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Save the Children, India

(Bal Raksha Bharat)

Grant Management Software

Case Study

Version 1.1

Submitted By

A 37, Sector 63, Noida – 201301 Tel.: +91 (0)120 4600700 Fax: +91 (0)120 2588660

www.turnobiz.com

Case Study

Confidential Document – Restricted Circulation

Document History

Number/Name and Version

Date Author Remarks

Save the children, India (Bal Raksha Bharat)–

Grant Management System Version 1

09 August 2011

Ashwini Mathur

Based on Interactions during requirement study from 26th July 2011 to 05th

August 2011 Save the children, India

(Bal Raksha Bharat)– Grant Management System Version 1.1

07 September

2013

Samsher Roy

Based on the first FRD reviews with Save the

children team and internal reviews

Case Study


Introduction ............................................................................................................................................................................... 4

Purpose ........................................................................................................................................................................................ 5

About All e Technologies ........................................................................................................................................................ 5

Executive Summary ................................................................................................................................................................ 5

Proposed Grant Management System Architecture .................................................................................................. 9

Key Requirements ................................................................................................................................................................. 12

Processes ......................................................................................................................................................................... 12

Outputs ............................................................................................................................................................................. 13

Proposal Development (Proposal Writing) ........................................................................................................... 14

Budgeting ............................................................................................................................................................................. 27

Donor Budgeting and Agreement (Project) ...................................................................................................... 27

Partner Budgeting and Agreement (Project) ................................................................................................... 35

Expenses Management ................................................................................................................................................... 38

ICR Management (Indirect Cost Recovery Charging) ........................................................................................ 41

Grant Valuation .................................................................................................................................................................. 42

Year End Processing ........................................................................................................................................................ 42

State Office Requirements ............................................................................................................................................. 43

H R Requirements ............................................................................................................................................................. 44

General Requirements and Expectations ............................................................................................................... 45

Reports and Analysis ....................................................................................................................................................... 45

MIS Requirements ....................................................................................................................................................... 45

Financial Reporting ..................................................................................................................................................... 50

Case Study


Introduction

Save the Children is the world’s leading independent organization for children that works

to inspire breakthroughs in the way the world treats children to achieve immediate and

lasting change in their lives. Our founder Eglantyne Jebb drafted the 'Declaration of the

Rights of the Child' in 1922 which was adopted by the League of Nations in 1924. This

became the basis for the United Nations Convention on the rights of the child (UNCRC,

1989). This was even signed by Mahatma Gandhi in 1931. Our association with India is

more than 70 years old.

1st April 2008 Save the Children, India (Bal Raksha Bharat) becomes an independent

member of international Save the Children alliance (Consortium of 29 countries),

responsible for all fundraising and programmatic interventions in India.

Our strategic focus areas are:

Child Survival

We work with communities and the government health systems to reduce preventable deaths, fight under-nutrition, improve new born and maternal health-care. We improve access to basic health care facilities, impart health education, ensure immunization and advocate for the implementation of the Integrated Child Development Scheme.

Child Protection

We work closely with authorities to help prevent children from being exploited. We prevent them from being trafficked into commercial sex, exploitation and child labour. We instigate measures to withdraw child domestic workers as domestic help and enroll them in schools.

Education

We work towards developing education policies, refining vocational skills and advocating for access to school for all the children. Other aspects include tackling poverty, imparting quality education, training teachers and helping communities to run schools. Thus we work towards the creation of quality and inclusive education for all children.

Responding to Emergencies and Disaster Risk Reduction

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We respond immediately to the affected families with food aid, water and essential items and also report long term recovery process for such families. We work to ensure that children and their families are better prepared to cope with emergencies.

In India, Save the Children uses your contribution to support ongoing efforts that facilitate quality inclusive learning environments, increase child survival and improve child protection while championing children’s rights.

Purpose

TOB has conducted requirement study at Save the Children, India, New Delhi to

understand their requirements for the Grant Management System, consolidation of

requirements in the form of functional requirement document (FRD), gap fit document.

This document is base document for the Implementation of Grant Management

System (GMS) and it’s purely based on the interactions and discussion with different teams

from Save the children, India (Bal Raksha Bharat)recorded and circulated to all concerns in

the form of Minutes of Meeting.

About Turn O Biz

TOB is a leading provider of Enterprise Solutions and IT Services in India. Streamlining and automating core business processes, with ‘Product Based’ offerings of Microsoft Dynamics ERP and CRM solutions, developing ‘Custom Built’ solutions for client specific applications and providing IT Services for all stages of software development and maintenance, we are committed to ‘Helping Clients Succeed’.

TOB is the largest provider of Microsoft Dynamics NAV solutions in India. Years of sharp focus on Navision (Dynamics NAV), a series of high profile, complex and large implementations spanning across all continents, and the shear depth of product knowledge, functional expertise and technical competence of our team have earned us admiration and respect from customers and competitors alike. Microsoft India looks at us as an ‘NAV Competence Center’. Our services are often requisitioned to ‘fix’ off-track implementations.

Executive Summary Management of Grants is currently done through excel sheets and books of accounts are managed

through Sun financial system. Study and analysis conducted by TOB has revealed following

challenges faced due to the lack of an integrated solution:

Case Study


Challenge Impact Severity Resolution

Collaborative Document

Management: - Document

preparation (Proposal,

Agreement and Budget)

requires collaborative efforts

from different teams at

different locations and in

present scenario managing

multiple documents with

their versions is a big

challenge.

Timely Delivery

Data Accuracy &

Security

Weak Responsiveness

Communication Gaps

Duplication of work

Indirect Affect on

Finance

Risk - Possibility of

Error

Medium SharePoint Server

will be used for the

collaborative

document

management.

SharePoint

provides secured

centralized access

to documents

repository for

editing, helps in

version

management and

generate alerts –

mails.

Visibility to Unfunded

Salaries: -

Project Staff (Contractual) –

Working full time against the

project wherein the salaries

are funded by specific grant

Core Staff – Salaries Charged

against multiple grants based

on time spent.

Due to lack of funds or

incomplete visibility of funds,

salary gets charged from

Unrestricted fund (URF).

Burden on

Unrestricted Fund

Underutilization of

grants funds

Cash Flow

management

Delay in the planned

activities

Extra effort in Grants

reconciliation

Medium Microsoft

Dynamics NAV

2009 budget

module and

allocation

functionality will

used to map this

requirement.

