0April 2019April 2019

Dream Book Hanoi, Vietnam

1April 2019

Table of ContentsThe Winrock Dream Slide 2

Dream Book Process and Timeline Slides 3 – 4

Winrock Stakeholders as Personas & Roles Slide 5

Becca: New Business Cost & Pricing Slides 6 – 13

Brea: Financial Reporting Slides 14 – 21

George: Workforce & Volunteer Data Management Slides 22 – 29

Amit: Awards Management & Procurement Slides 30 – 37

Barbara: Budgeting & Forecasting Slides 38 – 45

The Winning Solution – ERP Slide 46

2April 2019

As our work becomes more complex

and we seek to diversify our funding,

we realize that our employees need

access to integrated, real-time data

that gives them the insight to operate

efficiently, innovate and achieve

measurable outcomes that drive our

mission.

The Winrock Dream

“We just finished our dream session here in Vietnam. It was a fantastic time. If you are thinking of doing a similar session, I highly recommend. Make sure you take the time to prepare, make sure you come with a lot of creativity to the process and leave your laptops at home.”

- Braulio Oliveira, Chief Information Officer

3April 2019

DreamRun a design thinking-led

workshop to envision innovative scenarios with

the highest impact

The Dream Journey Process: D-3 Framework

DeliverImplement process

reengineering, technology solutions, and

organizational readiness

DesignAlign process, technology

and organizational change management plans into a common, time-phased roadmap

“Quote can go here.”

4April 2019

Winrock Dream Journey Timeline

DREAM BOOK DELIVERYApr. 16, 2019

Introduction CallDec. 27, 2018

Refine the ScenarioIntroduction

Dream, design, deliver framework Winrock:

context, vision, and dreams

Who is instrumental in the dream

Decision Making Process

Define next steps

Dream Refinement

KickoffIntroduction

Dream, design, deliver framework

Description of the dream

Refine the dream through persona development and journey mapping

Define next steps (including individual and small group interviews)

Session OrientationIntroductions

Validate as-is problem areas, journey maps, and key pain points;

Set session expectations; Define next stepsDAY 1 MORNING

Introduction

Design thinking activities to validate key problem areas

Develop and refine ideas that address the problems areas

Retrospective

DAY 1 AFTERNOON

Activities to prioritize ideas based on value

and difficulty

Confirm top ideas and select finalists to develop and pursue

Retrospective

DAY 2 MORNINGSession to formulate

vision of digital transformation

Activities to develop value proposition,

underlying concept, visual prototype, and

proposed pilot idea for each finalist idea

DAY 2 AFTERNOON

Each group pitches their fully developed

idea to the room

Reflections on session progress

Define next steps

Dream OrientationIntroduction

Dream, design, deliver framework; methodology;

approach; Define next steps

Finalized Dream and Personas

DAY 0 EVENING

Introductions

Activities to get to know each other

Inspirational digital transformations

examples

Reception

Dream BookCocreation

Collaborative development of the final Dream Book

Initial Dream Statement

JAN 18

JAN 28

JAN 29

FEB 12

FEB 26

MAR 13

MAR 12

MAR 14

MAR 19

JAN 7

5April 2019

Winrock Stakeholders as Personas & Roles

Rebecca Morgan (Becca)

New Business Cost & Pricing

Brianna Gregory (Brea)

Financial Reporting

George Conley (George)

Workforce & Volunteer Data Management

Amit Dillon (Amit)

Awards Management & Procurement

Barbara Maxwell (Barbara)

Budgeting & Forecasting

6April 2019

Persona Profile: New Business Cost & Pricing

Rebecca Morgan (Becca)Age: 34

Occupation: New Business Manager

Office: Arlington

Archetype: The multi-tasker, problem solver

Bio: Becca has been working at Winrock for two years. Her workload is astronomical and she works crazy hours, Becca works across the organization to aggregate tasks together. During her first nine months, Becca struggled to find information and mobilize resources in a complex environment given the diversity between technical teams at Winrock. Like the other teams her team is also shorted staffed.

Becca

Personality• Flexible• Energetic• Detail-oriented• Competitive• Can work in fast-paced

environment• Builds relationships.

