Information Systems help CI to be a High Performing Organization.
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Transcript of Information Systems help CI to be a High Performing Organization.
Benefits of Centralized,Web-Based Systems
• Higher quality data: Systems handle multiple concurrent users, validate data during entry, and enforce data integrity
• Easier to manage: No need to synchronize regional data files with a central copy
• Security and storage: Global network provides regular backup and secure storage of data
• Integration: Enables integration with other key systems
• Communication: Provides ability to share data externally via web
Benefits of Centralized,Web-Based Systems
• Regional control, global reporting: Regions manage individual datasets, but data also available for global analysis and reporting – critical for answering our key questions
• Transparency: Global visibility to the data provides opportunities for learning
• Data availability: Reduced rate of ‘repeat requests’ – saves time for everyone, reduces tension
• Standardized workflows and approval processes: Helps to clarify roles, save time, get agreements in place, disbursements made, and other transactions completed more quickly
Systems Contributions Enabling CI to be a High Performing Org
• Support and coordinate our work around the world
• Safeguard critical information needed for business continuity
• Provide information to support strategic thinking, planning and decision making
• Demonstrate CI’s accountability, successes, and fine tune our business model
Define/Refine and Prioritize Among
Conservation Outcomes
Design/Refine Integrated Action Plan Covering
Species, Area, and Corridor Scales
Implement Action Plan
Monitor and Evaluate
Re
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Planning Framework and Handbook Organization
CHAPTER 2
CHAPTER 1
CHAPTER 3
Systems Blueprint
Outcomes Data System
Planning + Reporting and Data
Repository
OracleFinancials & HR
Incoming Grants
Grant making(GEM, GW)
External Data- IUCN Red List
Oracle Financials & HR
Purpose: CI’s primary financials & human resource management tool•i-Expenses -Expense reporting on line (including travel & credit card)•eTimesheet - Electronic submission of time sheets•Self Service - Allows managers & employees to see & change personnel information
Efficiency: •Robust system that incorporate certain types of electronic submission & approval thus moving towards a “paperless” environment•Importing of data increase efficiency & accuracy, resulting in lower costs
•Elimination of duplicate entry •Fewer errors•Decrease in use of incorrect/closed account codes
•More robust and timely reporting
Linkages: Automatic submission interface with GEM
Business Owner: Finance, Barbara DiPietro and HR, Joy Gaddy
Grant making Architecture
Outcomes Data System
Planning
Oracle Financials & HR
Grant making
- GEM partner data is used by Planning Database GEM Grant Writer
- Vendor, payment and GL code data imported and referenced in GEM- Payment link under development – payments requested in GEM will be sent to Oracle and updated payment information will be sent back to GEM
Grant making: GEM
Purpose: CI’s enterprise external grant/contract/loan portfolio management system
Scalable & Flexible: Responsive to both enterprise and individual program needs
Efficiency: Integrated tool that shares information across programs, facilitates reviews, etc.
Linkages: •Existing links with Oracle for accounting codes and payment information•Links with Planning to share partner information
•Business Owner: IT, Kristanne Cornell
Grant making: Grant Writer
Purpose: CEPF’s (soon to be expanded to all of CI) tool for partners to create grant applications and reporting kits in a standardized format
Scalable & Flexible: Can be customized for individual program needs.
Efficiency: •Standard format to receive information•Available as both on offline and online resource, depending on the internet connectivity at the partner location
Linkages: Automatic submission interface with GEM
Business Owner: CEPF
Systems Blueprint
Outcomes Data System
Planning + Reporting and Data
Repository
OracleFinancials & HR
Incoming Grants
Grant making(GEM, GW)
External Data- IUCN Red List
Incoming Grants
Background: Output of the FIPPS (Fundraising Issues, Policies, Processes and Systems) team, which has been tasked to identify fundraising process and policy improvements
Purpose: Tool(s) for CI to manage the fundraising life cycle - final disposition of system(s) will depend on the content and how much of the fundraising process is captured in one/many systems
Utility: Track grants in pipeline; facilitate reviews; proposal library
Linkages: Linkages with other CI systems (Raiser’s Edge, Oracle, etc.)