Visibility to Unrestricted

Funds: - Unrestricted funds

should be utilized for the

organizational growth but

due to lack of visibility or non

availability of funds against

Burden on

Unrestricted Fund

hampers the

organizational growth

High Microsoft Dynamics NAV

2009 budget module and

allocation functionality will

used to map this

requirement.

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the grants, Unrestricted

funds gets utilized for

unplanned activities and

expenses.

Underutilization of

grants funds

Cash Flow affected

Delay in the planned

activities

Extra effort in Grants

reconciliation

Grant Reconciliation: - The

receipts and expenses

against a Grant are reconciled

manually for the timely

receipt of funds from

donor/grantor,

disbursement of funds to

partners for execution, Salary

Charging and Indirect cost

recovery charging (ICR).

Increased efforts in

compilation and

consolidation of the

data.

Delays in Funds

receipts and

disbursement

Cash flow gets affected

Burden on

unrestricted funds

Underutilization of

grants funds

Overall impact on the

execution of the

planned activities.

High Microsoft dynamics

NAV 2009 will be

integrated with Sun

system and excel

sheets to get the

data pertaining to

receipts and

expenses in one

place.

Reports will be

generated to

provide a

consolidated view

of the receipts and

utilization of funds.

MIS Generation: - Timely

and accurate MIS is a key

requirement and currently

this all done manually.

Time, effort and

accuracy

Opportunity Loss

Extra work for the

validations

High Microsoft dynamics NAV

2009, SharePoint

dashboards and SQL Server

Reporting Services will be

used to produce accurate

and timely MIS.

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Proposed Grant Management System Architecture

SQL Server

(OLTP)

MICROSOFT DYNAMICS NAV 2009

Agelis Workflow

SQL Analysis Server

(OLAP)

SHAREPOINT SERVER

- Dash Board

- Document Management

SUN SYSTEMS

One way Integration

(Batch Mode)

EXCEL WORKBOOKS

Project Expenses

System Architecture – Grant Management System

SQL SERVER

REPORTING SERVICES

Grant Management Core Database

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For the configuration, mapping and development of Grant Management system Microsoft dynamics

NAV 2009 will be used with SQL server 2008 as the backend database.

Data Security Layer

Data Security will be managed in the following way

1. Microsoft Windows Server domain network security

2. Microsoft SQL server 2008 user access rights and permission

3. Microsoft Dynamics NAV 2009 user roles and permission

Approvals Management

Microsoft Dynamics NAV – 2009 add on “Agiles Workflow” will be used to activate the electronic

workflow management within the Grant Management System. This will enable following

functionality in the system

Condition based Approval workflow.

Enabling mandatory fields on different data capturing forms.

Email based alerts.

Centralized Document Management

For creating and maintaining centralized document repository SharePoint will be used and it helps

in following way

Maintaining Document Templates

Maintaining Grant related documents

Maintaining different team structures required for the proposal development and grant

execution with specific roles and permissions.

Electronic Archiving and Version Management

Document Workflows

For the Generation of Alerts and Reminders

Integration with SUN system

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For capturing the state office expenses from SUN financial system data will be pulled out from the

SUN system in the predefined excel sheet format and will be incorporated into Grant Management

System through data ports (method of uploading data).

Management Information System

Management Information can be accessed in following way

1. Static information related to grants and its execution can be accessed

a. In the form of excel sheets from the Microsoft Dynamics NAV 2009.

b. Customized Reports as per the requirements.

2. Dynamic Information donor specific formats or other dynamics reports

a. By taking out data from the Microsoft Dynamics NAV 2009 into Excel and populate

in the required formats.

b. By the use of ad hoc reporting tool like Microsoft SQL Server Reporting Services.

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Grant Management System Overview

Proposal

Donor Budgeting

Partner Budgeting

Accounting of expenses

Management of

expenses

Project Budgeting

Expense Allocation & Charging

Charging ICR

MIS

Key Requirements

Processes

Save the children expectation from the Grant Management System

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S. No. Process Name Process Type

1 Proposal Writing Non Financial

2 Pipeline Grants Non Financial

3 Budgeting Financial

4 Contracts and Agreements Non Financial

5 Salary Allocations Financial

6 Management of Co financing grants Financial

7 Management of Emergency Grants Financial

8 Inventory Records Financial

9 Management of Indirect Cost Recovery Financial

10 Expenses Management Financial

11 Electronic Archiving Non Financial

Outputs

S. No. Reports Type

1 Financial Reporting Financial

2 Debtor Analysis Financial

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3 Cash Flow Financial

4 ICR Reporting Financial

5 Budget v/s. Actual Financial

6 Gratuity Calculation Financial

8 Schedules Reporting (Income, Audit) Financial

9 MIS report for Senior Management Team Financial

10 Analysis Financial

11 Audit Issues Financial

12 Narrative Reports Non Financial

13 Reports to HR – Vacancies View Non Financial

14 Alerts and Reminders Non Financial

15 Graphical Representation Financial/ Non Financial

Proposal Development (Proposal Writing)

Types of Funds

Grants are fund required to meet the project objective

Grants are classified as follows

Grant/Funds

Restricted

Unrestricted

Funds

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Grants can be further classified as follows

Institution

Corporate

Bilateral

Save the children, India receives 3 types of funds

Restricted Funds: Funds Received for the predefined activities (Framework)

Unrestricted Funds: Funds received for the organizational growth.

Floods

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Linked Funds: Funds Linked to purpose like flood relief, Tsunami etc. and these

funds cannot be utilized for other purposes.

Pipeline Grants /Funding Opportunity

Proposal Development process initializes with the opportunity identification. Identified

opportunities are Pipeline grants. Save the children, India identifies the opportunity in

the following way:-

Donor Approaches Save the Children, India directly : In this form of

opportunity donor from anywhere in the world will approach save the

children India to provide funds for cause related to children’s education,

survival, protection etc.

Any member of save the children alliance from all over the world approaches

save the children, India with funds linked to specific cause related to children’s

education, survival, protection etc.

Save the children, India marketing department indentifies opportunity

through open calls, opportunities published in news papers, Internet etc.

Indentifies donor’s to fund the existing grant where there is a shortage of funds

or there will be possibility of shortage of funds in future.

Proposal Development (Proposal Writing)

After the identification of the opportunity save the children, India senior

management team (SMT) decides to proceed further with opportunity and “Proposal

Focal Point” (Person responsible for all the activities of the proposal making) will be

named.