Motivation• Being able to connect to the

project stakeholders• Not letting other teams down• Positive relationships• Winrock can make the world a

better place

Goals• Get new proposal wins for Winrock• Mitigate risks by having documented

processes.• Common understanding across teams• Amplify learning from past projects and

articulated successes based on data

Frustrations• No standard process for new business• Information is dispersed and not readily

accessible• Time constraints on proposals• Approval process• Outdated date• Inconsistent processes• Hight turnover rate• Duplication of donor communication“I need the right information at the

right time.”

7April 2019

Becca

New Business Cost & Pricing: “As-Is” Emotional Journey Map

8April 2019

New Business Cost & Pricing: “As Is” Pains, Needs, Trends and Technology

Becca

TRENDS• New donor generation

• Diversifying clients• Geographic dispersion

• 24/7 accessibility• Standardizing database

• Improving market research• Good graphic assets

• Multiple level of proposal reviews

TECHNOLOGY• Office 365

• Salesforce• Teams

• Zoom• Contract tracking

NEEDS• Status dashboard or proposal

tracking system• Standard workflow for

new business• Easy access to all documents

• Appropriate access levels to systems

PAINS•Duplication of donor

communication

•Accounting system divorced from cost/pricing

• Inconsistent go, no-go decision making

•Poor quality, weak proposals

•Lack of resources and time constraining

•Data dispersed and not easily available

9April 2019

New Business Cost & Pricing: Big Questions - “How Might We…”

Becca

Assign roles and

responsibilities to not miss

RFPs?

Track level

of effort to predict resource needs?

Establish criteria to

decide to go forward or walk away?

Schedule check-points during entire

process?

Build and use plug and play

proposal templates?

Make historical proposals lessons

learned?

Standardize quality review

and other processes?

Reduce lack of

resources and high turnover?

Develop, contract and

apply the right skills

to each task?

Foster multi-

disciplinary teams and

communicate more?

10April 2019

New Business Cost & Pricing: Brainstorming Broad Ideas to Answer Big Questions

Becca

Regular self-scouting

for opportunities

Assign accountab

ility to not

miss RFPs

Develop criteria for go or no go

on opportunity

Visual status on

each proposal in process

Regular check point

reviews during entire

process

Training and

certification integrated

in job duties

Steps and outcomes for entire process

Internal and external

skills database by role

Resource management

and LOE tracking

Review process to

incorporate best practices

Define critical

components for inclusion in proposal

Develop quality

standards for all

proposals

Establish timeline for

each proposal process

Launch meeting to finalize approach

Agreed protocol for

communicationtied to kickoff

Involve internal and

external stakeholders

Use multiple tools to

enrich team collaboration

Templatesand boiler

plate for each proposal stage

Contractservices for repeatable

needs

Easy access to proposal information

for all

Dynamic, graphical, real-time portfolio

status

11April 2019

New Business Cost & Pricing: Broad Ideas Voted as “Best Outcomes”

Becca

Standard workflow process

Involve all stakeholders

Staff training and certification

Assign roles and hold

accountable

Develop best practices

Create transparency at all stages

Create performance criteria and

metrics

Develop templates and boilerplates

Focus on winning proposals

12April 2019

Becca

New Business Cost & Pricing: Best Outcomes in a “To Be” Emotional Journey Map

Lift Off TM

Design session

Outline requirements

Follow up with contributors with

Win ListsTM

Win SkillsTM

Assign rolesGoLightTM

Collect pieces GoLightTM

Confirm quality reviewTurboBidTM

Chop shop proposal update

Address red lights

Produce and submit proposal

Facilitate learning debrief (update Win ListsTM )(inform Win SkillsTM )

QRFT

M

Gains• First drop down draft• Quick resolutions• Consistently meet standards• Continuous improvement

13April 2019

Becca

New Business Cost & Pricing: The Solution Pitch “TurboBid”

Eureka!• Systematic • Workflow• All proposal ingredients• Market linkages• Donor impact• Successful, winning proposals

14April 2019

Persona Profile: Financial ReportingBrea

GOALS• Adhere to Winrock’s policies and procedures• Be able to accurately update the COP about

the project’s financial status• Provide recommendations on how the project

operates;• Make sure everything is l ined up so

implementation is not delayed.

