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PMIS Go Live date targeted for Sept 1Use SHIFT+ENTER to open the menu (new window).

The new Programme Management Information System (PMIS) will be ready for use by existing users on 1 September 2009, subject to the successful completion of the final upgrade verification tests.

Senior PMIS executives confirmed the "Go Live" date after assessing the ability to provide a quality product and customer training, infrastructure and support.

Regional offices have identified 26 national offices to be part of the first batch of implementations.

These are:East Africa: Ethiopia, Kenya, Rwanda, Tanzania

West Africa: Ghana, Mali, Senegal

Southern Africa: Malawi, South Africa, Swaziland, Zambia

Asia: India, Indonesia, Laos, Philippines, Sri Lanka

Latin American and Caribbean: Bolivia, Costa Rica, Guatemala, Honduras, Nicaragua

Middle East and Eastern Europe: Albania, Armenia, Bosnia-Herzegovina, Lebanon, Romania

The first batch of countries will plan to implement from 1 October, 2009 until 31 March, 2010. The second batch of countries will implement in the second half of FY10.

Regional kickoff meetings are taking place this month for Middle East and Eastern Europe and Africa. The Asia Pacific and Latin America and Caribbean regions will have their kick-off meetings in September.

The new Programme Management Information System (PMIS) will be ready for use by existing users on 1 September 2009, subject to the successful completion of the final upgrade verification tests.
Senior PMIS executives confirmed
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Staff from WV Ethiopia testing the new PMIS in July
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The new PMIS: We're Live!Use SHIFT+ENTER to open the menu (new window).
The new PMIS is now officially live, online and accessible to our existing users. We invite you to login and check out the more than 50 improvements to the system based on your feedback during the pilot.

One of the important new features in PMIS is the ability for users to self manage login and password changes. It is important that ALL existing users set up their own security question and answer in order to use these new features. Users may set up their security question by going to Access My Account and clicking on Set Up Security Question and Answer.

If users click on PMIS 1.1 New Features Explained, they will find online demonstrations of some of the new key features in 3 languages (French, Spanish and English) in addition to written explanations. In addition to key changes in functionality, we've also improved the site's navigation, making it easier to find information. A few of the other key improvements include:

  • Enhanced capability around workflow; using the automated tools in PMIS for the creation, review and approval of programme documents
  • An extensive library of online technical help resources
  • Expanded use of French and Spanish languages
  • A landing page which gives users clear guidance on where to find information
  • A site for each national office
  • An online newsletter for PMIS users
  • Scrolling announcements on the landing page to inform users of system downtimes

For all technical help such as assistance with login or passwords, please email the Help Desk at pmis_support@wvi.org. We hope you enjoy using the new PMIS!

To watch a flash slideshow on the new system, click below.

http://animoto.com/play/f3cl4ZllMKEHduI1KaUkNw

 

 

The new PMIS is now officially live, online and accessible to our existing users. We invite you to login and check out the more than 50 improvements to the system based on your feedback during the pilot.
One of the important
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Africa staff learn about the new PMIS from Mansour Fall, Ministry Quality, West Africa

 

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Information sharing taken to a new level with PMISUse SHIFT+ENTER to open the menu (new window).

Information sharing, transparency and accountability are just three of the many benefits of the new Programme Management Information System (PMIS), learnt participants at the recent PMIS kickoff meeting in Sarajevo, Bosnia and Herzegovina, to mark the start of implementation in the Middle East & Eastern Europe Region.

PMIS is a system whose time has come for World Vision, said a regional leader from MEER.

 “We have challenges in the national offices, and we have challenges between national, regional and support offices. Within the national offices, we do not always have a good system for tracking projects and managing files – each office has had to invent its own. Between national, regional and support offices, we do not have a system of sharing information; you always have to send an email and ask someone,” said Sue Birchmore, RVP Assistant Specialist for the MEER.

Birchmore added that over time, the programme data in PMIS will be a tool that helps offices know whether they are meeting programme standards and in turn improve their programming to be in compliance.

Gregory Kearns, PMIS Regional Implementation lead for the Asia Pacific and Middle East & Eastern Europe Region explained, “Before PMIS, every office had its own way of managing information and the systems were not able to talk to each other, so sharing of information was difficult. There were a lot of problems around information transparency and therefore accountability”.

“I believe PMIS will work because it is an online system that is available for everyone with a username and password. Wherever you have an online connection, you can access it, even if it is from an Internet café”, explained Kearns to the Ministry Quality, IT and Operations staff at the meeting.

“Moreover, you can browse through documents in different offices, where before you had to make phone calls, and it would take days, weeks and even months to get the information you desire. It should save time and it should ultimately save money. Moreover, PMIS provides an historical database of all programmes, where before we did not have that”, said Kearns.

“I hope that staff stay committed to the system. If the support continues to be of an adequate level, I see it develop in a positive way in the coming three to five years”, said Ruben Vellenga, Area Development Programme Operations Manager for World Vision Albania.

A PMIS helpdesk which offers support 24 hours, 7 days a week is another feature of the system that participants say distinguishes it from other management systems.

MEER and Africa region and sub region held their kickoff meetings in August. The implementation kickoff meetings take place Sept 14-18 in APRO and Sept 28-Oct 2 in LACR.

Information sharing, transparency and accountability are just three of the many benefits of the new Programme Management Information System (PMIS), learnt participants at the recent PMIS kickoff meeting in Sarajevo, Bosnia and
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MEER staff at the recent implementation kickoff meeting

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PMIS: What our partners in Africa are sayingUse SHIFT+ENTER to open the menu (new window).

 “All of us use the same information in different ways and if it is put in one place, then instead of people requesting ‘can you send us this information so we can use it?’, everybody will just go there and use the information and that’s the advantage of it. We are a Partnership, we are a global organisation and therefore Support Offices, Global Centre, Regional Offices, within the National Offices, different ADP departments, and everyone would like to use at one time or the other, the same information.” Victor Madziakapita, Ministry Quality, Africa

"Every day, I get several requests for information from Support Offices and National Offices. And now, PMIS is helping me and helping the National Offices to get this information through the system without going to anybody." Mansour Fall, Ministry Quality, West Africa

"The fact that this is a browser-based system, using a browser is fairly common, so just from a support point of view, people would not necessarily have that hassle of wanting to know how to use it and which buttons to click.” Rean Mouton, IT, South Africa

 “One of the challenges that I’m having is finding where documents are because I came in after my predecessor had already left and information and documents are all over the place. We’re also going to be able to communicate to our external stakeholders what is the exact position of any particular project or programme at any given time.” Evelyn Koech, Evaluation and Monitoring, Kenya

“I think as the system is being well established, as other aspects are being added on, it’s going to be really the tool of the state to come.” Elise Kone, Ministry Quality, Mali

”It is easy to get access to this information. Once people are connected, they can easily share their ideas, they can learn from each other. It connects people.” Tesfaye Salilew, ICT Ethiopia

 “I think the major challenge has been giving the same information again and again because we’re not all looking at the same space. Once any document is ready to be loaded onto PMIS, it means I’m going to do it only once." Marion Chindongo, Ministry Quality, South Africa

 

&nbsp;“All of us use the same information in different ways and if it is put in one place, then instead of people requesting ‘can you send us this information so we can use it?’, everybody will just go there and use the
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Staff from across Africa participate in the PMIS global implementation kickoff meeting
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PMIS features prioritised for next releaseUse SHIFT+ENTER to open the menu (new window).
The PMIS Executive Steering Committee has prioritised four major PMIS features, to be developed in the next 12 months. The complexity of developing these features along with their cost and benefit to World Vision globally, were among the criteria considered when the committee made their decision.

 The features will provide:

1.  Programme profiles. These are a set of basic information for each of World Vision’s programmes displayed on one page, giving users a quick view into the focus and different stages of a programme.

 2.  Project management tools or LEAP online.  These tools bring to LEAP the capability of online access. They improve the efficiency of project management in areas such as design, building budgets and implementation plans, as well as monitoring and reporting on implementation.          

3.  Child well-being outcome data management.  This will enable staff to track longer-term indicators of programme effectiveness and manage programme data relating to child well being outcomes.

4.  Sponsorship operations and data management.  The STEP applications (e.g. QuickStep and STEPwise) are to be redesigned into a single application making sponsorship data management possible. This will improve the efficiency of operations for sponsorship staff, and make sponsorship operations management and well-being outcome data on registered children available in one place.

The previous future state PMIS roadmap produced in April 2008, described a second release focusing on structured data for the purposes of day-to-day project management and the tracking and evaluation of programme outcomes. That roadmap and the pace of the PMIS development have been impacted by the organisation’s ability to absorb change, as well as the continuing challenges of available funding. The need to prioritise PMIS features is an example of this.

PMIS regularly assesses and adjusts plans to respond to developments and new requirements as they are identified by users of the system.

The PMIS Executive Steering Committee has prioritised four major PMIS features, to be developed in the next 12 months. The complexity of developing these features along with their cost and benefit to World Vision globally, were
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PMIS: What APRO staff are saying about the benefits to National OfficesUse SHIFT+ENTER to open the menu (new window).

  “For any effective project management, information is vital. To manage information for collecting and disseminating, there is always a felt need to have an effective information management system. It is also required to manage documents of various, specifically organised information. To meet this, PMIS is one solution that will help to make documents available in a central repository managed in a way that is compliant with the programming framework of World Vision LEAP.  This enables us to monitor the programme throughout the life cycle and also to record the learnings and challenges using programme information. This also enables dissemination of information across the Partnership for all stakeholders at the same time. The PMIS feature of workflow, which is very new to World Vision, is being incorporated, which provides authentic information.” Lindon Johnson, Knowledge Management Director, World Vision India

 "The Programme Management Information System (PMIS) will help National Offices organise and share information with key partners. It will address issues and concerns related to information-keeping and knowledge management. It will increase the organisation’s efficiency as it will automate the Design, Monitoring and Evaluation process. It will encourage clear communication, collaboration and learning within the organisation and across the Partnership." Cherry Marcelo, Ministry Support Manager, World Vision Philippines

 "The main advantage of PMIS is it to have a central data management and storage system that is accessible for all the staff, especially staff at the field level.Thanks to PMIS, it will be easier for the National Operations Support Department to track and monitor the submission of semi-annual and annual management reports.PMIS will help to reduce the number of email request for documents and make it easier to track discussion histories. Approval processes for project documents (e.g. approval of design documents by Support Offices) will be more systematic than in the past." Keo Changthalangsy, Soukthavone Sayyasane, Daniel Matter, World Vision Laos

 "PMIS  brings new and bright dimension to our LEAP process and programme management. It is a global system that gives real time programme information management and provides three main capabilities for program/project staff to ACCESS ADP information, COLLABORATE  workflow with key stakeholders and LEARN from each other." Dilsy K. Arbutante, Director, Children in Ministry, World Vision Development Foundation, Inc., Philippines

 

&nbsp; “For any effective project management, information is vital. To manage information for collecting and disseminating, there is always a felt need to have an effective information management system. It is also required to
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WV India staff discuss PMIS at the recent APRO implementation kickoff meeting in Bangkok.
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Select PMIS users may access the new Partnership PortalUse SHIFT+ENTER to open the menu (new window).
A select group of PMIS users are able to use their PMIS username and passwords to access the new Partnership Portal launched this week.