After that Grant Manager will circulate the opportunity sheet and Proposal Focal

Point designs the project strategy, outline and budget form and this will be sent to

Grants Manager for Approval.

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Grant Manager send this document to National Manager for the approval and after

the approval Proposal Focal Point draft the Donor Proposal or Concept Note and

feedback from finance team, national managers and other staff will be recorded.

These feedbacks will be incorporated into Final Proposal document by Proposal focal

point and this will be sent to Grants Manager and Grants Manager checks this

proposal for the compliances.

Grants Manager will create Proposal Authorization Document and this will be sent to

Director of program (DOP/SMT) for final approval and submission to Donor/Grantor.

Proposal Development Requirements/Expectation from System

Each grant is a project and has unique code for the identification and this is called

Funding Source Code (FSC).

In Present system funding source code consist for 4 digits.

Grants coming from save the children, UK indentified with 4 numeric digits.

Grants coming through Allianz partners starts with A and 3 integers as

successor.

Grants coming through India starts with L and 3 integers as successor.

Grants coming through institution start with I and 3 Integers as successor.

Grantor is the entity/institution who actually releases the funds to save the children,

India through sub grant agreement. In some case a donor can be a grantor also but

not in all the cases.

Details required to be captured for donor/grantor:-

1. Name of the institution

2. Address

3. City

4. State

5. Zip code

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6. Country

7. Currency

8. Phone / Fax No.

9. Email address

10. Website

11. Contact Person

12. Identification (Donor / Grantor)

Each donor/grantor has multiple divisions and for that system should be capable to

record the administrative data division wise

Point of Contact

1. Name

2. Department

3. Phone No. / Fax No.

4. Email Address

5. Finance Contact

6. Name

7. Department


9. Email Address

10. Decision Maker

11. Name

12. Department


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14. Email Address

Proposal should maintain the budget in donor currency as well as conversion into local currency (INR).

System should maintain the multiple versions of the proposal document and should provide the facility to signoff electronically for the final proposal.

System should be able to manage the inputs from multiple teams including teams from state offices for the proposal development and provide mechanism to simultaneously access the documents during the proposal to multiple teams.

System should be able to manage the multiple versions of the proposal document and active version of the proposal should be accessible to the proposal development teams based on their access rights.

System should be able to obtain the multilevel approval (technically and financially) and comments as per the hierarchy of the proposal development teams.

System should provide tracking of funding opportunity in terms:-

Recording of Negotiations (Textual) with donor.

Proposal Stage and Risk level.

Status (Win or Loss).

System should maintain THEME (ex. Sarva Shiksha Abhiyan) – Purpose Each theme has hierarchy

National Manager State Program Manager Program Coordinator (Multiple)

Grants/ Finance Officer

HQs SO

National Manager – Education

Grants Manager

Grants Officer

State Program Manager

Program Coordinator

Grants/Finance Officer

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System should provide currency exchange rates for the conversion.

System should provide facility to attach multiple documents during the proposal development phase.

System should maintain the history of the proposals and should provide facility to access and linkup the similar kind of proposals during the proposal development phase.

System should record the rejections reason for the rejected proposals by the donors so that analysis can be done later on the basis of rejection reason.

Provision for work group definition for proposal writing and person involved in the group should get intimation for the prior member completion of activities.

In the proposal development, system should maintain proposal development

controlling sheet consisting of

Opportunity Activities

Duration

Responsible Person

Status

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Process Mapping – Recommendations

Funding opportunity and proposal development will be managed through

Microsoft Dynamics NAV 2009

Sharepoint server

Following Activities will be carried out in the Microsoft Dynamics NAV after the

opportunity identified and decision to go ahead with the opportunity:-

Funding Source Code Master Creation

For funding source code maintenance General Ledger database will be used and a new

form will be created for the data entry purpose.

Funding Source Code (FSC) will be generated by the system, based on predefined user

configurable no. series and this no. series will be of maximum 20 alphanumeric

characters where the logic for the configuration of no. series is as follows:-

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a. Grants coming from save the children, UK indentified with 4 numeric

digits.

b. Grants coming through Allianz partners starts with A and 3 integers as

successor.

c. Grants coming through India starts with L and 3 integers as successor.

d. Grants coming through institution start with I and 3 Integers as successor.

System will not restrict change in logic for the generation of Funding Source Code

based on no. series and this can be change by configuring a new no. series.

To accommodate the requirement of funding source code classification fields will be

customized and these fields values are user defined:-

a. FSC Category (Restricted, Unrestricted Funds, Lined Funds)

b. FSC Sub Category (Normal, Emergency)

c. FSC Sub Category 1 (Tsunami, Floods, Earthquakes etc.)

d. FSC Sub Category 2 (Institution, Corporate, Bilateral)

To accommodate the requirement of funding source code type an option field will be

provided with user defined values (Donor Approaches, Alliance Member Approaches,

Public Media/Open Calls and Funding for Existing Grant)

In case of funding required for the existing grant a field will be provided to link the

existing fund sourcing code where the additional fund is required.

A Status field with provision for user defined values will be added in the database of

funding source code and this field will maintain the funding source code (grant) status

(for ex. Under Development, Work in Progress, Closed).

Donor/Grantor Master Creation

Donor/grantor database will be mapped to the Vendor database in Navision which

provides all the fields required to maintain the donor details.

Database type field will differentiate the Donor and Grantor data.

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2 Separate forms will be used for the entry and view of the donor and grantor data.

Blocked field will be used to maintain the status of the Donor/Grantor (Working /

Non Working).

Currency & Exchange Rate Master Creation

Currency database will be used as is in the Microsoft Dynamics NAV 2009 there will

be no change in the currency database required.

Currency database maintains multiple currencies with their date wise exchange rates

THEME Master Creation

Theme will be maintained as global dimension 1 in the Microsoft Dynamics NAV 2009.

System has provision to upload the theme database from excel templates through

data port facility in Microsoft Dynamics NAV 2009.

Budget Line/ Activities Master Creation

Budget Line/ Activities will be maintained as Global Dimension 2 in the Microsoft

Dynamics NAV 2009

These budget line/ activities will be defined for the FSC Code

System has the provision to upload the Budget Line / Activities master data excel

sheet through data ports.

