detailed questions will be needed to successfully set up the system for your organization’s operation. Answer each of these questions to the best of your ability. We strongly urge you to meet and discuss your organization’s vision for the future and answer the questions for your current and future organizational requirements.

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Table of ContentsYour Current Organization Overview.........................................................................................4

Size & Growth.....................................................................................................................................................4IT Infrastructure................................................................................................................................................4Organizational Structure...............................................................................................................................4Staffing...................................................................................................................................................................5Accounting........................................................................................................................................................... 5

Operations & Business Processes................................................................................................ 5Client Management..........................................................................................................................................5Loan Management............................................................................................................................................6Savings Management.......................................................................................................................................7

Savings Products................................................................................................................................ 8Loan Products..................................................................................................................................... 9

Roles and Permissions........................................................................................................ 10PERMISSIONS: Accounting........................................................................................................................10PERMISSIONS: Authorisation..................................................................................................................10PERMISSIONS: Configuration..................................................................................................................10PERMISSIONS: Jobs......................................................................................................................................11PERMISSIONS: Organisation....................................................................................................................12PERMISSIONS: Portfolio.............................................................................................................................13PERMISSIONS: Center.................................................................................................................................16PERMISSIONS: Group..................................................................................................................................16PERMISSIONS: Report.................................................................................................................................16PERMISSIONS: Special................................................................................................................................17PERMISSIONS: Savings Transactions...................................................................................................18PERMISSIONS: XBRL Mapping................................................................................................................19

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Your Current Organization Overview

Size & Growth NotesTotal Number of clientsTotal Number of groupsTotal Number of centers (offices)Expected number of clients in - 1 year

- 3 years- 5 years

Total number of active loan accountsTotal number of active savings accountsTotal number of checking/share draft/current accountsTotal number of active borrowersTotal number of active savers

IT Infrastructure NotesDo you have internet connectivity at the head office?Do you have internet connectivity at your branch offices?What is the up and down speed?If no internet, what is available in your area?How often do you experience power failure at your office?Do you have a backup generator? Do you have UPS systems for your computers?How many personal computers do you have?

Organizational Structure NotesIn what languages(s) do you require supportWhat is the currencyWhat is your physical office structure or hierarchy? (e.g. Head Office, Area Office, Branch Office, Satellite Branch)Using a separate paper, make a drawing of your office structure.Are client accounts are managed at individual offices or centrally managed? List your holidaysWhat is your fiscal year?Do you track social performance? If so,

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list the tracking names (i.e. Kiva, Rotary, Donor Name, etc)

Staffing NotesHow many different positions are in your organization?What is the total number of staff?Using the permissions table located at the end of this document,

Accounting NotesHave a copy of the full Chart of Accounts on hand before configuration. Include any new general ledger accounts you plan to add after system implementation

Operations & Business Processes

Client Management NotesDo you hold client meetings? If so, what is your schedule? (Weekly, monthly, bi-monthly, etc). Please list all types of meeting schedules you hold (i.e., may have daily or weekly meetings depending on loan product)Do your meeting schedules ever change for your client (i.e., move from weekly to monthly?)What is the process for creating new centers?What is the process for creating a new group?What is the process for client application for joining your organization?What are the restrictions and requirements for creating new clients and groups (numbers of clients in a group min/max age, etc)Can a client exist in more than one group?How do you verify a client is unique?Do you have your own system for creating client account IDs? If so, please describe.Do you track client and group attendance?

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What is the process for center/group/client approvals?What is the process for moving clients to a different group, center or branch? What about for moving groups or centers?Can groups or centers be re-assigned to loan officers? Can this be done while loans are active?What is the process for closing a client/group/center account?What kind of training do you provide for your clients?What is the process for closing a client account in case of death?What is the process for blacklisting a client?What are your rules for determining if a client is active or inactive? Can clients be re-activated once inactive?Are there different "states" of the client (such as active, inactive, drop out, resting, etc)? What are the definitions for each state? When a client exits your program and returns, how does your MIS handle this? Does it open a new account for the client or re-open the old client?

Loan Management NotesWhat is the process for loan applications?What is the process for loan approvals?What is the process for loan disbursals?Can the client make an early payment?Is the client forgiven any interest if they make an early payment?Can the client make a partial payment?Do you give receipts to clients upon loan payment?For group loans, are you tracking progress per individual or the group as a whole? If your clients can have more than one loan, can those loans have different repayment periods? (i.e., one is collected weekly and the other is collected monthly)Can the client repay early? Is all interest on the loan paid or just what's due at date of repayment? Are there any rules/restrictions? If so, please

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provide detailsAre there any penalties associated with early payments? If so, please provide detailsAre there any penalties associated with late payments? If so, please provide detailsCan the client make payments on days other than their meeting days?What are the rules and the process for writing off loans?What are the requirements and process for rescheduling loans?What is your process for making adjustments and/or fixing transactions?Can adjustments or fixes be made in the past (i.e., before today)?Are clients allowed to make transactions at branches other than their assigned one?How do you handle loan payments if they fall on a holiday?

