UPLiFT

MICROFINANCE INFORMATION SYSTEM

Financial and Non-Financial Services

KICK OFF Meeting

Friday/September 5, 2008
Attendance
NAME ORGANIZATION DESIGNATION
Edmon Sison UPLiFT Steering Committee
Olivier Bordes EDM Project Advisor
Lemuel Garibay SPACE Project Manager
Miguel Saño UPLiFT Process Leader
Joefrey Dionisio UPLiFT Process Leader
Janet Velasquez UPLiFT Key User
Josephine Balagot UPLiFT (representing Audit)
Jeannette Acedo UPLiFT (representing Audit)
Wilma Baula UPLiFT (representing Trainings)

2 April 18, 2020

 Management Information System (MIS) is a subset of the
overall internal controls of a business, covering the application
of people, documents, technologies and procedures by
management accountants, to solving business problems such as
costing a product, service or a business-wide strategy.
R people S
e o
s l costing
o documents u
u t services
r technologies i
c MIS o strategies
e n
s procedures s
 MIS is distinct from regular ADMIN
information systems in that they
are used to analyze other
information systems applied in
operational activities in the
organization.

Academically, the term MIS

is commonly used to refer to the
group of information management
methods tied to the automation or
support of human decision making,
e.g. Decision Support Systems,
Expert systems and Executive
information systems. MIS
 ■ Why do we need to change our MIS?
AGENDA

■ What is the scope of an MIS project?

■ How to develop a strategy & a project plan?
■ How to implement a new MIS?
■ What exactly is a project?
■ Stakeholders & Project Organization
■ Project Plan & Milestones: An Overview
■ Project Documents, Tools & Procedures
■ Responsibilities, Workload & Calendar
5 April 18, 2020
Why do we need to change our MIS?
A relevant and up-to-date MIS will enable us to:
■ Consolidate in one software all data which, at present,
may either be separately encoded or not encoded at all.
■ Improve the possibilities and the quality of the
operational and financial reports, which will then
ease and support the decision making process.
■ Secure all processes and trace any transaction
for audit purpose.
■ Improve the user interface and the efficiency
of encoding.
6 April 18, 2020
What is the scope of an MIS Project?
The Theory: 5 Main Domains of an MIS

HR & Payroll
Management
“Banking” or Financial “Non Financial
Services Operation Services” Operation
Management Finance & Management
Accounting
Management

Reporting & Monitoring Management

7 April 18, 2020

What is the scope of an MIS Project?
Where is UPLiFT today?
PeachTree Excel
Loans & CBU HR & Payroll Excel
Management

“Banking” or Financial “Non Financial

Services Operation Services” Operation
Management Finance & Management
Accounting
Management
Loans & CBU PeachTree