Department Master Creation

Department will be maintained as shortcut dimension 3 in the Microsoft dynamics

NAV 2009

Department List excel sheet can be uploaded using data port facility of Microsoft

Dynamics NAV 2009

Employee Master Creation

Employee database will be available with all the required details in Microsoft

Dynamics NAV 2009 and the same will be used to maintain the employee data.

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Employee list can be uploaded using data port facility of Microsoft Dynamics NAV

2009.

Proposal Focal Point

Proposal Focal Point (PFP) will be mapped with the Sales/Purchase Person database

in Microsoft Dynamics NAV.

A form will be customized to maintain the details of Proposal focal point.

Proposal development team

Team will be shortcut dimension 4 where Proposal development team will be defined

using employee master.

A form will be created using dimension value database and employee database.

Proposal Development

Proposal part will be customized in the Microsoft dynamics NAV 2009 using the

Purchase Quote functionality of the base Navision.

For the creation of the proposal document following master database will be

referred:-

i. FSC (Fund Sourcing Code)

ii. Donor/Grantor

iii. Proposal focal point

iv. Proposal Team

v. Currency and Exchange Rate

vi. THEME

vii. Division

viii. Employee

ix. Budget/Activities Line

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Budget Line database will be linked with the Proposal Document for capturing the

budgeted activities, duration and budgeted amount.

Using Agiles workflow complete proposal development activities will be defined with

duration for the completion and person responsible.

Agiles workflow will helps in maintaining and tracking of the proposal development

activities and escalation matrix will be defined for the generation of alerts and mails.

Document linking facility will be used to attach the actual proposal document.

Field to capture the Proposal Acceptance and Rejections will be provided with

provision for the entering the reason in case of rejections.

After the approval of the proposal the same document will get converted to the

Agreement.

To look for similar kind of proposals system has search and filters based on the user

defined criterion, alike proposals can be retrieved from the history of the proposals

available in the system and these proposals can be used as templates for the creation

of new proposals by simply copying it from the history.

Document Management

Sharepoint will help in managing the complete proposal documents repository at

centralized locations.

This repository will be accessed throughout the organization by the different teams

for the proposal development activities independent of the location using internet.

After the identification of the opportunity a Sharepoint link will be created in the

system.

Proposal focal point will be the administrative user of this Sharepoint link and will

define the complete team structure and the approval hierarchy in the Sharepoint.

Documents for the proposal development will be created and kept in the folder and

access will be provided to the proposal development team based on their roles and

permission for editing.

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A controlling sheet will be defined using Sharepoint where all the list of activities,

duration (from date and to date) and responsible person will be defined and this will

maintain the real time status of the proposal development activity.

Mails and alerts are configured to intimate the completion of the prior activities or to

intimate the delay in the activities.

All the documents will be linked to the proposal document created in the Microsoft

Dynamics NAV.

Final proposal approval and submission will be carried out using the Sharepoint

workflow.

All the negotiations with donor/grantor related to the grants can be recorded using

the discussion forum in SharePoint.

Integration

Sharepoint Integration with Navision will be devised for maintaining the

synchronization and updating of the proposal development activities and master

information in the Sharepoint from Microsoft Dynamics NAV 2009 (Grant

Management System).

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Budgeting

Donor Budgeting and Agreement (Project)

After the confirmation from the donor/grantor for the receipt of the grants donor contract document will be prepared which will be signed by Grants Manager. Agreement with donor will be generated from the predefined templates and only the editing area marked in the template will get modified based on the roles and permission of the user. Budgets will be prepared in Donor Currency for the complete duration and breakups are available monthly, quarterly and yearly.

Budgets for total Project duration Budgets for Year 1...

Exp

ense

s

Unit No. of

Units

Unit

Rate

in INR

Unit

rate in

donor

curre

ncy

Cos

t in

INR

Cos

t in

don

or

cur

ren

cy

Un

it

No.

of

Uni

ts

Un

it

Ra

te

in

IN

R

Unit

Rate

in

don

or

Curr

ency

Cos

t in

INR

Cost

in

Don

or

Curr

ency

Monthly budget should not exceed yearly budget.

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Monthly distribution of grant budget is available for the current year while for the

subsequent years, save the children, India wants system to divide the yearly budget by

12 to have the monthly breakup for the comparison purpose. Later on these figures will

be replaced by actual for the year.

While defining the budget lines system should keep provision for defining the

permissible adjustments % and based on the defined % system should allow values

adjustments between the budget lines validating adjustments should not be more than

the total budgeted amount

While defining the budget lines SUN financial system Codes will be mapped with the donor budget line and following scenarios are possible:-

One line to many accounts codes

Many lines to one account code

One to One

Exchange rates will be recorded at the time of budget preparation and based on these exchange rates budgets will be converted into the local currency.

Provision for the liquidation letter templates in the system required so that save the

children, India will generate liquidation letter from the system after the completion of

project.

System must have provision for inserting special terms and conditions.

Donor Agreement must have indication whether income is received in advance or in the

form of arrears.

Save the children receives the funds from donor/grantor after deducting the

administrative charges by the grantor if donor and grantor are two different entities

while if donor is grantor then save the children, India receives complete fund without any

deduction.

Save the children, India disburses the funds to Partners after deducting their

administrative expenses.

Example Structure of the GRANT

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Grant Code FSC_7100SSA for Euro 1000 and allocation of grant is as below:-

# Description Other State Office Partners

1 IOE 200

2 Delhi 50 150

3 AP 50 200

4 J&K 50 100

5 Orissa 10 40

6 Rajasthan 20 40

7 HQ 50

System should be able to generate the view of grant allocation as mentioned in the above

picture.

System should be capable enough to manage and present the above mentioned view for

the multiple grants

System should be able to archive MOU document with grantor/donor.

Tracking of funding component will be required against the grant for

Lease

Vehicle

Human Resource

Office running demand

These components are purchased from the grant money.

System should be able to record the extension/revisions in the grant duration and value

with proper attachment of signed agreement, changed income and reporting schedule.

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Foreign exchange gain or loss occurs due to currency exchange fluctuations while

booking the expenses against the budget lines, financial reporting and gain or loss in

currency impacts the unrestricted fund in following way:-

If there is a gain local currency due to currency exchange rate fluctuations then

burden on unrestricted funds or general funds will get reduced automatically.

If there is a loss in local currency due to currency exchange rate fluctuations then

burden on unrestricted funds or general funds will get increased.

