Supply chain management—Aidmatrix - CRS Technical Resources

gurglejapaneseManagement

Nov 18, 2013 (3 years and 8 months ago)

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An EXCITING
……(hence the fireworks)
















New Agency Initiative!










INTRODUCING:

1


Supply Chain Management System



Nicole S. Balliette

Commodity and Supply Chain Management Director

March 28, 2012


ICT4D Conference

Kigali, Rwanda

Creating Value Through ICT4D Partnerships


Supply Chain Management
System (SCMS)



Outline:

1.
Who am I?

2.
What is the SCMS?

3.
Why/how did this all come about?

4.
What’s in it for YOU?

5.
Who’s involved?

6.
Huh? (or, What is it, again?)

7.
How awesome will it be? (conclusion part A)

8.
What should you remember and tell others?
(conclusion part B)



3


Supply Chain Management
System (SCMS)





1.

Who am I?




4

Commodity and Supply Chain
Management Unit (CSCMU)

supports the agency’s systems for proper planning, delivery, tracking
and utilization of material resources, as well as accountability
mechanisms to ensure strong stewardship.




Housed in:

Management Policy and Information (MPI)



Housed in:

Overseas Support Department (OSD)









5


Supply Chain Management
System (SCMS)





2. What is the SCMS?


(introduction)



6


SCMS Overview



The Vision:


A supply chain management system that facilitates
significant improvements in the management of
ALL material resources (as well as services)
procurement, including:


Food Commodities


Non
-
Food Commodities (NFIs, etc)


In
-
kind Donations


Etc (even office supplies!)


7



SCMS Overview: Scope



Provision and implementation of a
single global
IT application

system to manage the CRS supply
chain



Standardization
of Global Supply Chain
Management
operating processes




This will entail a Significant Change
Management & Communication Effort!!!

8



SCMS Overview: Goals



Increase Supply Chain Visibility


Know where material is in the supply chain


Detect problems earlier


Improve accounting for material receipt and distribution



Improve Decision Making


More efficient use of resources


Enhanced tools for SCM planning




Increase Operational Efficiency


Reduce supply chain costs


Improve donor reporting


Eliminate one
-
off system implementations


9



SCMS Overview: Specifics




Planning:
includes forecasting and reconciling
material demand & supply, and planning
modifications to logistics networks needed to meet
forecasted needs.



Generating & fulfilling material requests:
includes assessing available inventory, purchasing,
shipping, receiving, storing & distributing materials.

10



SCMS Overview: Specifics


Managing resources:
includes inventory, fleets
and fixed assets.



Notifying and reporting supply chain activities:
includes workflow management, tracking material
requests from initiation through fulfillment, and
generation of standard and ad
-
hoc reports.

11


Supply Chain Management
System (SCMS)





3. Why/how did this all
come about?



12


Supply Chain Management
System (SCMS)


1. The Haiti Earthquake happened!

Followed fast by questions like:


1.
What do we need?!

2.
What do we already have?!

3.
What do people want to give us?!

4.
How do we get it there fast?!

5.
Where is it all now?!

6.
Where are the expert
tdy
-
ers

to help manage it all?!




13


Supply Chain Management
System (SCMS)


And, 2. Audit findings happened
(and USG becoming increasingly strict)!


Recent A
-
133 audit reports have recommended things like:



Review
policies

and
procedures

and ensure needed
revisions in response to audit findings.


Ensure that staff
understand

and are able to
comply
with
required policies and procedures (especially related
to
commodity management
).


This means
tools

(and
systems
) as well as
trainings

are
needed.





14


Supply Chain Management
System (SCMS)


As a result:



In 2010, Carol Bothwell was tasked with setting up a
core team
,
with the responsibility to assess the current
(“as is”)
CRS Supply
Chain processes, develop the desired
(“to be”)
processes and
establish the corresponding
requirements
.



A
request for proposals
(RFP) was developed around those
requirements

and sent out for bid.
Aidmatrix

was selected.



The
Execs and RDs
approved that decision and all the key steps
in this process, and decided that the
SCM system
would be
implemented
across the agency
.






15


Supply Chain Management
System (SCMS)





4. What’s in it for YOU?


(note: you=us!)



16



What’s
In It for You/Us:




End
-
to
-
end visibility
(know where your materials are)



More reliable forecasts
(possess better information for
planning, decision making and timely response)



Lower risks

associated with material losses



Strengthened
competitive edge
with donors



Reduced negative impact
from staff turnover (standard
SCM system and approach)



Improved
strategic decision making and response
time
.



17


Supply Chain Management
System (SCMS)





5a.
Who’s involved?

(now)




18




Now: SCMS Project Team


Executive Sponsors

Sean Callahan & Mark Palmer

Chief Knowledge Officer

Carol Bothwell

CSCM Director/Project Manager

Nicole Balliette

GKIM Liaison & Program
Office Director

Deborah Lynn Edwards

Project Management Specialist

ADP Consultant

Sr. Commodity Advisor

John Service

Steering Committee &


Working Group



Subject Matter Experts and
senior implicated staff

19



Now: SCMS Steering Committee &
Working Group


The Steering Committee and Working Group are responsible for:



Guiding

the implementation of a
standard agency
-
wide SCM
process and system, and


Contributing to the
design

of the SCMS to ensure that it is
appropriate
,
easy to use
and
meets our needs
.


