HELIOS User Group Meeting

1. HELIOS User Group Meeting Brussels October 2005 Nairobi October 2005

2. Agenda • Background • Humanitarian Logistics Software • Product Overview Session: System Structure • Application Service Providers • FI Vision: Community of Users • Product Overview Session: Online / Offline HELIOS • HELIOS ASP Client System • Project Management • Request Processing • Mobilization • Procurement • Warehouse • Reports • Administration & Master Data • Technical Discussions: HELIOS System Architecture • Technical Discussions: Proposed Offline Solution

3. Background • Meeting Objectives • Gain understanding of the s/w product: • design, functionality, logic, benefits • Obtain feedback on the s/w product concept • Share ideas and concerns • Promote interest for participation in Beta Testing

4. Project Timeline • Development: Partnership for Best Practices • Project management : Fritz Institute • Software Company: Iris Logic - Blue Star Infotech CMMi Level 5; (Mumbai) • Consultants: Bernard Chomilier, Rémi Carrier • Going forward: • Release end of December • January - July, 2006: Pilot • January – July 2006: Beta Testing

5. Guiding principles • Community wide solution for multiple organizations • Not organization specific • User friendly • Multi languages • Field focused • Flexible • Minimum training required (on software) • Online/Offline solution • ASP Model

6. Our Mission Fritz Institute addresses complex challenges in the delivery of humanitarian assistance to vulnerable people around the world by collaborating with the private and academic sectors to mobilize expertise, technology and resources. Fritz Institute is a US-based public charity (501C3)

7. Fritz Institute Process Research Processes Across Humanitarian Sector Identify Common Challenges and Inefficiencies Develop Solutions with Private Sector Partners, Expertise and Resources Measure Improvements Document and Disseminate Findings

8. Regional Local Global Fritz Institute Programs Logistics & Supply Chain Technology Impact Capacity Networks Convenings Public-Private Partnerships Metrics and Awards Network of Knowledge

9. Humanitarian Logistics Software • Humanitarian Logistics Software (HLS) • Surveyed Relief Technology landscape • No integrated solution • Customization makes upgrades expensive • For-profit vendors have limited understanding of dynamic relief context • Partnership with International Federation of the Red Cross(IFRC) • Enable localization of function • From central to distributed organization • Common platform for all locations • Increase accountability • Align logistics with finance and IT • Leverage newer technologies

10. HLS: Bottom Line Impact • Designed to: • Increase relief chain velocity • Empower decision makers • Allow better coordination • Enhance institutional memory • Improve return on donation (ROD)

11. Product Overview Session System Structure

12. Application Service Providers • What is an Application Service Provider (ASP)? • An organization that hosts, maintains and supports software applications on its own servers within its own facilities. Customers “rent” the use of the application and access it over the Internet or via a private line connection. • What services do they provide? • Infrastructure: hardware, network, Internet connection • Monitoring of application & infrastructure • Data backup: daily, weekly • Secure data center: protection from natural disasters, theft • Data privacy policy • Maintenance & upgrades • User support

13. Why are enterprises using ASPs? • Enterprises are seeking to reduce the burden on their IT groups, speed deployment & reduce cost

14. Application Service Provider (ASP) Model • Fritz Institute believes that the ASP model best meets our deployment objectives • Application is installed, maintained & supported by a third-party service provider • Market leading service providers have state-of-the-art infrastructure, security, disaster recovery & monitoring • Market leading service providers must continually upgrade their technology to remain competitive • NGOs can deploy as fast as they can load & configure data, train users • Frees NGO IT resources for other priorities • Lower Total Cost of Ownership (TCO)

15. Critical Success Factors for HELIOS Deployment • Rapid deployment • Minimal impact on humanitarian NGO IT resources • Minimal capital expenditure for NGOs • State-of-the-art technical infrastructure (servers, network, Internet connection) to optimize performance & availability • Upgrade infrastructure as technology evolves • Maximum security for equipment & data • State-of-the-art disaster recovery • Perpetual electronic monitoring of application & infrastructure • 24/7 user support on global scale

16. ASP Spending Forecast • The ASP market has been steadily growing, a trend that is expected to continue… Research firm AMI-Partners Inc. forecasts small and midsize businesses worldwide will spend $3.8 billion on hosted apps in 2005, up from $2.9 billion in 2004.