System should be able to maintain grouping hierarchy of budget line like:- Child Protection

o A.1 Education B.1 Training

Following Information will be recorded during the project creation (Agreement with Donor)

TAB – 1 (Project Information) Basic Project information required is as below:-

FSC Code (Fund Source Code)

Project Description

Project Duration (From Date and To Date)

Start Financial Year (From Date and To Date)

Current Financial Year (From Date and To Date)

Donor Details

Grantor Details

Exchange Rate

Total Budget (Proposed) in foreign currency (donor currency)

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Sanctioned Budget in foreign currency (donor currency)

Total Budget in Local Currency (INR)

Sanctioned Budget in Local Currency (INR)

THEME of the project (Project Subject Line for ex. Education)

ICR Information

ICR (Indirect Cost Recovery) are the overheads/ administrative cost to be charged

against the grant quarterly in present scenario. ICR will be divided into 2 parts (1)

Grantor % of ICR (2) Save the children, India % of ICR if donor and grantor are the 2

different entities but if donor and grantor are the same then total ICR will be charged by

save the children, India. ICR will be charged against the donor budget line.

System should capture the information about indirect cost recovery against the

project:-

Indirect Cost Flag (Yes/No)

Total Indirect Cost %

Grantor %

Save the children India %

TAB – 2 (Reporting / Schedule for one Grant)

These are the reports required by the grantor/donor to check the status of the grant

execution and these reports will be generated from the system for the defined period

and on the specified dates.

Date Particulars Period

31/10/10 Interim Reports 01/07/10..30/09/10

31/01/11 Interim Reports 01/10/10..31/12/10

31/10/13 Interim Reports 01/07/10..30/06/13

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System should have provision to configure the reporting schedule against project for

the donor/grantor.

System should facilitate in capturing the donor/grantor reporting formats. These

formats will change from grants to grants.

System should be able to generate the reports based on the defined reporting schedule

in the project.

System should be able to generate the proactive alerts and reminders for the

forthcoming reporting schedule to all the concerned.

System should be able to provide filtration and navigation for how many grants are

running at any moment of time in states.

TAB – 3 (Audit Requirement)

Audit Requirements is required to record the auditor’s comments for the grant and also

generate the reports in the donor/grantor prescribed format.

Date Particulars Period

30/10/11 Audit Reports Y1 01/07/10..30/06/10

System should be able to capture the auditor information.

System should have provision to configure the audit requirements against project for

the donor/grantor.

System should be able to generate audit certification in donors prescribed format

against the project.

System should be able to generate the grant evaluation certification, format will be

provided by save the children, India.

System should be able to generate the proactive alerts and reminders for the

forthcoming reporting schedule to all the concerned.

System should be able to record the auditor’s recommendations in textual format.

Recommendations Planned Implemented

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TAB – 4 (Income Schedule)

Income schedule defines the disbursement of fund from the donor to save the

children, India against the project (grant). This schedule will be defined in the

donor/grantor currency with the date of receipt of payment. This also defines the

payment terms with donor/grantor and maintains the status of the payment.

System should be able to manage the Income schedule against the project with

following details

Date Currency Amount Remarks Received

01/07/10 Euro 100000 Pre financing 80%

of Year 1 budget

Yes

System should be able to track income schedule against the total budgeted amount.

System should be able to generate proactive reminders and alerts against the

forthcoming income schedule to all the concerned.

System should be able to generate alerts and reminders for the payment not received

against the income schedule.

Payment Request Form

Form will be generated to request donor/grantor for the release of payment as per

the Income Schedule. This form will be generated in the donor/grantor provided format

and these formats will be recorded in the system as template. In case where payment

request form is not generated as per the income schedule, system should generate alerts

and reminders to all the concerned.

Co financing Grants

Project funded by more than one grants are called co financing grants. In this type of

projects more than one donor/grantor will contribute for the purpose. Major funding will

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be given by main donor/grantor while the remaining part will be funded by one or more

than one donor/grantor.

Total Project Cost = Contribution of Main donor + Supplementary Donor

Example 100% = FSC_6468_EC (80%) +FSC_6391_Reckitt Benckiser (20%)

While creating the project system should ask for Co financing grants (Yes/No)

System should be able to capture the multiple grants against one project

Expenses allocation against the grant is done manually.

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Partner Budgeting and Agreement (Project) Partners are Indian NGO where save the children; India is collaborating with for implementing activities in the field. After finalization of contract with donor/grantor, save the children, India will find out interested and relevant partner to take up the project and finalize the agreement with them. System should be able to generate the partner agreement based on the templates provided by save the children, India. System should be able to manage and generate partner’s agreement in line with grant and donor/grantor agreement. System should be able to manage the partner detailed budget for the complete duration of the grant in Local Currency with detailed activities mapping with SUN financial Codes to capture the expenses details. Partner agreement needs to be approved based on the value of agreement by the

group of approver and all the members of the approver’s team should get alert and

reminder for the pending approval from their side.

TAB – 1

In this tab information administrative information of the partner will be captured

along with total budget, total allocations to partners from the budget and what is the

remaining budget available against the grant.

Partner Details

Name of the institution

Address

City

State

Zip code

Country

Currency

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Phone / Fax No.

Email address

Website

Contact Person

Overall budget allocated to the partner

Budget available under FSC

Remaining Budget

To incorporate the expenses data from the SUN financial system provision for the SUN

financial code against the detailed budget line will be required.

SUN Financial

Code

Detailed

Budget Line

(DBL)

Activities Units Unit

Rate

Total

Budget

1200 1.1.1 Project

director –

Salary

1200 1.1.2 Project

coordinator

salary

1200 1.1.3 Field worker

salary

System should validate the budget availability before the generation of partner’s

agreement and in case budget is not available system should restrict the agreement

generation.

System should be able to manage the multiple budget revisions and after the revision

system should allow to generate agreement.

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TAB – 2 – Disbursement Schedule

Partner’s disbursement schedule will be captured in this tab to get the

information on which date, what amount and what are the preconditions to release the

payment to the partners.

Based on this information proactive alerts and reminders will be generated to all the

concerned.

Total amount disbursed to partner should not exceed the total budgeted amount and

in this case system should restrict the disbursement activity.