Brianna Gregory (Brea)Age: 35

Occupation: Finance Manager

Office: Field Office

Role: Oversees and manages all financial transactions in a project.

Archetype: The Organizer

Bio: Brea finished her college education business degree. Prior to joining Winrock, Brea worked for Chemonics for 10 years. She has extensive experience working for different government contracts in the past and as a Field Finance Manager. Brea constantly and closely works with field personnel.

Personality• Ambitious• Problem solver• Professional• Conventional• Conscientious.

Motivation• Job security• Positive relationships with co-

workers.

Frustrations• Adhere to Winrock’s policies and procedures• Be able to accurately update the COP about

the project’s financial status• Provide recommendations on how the project

operates;• Make sure everything is l ined up so

implementation is not delayed.“I don’t like it when people don’t plan.”

15April 2019

Financial Reporting

“As-Is” Journey MapBrea

16April 2019

Financial Reporting:“As Is” Pains, Needs, Trends and Technology

TRENDS TECHNOLOGYNEEDSPAINS

Brea

•No link between account reports and budget

•People tend to ignore policies

•More bookkeeping than financial analysis

•Too much back and forth on approvals

•Reports lack data and do not reconcile

•Everyone to comply with SOPs

•Connectivity to HQ to integrate systems

•Financial management training

•Real-time budget performance

•System generated invoices

•Integrated systems

•Live dashboards•Business intelligence

•Collaboration tools•Mobile access

•Live data•Powerful social media

•People look at screens more than the people next to them

•Email is a 24-hour occurrence

•Connectivity cost decreasing and availability increasing

•Donors require more frequent and detailed reporting

17April 2019

Financial Reporting:Big Questions - “How Might We…”

Brea

Assign accountability

of budget holder?

Link to document repository?

Not re-key the same data into multiple systems?

Have clarity in reports that

generate action based on risk?

House data so that there is one source of

truth?

Drill down in a report to the

transaction level data?

Build in rules, notifications, validation to reduce effort?

Identify data mistakes and correct them regularly?

Ensure clarity on who inputs data with right

software?

Manage ICR risks?

18April 2019

Financial Reporting:Brainstorming Broad Ideas to Answer Big Questions

Brea

Standard templates,

outputs and metrics

Integrated system to enter,

monitor quality and get

reports

One button, decision-based analytical and real-time data

and reports

Low-bandwidth

option for field work and data

capture

Structured financial

management and analysis

training

Better defined

accountability for under performing

Compliance with policies

and standard operating procedures

Standard chart of accounts,

budget structure and

source of truth

Timely, accurate

project data as well as

global aggregation

Data transparency between HQ and field

offices

Internal controls to add

confidence with data and

decisions

Standard process and workflow for

close-out and

approvals

Protect the brand by managing

accountability

Donor, client and agent data

available in real time

Quality checks on data input where errors are apparent

19April 2019

Financial Reporting: Broad Ideas Voted as “Best Outcomes”

Brea

Multi-purpose systems

Central authority

Integrated applications

One-button reporting

Secure configuration

Decentral accountability

Stakeholder data sharing

Enterprise thinking

Trust-building

relationships

20April 2019

Financial Reporting:Incorporating Best Outcomes in a “To Be” Journey MapBrea

Enter commitments data into ERP

Receive exception notification automatically

Review ERP’s triage

Update data issues in ERP GL

Scan 80% less receipts

Perform monthly reconciliations

Receive HQ review automatically Approve pre-

populated wire transfers

Invoices generated automatically

Gains• Automatic notice of exceptions• No manual FOVs• Data transparency• Automatic exchange rates• Organizational performance benchmarks

21April 2019

Financial Reporting:The Solution Pitch “Enterprise Resource Planning “

Brea

It’s Done!• Just press the button• It’s like magic• One dream• Thanks to ERP• Single Source of Truth