PMIS users who received an email this week from wvcentral about the portal are encouraged to access the first phase of wvcentral, www.wvcentral.org the portal that will become the gateway to all World Vision’s internal news, announcements, websites, databases and collaboration tools. PMIS users contacted by wvcentral may access the Portal by copying and pasting www.wvcentral.org into a new browser window and entering their user names and passwords.

A group of 470 PMIS users will have access to wvcentral in phase 1 of the Portal roll out. The rest of the 1300 - 1400 PMIS users will be added in future stages of the project.

Launched initially to a limited group of 2,500 staff around the world, wvcentral carries news, announcements, the prayer guide, organisational calendar and a glossary of commonly used terms.  It features a fast link to the Programme Management Information System (PMIS) and provides access to the new collaboration tools for Communities of Practice (CoP).  The first four CoP to be featured on the site are Community Resilience, Information Technology (IT), Water, Sanitation and Hygiene and Supply Chain Management.

Since the Portal is built on SharePoint, those with a PMIS user name and password may use their PMIS usernames and passwords to access it without requiring new user credentials.

The site, which is the result of collaboration between the Communications, Global Knowledge Management, Humanitarian Emergency Affairs (HEA) and Global Centre IT teams, contains new sub-sites for HEA and Communications.  Other departments, groups and areas of work will be migrated onto the site gradually.   Users will continue to need various user names and passwords to link to existing sites and databases – but eventually one single user name and password will be enough to access everything.

Additional Communities of Practice will be established on wvcentral in three phases – end-October 2009, end-December 2009 and end-March 2010.  By the end of FY10, more than 20 functioning CoPs will be actively using collaboration tools on wvcentral.

Over the next few months, staff will be invited to join CoPs, but they will need to complete a staff profile survey first.  To obtain the survey, contact Rosemary Kihiu in Global Knowledge Management.

Welcoming the launch of wvcentral, Jane Evans, WVI Director of Internal Communications said, “The need to provide information that is relevant to staff members around the world is as old as the organisation itself. Various tools have in the past been created to try to feed our global audience with the right information.

“In a communications survey carried out in 2007, a majority of staff asked for a global intranet – a tool that will help to bridge information gap between World Vision staff members in various parts of the world.  Now we have the first step towards achieving that.”

For technical assistance with wvcentral, email wvcentral_support@wvi.org instead of your local IT staff.

A select group of PMIS users are able to use&nbsp;their PMIS username and passwords to access the new Partnership Portal launched this week.
PMIS users who received an email this week from wvcentral about the portal are
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Home page of the new Partnership Portal, wvcentral.

 

 

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Training event enables PMIS team to connect, communicate and collaborate with children in ManilaUse SHIFT+ENTER to open the menu (new window).
A training event for PMIS recently gave our staff the opportunity to make a personal, direct link between the purpose of PMIS and the children we serve.

The PMIS team Training of Trainers (ToT) event took place in Manila, Philippines earlier this month in order to build the capacity of our Regional PMIS Coordinators to train NO PMIS Coordinators, so that they in turn can train PMIS users.

In order to help keep our team focused on the goal of using PMIS as a tool to improve child well-being, the second day of the workshop featured a tea party with IMPRUB, (Isipang Mulat Para sa Reporma at Pag-Unlad ng Barangga), (in English: Awareness to Community Reform and Development ), a project partner of the Pinyahana ADP (Area Development Program). The IMPRUB children, between 6-15 years old, supported by World Vision Philippines, are from poverty-stricken families affected by the recent typhoon flood in the Philippines.

Later, the PMIS team was split into three groups for activities; each group was given a case study of children in need and required to present a case to the judge as to how PMIS could help the children. The team enthusiastically worked to come up with solutions to the case studies.  Later, the IMPRUB children shared their dreams and ambitions and then performed a song for the PMIS staff. 

At the end of the interaction, many PMIS team members were blessed by the hope expressed by the children and reaffirmed their commitment to deliver PMIS to the partnership as a tool to improve the quality of our programmes.

The workshop also provided our PMIS Coordinators with opportunities to practice delivering PMIS User training, and ToT training.  ToT content included the Principles of Adult Learning, Basic Facilitation, and Coaching Skills.  Not only did PMIS Coordinators practice facilitating these sessions, they also received personal feedback on their facilitation, including a video of their presentations.   The feedback received from participants during the Manila workshop has enabled all the User Training and ToT materials to be improved, prior to translation and dissemination throughout the Partnership.

Meanwhile, implementation of PMIS is now in high gear with many activities in all four regions following the completion of kickoff meetings.

The team has invited senior members from national offices to a five-day workshop to plan the process of preparing their respective offices for the implementation.

These senior members will:

• Brief national office senior management teams on the benefits of PMIS and seek endorsement for the implementation’s timeline

• Form national office implementation teams to oversee the training and implementation of PMIS

• Identify area development programmes who need to roll out PMIS

• Explain PMIS workflow to national offices in order to assist with version control of documents in PMIS

The PMIS global implementation includes 24 countries and is scheduled to take place in two batches between 1 October 2009 and 31 March 2010.

The first batch of the implementation is in 12 countries.

These countries are:

AFRICA: Ethiopia, Rwanda, South Africa, Zambia

ASIA PACIFIC: India, Philippines, Laos, Sri Lanka

MIDDLE EAST AND EASTERN EUROPE: Albania, Armenia, Bosnia and Lebanon

The remaining 12 countries will implement PMIS in 2010.

LATIN AMERICA AND CARIBBEAN: Bolivia, Costa Rica, Honduras, Nicaragua

AFRICA: Ghana, Kenya, Malawi, Mali, Senegal, Swaziland, Tanzania

MIDDLE EAST AND EASTERN EUROPE: Romania

A training event for PMIS recently gave our staff the opportunity to make a personal, direct link between the purpose of PMIS and the children we serve.
The PMIS team Training of Trainers (ToT) event took place in Manila,
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PMIS Global Implementation Manager Eric Concepcion interacts with children in Manila during the recent ToT event
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PMIS will 'bridge information gap' says WV South Africa National DirectorUse SHIFT+ENTER to open the menu (new window).

A PMIS I-Report

By Lehlohonolo Chabeli, National Director

World Vision South Africa

Do you also sometimes find yourself sighing at the amount of requests for reports and documents from all corners within the World Vision Partnership?

I guess you do. We find ourselves in an information-intensive business setting where the essence for integrated information sharing can easily burden our endeavours for effective time management and leave us feeling at risk of information overload.

No more! You know by now that our global leadership has provided us with a new and exciting opportunity to address this challenge. Helping us to connect, communicate and collaborate across the Partnership in a much more sophisticated and beneficial manner, PMIS (Programme Management Information System) will remove a big frown from our collective foreheads.

PMIS is the Partnership’s largest ever infrastructure investment. Using the Microsoft Office SharePoint Solution web platform, PMIS creates one universal place where programme information is stored and is accessible by everyone in the Partnership. To me, PMIS is a significant step in realising the need for a global intranet – a tool that will help bridge the information gap between World Vision staff members in various parts of the world.

This forward-thinking initiative to leverage information as a shared and central global asset will officially be launched within our national office in South Africa on 16 November. South Africa is the first country in Africa to implement the system and this will afford us an unprecedented opportunity to mirror our dedication towards progress and ‘best practice’ models.

With the guidance and support of our National PMIS Implementations Team, under the leadership of Marion Chindongo, Director, Ministry Quality, World Vision South Africa staff will discover first of all that the system is by no means ‘rocket science’ to master. It is evident that PMIS will refine our work processes and will ultimately lead to the relief of pressure.

Like any large change, it will take an investment of time at the beginning in order to transition successfully into PMIS. I urge you not to avoid this learning venture because you already feel pressed for time to get through the piles of work on your desk.

Remember, that for every minute spent in this venture, an hour will be earned. It is vital that we see the full implementation of PMIS as an investment in our infrastructure.

It is thus our responsibility to contribute to the success thereof.

A PMIS I-Report
By Lehlohonolo Chabeli, National Director
World Vision South Africa
Do you also sometimes find yourself sighing at the amount of requests for reports and documents from all corners within the World Vision
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Lehlohonolo Chabeli, National Director, World Vision South Africa. 
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Training of Trainers empowers African offices to roll out PMISUse SHIFT+ENTER to open the menu (new window).

Many of the Eastern, Western and Southern Africa countries are now empowered to start rolling out PMIS (Programme Management Information System) globally. 

Three representatives from each of the following countries: Ethiopia, Kenya, Tanzania, Rwanda, Mali, Senegal, Ghana, Swaziland, Zambia, Malawi and South Africa recently attended a week long PMIS, Training of Trainers (TOT) workshop.

Held in Johannesburg, South Africa Nov 2-6, the workshop was organised by the PMIS Implementation for Africa office with support from the global PMIS team. The training is a key landmark in the process of rolling out the one-stop shop for programme information.

The 46 delegates attending the workshop were appointed by their National Offices to train staff to use PMIS. Organisers were satisfied with the level of knowledge imparted to them during the training.

“I found the session on how to deal with adult learners successfully very informative and the material I received will without doubt enable me to effectively train PMIS user back home”, said Tesfaye Salilew – ICT Training Coordinator, WV Ethiopia.

Workshop delegates received training resources including: PMIS PowerPoint presentations on various aspects of the system, learner’s guide, facilitation guide and evaluation questionnaires. The delegates were trained on facilitation, presentations and coaching skills.

 

Key ToT outcomes included:

  • Learning: Participants understand the delivery approach for PMIS group based learning
  • Facilitation Practice: Participants practice and deliver PMIS group based learning sessions
  • Learning Management Processes: Participants are able to distinguish between different learning styles; assess user-learning needs before, during and after User Training; and to provide needed support
  • Coaching Principles and Practice: To plan and provide workplace coaching to build staff capacity
  • The System: Participants are able to access, utilise and apply all the essential features of the current PMIS and to train users to do the same

Rean Mouton – WVSA IT Manager, was encouraged by the amount of effort and attention to detail given to the implementation of PMIS. “It is a testimony to the importance of this platform for the Partnership,” he said.

The African trainers are now equipped with the tools to pass their knowledge on to others.

“They leave this workshop with full understanding of the system. They are now able to upload and access information using PMIS and are surely in a position to train others,” said Edward Mubiru, PMIS Implementation Leader for Africa.

Here are the offices implementing PMIS globally in November and December.

