HELIOS - WV Somalia Experience Presented by George Fenton (WVI) and George Wachiuri (WVS)
Where we Work in Africa 2
w vs w vs w vs 3
WV Operations • WV International operates in remote areas of Kenya ,Somalia, Sudan, Uganda and other African countries and has recently embarked on a supply chain transformation program • Has elaborate Supply Chain Department headed by Associate Supply Chain Director, Humanitarian & Emergency Affairs 4
Prior to Helios • We were using in-house system MS-Access based (Limitations) • The office was paper based • Tracking was problematic • Challenges with the lack of data across supply chain/users • Report generated manually • Manual tracking of RO and POs 5
Why WV Somalia Agreed to Pilot Helios • Approached in April 2006 • Due to unavailability of Such software in the market- we were confident Helios will help us to manage program supplies that were managed remotely. Donor requirements dictated the need for improved supply chain management capabilities • WVS wanted to help pioneer the Helios project and become a centre for supply chain system knowledge 6
Project Background • Prepared WVS business case/ Mapping • We started Helios by training the business analyst who trained other primary users. • A consultant from Fritz institute was assigned to work closely with WVS, and other agencies in Kenya, on mapping business processes and monitoring progress. • The pilot agencies (local user group) provided feedback for the development of Helios version 1. 7
Current status • WVS is using Helios version 1 to manage all its supply functions but primarily to support procurement activities (PR, RFQ, BID, PO, GRN, WYB etc.) • They are able to generate numerous reports and to track supply orders and deliveries utilizing both on- line and off-line functions • We are in contact with the Helios support team • Pilot Enjoying Excellent top level Mgmt support 8
Experience with Helios • Process flow • How Helios works • Benefits • Challenges • Opportunities • Recommendations 9
HELIOS process overview HELIOS Modules Tracking Project Request Logistics and Warehousing Mobilization Procurement Management Processing Tracking Reporting • procurement • pipeline report • Request •Mobilization table dashboard • arrived goods report Dashboard • project dashboard • supplier ranking •Warehouse dashboard •Activity planning •Delivery report report •Inventory report report •CTN report •Tax report • stock movement report •Supply chain dashboard Tools • reconciliation • Routing wizard • Order calculation • Item history wizard wizard • transactional tree •CTN wizard •Kitting de kitting structure wizard
Request order form • The request order form can be copied directly to other modules; one doesn't need to repeat the actions of adding items. • Items attached can also be modified • Users can check on the status of their requisitions and transaction status • Items are only attached to running grants 11
Request order (copy functionality) 12
Benefits • Commodity tracking has been enhanced • Information is accessible by users. • Ability to customize report & documentation (crystal reports). • Variance analysis is easier (LPO & GRN) • Accuracy of information improved (copy functionality) • Improved standardization of items (Picking as per SPECS) 13
Benefits (continued) • Readily available reports to users and managers and program staff (Enhanced decision Making). • Ability to identify errors in the supply chain processes. • Ability to import and export data (saves time) • Online availability. • Saving of resources (less paper work, less time). 14
Benefits (continued) • Data is reused in different modules ( LPO, GRN) • Ability to keep historical data (master file) • Support commodity tracking 15
Challenges /pains • Item codification • Resources (Trainers, infrastructure) • Resistance to change by users. • Getting functional team to meet 16
Opportunities • The application is open for further modifications and improvements. • Helios can be linked to other departments (eg. finance & programs) for data sharing. • Cost of implementation / training could be reduced if shared by many humanitarian organizations. • A good tool for budget control 17
LESSONS LEARNT • Involve users from the initial stages • TOT programs • Follow process discipline • Show software benefits to users to reduce resistance to change • Need to follow up with the help of champion user. 18
Conclusion • Helios will improve accountability and transparency over resource utilization. • There is room for improvement with further versions. • Need for user groups to exchange experiences and ideas. • Fritz Institute and user groups to continue enhancing the software 19
THANK YOU 20
MIDDLE JUBA - SOMALIA 21
SUPPLY TRACKING 22
Project Supplies tracking inside Somalia Villages 23
Recommend
More recommend