Date Amount Conditions (Payment Terms)

01/08/10 100000 On Signing of the agreement

31/12/10 400000 On submission of the final report

Request for Funds (RFF)

Request for fund is initiated by the state offices on behalf of the partners in the excel

format against the budget line for specified period in disbursement schedule. Sun

financial system code is entered manually against the budget line. Form will be sent to

head office and after approval funds will be released to the partners via state office

capturing details like mode of payment, Cheque No and date. Electronic signoff and

approval will be required in the new system. Financial transactions for releasing the

funds are carried out in SUN financial system. Automatic generation of Request for funds

will be required in the new system against the disbursement schedule or based on the

utilization of payments by the partners.

Before releasing the funds request system should validate against the utilization of

funds against the payments made to partners, if partner has not utilized fund completely

then the remaining part of fund will be deducted from the current payments manually.

Based on the utilization of the funds by the partners save the children, India would like

to know the partners absorption capacity.

TAB – 3 – Reporting Schedule

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Descriptive reports stating the exact status and issues of the grants submitted by the

state offices to Head Quarter on specified dates. These reports are submitted in specified

formats decided at the time of the agreements. In present scenario lot of follow-ups and

efforts is required in terms generation of these reports, accuracy of these reports, risk of

missing information and missing the deadlines. To intimate about the forthcoming

reports system should be able to generate the proactive alerts and reminders to all the

concerned and on submission of these reports system should also update the status

against these reports and generate mails to intimate all the concerned.

Date Nature Period

31/01/11 Narrative Financial Reports 01/07/10..31/12/10

TAB – 4 – Audit Reports

Audit Reports requirement from the partner’s perspective will be generated from this

tab in the prescribed format stored in the form of templates in the system. These reports

will be generated based on defined schedule in the system. Proactive Alerts and

reminders are required to intimate the concerned team members and also for

maintaining the reports status (Received, Not Received).

TAB – 5 (Contract Closure)

After the Financial report reconciliation with books of accounts maintained in the

SUN system, narrative reports completion and review by National Manager, Grant

Manager and Director of program. Final report will be submitted by grants team

concluded by final payments and grant file closure with status flag as follows:-

Objectives Met

Grant Over

Termination

After the grant file closure system should not allow any changes.

Expenses Management

Expenses reported by the partner’s against the project will be recorded in the system

through the predefined format of the excel sheet and will be uploaded in the system at

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state office. This data will be validated by the state offices and then it comes to head

quarters for final validation and posting. Expenses are of following types:-

General Expenses

Utilities, Stationery, Rent etc. are allocated against the budget line while system

should be able project unfunded expenses part from the grants.

These expenses are charged against the budget lines of the grants through the

excel sheet generated from the SUN financial system and partners expenses are

charged through the expenses excel sheet provided by the state offices.

System should provide facility to book the provisional expenses and these

expenses can be booked between the grant start date and end. There should be

validation for financial year while booking the expenses.

Note :( provision posting needed for varience with budget )

Mandatory to select new files of FSC code / g/l which validate the posting date

with agreement period

Salary Expenses

Core Staff Salaries are funded by the multiple grants based on their planned

activities while remaining unfunded part of the staff salaries are allocated against

the unrestricted fund. On the arrival of any new grant unfunded salaries will be

reallocated against the newly arrived grants.

Getting the view of unfunded salaries part is the difficult area of the present

manual system and new system should be able to project the unfunded salaries

part against the multiple grants.

While allocating resources against the budget line, new system should prompt

with the remaining salary part of the resource.

Actual Salaries will be booked in the SUN financial system and salary charged part

will be extracted from the SUN system through the excel sheets and uploaded into

the new system.

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Project Staff Salaries Dedicated resource working against the specific grant and

their salaries are always funded by the specific grants while charging process will

be same.

System should be able to redistribute the allocated salary in case of arrival of new

grant. If any new grant will come then core staff salary will be redistributed

among all the available grants including new grants.

Validations

System should validate the allocations and charging with total grant duration and

beyond the duration of the grant system should allocate and charge any expenses.

System should also validate the allocations and charging against the financial year as

well, those expenses are allocated against the year budget should not get charged beyond

the financial year.

Data will be uploaded into grant management system after complete validations but

posting will be carried out only after the approval. Data before posting will be available

for all the kinds of reporting.

System should be able to restrict the duplicate expenses uploading from the SUN financial

system through the excel sheet.( doc no )

Alert required if entries for the last financial year from sun system uploaded to GMS with

transaction date between financial year, current entry date and previous financial year

Transaction date Entry Date Financial Year 31/3/2010 04/08/10 2009-10

No correction entries in the Grant Management system should be allowed after the donor

reporting period.

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ICR Management (Indirect Cost Recovery Charging)

ICR charging is recovery of the administrative/overhead expenses of save the

children, India and Grantor (if donor and grantor are not same). ICR percentages for save

the children, India and Grantor are defined within the grant. ICR is charged quarterly and

will be booked in the SUN financial system. SUN financial system has no built in

validations for the ICR charging based on the defined percentages in the grant hence

there will be possibility of errors while charging.

Grant ICR Total ICR Total Expenses

Eligible ICR

Actual ICR

Balance

SCI Grantor 6592 10% 10% 20% 100000 10000 15000 -5000 A050 7% 7% 14% 500000 50000 15000 +35000

In the new system to avoid these kinds of errors following checks and validations are

required:-

Posting will be done after the complete validations.

System should validate the ICR charging at the time of data uploading through the

excel sheet against the percentages defined in the grant and system should report

in case of any discrepancy or variations in ICR charging.

ICR charging should not be greater than percentage defined in the grant

ICR charging should also check against the remaining ICR to be charged

Validation for the financial year and the grant year is mandatory while charging

the ICR system should restrict the booking of ICR of previous financial year in the

current financial year and also beyond grant completion year system should

restrict the booking of ICR.

System should provide consolidated view of ICR charged and remaining against the

multiple grants stating how ICR has been charged for the grantor and save the children,

India and how much is remaining against both the entities.

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FSC Donor/Grantor Save the children, India ICR

Claimed

Grantor ICR

claimed

A001 SCC 100000 $ 10000

A004 SCS 400000 Pounds 23000

7100 SC UK 100000 Euro 8000

6121 ECHO 400000 Euro 20000

6848 EU - -

Grant Valuation

Valuation of the grant for the required for the defined duration to generate the donor based

reporting. In the valuation complete income and expenditure will be valued based on the

currency exchange rates provided by the donor or based on the method to calculate the currency

exchange rate. These methods could be FIFO, LIFO, Weighted Average, Specific etc. For the grant

valuation it is mandatory to know the exact method and formulation to calculate the exchange

rate or direct exchange rate valuation and this information has to be provided by save the

children, India.