November implementation:

APRO: India and Sri Lanka

Africa: Ethiopia, Mali and South Africa

December Implementation:

MEERO : Albania, Bosnia

Africa : Zambia, Rwanda

By Olwetu Gwanya, WV South Africa Communications Officer

Many of the Eastern, Western and Southern Africa countries are now empowered to start rolling out PMIS (Programme Management Information System) globally.&nbsp;
Three representatives from each of the following countries:
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Eleven African National Offices participated in Training of Trainers this month.
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Sri Lanka blazing PMIS trail after training workshopUse SHIFT+ENTER to open the menu (new window).
PMIS implementation continues on track with more National Offices training users and more documents being loaded onto the system.

World Vision Sri Lanka, a National Office with 31 ADPs, (Area Development Programmes) had initially planned to rollout PMIS in just 4 ADPs. Enthusiasm about the value of PMIS to their field work however, led Sri Lanka to plan for the remaining 27 ADPs to roll onto PMIS between FY10 and FY11. 

Training at Sri Lanka followed immense preparation by the PMIS Coordinator and the Implementation Team.  Being a National Office with no previous exposure to PMIS, it was a learning experience for all participants who left the training room confident they will be able to use the system to its fullest.  There were some interesting discussions on how various utilities of PMIS could be used in sync with each other.

Implementation, completed in four rounds of intense activity included:

  • A Kickoff meeting where the Sri Lanka team laid down the Sri Lanka implementation plan that was augmented later by its Implementation Team
  • A Workflow Process Improvement workshop in October that laid the groundwork for workflow processes and a chart that defined roles on all LEAP Red Tools
  • The Sri Lanka PMIS Coordinator, who participated in the India training, was also trained on Administrative tasks.  IT staff who were also briefed on all IT related tasks, will provide the needed IT support. Sri Lanka PMIS trainers were trained on facilitation skills and coaching principles.
  • About 50 staff from Programmes and National Office attended the PMIS Sri Lanka User training conducted in Colombo in late November. Participants included key stakeholders: ADP Managers, Programme Coordinators, IMS Coordinators, DME Staff, Zonal Directors, and IT Staff.

The training sessions included:

  • Login and Home Page and Programme Site
  • Documents section and Discussions
  • LEAP and Workflow Process alignment
  • Roles and Responsibilities in the Workflow
  • Review Workflow
  • Agreement Workflow
  • Action plan for PMIS Sri Lanka

Based upon the office action plan, Programme sites were created and all 4 ADPs have uploaded Semi-Annual and Annual documents.  All trained Programmes will have their historic documents on the PMIS by the end of December 2009.

PMIS is being implemented globally in national offices in two batches. Batch one countries are implementing from October 1, 2009 till March 31, 2010. Batch 2 countries will implement beginning in April 2010.

Batch one offices are:

EAST AFRICA REGION: Kenya, Tanzania, Rwanda, Ethiopia

WEST AFRICA REGION: Senegal, Mali, Ghana

SOUTHERN AFRICA REGION: South Africa, Swaziland, Zambia, Malawi

APRO: Sri Lanka, India, Laos, Philippines

LACR: Bolivia, Costa Rica, Nicaragua, Honduras

MEER: Albania, Armenia, Bosnia-Herzegovina, Lebanon, Romania

This year, the global PMIS team has conducted implementation training workshops in Bosnia, India, Sri Lanka, South Africa, Ethiopia and Mali. More training workshops are taking place during the next two weeks in Zambia and Rwanda.

Part of the PMIS implementation methodology is for offices to complete a checklist to ensure the National Office sites and ADPs in Batch 1 of implementation have the most basic information loaded onto PMIS. All the offices trained by the global PMIS team are currently preparing their documents for upload. Once the activities on the implementation checklist are completed, PMIS will release the specific names of the ADPs that are ‘live’ on the system.

Regarding support offices, global implementation will happen first in these 4 offices—WV Australia, WVUS, WV Canada and WV Japan. Australia, Canada and Japan support offices were part of the six month PMIS 1.0 pilot in 2008.

The target is to have these 4 support offices online by March 2010 in time for the annual report workflow which offers great value for ADP, National Office and Support Office collaboration. Engagement also continues with representatives from the other support offices, many of whom have indicated their desire to implement PMIS. Detailed timing plans on support office implementation will be communicated to our key stakeholders as soon as they are determined.

 

 

PMIS implementation continues on track with more National Offices training users and more documents being loaded onto the system.
World Vision Sri Lanka, a National Office with 31 ADPs, (Area Development Programmes) had
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WV Sri Lanka staff being trained
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Thirty-seven ADPs in India now 'live' on PMISUse SHIFT+ENTER to open the menu (new window).
World Vision India is now experiencing a paradigm shift from piling up papers for seven years, and storing all key documents on every computer and not knowing which programme document is the latest version to now using the PMIS. India is setting a high standard for staff to Connect, Communicate and Collaborate using the system.

As of Dec. 7, 37 ADPs in WV India are now “live” with at least one programme document uploaded onto PMIS.

Implementation, done in four rounds of intense activity included:

-A Kickoff meeting where the India team laid down the implementation plan that was augmented later by the India Implementation Team

-A Workflow Process Improvement workshop in September that laid the ground for workflow process that will be practice; and a chart that defined roles on all Red Tools

-The India PMIS trainers being expert trainers in PMIS by their association during the Pilot exercise, were trained on facilitation skills and coaching principles

-The India round of PMIS User Training

About 110 staff from 39 Programmes, National Office and Programme Monitoring Offices (PMO) attended the PMIS user training conducted in two rounds in Chennai and Kolkatta.  Participants included key stakeholders: ADP Managers / Incharges, MIS Coordinators, PMO Programme Quality Managers, PMO Associate Directors, IT System Officers and Programme Design Managers. 

At the Chennai round, a key note from the India National Director Dr. Christian Jayakumar set the tone for PMIS in India.  While he encouraged the staff to use PMIS as a tool for learning, he also stressed the need for automation and technology to ably support the field worker in his/her ministry rather than being a burden to the ministry.  He added if implementation of PMIS goes well in batch one, it should go smoothly for the remaining India ADPs.  Dr. Jayakumar’s speech was recorded and shown to the audience at the Kolkatta round. Lindon Johnson, the India PMIS Coordinator welcomed all participants.  Group Executive for Programme Effectiveness, Mr. Suresh Kumar, encouraged staff to remember that while we might connect with people, we need to primarily connect with God and fulfill His calling through World Vision.  At the Kolkatta round, Group Executive for Field Ministries Mr. LR Joshi encouraged all staff to continue building in spite of challenges they face.

India is one of the largest offices in the Partnership and also agreed to be part of the pilot exercise that took several months ago.  It was an interesting exercise that saw the India group contribute to the design and development of the new system with training facilitated by Lindon and his team.

Sessions included:

  • Login and Home Page and Programme Site
  • Documents section and Discussions
  • LEAP and Work Flow Process alignment
  • Roles and Responsibilities in the work flow
  • Review Work Flow
  • Agreement Work Flow
  • Action plan for PMIS India

Participants were provided with internet connectivity throughout the workshop. Lindon shared the exercise on Red Tools done during the Workflow workshop with the participants, who in turn gave extensive input to management. PMIS resource material CDs were also given to each participant. 

All trained India programmes will have their historic documents and a mandated minimum of the previous three years (FY07 - 09) on the system by the end of Jan 2010.

PMIS is being implemented globally in national offices in two batches. Batch one countries are implementing from October 1, 2009 till March 31, 2010. Batch 2 countries will implement beginning in April 2010.

Batch one offices are:

EAST AFRICA REGION: Kenya, Tanzania, Rwanda, Ethiopia

WEST AFRICA REGION: Senegal, Mali, Ghana

SOUTHERN AFRICA REGION: South Africa, Swaziland, Zambia, Malawi

APRO: Sri Lanka, India, Laos, Philippines

LACR: Bolivia, Costa Rica, Nicaragua, Honduras

MEER: Albania, Armenia, Bosnia-Herzegovina, Lebanon, Romania

This year, the global PMIS team has conducted implementation training workshops in Bosnia, India, Sri Lanka, South Africa, Ethiopia and Mali. More training workshops are taking place during the next two weeks in Zambia and Rwanda.

Part of the PMIS implementation methodology is for offices to complete a checklist to ensure the National Office sites and ADPs in Batch 1 of implementation have the most basic information loaded onto PMIS. All the offices trained by the global PMIS team are currently preparing their documents for upload. Once the activities on the implementation checklist are completed, PMIS will release the specific names of the ADPs that are ‘live’ on the system.

Regarding support offices, global implementation will happen first in these 4 offices—WV Australia, WVUS, WV Canada and WV Japan. Australia, Canada and Japan support offices were part of the six month PMIS 1.0 pilot in 2008.

The target is to have these 4 support offices online by March 2010 in time for the annual report workflow which offers great value for ADP, National Office and Support Office collaboration. Engagement also continues with representatives from the other support offices, many of whom have indicated their desire to implement PMIS. Detailed timing plans on support office implementation will be communicated to our key stakeholders as soon as they are determined.

 

World Vision India is now experiencing a paradigm shift from piling up papers for seven years, and storing all key documents on every computer and not knowing which programme document is the latest version to now using the PMIS.
<img alt="" border="0" src="/NewsletterPictureLibrary/India-KolkattaRound.jpg" style="BORDER: 0px solid; ">
About 110 staff from WV India were trained on PMIS
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PMIS workflow gets positive reviews in MEERUse SHIFT+ENTER to open the menu (new window).
A workshop on how PMIS can help staff become more efficient is getting positive reviews from staff in MEER.

The PMIS workshop on business process improvement was held recently in Sarajevo, Bosnia and Herzegovina (BiH). Representatives from each Area Development Programme as well as the national office attended the workshop. BiH is one of the five countries in MEER in the first batch implementing PMIS. The others are: Albania, Armenia, Lebanon and Romania.

The main aim of the workshop was to facilitate the process of establishing efficient business processes, and to assist WV Bosnia to develop protocols and common understanding of the usage of PMIS Workflow functionality in the LEAP (Learning through Evaluation with Accountability and Planning) document review and approval process.

PMIS success requires that business processes are addressed because information is created, managed, accessed, and used in the context of business processes. PMIS will just not automate current (sometimes wasteful) processes, but it will enable and drive business process transformation based on Partnership input and industry best concepts, approaches, and technology. PMIS is not only training people to use the system, but the team is also equipping and guiding the Partnership to improve its business processes by leveraging the capabilities of PMIS such as workflow.

"On the first day of the Workflow workshop, we analysed the existing business processes currently used by WV Bosnia for creation and development of LEAP documents, and on the second we discussed ways of how to redesign and streamline the business processes and align them with PMIS requirements ", said Jasmin Čajić, PMIS Coordinator for MEER.

On the question of whether the PMIS will benefit the organisation, Taib Bajramović, Zonal Manager Zenica Office, said “absolutely.”

"The system will absolutely bring several benefits. First of all, we will all have access to all documents and that way make the necessary changes, ask for additional clarifications, place comments and approve certain documents. I support this system for 200 percent and I regret we did not have this last year when I joined World Vision," said Bajramović.