Reporting & Monitoring Management

Excel PeachTree

8 April 18, 2020

What is the scope of an MIS Project?
The Target

“Banking” or Financial
Services operation HR & Payroll
Management Management

Finance &
“Non Financial Accounting
Services” operation Management
Management

Reporting & Monitoring Management

9 April 18, 2020

Developing a Strategy & a Project Plan
There are 2 options when choosing the proper software
for the MIS database:
■ “In-house” - customized
■ “Branded” - commercial
There is also a need to identify your Strengths & Weaknesses:
■ The strategy to implement an MIS or a software may vary and it
depends mainly on:
■ The maturity of the Industry
■ The scope covered by the MIS
■ The size and maturity of the Organization
■ The Microfinance Industry now has a Standard Process that has
been “written” by software companies. UPLiFT, being a grown-
up organization, can access these “Branded” softwares and
handle a relationship with a chosen provider.
10 April 18, 2020
Developing a Strategy & a Project Plan
SWOT Matrix for a Branded Software
Strengths
■ Benefit from a tested and proven software
that is already installed in other organizations
■ Benefit from a maintenance contract
with the provider (check-ups & warranties)
■ Availability of online assistance and regular
updates, patches, etc.
Opportunities
■ Be part of a community of users
■ Take part in the development of the software
and benefit from specific agreements
11 April 18, 2020
Weaknesses
■ Lack of functionalities or functionalities may
not meet the specifications
■ Source codes are not available, so specific
developments/customizations are costly and risky
since all works will have to be done by the provider
Threats
■ Loss of support for the software due to Provider’s
bankruptcy, merger with other companies, etc.
■ Subject to Provider’s rate increase and availability
Developing a Strategy & a Project Plan
SWOT Matrix for an In-House Software
Strengths
■ Functionalities are tailor-made to the needs of
the MFI
■ MFI has total control of the entire process,
from
conceptualization, to maintenance and training
■ MFI has the option to choose the assistance
provider for regular updates, patches, etc.
Opportunities
■ Gain skills and resources to develop other IT
projects
12 April 18, 2020
Weaknesses
■ The software may not include functionalities that
might be a requirement in the future
■ Several add-ons can cause impact on previous
developments which is risky & costly
■ Debugging/testing process can take longer time
■ Costly maintenance, since MFI has to maintain a
team dedicated to the software
Threats
■ Low security MIS, since all knowledge and
competencies are concentrated on individual(s) in
the MFI and not on an established company
■ Its like putting all your eggs in one basket
How to implement a new MIS?
■ Unfortunately (or fortunately), there is just one way to
implement a new MIS: you will have to start it yourselves!
“When building your house, you just won’t let anyone make all the
decisions. You have to be the one to manage and control the project.”
■ An MIS is an asset. It is a strategic tool for the organization in
decision makings.
■ The implementation process of a new MIS involves the entire
organization, but, the Project Committee must consist only of
staff members directly concerned with the MIS.
■ The software to be used for the MIS must be chosen carefully
and a clear agreement must be reached with its developer
before starting any collaborative works.
■ Proper coordination and constant communication among the
members of the Project Team is very essential. The success of
this MIS Project depends on your commitment to it.
13 April 18, 2020
What exactly is a project?
project
A project is a sponsored “one-shot” operational activity,
aimed at reaching one objective within a certain time span.
It consists of:
 a start - kick off
 a timetable - milestones and deadlines
 an ending – celebration
It is managed and implemented by:
 clearly identified people - project team
 dedicated governing bodies - stakeholders
It delivers:
 outputs & deliverables – in compliance w/ the Project Charter
 requirements - specifications, budget, quality
14 April 18, 2020
Stakeholders & Project Organization
■ Project Sponsor EDM - Franck Renaudin / Laurence Jannet
■ Project Advisors EDM - Helene Keraudren / Olivier Bordes
■ Steering Committee Edmon Sison
Noni Ayo
Cris Lomboy
■ Project Manager SPACE - Lemuel Garibay
■ Process Leaders UPLiFT - Accounting - Kim Reyes
UPLiFT - Accounting - Virgie Frondozo
UPLiFT - FS Operation - Hilda Aytin
UPLiFT - FS Operation - Miguel Saño
UPLiFT - NFS Operation - Flor Cachola
UPLiFT - IT/Hardware - Joefrey Dionisio
■ Key Users UPLiFT - Encoder - Eric Pascual
UPLiFT - Encoder - Janet Velasquez
■ Software Team/Developers (to be choosen)

15 April 18, 2020

Stakeholders & Project Organization
Steering Project
Committee Sponsor

Project Project
Manager Advisors

Software Project
Provider Committee

IT/Hardware Functional Data Conversion

Workshop Workshop Workshop
Process Leaders Process Leaders Process Leaders
Key Users

16 April 18, 2020

 Project Plan & Milestones : An Overview
8
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Project & Change Management

Provider
Project Requirements& Development Final Test & Go-Live &
Identification
Preparation Specifications & Integration Training Support
& Selection

• Specifications • Dev. approved

• Compromise • Staff trained
• Commitment • Unit test OK
• Signing of TOR • Test plan OK

• Project Team • Provider OK • Everything

• Budget • Contract OK is in place
• Scope • Dev. Planning
• Planning • Procedures • Celebration!