Year End Processing

This process will be carried out to close the yearly budgeted activities. The remaining amount

against the donor and partner budgeting lines will be carry forward to the next year budget lines.

After running this process system should not allow any transactions against the closed year. This

process will be carried out yearly for the defined grant duration and financial year duration. For

the conversion into local currency system would ask for the conversion factor to be used.

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State Office Requirements

Consolidation of state office requirements after the discussion with Andhra

Pradesh, Delhi, Maharashtra, Jammu and Kashmir and Gujarat state executives are as

follows:-

State program manager’s (SPM) will be able to view only data related to their state.

Provision for recording status information on government returns (FC3 and Income Tax)

to be submitted by the partners and based on the status system should generate the

reminders and alerts to all the concerned:-

Return Received and Archived

Returns Received and Not Archived

Electronic archiving of these returns against the partner data is required.

System should maintain prerequisites for making the partners agreement.

System should validate the expenditure booking while uploading the data from excel

sheet of SUN financial system and partners expenses excel sheet by the state offices and

total expenses can never be more than the total income.

System must have provision to record the partner’s income like interest income of any

partner on grant money.

Required Monitoring of Inventory Records against the grant at state office level like

vehicles, land, equipments etc in new Grant Management system

To meet out the monthly expenditure of the state offices, system must be able to generate

the monthly fund request from state office to head quarters.

State Office Reporting Requirements

System should provide the consolidated view of partner’s and state office expenses in

local as well as donor/grantor currency.

Report required for Budget V/s. Expenses Monthly and Quarterly

Cash flow statement for the state offices.

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H R Requirements

Save the children, India has already implemented and in present scenario

integration between grant management system and payroll system is out of scope.

Save the children, India would like to maintain the complete employee structure in

the Grant Management system. There are 2 types of employees are maintained

1. Core Staff: - Permanent staff works against the multiple grants

2. Project Staff:- Contractual Staff hired against the projects

Save the children, India would like to maintain the complete employee history from

the days of joining till the last day of the employee in terms:-

1. Name

2. Designation

3. Date of Joining

4. Education

5. Basic Skill details

6. Skill Upgrading

7. Leave History

8. Time Sheets

9. Employee Appraisals

10. Salary Revisions

11. Other Details

Save the children, India would like to view the employee salary allocation against

the grant and the basis of allocations. This view also projects the unfunded salary part of

the employee.

While planning the employees against the grant budget line any position left

vacant should get highlighted to HR department for the recruitment purpose.

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For costing, budgeting and advertisement purpose position wise salary record

would be maintained in the Grant Management System.

Gratuity calculation will be required based on the employee database and system

should project the employees those who are matured for the gratuity based on their

appointment date.

System should be able to record the complete CTC.

Analysis is required on Currency exchange gain or loss for the salary planned

with some exchange rate and booking of actual salary expenses with some different

exchange rate.

Inventory Records (Fixed Assets) will be maintained in Grant Management System,

data will be provided by SCI in excel sheets. GMS system must have provision to upload

the values of Inventory from SUN System

General Requirements and Expectations

Although system captures lot of financial requirements but the look and feel of the

system should be non financial and ease of use is the key success factor. New Grant

Management System should follow the color scheme of the Save the children, India and

this can be adopted from their website.

Management of save the children event Calendar in GMS application

System should provide the facility for publication of reports in GMS application

Reports and Analysis

MIS Requirements

Income and Payment Analysis

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Report will provide the view of the incoming funds and payment for the specific

duration and subsequently it helps in fund planning and prioritizing like in some cases

there will not be enough funds available against the grant and to meet out the expenses

other grants funds or unrestricted fund will be utilized. Graphical representation of this

information is required.

Inflow of Funds Outflow of Funds FSC 08 09 10 11 12 Tot 08 09 10 11 12 Tot 7100 10L 10L 20L 15L 15L 30L A028 15L 15L 15L 10L 25L A029 10L 10L 5L 25L 10L 10 5 25L A021 15L 20L 35L A050 50L 100L 150

L

DEBT Analysis

Ageing reports will be required to know the outstanding payment request for the defined duration. Due days will be calculated from income receipt date mentioned in donor/grantor income schedule. System should also consider the outstanding amounts for which payment request has not been raised. System should be able to generate email and send the email of this report to donor/grantor.

Grant < Month > Quarter < 6 Months

More Than 6 Months

A005 Euro 10000 6848 5964 Euro

400000

A021 Pound 200000

Donor Budgeting – Variance Analysis

Report will present consolidated grant wise view of variance recorded from the

approved budget.

FSC Approved Budget Actual Cost Variance

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Budgeted V/s. Expenses against Partner’s Agreement

Report is partner wise and against the partner budget line. Report will present the

view of the different budget line activities with their budgeted amount, expenses

uploaded from SUN financial system and balance left out against the budget line.

Budget Expenses From SUN Balance

Employee wise Salary Tracking

This report will be used to know the employee wise salary allocation against the

multiple grants in donor/grantor currency and local currency based on the

exchange rate defined by the user for the conversion.

Ex.

Rate/

Categ

ory

FSC1

1/1/10 to

30/6/10

FSC2

1/4/09 to

31/3/12

FSC3

1/7/10 to

30/6/10

URF

1/1/10 to

31/12/

10

Total

Em

p.

Monthly

Salary

60 58 55

A 100000 100 Euro 200 400 400

Rs.10000 20000 20000 50000 1000

0

Rs.12000 23000 22000 42800 1000

0

Grant Analysis

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Grant Analysis view will be required to know the exact percentage utilization of

the budget against the different budget major heads grant wise and for all the grants.

