HELIOS - WV Somalia Experience Presented by George Fenton (WVI) and - - PowerPoint PPT Presentation

HELIOS - WV Somalia Experience

Presented by George Fenton (WVI) and George Wachiuri (WVS)

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Where we Work in Africa

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w vs w vs w vs

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WV Operations

• WV International operates in remote areas of

Kenya ,Somalia, Sudan, Uganda and other African countries and has recently embarked

• n a supply chain transformation program
• Has elaborate Supply Chain Department

headed by Associate Supply Chain Director, Humanitarian & Emergency Affairs

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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

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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

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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.

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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

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Experience with Helios

• Process flow
• How Helios works
• Benefits
• Challenges
• Opportunities
• Recommendations

HELIOS process overview

Request Processing

• Request

Dashboard

• Activity planning

report Project Management

• Mobilization table
• project dashboard
• Delivery report
• CTN report

Mobilization Procurement

• procurement

dashboard

• supplier ranking

report

• Tax report

Warehousing

• pipeline report
• arrived goods report
• Warehouse dashboard
• Inventory report
• stock movement report
• Supply chain

dashboard

HELIOS Modules

Tracking

Logistics and Tracking

Reporting Tools

• Routing wizard
• Item history
• transactional tree

structure

• Order calculation

wizard

• reconciliation

wizard

• CTN wizard
• Kitting de kitting

wizard

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Request order form

• The request order form can be copied directly to
• ther 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

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Request order (copy functionality)

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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)

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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).

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Benefits (continued)

• Data is reused in different modules ( LPO, GRN)
• Ability to keep historical data (master file)
• Support commodity tracking

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Challenges /pains

• Item codification
• Resources (Trainers, infrastructure)
• Resistance to change by users.
• Getting functional team to meet

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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

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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.

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Conclusion

• Helios will improve accountability and transparency
• ver 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

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THANK YOU

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MIDDLE JUBA - SOMALIA

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SUPPLY TRACKING

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Project Supplies tracking inside Somalia Villages