17. FI Vision: Community of Users • Build community • Work together to enhance software • Communicate process and vocabulary • Collaboration establishing: Standards and Benchmarking Community NGO UN Red Cross Local NGO 3rdParty Org Beneficiaries Beneficiaries

18. Hosting Partner • Fritz Institute will select a partner whose capabilities include: • At least 99.7% availability • Database servers, web servers to meet number of users • Redundant firewall, Internet connection • 2 days notification of scheduled downtime, not to exceed 4 hours • Will address all problems within 4 hours • Daily database & system backup • Toll-free number for user support • security • disaster recovery • monitoring • privacy policy

19. Options to Consider: Tiered Pricing Size of the organization Number of users Number of offices Pricing Options

20. HELIOS ASP System • Web-based ASP system • Windows client for offline usage • Technology • Microsoft Windows Server 2000 • Microsoft .NET framework version 1.1 • Microsoft SQL Server 2000

21. Org DB Org DB Org DB Org DB Org DB HELIOS ASP Server System Web Server Farm Data Server Farm

22. Product Overview Session Online / Offline HELIOS

23. HELIOS ASP Client System Browser-based Online Client Windows-based Offline Client

24. HELIOS Online Client • Browser-based • No local database

25. HELIOS Offline Client • Windows based Graphical User Interface • Offline / Online • Always Offline • Local database • Data can be shared with • ASP system • Delta file • Other offline clients • Transaction file

26. Business Processes

27. System modules (light version) Project Creation Project management Begin End Waybill In-kind donations GRN Mobilization Warehouse Purchase Order Procurement Mandatory process Optional process

28. System module (full version) Begin End Project Creation Project item Need definition Appeal Creation Project management Request Order Waybill Pack Request processing Pick Pack List Kitting Dekitting In kind donations GRN Warehouse (Advanced) Mobilization Warehouse Purchase Order Purchase Invoice Procurement Requisition Sales Invoice FA RFQ CBA BIDs Procurement Request processing mandatory process Optional process

29. Project Management • Objective is to keep track of • Project structure • Project needs • Appealed items • In the system • Project is mandatory • Project Needs and Appealed Items are optional

30. Project Management Organization Unit Appeal Project Country Project Type Donor

31. Banda Aceh Colombo Bankok Chennai Galle Phuket Sigli Nagapattanam Trincomalee Trang Lamno Meulaboh Project Management Project Tsunami Indonesia Sri Lanka Thailand India

32. Banda Aceh Colombo Galle Sigli Trincomalee Lamno Meulaboh Project Management Project Nutrition Project Hospital Indonesia Sri Lanka

33. Sigli Lamno Sigli Project Management Project WatSan Project Mental Health Project Relief

34. Request Processing • Objective is to keep track of • Demands for projects • Optional module • Main Transaction is Request Order (RO) • May launch the supply chain process

35. Request Processing (RO) Requestor Proj-ctry Item

36. Request processing (RO) Headquarter level Country/Regional office Field/projectlocation Email/fax/fphone/radio/paper

37. Request Processing (SI) • If you do procurement for a 3rd party, you can raise an invoice for the cost of the goods or the services at flat fee or with a margin

38. Mobilization • Objective is to keep track of • In-Kind Donations (IKD) • Commodity Tracking Number (CTN) • Borrowings • Optional module • Main transaction is IKD • Planning & Reporting Tool: Mobilization table

39. Mobilization (IKD) Donor Borrowing IKD Replenish IKD Proj-ctry Item CTN

40. Mobilization (IKD) Email/fax//paper Email/fax//paper Email/fax//paper

41. Mobilization (CTN) • Objective: • To allow accurate item tracking up to the end. • To provide a better, faster and accurate reports • To reinforce links with Programmes • Rules • One CTN per Item/Donor/ PO-IKD • Auto generated or manually set • Structure defined in Global setting

42. Mobilization (CTN) Project/Country PO / IKD Donor Commodity Tracking Number CTN Supplier RO:Requestor Batch/Serial Number Expiry Date Item

43. Procurement • Objective is to keep track of procurement transactions • Optional module • Main transaction is PO • PO can be internal or external (to 3rd party like supplier) • PO can be made for goods or services

44. Procurement (PO) Supplier Budgetary info Proj-ctry Item CTN

45. Procurement (PO) Email/fax//paper Email/fax//paper Email/fax//paper

46. Procurement (PI) • Objective is to • register a supplier invoice • Match against PO and/or deliveries • PI can be for goods or services

47. Procurement (PI) Supplier PI PO GRN

48. Procurement (PR) • Objective is to • Get approval for procurement • Or to launch RFQ process • Or to get Price estimates • Optional transaction • May apply for goods or services • Organization may apply a specific validation process

49. Procurement (PR) Requestor Budgetary info + validation Proj-ctry Item

50. Procurement RFQ • Objective is to keep track of Request For Quotation sent to suppliers for • Purchase Order • Framework Agreements • Optional transaction • May be applied for goods or services