Major Heads of Budgeting Absolute Cost (Amt.) % of Budget Program Cost Capital Cost Personnel Cost Admin Cost

Budget Vs. Actual

Employee wise Salary allocations and charging against the multiple grants and

this report will also project the utilization of unrestricted fund

Emp. CTC Particulars FSC1 FSC2 FSC3 URF Total A 1000

000 Budgeted 50000 40000 100000 810000 1000000

Actual 30000 20000 70000 600000 720000 20000 20000 30000 210000 280000

State wise grant overview

Consolidated state wise overview of the grant

Grant State – 1 State – 2 State – 3 Budgeted Actual Budgeted Actual Budgeted Actual FSC_H023_A031

Grant Summary

Grant Classification and sub classification wise summary to know the exact state of the grants

Class Sub class Grant1 Grant2 Grant3 Emergency Tsunami Flood

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Employee wise Salary Allocations

View of Employee and category wise salary allocations against the multiple

grants

Emp. Category

1/7/10 to 31/12/10

1/1/10 to 30/9/10

1/4/10 to 31/3/11

1/7/10 to 30/6/11

URF Total

FSC1 FSC2 FSC3...FSC60 A Regula

r

B Regular

Designation and person wise salary charging against the grant

Grant PC FM NM FSC1 10000 15000 25000 FSC2 25000 12000 10000 FSC3 30000 40000 50000 FSC4 5000 8000 5000 URF 0000 10000 50000 50000

Other Reporting Requirements

Gant chart reporting is required for the execution of grant against the budget line

activities planned with their multiple revisions. This reporting will help SCI in

identifying Planned V/s. Actual

Top 10 Grants report, format not provided.

Report will be required against yearly budget as well as overall budget

Partner wise expenses report for any grant (grant wise)

Partner Ledger Report (format will be provided by save the children, India)

Fund Reconciliation Statement (format will be provided by save the children, India)

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Financial Reporting

Cash Flow Statement

Provides the view of inflow and outflow of the cash and its equivalents, cash flow

statement will be prepared considering the total grant duration and total budgets. Cash

flow provides the view of the income against the different running grants and linked

commitments in terms of payments to partners to meet out the expenses. Cash flow also

helps in fund planning and prioritizing. Total cash flow will be sub divided yearly

considering the total duration of the grant.

FSC Donor/Grantor/Partner

Total Budget

Recd. Till date

Jan. Feb.

Mar. Apr… Dec

Total

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A001 SC, Canada 6200000 E 100000

E 25000

E 25000

E 50000

200000

Payments FSC Partner Budget Paid till Jan Feb Mar. Apr…

Dec Total

Budget V/s. Expenses

Provides the view of budgeted v/s. actual for the budgeted lines stating the details units

budgeted, rate and amount v/s. how many units’ expenses has been booked at what rate

and what will be the variance from the budgeted.

Budget Expense UNI

T RATE Amt. UNIT RATE AMT. Variance

Salary Program Coordinator 9 60000 540000

6 60000 360000

180000

Fund Utilization as on ….. This report will be generated to know the exact fund utilization against the planned budgeted line. This report will be able to generate the view % utilization requisition fund against the planned expenditure, % utilization of obligated (Actual calculated expenses for ex. Rs. 10000 Purchase order has been given to Vendor for the supply of stationery) against the received fund and % utilization of actual spent against the fund received (for ex. against the release of Rs. 10000 Purchase order save the children, India has paid 9500 after the deduction of Rs. 500 for the short receipt of the material)

Budget Lines

Planned Expenditure

Requisition Funded

% of Requisition against planned

Obligated (Actual Calculated)

% of obligated against funded

Actual Spent

% of Spent against funded

Cost Center 1 (Head Office)

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Cost center wise budgeting and booking of actual expenses will be done and

consolidation of these transactions provides the cost center wise views (i.e. head office

and state office)

Activity Budgeted Actual Variance

Cost Center 2 (State Office) Activity Budgeted Actual Variance

Save the Children requires a Sharepoint based web application managing some of their business

functionalities and integration with Navision. Following section covers the details of the desired

functionalities:

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User Management from Navision

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A. Document Management

We will have broad categories viz.

a. Confirmed contracts

b. Pipeline

c. Unsuccessful proposals

d. Policy documents

e. Reports

f. Others

These folders would have further sub-categories. All the documents shall have secured access so that

only the authorized user can upload/download the documents.

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B. Fund Raiser – Marketing team or Donor will raise the Fund using the form with following fields

(Donor, Proposed Budget, Title, Funding Opportunity, Submission Deadline, etc.)

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C. Proposal - New proposals Forms to be created with the fields (MOSS No., Fund Raiser, Name of

the donor, Title of the proposal, Duration, Budget in donor currency, Budget in INR, Theme

Sub-Theme, Multi-State Proposal: Yes / No, Name of the States, Name and Number of the Districts,

Team responsible) by the Proposal writing team. After that this proposal will submit using the workflow

to Fund Raiser. After approval of Fund Raiser this Document will submit to Programme. After approval of

Programme this document will push to Finance.

D. SRF – Staff Requisition Form

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E. Time Sheet Form – Manage the timesheet according to FSC Project.

F. Concept Note

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G. Create Partnership Agreement – Partnership Agreement form to be created with the fields (

FSC : User to select from dropdown list (NAV Master Database)

Contract ID : FSC/Dept. Code/User ID/4 digit auto Number/

Name of the partner : user to select from drop down list (NAV Master Database)

Duration : by default system to show FSC duration (as per NAV masters)

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But with the option of editing the same

Budget (in INR) : user to input

After this system to open another screen for inputting disbursement plan

H. FORMs for entering audit disallowance

FSC : choose from drop down list

Title : pick from NAV master

Duration : pick from NAV master

Total Budget in donor currency : pick from NAV master

Total budget in INR : pick from NAV master

Total utilization in donor currency : pick from NAV master

Total utilization in INR : pick from NAV master

(S. No., Cost Centre Issue, Amount in INR, Amount in donor currency)

I. Senior Management

Name : pick from NAV master

Job Title : from NAV master

Photograph : from NAV

J. Board Members

Name : pick from NAV master

Job Title : from NAV master

Photograph : from NAV

Brief profile : to be uploaded

K. Below Docs will be managed through SharePoint with work flow ..

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1. Concept Note

2. Proposal Writing

3. Donor Agreement

4. Partner Agreement

5. Consultancy Agreement

6. Terms of Reference (ToR)

7. SRF or CRF

8. Policy Documents

9. Archiving of vouchers, signed agreements

10. Internal information

11. Progress Reports

12. Time Sheets

13. Grant Overview & Closure sheet

14. Success Ratio Vs. failures and reasons thereof

15. Graphical representation

16. Data: Beneficiary (Direct / Indirect), States, Districts, Blocks & Villages

17. Audit Disallowances

18. Events and important information

19. Tracker or Turnaround time for activities

20. Pipeline grants

21. People responsible for managing grant

22. List of authorized signatories for Bank accounts