UBW - Financial and administrative tool

Programme ERP*

Update 13/12/2017

With this newsletter we give a short update on the planning for

2018 of the different tools BTC is implementing.

In the next edition we’ll focus on the integration between

systems.

*ERP is a

change

programme at

BTC combining

different IT tools

to achieve

‘Enterprise

Resource

Planning’ or the

comprehensive

management of

core business

processes and

resources.

Questions are

welcome:

mailbox_DO@btc

ctb.org

Page 1

GoFAST - Document management system

Despite some persistent bugs, more and more people from headquarters and the field have adopted GoFAST into their daily work, so we are

gradually going down the road to success. The following success factors will assist the roll-out in the field in 2018.

1. ICT as a service: The IT department supports projects and interventions in the field in terms of connectivity

2. The presence of an application expert DMS (helpdesk, training, document/information management,…)

3. Implementation strategy: use documents on GoFast just in time! (‘au fur et à mésure’)

4. Roll-out supported by a group of GoFast Champions

5. Bring a positive story of GoFast 3.0, incl. guidelines for Document/ Information Management

6. Roll out GoFast is part of a bigger change programme called ERP+

Deployment

In Q1 2018, UBW's accounting module will be deployed at

headquarters. In Q2, the deployment of the other modules will be

done at headquarters, as well as the deployment of all the modules

in the different countries, according to the deployment schedule.

From Q1 2018, Navirep will no longer be used for the accounting of

representations. From Q2 2018, Webforms (purchase requisition)

will no longer be used.

Training and support

Training of trainers for each country will be conducted at

headquarters. These trainings will be given according to the

deployment schedule. These trainers are also the 1st support line,

while the 2nd and 3rd lines are respectively users and super users

at headquarters.

Data conversion

There is no actual migration of information from previous systems

(accounting transactions for example), but the data conversion will

consist of the resumption of bank balances, the recovery of

budgetary balances, ... The prerequisites for this conversion will be

detailed in Q1 2018, in the first countries where UBW will be

deployed.

GO4HR - Human resources management system

The modules to manage the master data and recruitment of our staff

in GO4HR are live in all countries. Following the last trainings for the

HR focal points in October a great effort was made in all countries to

migrate and register data of our existing staff into the system.

This should be finished by the end of the year, meaning that from

1/1/2018 onwards GO4HR will be the source of all employment

information and will replace 'Who’sWho' towards the end of January.

In January a communication will be addressed to all our staff to

explain the basic set-up of GO4HR and its key functions.

As staff data from GO4HR will be used in other systems (for

example to automatically add new users in other systems) correct

and timely registrations will be essential.

From January onwards the learning module will be used at HQ to

manage training requests. Both at HQ and in all countries the

module will be used to register the trainings followed by our staff.

Q1 will also be the start of the annual performance cycle based on

the development circles. But from 2018 these can be found within

the performance module of GO4HR.

In Q1 and Q2 we will also develop the last 2 modules linked to the

registration of a small selection of relevant compensation data of our

staff and a module to manage absences and digitalize the existing

process.

Programme ERP*

Update 13/12/2017

Page 2

Pilot - Monitoring information system

From 22nd of January until 26th of January a training session will take place on the use of PILOT, the brand new Monitoring System (for

advanced and super users). During the month of March 2018 3 partner countries (RDC, Uganda and Bénin) will have the opportunity to test

PILOT.

A phased roll-out will start in April 2018 taking into account the success factors and lessons learned of the roll-out of GoFast. The roll-out will

be a joint effort with UBW since the structure of PILOT (logical framework) is linked to the structure in UBW. Backstopping missions will be

organised to the respective countries.