Supply Chain Management System (SCMS)ICT4D Conference: Accra, Ghana, March 2013

SCMS Overview

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In this class, you are going to:

• Receive a high level overview of the Supply Chain Management System (SCMS).

• Receive a slightly more detailed overview of the SCMS Procurement Module.

• Perform as many of the following tasks as time will allow:– Create a Purchase Requisition (Role of Program Manager).– Review and approve purchase requisition (role of Budget

Holder)– Review and accept purchase requisition (role of Local

Procurement Manager)– View available inventory (role of Guest)

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SCMS Master Class

SCMS Overview

The Vision: A supply chain management system that

facilitates significant improvements in the management of ALL material resources, including:

• Food Commodities• Non-Food Commodities (NFIs, etc)• In-kind Donations • Etc (even office supplies!)

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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

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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!!!

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SCMS Overview

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 SCMPhase 1 and Phase 2 SCM*

Phase 2 SCM

Plan Logistics Network

Forecast Supply

Reconcile Demand &

SupplyManage

Donations

SCMS OVERVIEW

• The SCM System will be piloted and rolled out across the agency in two phases.

• Phase 1 includes basic Warehouse and Procurement modules (with potential for Fleet Management module to be added).

• Phase 2 includes more advanced functionality, including things like Planning/Forecasting, Asset Management and Distribution.

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SCMS Status Update, Highlights

All four country pilots (Ethiopia, Kenya, JWBG and Burkina Faso) are now live! They were launched between October and December 2012.

Warehouse and procurement (online and offline modes) are being used in the pilot locations. Fleet is being tested in three locations.

Staff were sufficiently trained to be able to use these modules correctly and have been working independently with the system.

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SCMS Status Update, Highlights

• Based on Pilot Success Criteria (20/25 fully met, remaining 5 partially met), pilots were judged a success.

• Pilot participants voted 29/30 to roll out the system once threshold issues are addressed (remaining vote was in favour of immediate rollout).

• Steering Committee also voted in favour of rollout.

• Intensive efforts are underway with AM to resolve the threshold issues.

• Additional next steps are being determined (including budget review/revision). 9

Phase 1 Pilots: Initial phase of pilots completed (Jan ‘13).Continuation of pilots and preparation for pilot CP rollout (Feb-June ‘13)

System Deployment: Final System Configuration: Jan—May ‘13Deployment to Production: June ‘13

Phase 1 Rollout: Remote Training and Prep to begin in May ‘13, and system implementation to begin Jul ‘13. New 4 CPs to be on-line FY13; Remaining CPs in FY14.

Phase 2: TBD

SCMS Schedule Details

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•HQ will support 1 Launch/Training per region (to include ToT)•Training participants will include:•Regional rollout teams, composed of DRD/MQ, RISA,

Commodity RTA and 3-6 selected CP staff.•Relevant staff of the Launch CP.

• We expect that each CP will require: •1-2 visits by a regional rollout team.•Significant remote support by regional rollout teams for at

least one month around each CP launch (support for some CPs could be simultaneous).

SCMS Rollout Plan

Header Info

Header Info

Line Item Details

Summary

Step 1 Step 2 Step 3 Step 4

PR Summary

PO Summary

Submit to LPM

Enter Summary Bid Information

Generate RFQs

Assign Winner

PO Approved

Generate PO

Pre-Receive Summary

PM/Requestor

LPM

BH/Finance

PR Approved

Assign Suppliers

Edit?

Submit to BH

Accepted?

Receive Quotes

BH

Purchase Requisition Wizard

SCMS Procurement Module

Task One: Create a Purchase Requisition (Role of Program Manager).Step 1: Input all required information.Step 2: Verify all information, and finalize requisition.Step 3: Submit to Budget Holder (select the one you have been provided).

Task Two: Review and approve purchase requisition (role of Budget Holder)Step 1: Find your purchase requisition in the purchase requisition summary.Step 2: Review and approve it.Step 3: Submit to Local Procurement Manager.

Task Three: Review and accept purchase requisition (role of LPM)Step 1: Find your purchase requisition in the purchase requisition summary.Step 2: Review and accept it.

Task Four: View Available Inventory (role of Guest)13

SCMS: Class Tasks

Please Note:

• Pilots were successful, but issues were identified that are being addressed---this version is the one that was piloted, so issues are still there.

• We are still finding occasional bugs/defects, and Aidmatrix prioritizes them for fixing. (This is not uncommon for a system that is undergoing significant change.)

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AOB?

Thanks everyone!!15