22April 2019

Persona Profile: Workforce & Volunteer Management

PERSONALITY• Proactive• Flexible• Adaptive to changing priorities

GOALS• Increase employee retention• Improve annual benefits

enrollment process for relevance, efficiency and competence

FRUSTRATIONS• Back and forth to get the right

information from potential employees

• No visibility on volunteer data• No integration between

Finance and HR data• Handbooks not standardized• HR data not consolidated and

accessible• Missing integration of systems

MOTIVATION• Being part of a team• Career growth• Job stability• Acknowledgement• Appreciation

George

George Conley (George)Age: 32

Occupation: Human Resources Specialist

Office: Field Office

Role: Manages employee data, including volunteers

Archetype: The Proactive

BIO: George has been with Winrock for a little over a year. He is working at one of Winrock’s field offices as an HR Specialist and approaches his duty with enthusiasm and passion. When he first joined the company, he was immediately introduced to his regional HR business partner and underwent HR orientation and training.

“It would be great if we have all Winrock employee data organized in one place.”

23April 2019

Workforce & Volunteer Management

“As-Is” Journey MapGeorge

24April 2019

Workforce & Volunteer Data Management“As Is” Pains, Needs, Trends and Technology

TRENDS TECHNOLOGYNEEDSPAINS

George

•Clumsy access to data

•Quickbooks and Solomon don’t talk

•Maintaining necessary documentation

•Lack of standardization•Negotiating compensation

•Standard handbooks

•Real-time access to data•Automated requests

•More timely data•Performance monitoring and reviews

•Training and development

•Common data schema

•Self-service applications

•Working groups•Telecommuting

•Shared jobs

•ERP

•HR system•Electronic filing

•Collaboration•Mobile apps

•Linked•Recruiting software

•Blockchain

25April 2019

Workforce & Volunteer ManagementBig Questions - “How Might We…”

George

…Develop an employment

lifecycle standard?

…organize our data?

…develop an application

platform accessible by

everyone?

…develop a platform for

George to hear from his HR colleagues?

…develop a platform for

George to hear from his HR colleagues?

…create workflow that tracks progress and notifies

users?

…provide access to current

policies and procedures?

…Integrate volunteer data into standard processes?

…identify talent and

document it for future

hiring and promotion?

…build a culture that

attracts, builds and

retains talent?

26April 2019

Workforce & Volunteer Management:Brainstorming Broad Ideas to Answer Big Questions

George

Define and socialize

our brand.

Designate a brand

ambassador to culture the brand..

Define our values as

an outcome of brand

definition.

Showcase our culture and expertise to

attract attention.

Use social media and

other external tools to bring forth more

experts.

Communicate “why

Winrock.”

Build a culture of

collaboration and

inclusion.

Tie job performance

to the business strategy.

Develop and mentorship

program that includes alumni.

Integrated, automated

performance management

system.

Create a platform to

capture workforce

profile info.

Transparent and easy to

us recruiting system.

Standardized onboarding

and other HR processes.

Standard templates, procedures

and policies.

Standard program position

requirements

27April 2019

Workforce & Volunteer Management: Broad Ideas Voted as “Best Outcomes”

George

Includes staff,

volunteers and alumni

Focus on “Why

Winrock

Complete lifecycle

management

Integrated with other

admin systems

Make people feel part of the mission

Use culture and brand

Performance tied to strategy

Foster team collaboration

Set clear expectations with policy

28April 2019

Workforce & Volunteer Management:Incorporating Best Outcomes in a “To Be” Journey Map

George

Gains• Standard process and procedures• Predictable, efficient policies• Workflow automation triggers• Helps with retention and continuous improvement

Recruit approved job description

Hello-Welcomeonboarding

Orientation/job training

Ensure compliance

Expose growth opportunities

Enlist mentor involvement

Performance assessment

Launchpad to success

29April 2019

Workforce & Volunteer ManagementThe Solution Pitch “Winrocket “

George

Into outer space!• Collect broad input• Track/rank all applicants• Hello-Welcome onboarding• Plan growth opportunities• Journey of Success