Outcomes Architecture
PlanningWBDB
Outcomes Definition
WBDBOutcomes Monitoring
GISOutcomes Spatial
Implementation Indicators,Calculations, & Reporting
Outcomes Data System Planning & Reporting
Outcomes Definition Module
Purpose: Joint partnership with Birdlife to provide a tool that defines conservation outcomes and IBAs.
Efficiency: •Single database for analysis and storage of the most up-to-date, quality controlled conservation outcomes data•Facilitate regional and global scale analyses, planning and reporting•Allow rapid sharing of information with donors, partners, government agencies•Quickly updated with latest information from IUCN Red List and World Database of Protected Areas
Linkages: •Update Planning with the latest tabular data (and soon to include spatial data as well)•Feed Monitoring to help establish a baseline to analyze impact
•Business Owner: Conservation Synthesis, Matt Foster
Outcomes Monitoring Module
Purpose: Analyzes consolidated definition, planning and monitoring date to demonstrate outcome and accountability impact.
Efficiency: •Facilitates reporting status of conservation outcomes to multiple audiences (CI senior management and Board, partners, government agencies, donors, etc.)•Facilitates data entry by CI Staff and partners•Facilitates real-time data updates•Supports spatial and tabular queries of data•Allows fast access to all monitoring information by CI staff and defined partners
Linkages: •Updates repository with data to perform calculations and create reports.
•Business Owner: Conservation Monitoring, Elizabeth Kennedy
Planning Database
Outcomes Data System
Planning Database
Oracle Financials & HR
Grant making(GEM, GW)
- Species, Sites, Corridor information sent from Outcomes to Planning- Monitoring data sent from Outcomes to Planning
- Link between Planning and Financials through Strategy Code
- Employee data used in Planning system, via Active Directory
- GEM partner data is used by Planning Database
- Strategic Outcomes - Outputs - Activities
-Tasks
+ Project management features
Planning Database
Purpose: Portfolio management tool for CI and its partners to develop and track comprehensive planning information.
Efficiency: •Transparency of the work that CI is and/or has been engaged in.•Basic project management and collaboration capabilities. •Creation of reports that can be customized to the needs of different users.•Ability to standardize planning terminology – e.g. site, partner, and staff.
Linkages: •Receives tabular data (and soon to include spatial data as well) from WBDB•Will send updates to Monitoring to help establish a baseline to analyze impact•Links with GEM for partner data•Links with Oracle for Strategy accounting codes
Business Owner: RPS, Yves Pinsonneault
Outcomes, Planning & Monitoring Architecture
Monitoring
•June: Outcome Monitoring Data Available for previous FY
•July: Baseline for upcoming FY established
Outcomes Definition & GIS
• Data is continuously updated
•February & May: Data snapshots transferred to Planning
Planning
• February – June: Workplan developed
•June: Data snapshot transferred to Monitoring
Repository
•June: Outcome Report Available
•June: Outcome Indicator Report available
•July: Baseline for upcoming FY established using Outcomes & Planning data
•Ongoing: Reports pulling data from all three systems available
Outcomes & Planning Schedule
FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN
Outcomes
Definition
Initial pass of data to Plannin
g
Outcomes Definition
Continuous updates made
Outcomes
Definition
Final pass of data to Plannin
g
Outcomes DefinitionContinuous updates made
PlanningWorkplans are developed
PlanningWorkplan Implemented
Outcomes MonitoringData collection & analysis
Outcomes
Monitoring
Outcomes &
Accountability
Reports availabl
e
Outcomes
Monitoring
Baseline for FY establis
hed
Outcomes MonitoringData collection & analysis