Learning Launch

Challenge

I work with an institution that help the vulnerable targeting especially those affected with HIV &

Aids in the western part of the Country, we work together with the hospitals in the region to

provide them with finances and Mentorship & support for sustainability and Continuity of the

services to the affected persons. Our big problem in the finance department was on how we are

able to collect Finance documents within 87 facilities spread across the region with minimal

operation cost-This documents included Finance Reports, Support Documents Such Payment

Vouchers, Receipts Invoices, Timesheets and Pay slips in order to make work easier and donor

reporting smooth with efficiency.

The problem solutions entailed 10 Finance staff and 5 Management Staff to come up with an

efficient system to sort out the challenge within 3 Months. The team were to brainstorm on the

design or come up with the ideas in that we were going to outsource the service but the system

was to be spearheaded from withing us in order to serve the purpose that was intended. We came

up with a team comprising of 3 Finance Team, senior Management Team and 2 ICT Gurus with

the aim of coming up with ideas and techniques which is best, Affordable reliable and  efficient

solution.

Selection

Our selected team, went through all the design thinking activities to develop and try the system

that is; what do we need, how agent is it needed, Problems to be solved by the system, the

challenges that might be experienced and how to go about it

Application

As a team we came up with an implementation strategy, first we came up with the Templates of

the required documents which will be adopted in the system, the system was to be called IOMS

Finances, Procurement. Program and HR Integrated system which was going to link all the

organization process starting from Finances, staffing e.g., Payrolls statutory Deductions,

Timesheet, Leave Form and Pay slips. Procurement starting from tendering process, Bidding,

Quotation and in Finances it would link the invoices receipts and Procurement for all the

facilities. The documents we developed were to be tailormade to fit the 57 facilities and it would

be used across with all the authorization done online and filed online and below is the plan

Phase 1 2 weeks-Developing all the Required Documents

Phase 2-1 Week Uploading and tailor making the documents in IOMs System

Phase 3-2 Weeks Testing and linking all the documents, Processes in the 4 departments

(Finances, Program, HR & Procurement)

Phase 4-Benchmarking on the 10 Selected Facilities

Insight

After the application stage as an organization we visited the baseline survey sites to access the

system functionality which we found out that it was really an amazing tool apart from the

challenge whereby due to the internet and network issues the facilities in the interior part we

experiencing a lot of challenges processing there needs in the system and with that our selected

team form a small team to tackle any challenges experienced in the system and provide solutions

for Example the issue with the uploading and Downloading was sorted out by proving the those

site with alternative network and internet to make the process efficient

Approach

With the team having studied and learn about the system strengths and weaknesses, being an

efficient tool that will serve our interest and needs we were deemed to improve on the best

functionalities and rectify the technicalities that might be experienced in the system


Learning Launch Challenge I work with an institution that help the vulnerable targeting especially those affected with HIV & Aids in the western part of the Country , we work together with the hospitals in the region to provide them with finances and Mentorship & support for sustainability and Continuity of the services to the affected persons . Our big problem in the finance department was on how we are able to collect Finance documents within 87 facilities spread across the region with minimal operation cost - This documents included Finance Reports , Support Documents Such Payment Vouchers , Receipts Invoices , Timesheets and Pay slips in order to make work easier and donor reporting smooth with efficiency . The problem solutions entailed 10 Finance staff and 5 Management Staff to come up with an efficient system to sort out the challenge within 3 Months . The team were to brainstorm on the design or come up with the ideas in that we were going to outsource the service but the system was to be spearheaded from withing us in order to serve the purpose that was intended . We came up with a team comprising of 3 Finance Team , senior Management Team and 2 ICT Gurus with the aim of coming up with ideas and techniques which is best , Affordable reliable and efficient solution . Selection Our selected team , went through all the design thinking activities to develop and try the system that is ; what do we need , how agent is it needed , Problems to be solved by the system , the challenges that might be experienced and how to go about it Application As a team we came up with an implementation strategy , first we came up with the Templates of the required documents which will be adopted in the system , the system was to be called IOMS Finances , Procurement . Program and HR Integrated system which was going to link all the organization process starting from Finances , staffing e.g. , Payrolls statutory Deductions , Timesheet , Leave Form and Pay slips . Procurement starting from tendering process , Bidding , Quotation and in Finances it would link the invoices receipts and Procurement for all the facilities . The documents we developed were to be tailormade to fit the 57 facilities and it would be used across with all the authorization done online and filed online and below is the plan Phase 1 2 weeks - Developing all the Required Documents Phase 2 - 1 Week Uploading and tailor making the documents in IOMs System Phase 3 - 2 Weeks Testing and linking all the documents , Processes in the 4 departments ( Finances , Program , HR & Procurement ) Phase 4 - Benchmarking on the 10 Selected Facilities Insight After the application stage as an organization we visited the baseline survey sites to access the system functionality which we found out that it was really an amazing tool apart from the challenge whereby due to the internet and network issues the facilities in the interior part we experiencing a lot of challenges processing there needs in the system and with that our selected team form a small team to tackle any challenges experienced in the system and provide solutions for Example the issue with the uploading and Downloading was sorted out by proving the those site with alternative network and internet to make the process efficient Approach With the team having studied and learn about the system strengths and weaknesses , being an efficient tool that will serve our interest and needs we were deemed to improve on the best functionalities and rectify the technicalities that might be experienced in the system