Claudia Bade, Operations and Country Programmes Coordinator, was also supportive of PMIS.

"If the auditors could now decide that we do not need to print all the programming documents any longer, and that we have an electronically way of approving documents, then PMIS will not only be a good filing system but will make our work more transparent between ADPs, NO and SOs, simplify our approval procedure and make the way we work together easier. I feel very positive towards PMIS and I think it is going to be good," said Bade.

Čajić said he’s pleased with the progress on business processes and expects this focus to continue as staff look for ways to enhance efficiency with PMIS.

"Looking back at the implementation of PMIS in WV Bosnia thus far, I am very pleased with their level of involvement and participation. I think the right people participated in this training and we had some good discussions. Our main focus during the workshop was on the semi-annual and annual reporting process. However, other processes are to be analysed as well in order to see to what extent and WV Bosnia needs to improve them and make them ready for use in the PMIS system" said MEER PMIS coordinator, Čajić.

PMIS is being implemented globally in national offices in two batches. Batch one countries are implementing from October 1, 2009 till March 31, 2010. Batch 2 countries will implement beginning in the second and third quarters, FY 2010.

Batch one offices are:

EAST AFRICA REGION: Kenya, Tanzania, Rwanda, Ethiopia

WEST AFRICA REGION: Senegal, Mali, Ghana

SOUTHERN AFRICA REGION: South Africa, Swaziland, Zambia, Malawi

APR: Sri Lanka, India, Laos, Philippines

LACR: Bolivia, Costa Rica, Nicaragua, Honduras

MEER: Albania, Armenia, Bosnia-Herzegovina, Lebanon, Romania

This year, the global PMIS team has conducted implementation training workshops in Bosnia, India, Sri Lanka, South Africa, Ethiopia and Mali. More training workshops are taking place this month in Rwanda and Zambia.

Part of the PMIS implementation methodology is for offices to complete a checklist to ensure the National Office sites and ADPs in Batch 1 of implementation have the most basic information loaded onto PMIS. All the offices trained by the global PMIS team are currently preparing their documents for upload. Once the activities on the implementation checklist are completed, PMIS will release the specific names of the ADPs that are ‘live’ on the system.

Regarding support offices, global implementation will happen first in these 4 offices—WV Australia, WVUS, WV Canada and WV Japan. Australia, Canada and Japan support offices were part of the six month PMIS 1.0 pilot in 2008.

The target is to have these 4 support offices online by March 2010 in time for the annual report workflow which offers great value for ADP, National Office and Support Office collaboration. Engagement also continues with representatives from the other support offices, many of whom have indicated their desire to implement PMIS. Detailed timing plans on support office implementation will be communicated to our key stakeholders as soon as they are determined.

In the second and third quarters of FY10, an additional 25 countries will come online, and additional enhancements to the system will be integrated in an upgrade to the current system.

By: Armin Alijagic, World Vision Bosnia and Herzegovina Communications

 

A workshop on how PMIS can help staff become more efficient is getting positive reviews from staff in MEER.
The PMIS workshop on business process improvement was held recently in Sarajevo, Bosnia and Herzegovina (BiH).
<img alt="" border="0" src="/NewsletterPictureLibrary/DSC_0464 (Large).jpg" style="BORDER: 0px solid; ">
Business Process Improvement workshop, MEER
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I-Report: PMIS tools helping specialist with design, monitoring and evaluation Use SHIFT+ENTER to open the menu (new window).
The invitation to participate in PMIS training was a privilege to me.  I could not wait to find out what the programme encompassed and the skills that I was to gain.  When the training started, being introduced to PMIS highlighted to me the importance for World Vision to get better every day at managing information, workflow and documents management. I managed to grasp with ease how to login to the website, change my password or user name. This was facilitated by the good presentation of the facilitators. 

The main challenge however was to access the other National office sites, until the PMIS coordinator assisted.  I gained knowledge and was able to practise different links, how to choose a National Office site and browse other documents including LEAP (Learning through Evaluation with Accountability and Planning). I gained the ability to upload LEAP-aligned and non-LEAP aligned documents. I also learnt how to work in a team, how to engage in a discussion using PMIS, how to send documents to other reviewers using workflow, and how to publish or un-publish documents.

Though there was a problem with the internet connectivity at one point, I had the zeal to learn more by exploring the PMIS website during my spare time.  Team work was given a special emphasis during the training, and this enabled me to learn from others and even help others in their areas of need.  Knowledge of documents management from ADPs (Area Development Programmes) National Office level and internationally, is critical in understanding PMIS as this will help in avoiding duplications and delays in completing given tasks.

With the knowledge I gained in how workflow should be done, I will be able to work effectively with ADP managers as a DME (Design, Monitoring and Evaluation) specialist in the process of reviewing annual reports, AOPs (Annual Operating Plans) or PDDs (Programme Design Documents) with everyone being accountable and time conscious.  The other skills I learnt included how to provide feedback while attaching documents, reducing the size of pictures and how to manage a programme site.

I am very excited about the introduction of PMIS and was satisfied with the facilitation process. I hope to share the knowledge gained and use PMIS to its fullest for effectively managing and sharing information.

By Dr. Christopher Phiri: Design, Monitoring and Evaluation Specialist – World Vision South Africa

The invitation to participate in PMIS training was a privilege to me.&nbsp; I could not wait to find out what the programme encompassed and the skills that I was to gain.&nbsp; When the training started, being introduced to PMIS
<img alt="" border="0" src="/NewsletterPictureLibrary/Mr Phiri%27s photo.jpg" style="BORDER: 0px solid; ">
Dr. Christopher Phiri, DME Specialist, WV South Africa
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World Vision Rwanda staff jubilant over PMISUse SHIFT+ENTER to open the menu (new window).
After three days of training on how to use PMIS, World Vision Rwanda staff, facilitated by Africa region PMIS coordinator, Vongai Nzenza, were able to upload some of the office’s essential documents including annual reports, design documents for ADPs (Area Development Programmes) profiles and others.

During the training, major users, including ADP Managers, Regional Managers, and Monitoring and Evaluation specialists, were keen to know how to use the PMIS site. They also appreciated the fact that PMIS will ease the load of information management and storage.

A panel of Rwandan facilitators spearheaded by PMIS national coordinator, Rose Uwagirisa, kept the training exciting as they ensured every participant in the training was able to "go live" on PMIS.

At the conclusion of the training, the PMIS Africa region coordinator Vongai Nzenza, and World Vision Rwanda PMIS chairperson, Joy Gatera, expressed gratitude to the participants. They both emphasised the benefits of PMIS.  “We are privileged to have this tool in place, we believe that it will effectively serve our information sharing needs”, said Joy Gatera, PMIS chairperson in Rwanda.

The training was concluded by giving gifts of appreciation to the PMIS Africa regional coordinator including a PMIS launch board to PMIS Rwanda chairperson Joy Gatera, who also represented the participants.

Rwanda joins eight other countries that have officially implemented PMIS in 2009. The other countries are India, Sri Lanka, South Africa, Mali, Ethiopia, Bosnia, Albania and Zambia.  

The next series of implementations scheduled will be in 8 countries beginning in January 2010 covering Laos, Armenia, Tanzania, Malawi, Senegal, Ghana, Bolivia and Costa Rica.

By Frank Higiro, Communications Manager, World Vision Rwanda

 

After three days of training on how to use PMIS, World Vision Rwanda staff, facilitated by Africa region PMIS coordinator, Vongai Nzenza, were able to upload some of the office’s essential documents including annual reports,
<img alt="" border="0" src="/NewsletterPictureLibrary/participants of PMIS users%27training posing for a photo with a launch board given to PMIS chairperson Joy Gatera on their beh.jpg" style="BORDER: 0px solid; ">
WV Rwanda staff show their enthusiasm for PMIS with a launch board to mark implementation.
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WV Rwanda staff jubilant over PMISUse SHIFT+ENTER to open the menu (new window).
After three days of training on how to use PMIS, World Vision Rwanda staff, facilitated by Africa region PMIS coordinator, Vongai Nzenza, were able to upload some of the office’s essential documents including annual reports, design documents for ADPs (Area Development Programmes) profiles and others.

During the training, major users, including ADP Managers, Regional Managers, and Monitoring and Evaluation specialists, were keen to know how to use the PMIS site. They also appreciated the fact that PMIS will ease the load of information management and storage.

A panel of Rwandan facilitators spearheaded by PMIS national coordinator, Rose Uwagirisa, kept the training exciting as they ensured every participant in the training was able to "go live" on PMIS.

At the conclusion of the training, the PMIS Africa region coordinator Vongai Nzenza, and World Vision Rwanda PMIS chairperson, Joy Gatera, expressed gratitude to the participants. They both emphasised the benefits of PMIS.  “We are privileged to have this tool in place, we believe that it will effectively serve our information sharing needs”, said Joy Gatera, PMIS chairperson in Rwanda.

The training was concluded by giving gifts of appreciation to the PMIS Africa regional coordinator including a PMIS launch board to PMIS Rwanda chairperson Joy Gatera, who also represented the participants.

Rwanda joins eight other countries that have officially implemented PMIS in 2009. The other countries are India, Sri Lanka, South Africa, Mali, Ethiopia, Bosnia, Albania and Zambia.  

The next series of implementations scheduled will be in 8 countries beginning in January 2010 covering Laos, Armenia, Tanzania, Malawi, Senegal, Ghana, Bolivia and Costa Rica.

By Frank Higiro, Communications Manager, World Vision Rwanda

 

After three days of training on how to use PMIS, World Vision Rwanda staff, facilitated by Africa region PMIS coordinator, Vongai Nzenza, were able to upload some of the office’s essential documents including annual reports,
<img alt="" border="0" src="/NewsletterPictureLibrary/participants of PMIS users%27training posing for a photo with a launch board given to PMIS chairperson Joy Gatera on their beh.jpg" style="BORDER: 0px solid; ">
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Bosnia and Zambia now "live" on PMISUse SHIFT+ENTER to open the menu (new window).

Bosnia and Zambia are the latest countries to go "live" on PMIS.

On 6 January 2010, Bosnia signed off on the customer acceptance form for five ADPs (Area Development Programmes) while Zambia signed off on 8 January for 25 ADPs. This brings to seven the number of countries that have gone "live", from the targeted 24 Batch 1 countries that are scheduled to implement PMIS by the end of the first quarter 2010.

The other countries that have gone live are: India, Sri Lanka, South Africa, Mali and Ethiopia. Slated to sign off on the customer acceptance form within the month are Albania, and Rwanda.

Laos, Armenia, Tanzania, Malawi, Senegal, Ghana, Bolivia and Costa Rica are expected to implement PMIS by the end of this month.

For support offices, preparations are underway for PMIS implementation starting with Canada, Australia, Japan, and the United States. Actual PMIS implementation is expected to begin by the second quarter of 2010.