Savings Management NotesWhat is the process for savings account applications?What is the process for savings account approvals?What are your general withdrawal rules? I.e., can clients withdraw at will, only between loans, at program exit, etcAre there any penalties associated with withdrawals? If so, please provide detailsDo you ever offset loans with savings account? What is the process for this?Can the client choose to offset a loan with their savings account?What is your process for making adjustments and/or fixing transactions?Can adjustments or fixes be made in the past (i.e., before today)?Do you allow overdrafts? If so, what is the process?

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Savings Products

Complete One Table for Each Savings Product OfferedCopy and Paste this Table for Each Savings Type

Product Name

Description

Voluntary or Mandatory

Initial Deposit

Withdrawal Terms & ConditionsWithdrawal Locations

Minimum Balance

Term (yes or no)

If Term, how long

If Term, early withdrawal fee?Pay dividends (Interest)?

Period used for posting interestBalance used for calculating interestInterest rate

Fees & Charges

Other Account Features

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Loan Products

Complete One Table for Each Loan Product OfferedCopy and Paste this Table for Each Loan Type

Product Name

Description

Installment Frequency

# Of Installments

Interest Rate & Type

Type of Disbursals AllowedWhen is first payment due?How are payments collected?Is there a grace period

Terms of grace period

Fees and Charges

Penalties

Collateral

Group loan?

Additional Notes

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Roles and Permissions

Complete Separate Profile for Each System UserPermission Definitions Can Be Found at: https://mifosforge.jira.com/wiki/display/docs/Community+App+User+Manual

Job Function (i.e. Loan Officer, Cashier, Accountant)

Name(Staff person’s name)

System User Name(Log in name)

PERMISSIONS: Accounting YES NOCREATE ACCOUNTING RULEDELETE ACCOUNTING RULEREAD ACCOUNTING RULEUPDATE ACCOUNTING RULECREATE GL ACCOUNTDELETE GL ACCOUNTREAD GL ACCOUNTUPDATE GL ACCOUNTCREATE GL CLOSUREDELETE GL CLOSUREREAD GL CLOSUREUPDATE GL CLOSURECREATE JOURNAL ENTRYCREATE JOURNAL ENTRY CHECKERREVERSE JOURNAL ENTRYUPDATE RUNNING BALANCE JOURNAL ENTRY

PERMISSIONS: Authorisation YES NOREAD PERMISSIONCREATE ROLECREATE ROLE CHECKERDELETE ROLEDELETE ROLE CHECKERREAD ROLEUPDATE ROLEUPDATE ROLE CHECKERCREATE USERCREATE USER CHECKERDELETE USERDELETE USER CHECKERREAD USERUPDATE USERUPDATE USER CHECKER

PERMISSIONS: Configuration YES NOREAD AUDITREAD CACHEUPDATE CACHECREATE CALENDARCREATE CALENDAR CHECKER

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DELETE CALENDARDELETE CALENDAR CHECKERREAD CALENDARUPDATE CALENDARUPDATE CALENDAR CHECKERCREATE CODECREATE CODE CHECKERDELETE CODEDELETE CODE CHECKERREAD CODEUPDATE CODEUPDATE CODE CHECKERCREATE CODE VALUECREATE CODEVALUE CHECKERDELETE CODEVALUEDELETE CODEVALUE CHECKERREAD CODEVALUEUPDATE CODEVALUEUPDATE CODEVALUE CHECKERREAD CONFIGURATIONUPDATE CONFIGURATIONUPDATE CONFIGURATION CHECKERREAD CURRENCYUPDATE CURRENCYUPDATE CURRENCY CHECKERCREATE DATATABLECREATE DATATABLE CHECKERDELETE DATATABLEDELETE DATATABLE CHECKERDEREGISTER DATATABLEDEREGISTER DATATABLE CHECKERREAD DATATABLEREGISTER DATATABLEREGISTER DATATABLE CHECKERUPDATE DATATABLEUPDATE DATATABLE CHECKERUPDATE PERMISSIONUPDATE PERMISSION CHECKERCREATE REPORTCREATE REPORT CHECKERDELETE REPORTDELETE REPORT CHECKERREAD REPORTUPDATE REPORTUPDATE REPORT CHECKER

