Customer Story

ActionAid Internal Grant Reporting Project

Combining data and digital collaboration to provide financial updates automatically

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Project Overview

After the initial deployment of the Global Financial System it was realised that the current internal, manual grant management process could be simplified and automated to ensure timely report generation and enhanced accuracy of data.

Project Challenge

Internal Grant reporting used multiple spreadsheets which needed to be manually extracted, loaded and transposed to create reports.  This was very time consuming and repetitive process that involved a lot of quality control and checking.  Once completed the reports were manually emailed to finance colleagues in all of the 46 different countries, which again was time consuming due to the number and checking who should be emailed.

Solution

Using the GFS Q&A (Query Analysis) tool templates were created so countries can to enter financial information, which were filed in a secure SharePoint site, with country folders and finance colleagues assigned as part of the permissions. The GS Finance teams uploaded the files into GFS which completed the necessary transactions and reconciliations, created the internal grant reports for all countries.   These reports were filed in the SharePoint site country folder whereby the finance country members were automatically notified by emails, with links to down load the reports using MS O365 Power Automate.

Project Benefits

Several benefits were delivered including:

  • Accurate and timely reports
  • Reduced non added value administration tasks for both country and GS finance teams
  • Timely and complete delivery through automation – now takes minutes rather than days.
  • Real time notifications of uploads and report generation for each country.

Project Details

  • Client: ActionAid International
  • Date: May 2017 to Aug 2018
  • Sector: Charity  INGO
  • Website: https://actionaid.org/

Project Services

  • Business Analysis and process reengineering
  • SharePoint configuration and testing
  • Power Automate configuration and testing
  • Training
  • Service and Support

Project Solutions

  • SunSystems 6.3/4
  • Infor Q&A (Query and Analysis)
  • Office 365 –  Power Automate, SharePoint
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“Jason is a first class professional consultant who I have had the pleasure of working with over the course of the last 5 years. Jason is great at leading people on the path to excellence.

I engaged Jason on a major finance transformation project which I lead for a large INGO – involving a strong IT component and a global scale, we needed a change agent with a disciplined approach and a strategic thought process. Jason has brought invaluable expertise in the areas of project methodology and coaching, risk management, business processes, data management, vendor management (from RFP/RFQ) and helping us get the most from our significant investment in a cloud-based financial management solution.

On a personal level, I appreciate the team spirit and interpersonal skills which Jason brings – being approachable and able to bring people together from diverse functions and backgrounds from junior to senior level, cut through the nonsense with objectivity and a positive constructive analytical approach, always based on delivering value and helping people move forward.

I can recommend Jason without hesitation for any complex change initiative requiring collaboration.”

John Brophy | Strategic Improvement Lead – Finance and IT

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