User training is also ongoing in three countries. Africa PMIS coordinator Silimane Ngoma has trained users on PMIS in Senegal, and Asia PMIS coordinator Gemma Goliat is scheduled to train users in Laos next week. In Nicaragua, training of trainers, to be conducted by LACR PMIS coordinator Luz Dary, is also scheduled for next week.

PMIS implementation is proceeding on schedule and we will be bringing you more updates soon.

By Wickie Mercado-Baguisi, PMIS Communications

Bosnia and Zambia are the latest countries to go "live" on PMIS.
On 6 January 2010, Bosnia signed off on the customer acceptance form for five ADPs (Area Development Programmes) while Zambia signed off on 8 January for 25 ADPs.
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Staff from WV Bosnia receive training on PMIS.
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WV Senegal joins ranks of countries "live" on PMISUse SHIFT+ENTER to open the menu (new window).

World Vision Senegal is now "live" on PMIS. 

So far, 7 ADPs and 4 special programmes have implemented PMIS in Senegal. As of Jan. 12, WV Senegal staff have uploaded 251 documents into the PMIS.

More user training for the next wave of ADPs to implement PMIS in Senegal will take place at the beginning of February.

This brings to eight the number of countries that have gone "live", from the targeted 24 Batch 1 countries that are scheduled to implement PMIS by the end of the first quarter 2010.

The other countries that have gone live are: India, Sri Lanka, South Africa, Bosnia, Zambia, Mali and Ethiopia. Slated to sign off on the customer acceptance form within the month are Albania, and Rwanda.

Laos, Armenia, Tanzania, Malawi, Senegal, Ghana, Bolivia and Costa Rica are expected to implement PMIS by the end of this month.

For support offices, preparations are underway for PMIS implementation starting with Canada, Australia, Japan, and the United States. Actual PMIS implementation is expected to begin by the second quarter of 2010.

User training will be completed this month in Senegal by Africa PMIS coordinator Silimane Ngoma, in Laos by Asia PMIS coordinator Gemma Goliat and in Nicaragua by LACR PMIS coordinator, Luz Dary.

PMIS implementation is proceeding on schedule and we will be bringing you more updates soon.

For more information on PMIS implementation, please contact PMIS 1.1 Project Manager Debbie Leong, based in Kuala Lumpur, Malasyia at debbie_leong@wvi.org or Eric Concepcion, PMIS Global Implementation Manager, based in Manila at eric_concepcion@wvi.org

By Wickie Mercado-Baguisi, PMIS Communications

World Vision Senegal is now "live" on PMIS.&nbsp;
So far, 7 ADPs&nbsp;and 4 special programmes have implemented PMIS in Senegal. As of Jan. 12, WV Senegal staff have&nbsp;uploaded 251 documents into the PMIS.
More user
<img alt="" border="0" src="/NewsletterPictureLibrary/senegal home page.jpg" style="BORDER: 0px solid; ">
WV Senegal staff put together their PMIS implementation plans.
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PMIS ‘pioneering’ new ways of working in WV says LACR IT directorUse SHIFT+ENTER to open the menu (new window).
In our continuing effort to bring you perspectives on PMIS from around the Partnership, our spotlight is on the Latin America and Caribbean Region (LACR). PMIS Communications recently interviewed Jose Luis Jimenez Leon, the regional IT director for LACR, to get his insight on the benefits of PMIS as well as the challenges of introducing a large, global infrastructure project like PMIS in his region.

Jose Luis is a valued PMIS partner, working closely on implementation alongside our LACR PMIS coordinators Grace Tabash, Luz Ulloa and Juan Ramon Pacheco.

What are your impressions on how PMIS is going in LACR?

The initial pilot reflected a lot of learning and improvements that every National Office was expecting to see resolved during implementation. PMIS implementation in LACR is very well planned. Acceptance of the application has taken a little more time than we expected but it is understandable because in LACR, we usually have so many pilots of global implementation.


How is PMIS benefiting staff?

First of all, staff are realising that a single repository for programme information is an excellent method to keep up-to-date our crucial information regarding our projects at the field level. Also, the LEAP Red Tools and the possibility of exchanging experiences through other National Office projects are also valuable.

More important is not what they have now, it is what they are expecting to have in the future PMIS releases like the budget, activities, and projects consolidated, and data being seen by staff at all levels (SOs, ROs, NOs, DT's staff, etc). In the future, the PMIS platform will include Child Well-being Indicators that will allow staff to avoid using so many sources to make their operations effective. I know it is not there yet but they see the current system as a foundation—not as the final result.


What are some of the challenges?

Mainly, the current connectivity we have. Even though we have a basic/medium quality of connectivity, PMIS requires some good stewardship of the bandwidth usage to operate. Fortunately, in LACR, we are running a project to manage connectivity usage in order to provide better quality of this resource. The world is changing and now technology is leveraging the Internet as a platform—PMIS is a pioneer in the Partnership on this matter. It is a fact that National Offices will see more value add having better connectivity and as a result, PMIS can be consolidated as a programme platform.

Other challenges are the cost of the licenses. Under the current implementation process, NOs are not paying any costs, but there is concern about how they will cover the costs of licenses in the future. Hopefully, we will come out with a creative solution to address this concern.


What does PMIS do for the National Offices in LACR?

National Offices have the information updated, shared, and accessible just with "one-click". No more emails or out of date databases to record programme information. Also, no more requests to the field to get the information—once it is available in PMIS, it is usable. In summary, freedom to communicate and collaborate using technology, and less work looking up or updating information that is consolidated in a single location for everybody.


What is the status of PMIS implementation in the region?

We have been working on implementing the first batch involving the Nicaragua, Bolivia, Honduras, and Costa Rica offices. The regional kick-off meeting was held in September 2009. Now we are supporting them on PMIS implementation in specific ADPs. In March 2010, we will perform the second kick-off, considering more countries in the region for implementation.

For more information on PMIS implementation in LACR, please contact our PMIS implementation leaders: Grace Tabash (based in Costa Rica) grace_tabash@wvi.org , Luz Ulloa (based in Ecuador) at luz_ulloa@wvi.org or Juan Ramon Pacheco at Juan_R_Pacheco@wvi.org (based in El Salvador).  

For more information about Jose Luis’ role as a key PMIS implementation partner or information on other global projects supported by GCIT (Global Centre Information Technology) in LACR, contact him at Jose Luis Jimenez at JLJimenez@wvi.org

By Wickie Mercado-Baguisi, PMIS Communications

In our continuing effort to bring you perspectives on PMIS from around the Partnership, our spotlight is on the Latin America and Caribbean Region (LACR). PMIS Communications recently interviewed Jose Luis Jimenez Leon, the
<img alt="" border="0" src="/NewsletterPictureLibrary/JL.jpg" style="BORDER: 0px solid; ">
Jose Luis Jimenez Leon, LACR IT director.
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WV Malawi now 'live' on PMISUse SHIFT+ENTER to open the menu (new window).

WV Malawi is now "live" on PMIS.

In marking this milestone, achieved Jan. 30, WV Malawi National Director Mulegeta Abebe said,"PMIS is a tool we have been waiting for! It makes us make informed decisions in a short time because information is available when needed."

From August 2009 until January 2010, 10 ADPs  (Area Development Programmes) completed phase one of implementation.  

WV Malawi staff are starting to see the benefits of PMIS include efficiency in finding information, an easy-to-use platform and the availability of LEAP (Learning through Evaluation with Accountability and Planning) resources in one port.

Connectivity still remains an issue in Africa and Malawi is no exception. Since PMIS is a web-based platform that requires good connectivity, the Global Centre Information Technology’s (GCIT) Global Access and Connectivity team is continually working with National Office and regional partners to improve internet access for enabling applications such as PMIS.

According to Lawrence Mtimaunenenji, acting communications manager in Malawi, PMIS implementation is on track, and management has provided all the support and resources in order to achieve the project’s objective.

“The system will be used as a learning tool for National Offices as they will be able to collaborate on initiatives and get best practices from other ADPs across the region,” said Mtimaunenenji.

The WV Malawi implementation team comprises directors and managers from Design, Monitoring and Evaluation, Programmes, Information Technology, and Communications. Charles Chimombo is the National Office PMIS coordinator. PMIS regional coordinator Vongai Nzenza worked closely with WV Malawi on their implementation. Overseeing implementation in all three of Africa's regions is PMIS Africa implementation lead, Edward Mubiru.

More updates will be forthcoming soon from WV Malawi as they continue to Connect, Communicate and Collaborate.

By Wickie Mercado-Baguisi, PMIS Communications with files from Lawrence Mtimaunenenji, WV Malawi Communications

WV Malawi is now "live" on PMIS.
In marking this milestone, achieved Jan. 30, WV Malawi National Director Mulegeta Abebe said,"PMIS is a tool we have been waiting for! It makes us make informed decisions in a short time because
<img alt="" border="0" src="/NewsletterPictureLibrary/WV Malawi.jpg" style="BORDER: 0px solid; ">

WV Malawi staff using PMIS.

 

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More countries go 'live' and 19 countries sign up for batch two implementationUse SHIFT+ENTER to open the menu (new window).
PMIS implementation for Batch 1 countries has been moving along as scheduled. Fifteen countries have implemented PMIS out of the 24 Batch 1 countries, leaving nine more countries to finish implementation by the end of March.

For the second batch, so far 19 countries have confirmed their participation in PMIS implementation. These countries include: Burundi, Uganda, Mauritania, Sierra Leone, Niger, Zimbabwe, Mozambique, Lesotho, Congo (DRC), Bangladesh, Cambodia, Nepal, Thailand, Guatemala, El Salvador, Ecuador, Peru, Jerusalem and Georgia.

Additional countries in LACR who have shown interest in participating in the second batch of PMIS implementation include: Brazil, Chile, Dominican Republic and Colombia. Batch two of implementation is expected to start in April.

A regional kick-off meeting will be held in the first week of March in El Salvador for the Guatemala, El Salvador, Ecuador, and Peru NO teams.  Africa will have two regional kick off meetings in March, one in Johannesburg for Southern Africa and East Africa countries, and one kickoff meeting for West Africa countries.

Among those offices still implementing in batch one, the most recent countries to “go live” on PMIS are Laos, the Philippines, Tanzania, Ghana, and Malawi.  As of the first of February, Tanzania, Malawi, Ghana, and the Philippines have each implemented PMIS in five, ten, nineteen, and five ADPs, respectively. The list continues to grow longer and longer, and by March, PMIS implementation for all batch one countries is expected to be completed. We’ll provide more updates next week, and we'll keep our partners informed on the second batch of countries to implement PMIS!

By Wickie Mercado-Baguisi, PMIS Communications

PMIS implementation for Batch 1 countries has been moving along as scheduled. Fifteen countries have implemented PMIS out of the 24 Batch 1 countries, leaving nine more countries to finish implementation by the end of March.
<img alt="" border="0" src="/NewsletterPictureLibrary/Laos-TOT22.jpg" style="BORDER: 0px solid; ">
WV Laos staff celebrate going 'live' on PMIS.
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WV Philippines welcomes PMISUse SHIFT+ENTER to open the menu (new window).

