Presented by: Kola Olatifede
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Proposal Management
Project Management
Contact and Donor Management
Leave Management
Standard Approval Hierarchy
Requisition and Purchase Management
Inventory Management
Expense Management
Employee Request
Delegation of Approval
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Purpose
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is used for capturing, controlling and managing all proposals in the system
Functionality
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Creating a new proposal/concept note
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Proposal event handling
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Proposal budgeting
Manual
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AVRDC - User Manual - Proposal Management V2.0.docx
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Purpose
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is used for creating, controlling and managing all projects and project budgets
within the system
Functionality
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Creating a new project
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Managing a project
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Project budgeting
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Project report
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Project Budget vs. Actual
Manual
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AVRDC - User Manual - Project management V2.3.docx
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Contact company can be classified
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Donor
Potential Donor
Collaborator
Potential Collaborator
Functionality
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Search and Open existing Contact Companies/Donors
Creating a new contact company
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Convert Contact Company to Donor
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Donor records are for the purpose of performing funding grant transactions and project management tasks.
Manual
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AVRDC - User Manual - Contact Management V1.0.docx
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The registration unit of leave is in hours
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Accrual Basis
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Leave types includes:
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Annual Leave
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Sick Leave
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Compensated Leave
Approval requirement:
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By the employee’s supervisor
Registration Basis
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4 hours = half day
8 hours = full day
Leave types includes:
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Maternity/Paternity/Adoption Leave
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Compassionate Leave
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Leave without pay
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Personal Holiday
Approval requirement:
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First approval by the employee’s Supervisor
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Second approval by the HR Director
Report – balance and details.
Manual
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AVRDC - User Manual - Employee Leave V1.3.docx
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Standard approval hierarchies:
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Purchase Orders < 1,000 USD
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Project Manager of Sub-Project
Purchase Orders < 3,000 USD
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Project Manager of Sub-Project
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Global Theme Leader / Regional Director
Purchase Orders < 10,000 USD
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Project Manager of Sub-Project
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Global Theme Leader / Regional Director
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Deputy Director General
Purchase Orders >= 10,000 USD
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Project Manager of Sub-Project
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Global Theme Leader / Regional Director
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Deputy Director General
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Director General
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Purpose
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Functionality
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For registering all external and internal purchase requests in the system
Creating & Submitting a Requisition
Approving & Rejecting a Requisition
Request For Quote (RFQ) Creation
Quote Approval and Purchase Order Creation
Approving / Rejecting Purchase Orders
Printing Purchase Orders
My Requisitions
Manual
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AVRDC - User Manual - External Requisition - HQ RCA External V1.0.docx
AVRDC - User Manual - External Requisition - Travel Request V1.0.docx
AVRDC - User Manual - Internal Requisition - CommInfo V2.0.docx
AVRDC - User Manual - Internal Requisition - FDS V1.0.docx
AVRDC - User Manual - Internal Requisition - TSO General V2.0.docx
AVRDC - User Manual - Internal Requisition - TSO Local Travel V2.0.docx
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Purpose
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Functionality
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for registering all internal purchase request for inventory items
Creating & Submitting a transfer request
Approving/Rejecting an item order
Packing the item order
Manual
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AVRDC - User Manual - Inventory - Internal Transfer V2.5.docx
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Purpose
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for registering all expense claims (e.g. travel expense) in the system
for registering HR claims (children’s tuition) in the system
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Eva Lee will act on your behalf when she receives with all HR claims relevant paperwork
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When registering the expense claim, the employee stated as “requester” has to be the
person that Finance department will pay the reimbursement to
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Functionality
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Creating & Submitting an Expense Sheet
Approving & Rejecting an Expense Sheet
My Expense Sheets
Manual
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AVRDC - User Manual - Expense Sheet V2.1.docx
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Purpose
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for registering Personal, RC replenishment, HR reimbursement, GRSU internal, General
receipt and General payment requests in the system
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for requesting Employee Travel Advance in the system
Employee request for regional centres
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only when there is a need for HQ to approve
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for any request that doesn’t require the approval or payment at the HQ please do not use
the Employee request
Manual
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AVRDC - User Manual - Employee Requests V3.2.docx
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AVRDC - User Manual - Employee Advances V4.0.docx
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Employee Request Type
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Personal Request
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used for requests against a personnel account (either cash or cheque)
respective approval hierarchies:
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RC Reimbursement/Replenishment Request
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used for regional centre cash replenishment requests to HQ
respective approval hierarchies:
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Owner of Personnel Account
Finance
Head of RC
Jackie Hughes
Finance
HR reimbursement
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used for HR reimbursement requests
This is a two part process and involves creating an HR reimbursement specific expense claim or HR
reimbursement general journal on behalf of the requester
respective approval hierarchies:
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
Eva
Yin-Fu Chnag
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Employee Request Type (cont.)
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GRSU Internal Request
 used for GRSU internal requests
 respective approval hierarchies:
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General Payment Request
 used for cash requests for custody funds and/or petty cash replenishment
 respective approval hierarchies:
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PM of Project
Letty Lin
PM of Project
Pih-Ehr Chuang / Tina Yang
Employee Request [Receipt]
 used for requests to finance to accept cash coming in, in the form of cheque/transfer
 respective approval hierarchies:
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Supervisor of requester
Pih-Ehr Chuang / Tina Yang
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Purpose
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When a primary approver is on leave or on travel status then he can delegate the approval to his
supervisor for Expense sheet, PO or Vendor Invoice Allocation.
Functionality
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Activating/Deactivating the Delegation
Alert
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If the delegation is active, the user will have the alert under Alert menu called “Delegation is
Active” .
Manual
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AVRDC - User Manual - Delegation of Approval.docx
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