PERMISSIONS: Jobs YES NOEXECUTE JOB SCHEDULERREAD SCHEDULERUPDATE SCHEDULER

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PERMISSIONS: Organisation YES NOCREATE CHARGECREATE CHARGE CHECKERDELETE CHARGEDELETE CHARGE CHECKERREAD CHARGEUPDATE CHARGEUPDATE CHARGE CHECKERCREATE FUNDCREATE FUND CHECKERDELETE FUNDDELETE FUND CHECKERREAD FUNDUPDATE FUNDUPDATE FUND CHECKERACTIVATE HOLIDAYACTIVATE HOLIDAY CHECKERCREATE HOLIDAYCREATE HOLIDAY CHECKERDELETE HOLIDAYDELETE HOLIDAY CHECKERREAD HOLIDAYUPDATE HOLIDAYUPDATE HOLIDAY CHECKERCREATE LOAN PRODUCTCREATE LOAN PRODUCT CHECKERDELETE LOAN PRODUCTDELETE LOAN PRODUCT CHECKERREAD LOAN PRODUCTUPDATE LOAN PRODUCTUPDATE LOAN PRODUCT CHECKERCREATE OFFICECREATE OFFICE CHECKERCREATE OFFICE CHECKERDELETE OFFICE CHECKERREAD OFFICEUPDATE OFFICEUPDATE OFFICE CHECKERUPDATE OFFICE CHECKERCREATE OFFICE TRANSACTIONCREATE OFFICE TRANSACTIONCREATE OFFICE TRANSACTION CHECKERDELETE OFFICE TRANSACTIONDELETE OFFICE TRANSACTION CHECKERREAD OFFICE TRANSACTIONCREATE SAVINGS PRODUCTCREATE SAVINGS PRODUCT CHECKERDELETE SAVINGS PRODUCTDELETE SAVINGS PRODUCT CHECKER

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READ SAVINGS PRODUCTUPDATE SAVINGS PRODUCTUPDATE SAVINGS PRODUCT CHECKERCREATE SMSCREATE SMS CHECKERDELETE SMSDELETE SMS CHECKERREAD SMSUPDATE SMSUPDATE SMS CHECKERCREATE STAFFCREATE STAFF CHECKERDELETE STAFFDELETE STAFF CHECKERREAD STAFFUPDATE STAFFUPDATE STAFF CHECKERCREATE TEMPLATEDELETE TEMPLATEREAD TEMPLATEUPDATE TEMPLATE

PERMISSIONS: Portfolio YES NOCLOSE CENTERACCEPT TRANSFER CLIENTACCEPT TRANSFER CLIENT CHECKERACTIVATE CLIENTACTIVATE CLIENT CHECKERASSIGN STAFF CLIENTCLOSE CLIENTCREATE CLIENTCREATE CLIENT CHECKERDELETE CLIENT CHECKERPROPOSE AND ACCEPT TRANSFER CLIENTPROPOSE AND ACCEPT TRANSFER CLIENT CHECKERPROPOSE TRANSFER CLIENTPROPOSE TRANSFER CLIENT CHECKERREAD CLIENTREJECT TRANSFER CLIENTREJECT TRANSFER CLIENT CHECKERUNASSIGN STAFF CLIENTUPDATE SAVINGS ACCOUNT CLIENTUPDATE CLIENTUPDATE CLIENT CHECKERWITHDRAW TRANSFER CLIENTWITHDRAW TRANSFER CLIENT CHECKERCREATE CLIENT IDENTIFIERCREATE CLIENT IDENTIFIERCREATE CLIENT IDENTIFIER CHECKERDELETE CLIENT IDENTIFIER