World Vision (WV) Philippines is now the newest user of the Programme Management Information System (PMIS).

With WV Philippines, now “live” on the system, PMIS is expected to simplify staff access to information and meet the programme information needs of all partners with timely and reliable information.

In a recent three-day training session with the WV Philippines PMIS national implementation team (NIT) and first batch of users, Asia and MEER PMIS lead Gregory Kearns said that World Vision’s mission of promoting transformation, bearing witness and seeking justice is heavily dependent on the exchange of information among communities, donors and staff. With PMIS, programme information is better organised for sharing with key partners.

The NIT is composed of representatives from different teams such as the Management Information Systems, Communications, Ministry Support Group, Strategic Planning and Management, Luzon 1 Field Office, Visayas 1 Field Office, and Organisational Development and Human Resource.

Led by its chairperson Ging Aberin and coordinator Greffith Ponce, the NIT aims to champion and manage PMIS, and build capacity for its implementation in all WVDF (World Vision Development Foundation) offices in order to deliver the full benefits to WV Philippines.

“I’m expecting that PMIS will enhance work efficiency, help track accomplishments and promote transparency,” said Jasmin Villahermosa, Programme Manager for Visayas 2.

Likewise, Rolly Solidum, Programme Manager for Visayas 1, said he expects PMIS to help users have faster access to information about the programmes and projects in the field offices.

“I see PMIS as a more systematic and time-saving way of communicating with various stakeholders. More importantly, PMIS will reduce the risk of documents being lost,” said Solidum.

PMIS Asia region coordinator, Gemma Goliat, also worked closely with WV Philippines on implementation.

Five ADPs are target areas for the first eight months of PMIS implementation. The areas include Iloilo, Aklan, South Cebu West, and two newest ADPs are Samar and Leyte. All areas are located in the Visayas region of the Philippines.

Supported by World Vision Canada, the ADPs in Iloilo, Aklan and South Cebu West, have a total of 9,566 Registered Children and more than 8,000 families. 

World Vision Japan supports two ADPs in Samar and Leyte. The target is to have approximately 1,000 Registered Children in each of these ADPs in the first year. 

By Lanelyn Carillo, Communications Specialist, WV Philippines

World Vision (WV) Philippines is now the newest user of the Programme Management Information System (PMIS).
With WV Philippines, now “live” on the system, PMIS is expected to simplify staff access to information and meet the
<img alt="" border="0" src="/NewsletterPictureLibrary/Philippines.jpg" style="BORDER: 0px solid; ">
World Vision Philippines staff celebrate their office going "live" on PMIS.
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Spotlight on LACR: Costa Rica, Nicaragua now 'live'Use SHIFT+ENTER to open the menu (new window).

From the LACR (Latin America and the Caribbean) region, Costa Rica and Nicaragua have now gone “live” with 6 ADPs (Area Development Programmes) in Costa Rica and 11 ADPs in Nicaragua.

During the first week of February, World Vision Costa Rica trained 23 staff from both the National Office and ADPs (6) in an event that culminated in a thorough preparation process by the National Office and the LACR implementation teams. The process included achieving milestones such as workflow reviews, NO training of trainers, implementation visits and the training of users.

To date, PMIS has been implemented in 17 countries, with 7 more countries to come on board by the end of March.

Scheduled for implementation this week are: Honduras, Romania and Armenia, followed by Bolivia, Kenya, and Swaziland by the fourth week of February. Lebanon is expected to sign off by the first week of March. The PMIS team and National Offices are expected to meet their implementation target of 24 countries in four regions by the end of March.

The implementation of the PMIS in various support offices will begin in March 2010.

WV Australia, Canada, Hong Kong, Japan, Korea, Taiwan and United States are expected to be ready to implement PMIS's workflow functionality by the time the semi-annual reports are due for submission. Workflow in PMIS refers to online tools used in the creation, review and approval of LEAP-aligned programme documents. World Vision’s programmes use LEAP (Learning through Evaluation with Accountability and Planning) for design, monitoring and evaluation.

Ongoing discussions are taking place to firm up implementation plans with additional Support Offices.

Another upcoming event is the PMIS upgrade, scheduled to be released by late third quarter of the fiscal year. We will let you know in the coming weeks about the exciting additional features coming to the PMIS as we continue to Connect, Communicate and Collaborate.

By Wickie Mercado-Baguisi, PMIS Communications

From the LACR (Latin America and the Caribbean) region, Costa Rica and Nicaragua have now gone “live” with 6 ADPs (Area Development Programmes) in Costa Rica and 11 ADPs in Nicaragua.
During the first week of February, World
<img alt="" border="0" src="/NewsletterPictureLibrary/costa rica impl.jpg" style="BORDER: 0px solid; ">
Staff from WV Costa Rica in PMIS user training.
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Nicaragua joins Costa Rica 'live' on PMISUse SHIFT+ENTER to open the menu (new window).

From the LACR (Latin America and the Caribbean) region, Costa Rica and Nicaragua have now gone “live” with 6 ADPs (Area Development Programmes) in Costa Rica and 11 ADPs in Nicaragua. Honduras is expected to also go "live" this week.

During the first week of February, World Vision Costa Rica trained 23 staff from both the National Office and ADPs (6) in an event that culminated in a thorough preparation process by the National Office and the LACR implementation teams. The process included achieving milestones such as workflow reviews, NO training of trainers, implementation visits and the training of users.

To date, PMIS has been implemented in 17 countries, with 7 more countries to come on board by the end of March.

Scheduled for implementation this week are: Honduras, Romania and Armenia, followed by Bolivia, Kenya, and Swaziland by the fourth week of February. Lebanon is expected to sign off by the first week of March. The PMIS team and National Offices are expected to meet their implementation target of 24 countries in four regions by the end of March.

The implementation of the PMIS in various support offices will begin in March 2010.

WV Australia, Canada, Hong Kong, Japan, Korea, Taiwan and United States are expected to be ready to implement PMIS's workflow functionality by the time the semi-annual reports are due for submission. Workflow in PMIS refers to online tools used in the creation, review and approval of LEAP-aligned programme documents. World Vision’s programmes use LEAP (Learning through Evaluation with Accountability and Planning) for design, monitoring and evaluation.

Ongoing discussions are taking place to firm up implementation plans with additional Support Offices.

Another upcoming event is the PMIS upgrade, scheduled to be released by late third quarter of the fiscal year. We will let you know in the coming weeks about the exciting additional features coming to the PMIS as we continue to Connect, Communicate and Collaborate.

By Wickie Mercado-Baguisi, PMIS Communications


From the LACR (Latin America and the Caribbean) region, Costa Rica and Nicaragua have now gone “live” with 6 ADPs (Area Development Programmes) in Costa Rica and 11 ADPs in Nicaragua. Honduras is expected to also go "live" this
<img alt="" border="0" src="/NewsletterPictureLibrary/nicaragua.jpg" style="BORDER: 0px solid; ">
WV Nicaragua staff celebrate going 'live' on PMIS.
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Nicaragua joins Costa Rica 'live' on PMISUse SHIFT+ENTER to open the menu (new window).

From the LACR (Latin America and the Caribbean) region, Costa Rica and Nicaragua have now gone “live” with 6 ADPs (Area Development Programmes) in Costa Rica and 11 ADPs in Nicaragua. Honduras is expected to also go "live" this week.

During the first week of February, World Vision Costa Rica trained 23 staff from both the National Office and ADPs (6) in an event that culminated in a thorough preparation process by the National Office and the LACR implementation teams. The process included achieving milestones such as workflow reviews, NO training of trainers, implementation visits and the training of users.

To date, PMIS has been implemented in 17 countries, with 7 more countries to come on board by the end of March.

Scheduled for implementation this week are: Honduras, Romania and Armenia, followed by Bolivia, Kenya, and Swaziland by the fourth week of February. Lebanon is expected to sign off by the first week of March. The PMIS team and National Offices are expected to meet their implementation target of 24 countries in four regions by the end of March.

The implementation of the PMIS in various support offices will begin in March 2010.

WV Australia, Canada, Hong Kong, Japan, Korea, Taiwan and United States are expected to be ready to implement PMIS's workflow functionality by the time the semi-annual reports are due for submission. Workflow in PMIS refers to online tools used in the creation, review and approval of LEAP-aligned programme documents. World Vision’s programmes use LEAP (Learning through Evaluation with Accountability and Planning) for design, monitoring and evaluation.

Ongoing discussions are taking place to firm up implementation plans with additional Support Offices.

Another upcoming event is the PMIS upgrade, scheduled to be released by late third quarter of the fiscal year. We will let you know in the coming weeks about the exciting additional features coming to the PMIS as we continue to Connect, Communicate and Collaborate.

By Wickie Mercado-Baguisi, PMIS Communications


From the LACR (Latin America and the Caribbean) region, Costa Rica and Nicaragua have now gone “live” with 6 ADPs (Area Development Programmes) in Costa Rica and 11 ADPs in Nicaragua. Honduras is expected to also go "live" this
<img alt="" border="0" src="/NewsletterPictureLibrary/IMG-6915.JPG" style="BORDER: 0px solid; ">
WV Nicaragua user training.
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Five more NOs and Canada go ‘live,’ more SO training scheduledUse SHIFT+ENTER to open the menu (new window).

PMIS has gone "live" in 5 more National Offices covering Honduras, Romania, Kenya, Bolivia and Swaziland.

To date we have implemented PMIS in 22 countries and with 218 ADPs signed off. PMIS implementation is completed in the Asia Pacific, Southern Africa, East Africa, West Africa and Latin America/Caribbean regions. MEER will conclude batch one implementation by mid March. Lebanon will be implemented next week and Armenia the following week.

PMIS is "live" for WV Canada as of Feb 19 after the completion of workflow training. This is the first support office to go "live" on the global PMIS. WV Canada also participated in the PMIS 1.0 pilot in 2008. The PMIS team will be working with WV Australia and WV Japan to get them "live" on PMIS in the coming weeks.

The term going "live" on PMIS means that the first round of ADPs in a National Office or staff in a Support Office have been trained and programme documents have been posted. Once an office has completed its first round of implementation, that office then becomes responsible to train more users in their respective offices.

PMIS training is scheduled for South Korea for the end of March while training for IPG (International Programmes Group) staff from Taiwan, Hong Kong, Malaysia and Singapore takes place in April. WV US training takes place in May. WV UK, Finland and Ireland will have a combined training in the UK by early June 2010. 

The engagement process is ongoing with additional European support offices as well as with WV New Zealand. Look for more announcements on PMIS implementation in the Support Offices in the coming weeks.