They are composed of
representatives from
:


3 pilot regions
(DRD/MQs, Commodity RTAs, RISAs)


4 pilot countries
(MQCs, Senior staff in Logistics/Commodity
Management, IT, Purchasing, Warehouse, Fleet, Programs, etc )


Impacted HQ functions
(Finance, Shipping, Procurement,
OSD/EOPS/PQSD, GKIM, Audit)




20



AIDMATRIX




The
Aidmatrix

Foundation is a
nonprofit
based in Dallas, Texas, USA.



More than 40,000 business, nonprofit and government partners (including
CARE
and
Save the Children
) leverage their solutions to mobilize more
than $1.5 billion in aid annually.



Their SCM solution for NGOs is designed to help
improve efforts
to
procure
,
manage

and
deliver assistance
as well as to ensure
transparency

and
facilitate collaboration

within and among
organizations.



They work with their
partners
to adapt their existing solutions to meet
the partners’
specific needs
.



Aidmatrix

technology is
Cloud based
technical architecture.



Aidmatrix

is supported in part by grants from the
Accenture
Foundation
,
AT&T

and the
UPS

Foundation, among others.







21


Supply Chain Management
System (SCMS)





5b.
Who’s involved?

(later)




22



Supply Chain Management
System (SCMS)



You, him, her, them

And oh yeah,

US


(So, yes, basically, everybody in CRS!)




23


Supply Chain Management
System (SCMS)




6. Huh??

Or, what is it, again?


(details on functionality and plan)



24

Supply Chain Management
System (SCMS)

PLAN

Forecast
Demand

SOURCE

Request
Materials

Assess
Inventory

Purchase
Materials

FULFILL

Ship
Materials

Receive &
Store
Materials

Distribute
Materials

Manage
Payments

MANAGE

Manage
Inventory

Manage
Vehicle
Fleet

Manage
Fixed
Assets

NOTIFY &
REPORT

Workflow &
Events

Trace &
Track

Report

Phase 1
SCM

Phase 1
and
Phase 2
SCM*

Phase 2
SCM

Plan
Logistics
Network

Forecast
Supply

Reconcile
Demand &
Supply

Manage
Donations

25



SCMS Key Details:




System
to be piloted and rolled out across the agency in
2 phases
.





Phase 1

includes basic
Warehouse, Procurement and Fleet
Management modules
.


Warehouse and Procurement modules are
currently being tested by field and HQ
-
based staff. Fleet testing
will begin next week.



Phase 2

includes more
advanced functionality
including
Demand
and Supply Planning
,
Asset Management and Beneficiary
Tracking
.



Phase 1 Pilots
will be conducted in
Ethiopia, Kenya, Burkina
Faso
and
JWBG

between
May and September 2012
.





26



SCMS Rollout Plan:




Phase 1

to be rolled out starting in
FY13
, and
entire roll
-
out
(Phase I and 2) to be complete by
FY15
.



Aidmatrix

responsibility for system set
-
up and training
ends with
pilots
(maintenance support will continue).



We intend to manage the post
-
pilot
rollout

with
internal
resources
.



Roll
-
out plan
is
under development
; it will be shared with key
staff for feedback before finalization.



We expect to
train a team of staff
across the agency to
lead/support the rollout in their countries/regions.






27

We are focused almost exclusively
on
Phase 1
.


Why
, do you ask?



Because:

It’s a huge challenge, and we need to get it
right before we move on to the more
advanced functionality of Phase 2.

Phase 1, Priority Focus

28

Phase 1 Value

And also:
Phase 1

addresses our
self
-
identified

priority needs for improvement
, including:



Tracking of food and non
-
food commodities
(e.g.
continual system record from request to disbursement)


Local procurement practices
(e.g. compliant processes
and documentation)


Maintaining fleet
(e.g. standardized data base and easy
tracking)


Availability of information
(e.g. more info available in
more ways and to more people)


Bench Deepening
(e.g. skills more transferable as more
people trained in standard system and processes)


29

Phase 1 Value

And also:
Specific
functionality

and
corresponding
training

will address FY11
audit findings
related to:



Warehouse management
(such as insufficient
tracking documentation) and



Procurement

at local level (such as not
following appropriate procedures).

30

The Program Manager (“requestor”) selects this menu item to start
the
Purchase Requisition Wizard
that can be used to submit or
upload the PR.


Example

The PR Wizard begins with some instructions. There are four steps in the wizard.

Example

Example: Procurement Status

PR Statuses

PO Statuses

33


Supply Chain Management
System (SCMS)




7.
How awesome will it
be?

(conclusion, part A)



34


Supply Chain Management
System (SCMS)



It’s going to be really,
really awesome…





35


Supply Chain Management
System (SCMS)


…Well, ok, as long as we:



Do all we can do to make sure it will be! Including:



1.
Commit

time, effort, resources at all levels in agency

2.
Learn

and
Adopt

the new technology and processes

3.
Accept

that it won’t be easy to do things differently (huge
change management initiative)

4.
Dedicate

ourselves to overcoming the challenges

5.
Take

the long view
, and
keep eye on the prize




36


Supply Chain Management
System (SCMS)





8. What should you remember, and
tell others?

(conclusion part B)



37


SCMS Key Messages


1.
This is coming
in 2013
so get ready!

2.
Phase 1

includes
warehouse, procurement
and
fleet

management functionality.

3.
FY13 cost
to be covered centrally,
BUT

CPs and
regions should still expect to cover their costs (internal
training, travel, etc) for
system rollout
.

4.
We expect to train a
team of staff
(especially
DRD/MQs, MQCs/IT)
across the agency to
lead/support

the
rollout

in their countries/regions.

5.
Everyone

will be affected in some (beneficial!) way.








38


Thanks for listening!!!


Questions?

39