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DELETE CLIEN TIDENTIFIER CHECKERREAD CLIENT IDENTIFIERUPDATE CLIENT IDENTIFIERUPDATE CLIENT IDENTIFIER CHECKERCREATE CLIENT IMAGECREATE CLIENT IMAGE CHECKERDELETE CLIENT IMAGEDELETE CLIENT IMAGE CHECKERREAD CLIENT IMAGECREATE CLIENT NOTECREATE CLIENT NOTE CHECKERDELETE CLIENT NOTEDELETE CLIENT NOTE CHECKERREAD CLIENT NOTEUPDATE CLIENT NOTEUPDATE CLIENT NOTE CHECKERCREATE COLLATERALCREATE COLLATERAL CHECKERDELETE COLLATERALDELETE COLLATERAL CHECKERREAD COLLATERALUPDATE COLLATERALUPDATE COLLATERAL CHECKERUPDATE DISBURSEMENT DETAILCREATE DOCUMENTCREATE DOCUMENT CHECKERDELETE DOCUMENTDELETE DOCUMENT CHECKERREAD DOCUMENTUPDATE DOCUMENTUPDATE DOCUMENT CHECKERCLOSE GROUPCREATE GUARANTORCREATE GUARANTOR CHECKERDELETE GUARANTORDELETE GUARANTOR CHECKERUPDATE GUARANTORUPDATE GUARANTOR CHECKERCREATE LOANCREATE LOAN CHECKERDELETE LOANDELETE LOAN CHECKERREAD LOANUPDATE LOANUPDATE LOAN CHECKERCREATE LOAN CHARGECREATE LOAN CHARGE CHECKERDELETE LOAN CHARGEDELETE LOAN CHARGE CHECKERUPDATE LOAN CHARGE

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UPDATE LOAN CHARGE CHECKERWAIVE LOAN CHARGEWAIVE LOAN CHARGE CHECKERCREATE LOAN NOTECREATE LOAN NOTE CHECKERCREATE LOAN NOTE CHECKERDELETE LOAN NOTEDELETE LOAN NOTE CHECKERREAD LOAN NOTEUPDATE LOAN NOTEUPDATE LOAN NOTE CHECKERCREATE LOAN TRANSACTION NOTECREATE LOAN TRANSACTION NOTE CHECKERDELETE LOAN TRANSACTION NOTEDELETE LOAN TRANSACTION NOTE CHECKERREAD LOAN TRANSACTION NOTEUPDATE LOAN TRANSACTION NOTEUPDATE LOAN TRANSACTION NOTE CHECKERCREATE MEETINGDELETE MEETINGREAD MEETINGSAVE OR UPDATE ATTENDANCE MEETINGUPDATE MEETINGCREATE PRODUCT MIXDELETE PRODUCT MIXREAD PRODUCT MIXUPDATE PRODUCT MIXCREATE SAVING NOTECREATE SAVING NOTE CHECKERDELETE SAVING NOTEDELETE SAVING NOTE CHECKERREAD SAVING NOTEUPDATE SAVING NOTEUPDATE SAVING NOTE CHECKERCREATE SAVINGS ACCOUNTCREATE SAVINGS ACCOUNT CHECKERDELETE SAVINGS ACCOUNTDELETE SAVINGS ACCOUNT CHECKERREAD SAVINGS ACCOUNTUPDATE SAVINGS ACCOUNTUPDATE SAVINGS ACCOUNT CHECKERCREATE SAVINGS ACCOUNT CHARGECREATE SAVINGS ACCOUNT CHARGE CHECKERDELETE SAVINGS ACCOUNT CHARGEDELETE SAVINGS ACCOUNT CHARGE CHECKERPAY SAVINGS ACCOUNT CHARGEPAY SAVINGS ACCOUNT CHARGE CHECKERREAD SAVINGS ACCOUNT CHARGEUPDATE SAVINGS ACCOUNT CHARGEUPDATE SAVINGS ACCOUNT CHARGE CHECKER

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WAIVE SAVINGS ACCOUNT CHARGEWAIVE SAVINGS ACCOUNT CHARGE CHECKER

PERMISSIONS: Center YES NOACTIVATE CENTERACTIVATE CENTER CHECKERCREATE CENTERCREATE CENTER CHECKERCREATE CENTER CHECKERDELETE CENTERDELETE CENTER CHECKERREAD CENTERSAVE COLLECTION SHEET CENTERUPDATE CENTERUPDATE CENTER CHECKER

PERMISSIONS: Group YES NOACTIVATE GROUPACTIVATE GROUP CHECKERASSIGN ROLE GROUPASSOCIATE CLIENTS GROUPCREATE GROUPCREATE GROUP CHECKERDELETE GROUPDELETE GROUP CHECKERDISASSOCIATE CLIENTS GROUPREAD GROUPSAVE COLLECTION SHEET GROUPTRANSFER CLIENTS GROUPTRANSFER CLIENTS GROUP CHECKERUNASSIGN ROLE GROUPUNASSIGN STAFF GROUPUNASSIGN STAFF GROUPUNASSIGNS TAFF GROUP CHECKERUPDATE ROLE GROUPUPDATE GROUPUPDATE GROUP CHECKERCREATE GROUP NOTECREATE GROUP NOTE CHECKERDELETE GROUP NOTEDELETE GROUP NOTE CHECKERREAD GROUP NOTEUPDATE GROUP NOTEUPDATE GROUP NOTE CHECKER