17 April 18, 2020

 Project & Change Management
Provider
Project Requirements Development Final Test & Go-Live &
Identification
Preparation & Specifications & Integration Training Support
& Selection

Objectives Key Deliverables Resources

 Finalize the budget
 Key Components Ruling bodies
 Identify & educate
  projected expenses are
  Project Sponsors &


members of the Project defined & approved Advisor

 project organization chart  Steering Committee
Team
 

 Set-up the main project

  schedule of work &
  Project Manager


plan & scope of work project tools

18 April 18, 2020

 Project & Change Management
Provider
Project Requirements Development Final Test & Go-Live &
Identification
Preparation & Specifications & Integration Training Support
& Selection

Objectives Key Deliverables/ Resources/

Define and approve the ff: Key Components Ruling bodies
 Functionalities needed
  MIS Functional &
  Project Manager



 Loans Technical Specifications  Process Leaders


 Savings
 (for sending to the providers)  Key Users

 MicroInsurance

 Project Advisors

 Trainings


 Customer Mngmt.



 MIS Organization Chart

 Scope of existing data to
be converted

 Technical Requirements

19 April 18, 2020

 Project & Change Management
Provider
Project Requirements Development Final Test & Go-Live &
Identification
Preparation & Specifications & Integration Training Support
& Selection

Objectives Key Deliverables/ Resources/

 Submit the Project
 Key Components Ruling bodies
 MIS Functional &  Project Manager
Specifications to at least
 

6 software providers Technical Specifications  Process Leaders



(response from the providers)  Key Users

 Narrow the list to the 2
 

 Interview and Demo  Project Advisors
best siftware providers


 Identify the best software



 Signing of the Service  Steering Committee


Contract with the provider

provider

 Detailed Project Proposal

20 April 18, 2020

 Project & Change Management
Provider
Project Requirements Development Final Test & Go-Live &
Identification
Preparation & Specifications & Integration Training Support
& Selection

Objectives Key Deliverables/ Resources/

 Completion & installation
 Key Components Ruling bodies
of the software, making Develop/test environment:  Project Manager


sure that the technical  software (installed)

  Process Leaders


requirements are met  database (tested)

  Project Advisors

 Collaborative work

 data integration
  Software Developer

between the Project
 test plans

Team and the software
providers to set-up all the
parameters/functionalities
 Design tools to convert


the old data for integra-

tion in the new database
 Conduct gap analysis on


the new software

21 April 18, 2020

 Project & Change Management
Provider
Project Requirements Development Final Test & Go-Live &
Identification
Preparation & Specifications & Integration Training Support
& Selection

Objectives Key Deliverables/ Resources/

 Conduct final testing
 Key Components Ruling bodies
 Test follow-up &  Project Manager
based on actual business
 

cases to check on all the completion report  Process Leaders



 Manual & Procedures of  Key Users

functionalities
 

 Conduct final testing on

 Operation/User’s Guide  Project Advisors


 Strategies for the Go-Live


 Software Developer
all converted data,


& Support Plan

making sure that they
 Software installed in all

reconcile with old system
 Conduct training on all the
 required PC’s
users, supervisors & admin

22 April 18, 2020

 Project & Change Management
Provider
Project Requirements Development Final Test & Go-Live &
Identification
Preparation & Specifications & Integration Training Support
& Selection

Objectives Key Deliverables Resources

 Require everyone to be
 Key Components Ruling bodies
 Final Signing Off  Project Manager
on-call duty on the first
 

 Celebration!  Process Leaders

days of actual encoding
 

 Key Users


 Project Advisors


 Software Developer


23 April 18, 2020

Project Documents, Tools & Procedures

To track and follow-up the accomplishments and other

issues regarding the project, the following tools have
been designed:

■ UPLiFT_MIS_Budget_v1.xls

■ UPLiFT_MIS_Calendar_v1.xls

■ UPLiFT_MIS_Issue_List_v1.xls

24 April 18, 2020

Responsibilities, Workload & Calendar
Basic Rules for a successful project:
■ Take into account the constraints of each team member
■ Set up a calendar in advance
(workshops, meetings, etc)
■ Attend the planned workshops and meetings
(shall not be postponed)
■ Set up rules to facilitate the workshops & meetings and
conform to them
(being on time, reviewing tasks, producing & assigning tasks)

25 April 18, 2020

Conclusion

“Nothing is going to change until you change...”

26 April 18, 2020