30April 2019

Persona Profile: Awards Management & Procurement

PERSONALITY• Detail-oriented• Process-oriented• Versatile• Good listener

GOALS• To have all the pieces in

place• Implement the project

successfully• Ensure that program work

is not delayed

FRUSTRATIONS• Subrecipient monitoring• Short-notice requests• Layers of approval• Quality of information• Control of expenses• Sudden changes

MOTIVATION• Great relationship with

COP• New challenges and

systems• Deal with existing issues

and new problems

Amit

Amit Dillon (Amit)Age: 39

Occupation: Operations Director

Office: Field Office

Role: Manages employee data, including volunteers

Archetype: The Negotiator

BIO: Amit is a college graduate who has worked on donor-funded cooperative agreements and contracts. He had a small amount of training at HQ and took time to build relationships with other departments. Currently on his 4th USAID project, Amit tends to follow rules and procedures and even guides the technical staff on decision making.

“I have a heart of gold, but a hard exterior.”

31April 2019

Awards Management & Procurement:

“As-Is” Journey MapAmit

32April 2019

Awards Management & Procurement:“As Is” Pains, Needs, Trends and Technology

TRENDS TECHNOLOGYNEEDSPAINS

Amit

• ERP/HR system• Electronic filing• OCR scanning• Portal of integrated

data• Away from email• Digitization• Cyber security tools

and policies• Artificial Intelligence

• Missing data• Back and forth for info• Numerous layers of

approval• Capacity at night• Pressure of deadlines• Changing laws• Changing donor

requirements

• Centralized filing• Access to information• Prioritize task for the day• That required tech works• Sub-recipient monitoring• Sharing information• Automated requests• Shared guidelines• Standard handouts

• Self-service• Responsive to context• Online vs. market data• Multiple sources of

data• Cross-functional

knowledge sharing• More automated

processes

33April 2019

Awards Management & Procurement:Big Questions - “How Might We…”

Amit

…ensure our compliance?

…make sure each

stakeholder has a common

understanding?

…enable speedy process

at even the most remote locations?

…using vendor catalog?

…reduce review and approval

time?

34April 2019

Awards Management & Procurement:Brainstorming Broad Ideas to Answer Big Questions

Amit

Approval requests

notifications delivered on mobile device

Reminder of steps to take is

part of the process

Not able to access the incorrect template

Mandatory technology solution is

easily accessible

Make sure Docusign

works

Use mobile app to track project staus

Automated workflow

Create vendor database to

draw from for purchasing

Create vendor database to

draw from for purchasing

Finalized documents routed to common

place

Provide alerts on expiring contracts

Workflow requires gathering

documentation in steps

Open items in workflow steps are identified

and sent to right person

Provide certification & training

where possible

Some way to give advice, e.g. an FAQ or online

help

35April 2019

Awards Management & Procurement: Broad Ideas Voted as “Best Outcomes”Amit

Automated workflow

Reminders of steps to take

in the process

Mobile app to track

process status

Guided process steps and whole

process

Can’t submit request until all support documents

are provided

No emailed attachments are allowed

Systems provide

transactions in multiple currencies

Identify and give priority to Winrockpreferred vendors

Prompt those in the

process who need to

participate

36April 2019

Awards Management & Procurement:Incorporating Best Outcomes in a “To Be” Journey MapAmit

Gains• User empowered through process• Catalog of preferred vendors• Alerts & prompts• More control and insight into process• Transparent status of the requests

Need identified Start

requisition process

Describe and estimate value

COP Approval

Quotes received based on price Vendor

background check Prepare cost

analysis

Make vendor selection

Concurrence and approvals

Place order

37April 2019

Awards Management & Procurement:The Solution Pitch: “Winbuy“

Amit

No worries!• Procurement fully automated• Guided every stop of the way• Tracks status at each step• Makes everyone’s life easier• Winrock Wonder Buyer