PERMISSIONS: Report YES NOView Active Loans - DetailsView Active Loans - SummaryView Active Loans by Disbursal Period

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View Active Loans in last installmentView Active Loans in last installment SummaryView Active Loans Passed Final MaturityView Active Loans Passed Final Maturity SummaryView Aging DetailView Aging Summary (Arrears in Months)View Aging Summary (Arrears in Weeks)View Balance SheetView Branch Expected Cash FlowView Branch Manager StatsView Children Staff ListView Client ListingView Client Loans ListingView Coordinator StatsView Expected Payments By Date - BasicView Expected Payments By Date - FormattedView Field Agent ProgramsView Field Agent StatsView Funds Disbursed Between Dates SummaryView Funds Disbursed Between Dates Summary by OfficeView Group Summary AmountsView Group Summary CountsView Income StatementView Loan Account ScheduleView Loans Awaiting DisbursalView Loans Awaiting Disbursal SummaryView Loans Awaiting Disbursal Summary by MonthView Loans Pending ApprovalView Obligation Met Loans DetailsView Obligation Met Loans SummaryView Portfolio at RiskView Portfolio at Risk by BranchView Program DetailsView Program Director StatsView Program StatsView Rescheduled LoansView Trial BalanceView Txn Running BalancesView Written-Off Loans

PERMISSIONS: Special YES NOALL FUNCTIONSALL FUNCTIONS READCHECKER SUPER USERREPORTING SUPER USER

PERMISSIONS: Loan Transactions YES NOADJUST LOANADJUST LOAN CHECKERAPPROVAL UNDO LOAN

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APPROVAL UNDO LOAN CHECKERAPPROVE LOANAPPROVE LOAN CHECKERBULK REASSIGN LOANBULK REASSIGN LOAN CHECKERCLOSE AS RESCHEDULED LOANCLOSE AS RESCHEDULED LOAN CHECKERCLOSE LOANCLOSE LOAN CHECKERDISBURSAL UNDO LOANDISBURSAL UNDO LOAN CHECKERDISBURSE LOANDISBURSE LOAN CHECKERREJECT LOANREJECT LOAN CHECKERREMOVE LOAN OFFICER LOANREMOVE LOAN OFFICER LOAN CHECKERREPAYMENT LOANREPAYMENT LOAN CHECKERUNDO WRITEOFF LOANUPDATE LOAN OFFICER LOANUPDATE LOAN OFFICER LOAN CHECKERWAIVE INTEREST PORTION LOANWAIVE INTEREST PORTION LOAN CHECKERWITHDRAW LOANWITHDRAW LOAN CHECKERWRITEOFF LOANWRITEOFF LOAN CHECKERPAY LOANCHARGE

PERMISSIONS: Savings Transactions YES NOCREATE ACCOUNT TRANSFERCREATE ACCOUNT TRANSFER CHECKERREAD ACCOUNT TRANSFERACTIVATE SAVINGS ACCOUNTACTIVATE SAVINGS ACCOUNT CHECKERADJUST TRANSACTION SAVINGS ACCOUNTAPPLY ANNUAL FEE SAVINGS ACCOUNTAPPLY ANNUAL FEE SAVINGS ACCOUNT CHECKERAPPROVAL UNDO SAVINGS ACCOUNTAPPROVAL UNDO SAVINGS ACCOUNT CHECKERAPPROVE SAVINGS ACCOUNTAPPROVE SAVINGS ACCOUNT CHECKERCALCULATE INTEREST SAVINGS ACCOUNTCALCULATE INTEREST SAVINGS ACCOUNT CHECKERCLOSE SAVINGS ACCOUNTCLOSE SAVINGS ACCOUNT CHECKERDEPOSIT SAVINGS ACCOUNTDEPOSIT SAVINGS ACCOUNT CHECKERPOST INTEREST SAVINGS ACCOUNT

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POST INTEREST SAVINGS ACCOUNT CHECKERREJECT SAVINGS ACCOUNTREJECT SAVINGS ACCOUNT CHECKERUNDO TRANSACTION SAVINGS ACCOUNTUNDO TRANSACTION SAVINGS ACCOUNT CHECKERWITHDRAWAL SAVINGS ACCOUNTWITHDRAWAL SAVINGS ACCOUNT CHECKERWITHDRAW SAVINGS ACCOUNTWITHDRAW SAVINGS ACCOUNT CHECKER

PERMISSIONS: XBRL Mapping YES NO

UPDATE XBRLMAPPING

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