Batch 2 implementation of PMIS is firmed up for 19 countries for six regions covering EAR, WAR, SAR, LACR, MEER and APR. The countries are: Uganda, Burundi, Sierra Leone, Mauritania, Niger, Mozambique, Zimbabwe, Lesotho, DRC (Congo), El Salvador, Peru, Ecuador, Guatemala, Georgia, Jerusalem, Thailand, Bangladesh, Cambodia and Nepal.

The LACR regional kick off event starts this week (March 1) in El Salvador.

The Southern and Eastern Africa regional kick off event starts March 8 in Johannesburg.

The West Africa regional kick off event starts March 15 in Mauritania. 

APR and MEER regions will have their batch two kick off events at their respective National Offices starting in mid-March.

 

PMIS has gone &quot;live&quot; in 5 more National Offices covering Honduras, Romania, Kenya, Bolivia and Swaziland.
To date we have implemented PMIS in 22 countries and with 218 ADPs signed off. PMIS implementation is completed
<img alt="" border="0" src="/NewsletterPictureLibrary/Honduras.jpg" style="BORDER: 0px solid; ">
Staff from WV Honduras participate in workflow training. WV Honduras recently went 'live' on PMIS.
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WV Swaziland starts to Connect, Communicate and CollaborateUse SHIFT+ENTER to open the menu (new window).

World Vision Swaziland went ‘live’ on the Programme Management Information System (PMIS) February 25, 2010. 

This was an exciting moment for the 30 participants, which included the National Implementation Team and Senior Leadership.

Nine Area Development Programmes (ADPs), monitoring and evaluation staff successfully went through an intense-three-day PMIS User training at Ezulwini.   A second batch of PMIS Users are due for training in June this year.  This group will constitute participants from 12 ADPs given that World Vision Swaziland has a total of 21 ADPs.

At the close of the exciting event, the National Director, Marko Ngwenya had some words of encouragement and wisdom to share. 

Ngwenya appreciated the participation of staff who worked tirelessly to complete all the necessary documents for upload on the myPMIS site. The National Director reminded staff that training on PMIS was mandatory since the initiative was at the centre of information sharing within the Partnership.

“You are the first staff members to make WV Swaziland to go live on PMIS.  This is very encouraging.  This also means World Vision Swaziland is truly a member of the Partnership.  As such, this is such a milestone for National Office and the senior leadership team is proud of you,” said the National Director. 

The National Director encouraged all the participants to visit the PMIS site frequently and also share what they have learnt with others.  He further called upon participating staff to create discussion forums where they can all mutually participate. 

Ngwenya made a personal commitment to log onto the site; read all the documents which have already been posted on myPMIS and provide feedback. 

Quality Ministry Director, Douglas Kulaisi, who is part of the National Office implementing Task Team, also appreciated the enthusiasm of participants throughout the training.  He also extended his appreciation, on behalf of the National Office, to the main facilitator, PMIS coordinator, Vongai Nzenza.  He thanked her for making it possible for Swaziland to adhere to this Partnership standard.  Other co-facilitators who supported Vongai were Bhekani Dlamini and Nokuthula Mtshali.

In an interview, Cluster Manager for Macudvulwini and Velezizweni ADPs, Phetsile Mkhonta, said that she has gained a lot of technical expertise on data management.  Mkhonta was one of the participants.   She stated that this will help her in tracking progress in both ADPs in terms of the four cycles of an ADP; namely assessment, design, implementation and transition or phase-out.

“Another point of interest for me in PMIS is the flow of information amongst stakeholders and the sense of responsiveness it sparks in all those involved. It also makes it easy to track how far one has successfully implemented projects in the ADPs,” she said.

PMIS coordinator Nzenza acknowledged that World Vision Swaziland has good internet connectivity. She said in other African countries, participants were forced to leave only three computers logged on, for the training to be a success.

Remarking about the training, one of the co-facilitators, Nokuthula Mtshali said, “The lessons learnt from the first PMIS training will be applied to the second batch of programme staff to be trained.  It is envisaged that PMIS will help National Office and ADPs attain full LEAP Alignment.  This will be possible through timely feedback provided on Provisional Design Documents.”

Mtshali also indicated that in keeping with the National Office Plan, all 21 ADPs will have implemented PMIS by the end of September 2010. Given the support from World Vision Swaziland’s Senior Leadership Team, PMIS will, amongst other things increases accountability and organisational as well as programme effectiveness.

The participants were certified at the end of the workshop joining other participants who are now ready to Connect, Communicate and Collaborate through PMIS.

By Mandla I. Luphondvo, Communications and Marketing Manager, WV Swaziland

 

World Vision Swaziland went ‘live’ on the Programme Management Information System (PMIS) February 25, 2010.&nbsp;
This was an exciting moment for the 30 participants, which included the National Implementation Team and Senior
<img alt="" border="0" src="/NewsletterPictureLibrary/DSC_0076.JPG" style="BORDER: 0px solid; ">
WV Swaziland celebrates going 'live' on PMIS.
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East, Southern Africa, LACR, hold kickoff meetings for batch two Use SHIFT+ENTER to open the menu (new window).

To date, 23 out of 24 target countries have completed PMIS implementation in 232 ADPs exceeding our planned target of 230 ADPs. With WV Armenia implementing this week, this will conclude Batch One of PMIS implementation ahead of schedule.

The Batch one countries that will have implemented PMIS by the end of this month are:

EAST AFRICA: Ethiopia, Rwanda, Kenya, Tanzania

WEST AFRICA: Mali, Senegal, Ghana

SOUTHERN AFRICA: South Africa, Zambia, Malawi, Swaziland

APR: India, Sri Lanka, Laos, Philippines

MEER: Armenia, Lebanon, Romania, Albania, Bosnia

LACR: Costa Rica, Nicaragua, Honduras, Bolivia

The Batch Two Implementation event for Eastern and Southern Africa countries is taking place this week in Johannesburg, South Africa followed by a Batch Two Implementation event starting March 15 in Mauritania for the West Africa region.

In LACR, the regional kickoff event for Batch Two countries implementing PMIS took place earlier this month in El Salvador for the El Salvador, Peru, Ecuador and Guatemala national offices.

The countries implementing PMIS in Batch Two are:

APR - Bangladesh, Nepal, Cambodia and Thailand

MEER - Georgia and Jerusalem

LACR - Guatemala, Ecuador, El Salvador and Peru

EAST AFRICA - Burundi and Uganda

SOUTHERN AFRICA - Zimbabwe, DRC (Congo), Mozambique and Lesotho

WEST AFRICA- Mauritania, Niger and Sierra Leone

 

To date, 23 out of 24 target countries have completed PMIS implementation in 232 ADPs exceeding our planned target of 230 ADPs. With WV Armenia implementing this week, this will conclude Batch One of PMIS implementation ahead of
<img alt="" border="0" src="/NewsletterPictureLibrary/2010JoburgB2-097.jpg" style="BORDER: 0px solid; ">
The Batch 2 implementation kickoff for East, Southern Africa regions was held in Johannesburg
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PMIS implementation completed for batch one, kickoffs for batch twoUse SHIFT+ENTER to open the menu (new window).
The 24 Batch One countries have implemented PMIS in 236 ADPs, two weeks ahead of the March 31 implementation deadline. This is six more ADPs than originally planned.

These Batch One countries have implemented PMIS:

EAST AFRICA: Ethiopia, Rwanda, Kenya, Tanzania

WEST AFRICA: Mali, Senegal and Ghana

SOUTHERN AFRICA: South Africa, Zambia, Malawi and Swaziland

APR: India, Sri Lanka, Laos and Philippines

MEER: Armenia, Lebanon, Romania, Albania and Bosnia

LACR: Costa Rica, Nicaragua, Honduras and Bolivia

SUPPORT OFFICES: Canada has completed implementation. Australia, Japan and South Korea will also soon complete their implementation.

Regional kickoff events marking the start of Batch Two implementation recently took place for Latin America/Caribbean, Southern Africa and East Africa regions. The regional kickoff for Batch Two in West Africa just took place in Mauritania.

An implementation visit for Asia Pacific Region (APR) took place for WV Nepal on March 8 and on site support office training began this week in WV South Korea. Last week, an implementation visit took place for WV Georgia in Middle East/Eastern Europe Region (MEER).

The national offices implementing PMIS in Batch Two are:

APR - Bangladesh, Nepal, Cambodia and Thailand

MEER - Georgia and Jerusalem

LACR - Guatemala, Ecuador, El Salvador and Peru

EAST AFRICA - Burundi and Uganda

SOUTHERN AFRICA - Zimbabwe, DRC (Congo), Mozambique and Lesotho

WEST AFRICA- Mauritania, Niger and Sierra Leone

SUPPORT OFFICES: The United States, Taiwan, Malaysia, Hong Kong and Singapore support offices will implement PMIS in April. WV UK, Ireland, Finland, Netherlands, Germany, Spain, Switzerland, Italy and Austria are scheduled to start implementation in June 2010. WV New Zealand is working with the PMIS team to confirm its implementation schedule.

Work is also continuing on an upgrade to the current system, scheduled to be introduced later this year.

 

The 24 Batch One countries have implemented PMIS in 236 ADPs, two weeks ahead of the March 31 implementation deadline. This is six more ADPs than originally planned.
These Batch One countries have implemented PMIS:
EAST
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WV Armenia staff receiving PMIS training.
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The IT support for PMIS: Spotlight on the KL SSC teamUse SHIFT+ENTER to open the menu (new window).

 

 

   We have been featuring people who are on the front end of PMIS—implementation managers, trainers, and users. To give you a more holistic view of PMIS, we recently had a chat with Nick Goh, site manager for the Kuala Lumpur Shared Services Centre (KL SSC) based in Malaysia.

The KL SSC provides all IT support (customer service, data centre, business analysis, project management, systems development, etc.) for big projects such as PMIS, Communities of Practice and wvcentral, among others.

Shared Services is the convergence and streamlining of an organisation’s IT functions to ensure that they deliver the services required of them as effectively and efficiently as possible. Shared Services is more than consolidation or centralisation of similar services in one or more locations; shared services means running these service activities like a business and delivering services to internal customers at a cost, quality, and timeliness that is competitive with alternatives.

Nick's team ensures that the system is always up and running and they are always on call to respond to PMIS users’ IT needs through the PMIS Help Desk.

Nick has a diploma in software system analysis and design, and has a certification in network engineering and implementation. He has been with World Vision since February 2009.  From the back end of PMIS, here’s what Nick shared about his team’s vital support role.

What is your team doing to support PMIS?

As the IT technical team supporting the system, we are constantly at the forefront of the development of the system, and constantly testing it. We need to know every functionality of the system to enable us to help the users. We are also working round the clock to ensure that the system is available to all users in all parts of the world.  We have to invest in training for our staff and providing them exposure to the conditions that our users are facing in their own environment.

What are some challenges in your area of work?

Data communications will certainly be the most challenging hurdle because in some areas, getting good internet access can be very difficult and expensive.  Without good communications, the system would be very slow and frustrating to our users.

The task of providing IT support to users is quite a heavy workload. How do you maintain a balance between work and home?