38April 2019

Persona Profile: Budgeting & Forecasting

PERSONALITY• Resourceful• Focused• Insightful• Confident

GOALS• Produce accurate forecasts• Complete many required tasks

and budgets efficiently• Share financial plan with team

and supervisor• Ensure business viability and

donor relationships

FRUSTRATIONS• Too many budgets to

complete• Not enough time for all

budgets• Cumbersome process to get

data needed for forecast

MOTIVATION• Ability to learn and grow• Advance career path• Project’s activities and

results• Trust from management• Being part of a unit/team

Barbara

Barbara Maxwell (Barbara)Age: 35

Occupation: Project Manager

Office: Home Office

Role: Analyzing actuals and planning future expenditures

Archetype: The Problem Solver

BIO: Barbara is a college graduate working from Winrock’s home office as a project manager. She is self-motivated and is knowledgeable about the revenues and expenses, as well as the risks and opportunities of the project She enjoys visiting her project locations and the teams in the field. “I would like to have quicker access

to monthly reports and only one budget to maintain.”

39April 2019

Budgeting & Forecasting

“As-Is” Journey MapBarbara

40April 2019

Budgeting & Forecasting:“As Is” Pains, Needs, Trends and Technology

TRENDS TECHNOLOGYNEEDSPAINS

Barbara

• Missing data• Not the right review• Prioritizing tasks• Not the right capacity• Recreating the wheel• Core technology not

always working• Reworking plans

• Centralized filing• Access to information• Technology that works• Using Winrock brand• Contract and financial

data cohesion

• Responsive to context• Online vs Market • Cross-functional

knowledge sharing• Multiple sources of

data

• Standardized vs. adaptive

• Centralized• Artificial intelligence• Cyber security

41April 2019

Budgeting & ForecastingBig Questions - “How Might We…”

Barbara

…use historical data to right-size budgets &

forecasts?

…build in IFTT logic into financial systems?

…integrate financial

system with M&E system

and practice?

…tag expenses to activities and results?

…access financial data across different platforms and bandwidths?

…know if a project burn rate is on

track?

…flag outstanding advances to

prevent further

advances?

…be alerted to financial risks early enough to correct?

…reduce cash transactions?

…verify that wire requests are used for the approved

purposes?

42April 2019

Budgeting & Forecasting:Brainstorming Broad Ideas to Answer Big Questions

Barbara

Reports to associate

budget with indicators

Build payment

controls into the system

Set tolerances and thresholds for financial transactions

Line item control of

expenses like DAI

Allow users to create their

own reports by entering the

needed parameters

Create prompts as reminders

or instructions drawing on experience

Use system workflows to

more effectively manage

approvals and notification

Map out max allowable time each month for

billing

Create automated

prompts and alerts

A platform to support

activity-based budgeting

Frequent integration

(API maintenance

Common data schema that integrates

across systems and company

Have QB links to Solomon

with Solomon reconciliation

Proper identity governance

Data available to

provide ability to

work offline

43April 2019

Budgeting & Forecasting: Broad Ideas Voted as “Best Outcomes”

Barbara

Activity-based

budgeting

Build tolerances

and metrics into the system

Set tolerances

and thresholds

Integrate with other

admin systems

Use a common

data schema

Enforce governance of processes

Use workflow for approvals

and notification

Build payment

controls into the system

Set clear expectations with policy

44April 2019

Budgeting & Forecasting:Incorporating Best Outcomes in a “To Be” Journey MapBarbara

FO creates activity-based budget

HQ reviews until approved

Check approved commitments and communicate to program admins

Automatically report and monitor variances within tolerance limits and communicate

Make future adjustments within authority or raise issue

Re-forecast and adjust budget through period of performance as needed

Gains• Less manual work• Clearer lines of authority• Alerts & prompts through the process• More control and insight into process• Transparent status

45April 2019

Budgeting & ForecastingThe Solution Pitch “Rocknosis“

Barbara

Matching Data!• Activity-based budgeting• Reduce institutional risk• Instantaneous alignment• Multi-layered management• Intersection of Happiness

46April 2019

The Ultimate Solution:WinRocketWorkforce &

VolunteerManagement

WinBuyAwards &

Procurement Management

TurboBidNew Business

Cost and Pricing

ERPFinancial Reporting

RocknosisBudgeting and

Forecasting

Enterprise Resource Planning

(ERP)

Single Source of Financial Truth