SCMS Overview
Supply Chain Management System (SCMS)
ICT4D Conference: Accra, Ghana, March 2013
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SCMS Master Class
In this class, you are going to:
• Receive a high level overview of the Supply Chain Management
System (SCMS).
• Receive a slightly more detailed overview of the SCMS
Procurement Module.
• Perform as many of the following tasks as time will allow:
– Create a Purchase Requisition (Role of Program Manager).
– Review and approve purchase requisition (role of Budget
Holder)
– Review and accept purchase requisition (role of Local
Procurement Manager)
– View available inventory (role of Guest)
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SCMS Overview
The Vision:
A supply chain management system that
facilitates significant improvements in the
management of ALL material resources,
including:
• Food Commodities
• Non-Food Commodities (NFIs, etc)
• In-kind Donations
• Etc (even office supplies!)
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SCMS Overview: Goals
• Increase Supply Chain Visibility
– Know where material is in the supply chain
– Detect problems earlier
– Improve accounting for material receipt and distribution
• Improve Decision Making
– More efficient use of resources
– Enhanced tools for SCM planning
• Increase Operational Efficiency
– Reduce supply chain costs
– Improve donor reporting
– Eliminate one-off system implementations
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SCMS Overview: Scope
• Provision and implementation of a single global
IT application system to manage the CRS supply
chain
• Standardization of Global Supply Chain
Management operating processes
This will entail a Significant Change
Management & Communication Effort!!!
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SCMS Overview
PLAN
Forecast
Demand
Forecast
Supply
Reconcile
Demand &
Supply
Plan Logistics
Network
SOURCE
FULFILL
Request
Materials
Ship
Materials
Assess
Inventory
Receive &
Store
Materials
MANAGE
Manage
Inventory
Purchase
Materials
Distribute
Materials
Manage
Vehicle
Fleet
Manage
Donations
Manage
Payments
Manage
Fixed
Assets
Phase 1 SCM
NOTIFY &
REPORT
Workflow &
Events
Trace & Track
Report
Phase 1 and Phase 2 SCM*
Phase 2 SCM
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SCMS OVERVIEW
• The SCM System will be piloted and rolled out across the
agency in two phases.
• Phase 1 includes basic Warehouse and Procurement
modules (with potential for Fleet Management module
to be added).
• Phase 2 includes more advanced functionality, including
things like Planning/Forecasting, Asset Management
and Distribution.
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SCMS Status Update, Highlights
 All four country pilots (Ethiopia, Kenya, JWBG and
Burkina Faso) are now live! They were launched
between October and December 2012.
 Warehouse and procurement (online and offline
modes) are being used in the pilot locations. Fleet is
being tested in three locations.
 Staff were sufficiently trained to be able to use these
modules correctly and have been working
independently with the system.
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SCMS Status Update, Highlights
• Based on Pilot Success Criteria (20/25 fully met,
remaining 5 partially met), pilots were judged a success.
• Pilot participants voted 29/30 to roll out the system
once threshold issues are addressed (remaining vote
was in favour of immediate rollout).
• Steering Committee also voted in favour of rollout.
• Intensive efforts are underway with AM to resolve the
threshold issues.
• Additional next steps are being determined (including
budget review/revision).
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SCMS Schedule Details
Phase 1 Pilots:
Initial phase of pilots completed (Jan ‘13).
Continuation of pilots and preparation for
pilot CP rollout (Feb-June ‘13)
System Deployment: Final System Configuration: Jan—May ‘13
Deployment to Production: June ‘13
Phase 1 Rollout:
Remote Training and Prep to begin in May
‘13, and system implementation to begin
Jul ‘13. New 4 CPs to be on-line FY13;
Remaining CPs in FY14.
Phase 2:
TBD
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SCMS Rollout Plan
• HQ will support 1 Launch/Training per region (to
include ToT)
• Training participants will include:
• Regional rollout teams, composed of DRD/MQ, RISA,
Commodity RTA and 3-6 selected CP staff.
• Relevant staff of the Launch CP.
• We expect that each CP will require:
• 1-2 visits by a regional rollout team.
• Significant remote support by regional rollout teams for at
least one month around each CP launch (support for some CPs
could be simultaneous).
SCMS Procurement Module
Edit?
PM/Requestor
PR Summary
Purchase Requisition Wizard
Header
Info
Header
Info
Line Item
Details
Summary
Step 1
Step 2
Step 3
Step 4
Submit to
BH
PR
Approved
Pre-Receive
Summary
Submit to
LPM
BH
Receive Quotes
Generate
PO
Assign
Suppliers
LPM
PO
Approved
Assign
Winner
BH/Finance
Generate RFQs
Accepted?
PO Summary
Enter
Summary Bid
Information
SCMS: Class Tasks
Task One: Create a Purchase Requisition (Role of Program Manager).
Step 1: Input all required information.
Step 2: Verify all information, and finalize requisition.
Step 3: Submit to Budget Holder (select the one you have been provided).
Task Two: Review and approve purchase requisition (role of Budget Holder)
Step 1: Find your purchase requisition in the purchase requisition summary.
Step 2: Review and approve it.
Step 3: Submit to Local Procurement Manager.
Task Three: Review and accept purchase requisition (role of LPM)
Step 1: Find your purchase requisition in the purchase requisition summary.
Step 2: Review and accept it.
Task Four: View Available Inventory (role of Guest)
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Please Note:
• Pilots were successful, but issues were
identified that are being addressed---this
version is the one that was piloted, so issues
are still there.
• We are still finding occasional bugs/defects,
and Aidmatrix prioritizes them for fixing.
(This is not uncommon for a system that is
undergoing significant change.)
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AOB?
Thanks everyone!!
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