My days at work have been very inspiring and refreshing, having been in the commercial sector for the last 22 years. The level of urgency and importance of my work is even greater knowing that I now serve a Partnership that is honouring God. My spiritual life has also grown tremendously.

My immediate plan is to ensure that the Kuala Lumpur Shared Services Centre is able to support the Partnership's global systems with the highest quality, efficiency, and lowest cost. This would take another year or two. By then, I wish to gain more exposure about our field work and be involved in global activities and management aspect of IT use within the Partnership. I think technology will play an important role in our growth and ministry therefore we need to maximise its potential and make it available to our co-workers.

What are some of your impressions on how PMIS is going?

We believe that PMIS will certainly help the Partnership in enhancing the effectiveness of reporting on our field work and will certainly enable the Support and National Offices to gain better information and statistics to have better accountability, visibility of the field, and marketing information for our donors.  

How will staff benefit from using PMIS?

It may be a little more tedious and challenging initially for the users to input their data into the system but once done the retrieval of information requires less of their effort thus enabling them to spend more time at the field rather than in their office. Productivity levels will certainly increase. NOs will get to see better accountability, visibility of the field work and be able to measure the success of each ADP in a standardised and structured manner.

To read more about how the Global Centre Information Technology team is supporting the Partnership's ministry, use your PMIS password and user name to log into wvcentral www.wvcentral.org

and visit https://www.wvcentral.org/cop/ICT/default.aspx

By Wickie Mercado-Baguisi, PMIS Commmunications

 

       

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&nbsp;
&nbsp;&nbsp; We have been featuring people who are on the front end of PMIS—implementation managers, trainers, and users. To give you a more holistic view of PMIS, we recently had a chat with Nick Goh, site
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Nick Goh, site manager of KL SSC
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PMIS 'our new direction for the future' say WV Lebanon staffUse SHIFT+ENTER to open the menu (new window).
PMIS training is bringing more confidence and peace of mind to staff at World Vision Lebanon.

During March, 46 staff from the field and the national office are now more familiar with the PMIS after participating in a two-day training held in two 2 batches of 23 staff each.

First, staff worked on a PMIS testing page. After becoming more at ease with the system, they started navigating and uploading their own work-related documents.

“PMIS will make processes easier,” said Aline Rahbany, Research and Learning officer. “The confusion generated from the chain of emails will be gone. Now you can track your work and you can know with whom exactly to follow up,” she added.

“PMIS ensures accountability, timeliness and programme quality,” said Samar Abboud, DME (Design, Monitoring and Evaluation) manager. “It is our new direction for the future.”

“What I liked most about PMIS is the sharing of resources. Everyone gets to benefit,” said Roula Saadeh, Community Mobiliser.

Prior to PMIS, Lebanon’s office had its own internal knowledge management systems. But PMIS offers more, said Pauline Eid, PMIS coordinator.

“The added value of PMIS is that it allows us to share and have access to information from other World Vision offices,” added Eid.

Soon, World Vision Lebanon will decommission all its databases and move everything to PMIS. Staff will no longer be confused about how and where to find information since almost everything they need will be available on PMIS, added Eid.

Follow up meetings will be conducted with staff who might still require some clarification according to evaluation forms filled out after the training.

By Patricia Mouamar – WV Lebanon Communications Officer

 

PMIS training is bringing more confidence and peace of mind to staff at World Vision Lebanon.
During March, 46 staff from the field and the national office are now more familiar with the PMIS after participating in a two-day
<img alt="" border="0" src="/NewsletterPictureLibrary/Lebanon PMIS training.jpg" style="BORDER: 0px solid; ">
WV Lebanon staff receive training on PMIS.
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PMIS helps create accountability in our work: WV Armenia Use SHIFT+ENTER to open the menu (new window).
 ‘Does the PMIS make our operations smoother and easier?’ This was the question asked by the participants of the training sessions conducted for the National Office and ADP staff in World Vision Armenia.

Having conducted the necessary training sessions, World Vision Armenia is now in the process of shifting the main part of its document workflow to the Programme Management Information System (PMIS).

World Vision Armenia’s four ADPs are now using PMIS. According to the PMIS implementation plan, all relevant National Office staff should have access to the PMIS, as well as managers and back-up persons from ADPs. It is anticipated that by the end of April, the document workflow---online tools for the creation, review and approval of programme documents--- will be fully shifted to PMIS.

The training that took place on March 9-12 and March 29-30 aimed at providing the PMIS users with all the necessary skills and knowledge so that they can use the system in their everyday work with documents.

 “This is a very effective tool for World Vision Armenia programmes, since it will enable us to optimise the documentation flow, as well as it will be rather helpful for sharing best practices and lessons learnt”, says Mikayel Hambardzumyan, PMIS National Coordinator, World Vision Armenia.

The training garnered positive feedback overall for the system. Nevertheless, Mikayel says that some staff are still a bit reluctant to accept it and tend to compare PMIS to the opportunities provided by Lotus Notes. However, Mikayel said that when staff have thorough knowledge of all the benefits of the PMIS, they will more easily accept it.

“We have Lotus Notes which perfectly serves our needs. With this PMIS, we will have an extra workload”, says Emma Kajoyan, Sisian Area Development Programme Manager, World Vision Armenia. “With the Lotus Notes, we were sending the reports to our Managers and DME (design, monitoring and evaluation) people. With this system, we upload the same report to the same people for comments. I don’t see much difference, but we will see,” she added.

In contrast, many managers shared positive feedback regarding the PMIS.

 “I see it as a very useful mechanism of ensuring a two-fold control over the work that is being done. The system makes people be more obliged of finishing the work they’re assigned to on time”, says Husik Sargsyan, Gavar, Area Development Programme Manager, World Vision Armenia.

Managers also spoke about the effectiveness of PMIS by stating that it can be useful for conducting performance evaluations of staff.

“If an ADP manager didn’t finish the job he/she is assigned to on time, or if an operations manager didn’t manage to comment on the work that was done on time, then these people can be evaluated accordingly based on the PMIS data”, said Sergey Arzumanyan, Kapan Area Development Programme Manager, World Vision Armenia.

Notwithstanding the variety of opinions, almost all of the training participants said that the everyday work with PMIS will reveal the main challenges regarding its operations.

“What we learned here seems very good to us, but as we take it to our ADPs and start applying it on everyday basis, we will apparently notice drawbacks. Every system has a drawback, and it always takes time to correct errors and achieve a desirable result”, said Husik Sargsyan.

By Armenuhi Sahakyan and Ani Chitemyan, WV Armenia Communications

&nbsp;‘Does the PMIS make our operations smoother and easier?’ This was the question asked by the participants of the training sessions conducted for the National Office and ADP staff in World Vision Armenia.
Having conducted
<img alt="" border="0" src="/NewsletterPictureLibrary/Armenia pic.jpg" style="BORDER: 0px solid; ">
All of WV Armenia's four ADPs are now using PMIS.
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World Vision Tanzania recognises ‘PMIS Best Users’ Use SHIFT+ENTER to open the menu (new window).
World Vision Tanzania is finding creative ways to encourage the use of PMIS.

The office has started publicly recognising ‘PMIS Best Users’ with a story and photos in its internal newsletter, Milestones.

Margaret Kezilege, Project Coordinator, Nkwenda ADP, Kagera Zone and Dyanka Bilagambalaye Ibwera, Project Coordinator, Ibwera ADP, Kagera Zone, are the first recipients of the WV Tanzania inaugural ‘PMIS Best Users’ recognition.

After receiving training, Margaret uploaded 80 documents by March 28 and all documents appeared in their required spots in the PMIS matrix, complete with the addresses of contact persons at the zonal and head offices, should any reviewer need further clarification.

Similarly, Dyanka had uploaded 79 programme documents into the appropriate spots on the PMIS matrix.

“Seriously it is encouraging to see that everybody who attended the training is already uploading, and that some have given PMIS its well-deserved priority,” said PMIS National Coordinator for WV Tanzania, Julius Fanuel.

“I thought it was going to be hard to upload, but I just followed the instructions and did my part,” said Dyanka.

“With PMIS you cannot lose a document. If someone needs clarification about a document I have uploaded, I just log onto the system and do it right there. In the past, if I got a call from the headquarters for some clarifications, it meant riding back to the ADP office or calling for the document, or apologising that I will have to do it later. With PMIS, all I need is an internet connection to work from wherever I am,” Dyanka added.

Margaret echoed these sentiments.

“As I started uploading, I wondered where my documents were going to be in the matrix. But, I followed instructions step by step and there, I can see my documents in their right places. I haven’t done a lot in PMIS but, I have been able to upload more than 80 documents. It is a wonderful way to keep documents safely and accessible for whoever needs them. I am looking forward to seeing the system rolled out throughout the organisation,” said Margaret.

After going through PMIS training at the end of January, all users went back and immediately started uploading documents into the PMIS. By March 1, 152 documents showed in the PMIS matrix for WV Tanzania.

“More documents continued appearing in the system as days went by,” said Fanuel.

Margaret said the more she uses PMIS, the more she realises its potential to free up staff time.

“It has all the potential to increase individual and organisational productivity. Although I’m still exploring more about PMIS, I see a potential to make my routine more enjoyable,” she said.

Dyanka said because PMIS is web-based, he’s not tied to being in a specific geographic location in order to do his work.

 “I can work wherever I am, provided I have an active internet connection. My routine is beginning to change as a result. I have more time for working rather than worrying about documents.”

By Mkama Mwijarubi, WV Tanzania Communications

The PMIS team wants your stories of success. If your office has developed creative ways of promoting the use of the system like WV Tanzania, please contact us at pmis_comm@wvi.org

World Vision&nbsp;Tanzania is finding creative ways to encourage the use of PMIS.
The office has started publicly recognising ‘PMIS Best Users’ with a story and photos in its internal newsletter, Milestones.
Margaret Kezilege,
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Margaret Kezilege, one of two WV Tanzania staff chosen as 'PMIS Best Users'

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PMIS: One piece of a larger global knowledge management pictureUse SHIFT+ENTER to open the menu (new window).
 As part of our continuing effort to educate our users by putting PMIS into a larger organisational context, we're focusing the spotlight on Global Knowledge Management. We recently spent time with Eleanor Monbiot, WVI's Senior Director, Global Knowledge Management, Integrated Ministry. Monbiot shared how initiatives like PMIS, wvcentral, CoP and efforts by GICT's Field Services Group to use technology creatively, all work together to improve organisational learning and programme effectiveness.

What is meant by the term Global Knowledge Management? (GKM)

Global Knowledge Management (GKM) is the process of moving data to information, information to knowledge and knowledge being applied as learning. The GKM group is set up to help the whole Partnership fulfill the cycle of creating knowledge and utilising, transferring and applying it as learning in everything that we do. It can be at an individual level, at a team level, or across a unit or an organisation with the goal that we are all learning so that we have fact-based evidence to ensure our change is appropriate. To have effective Knowledge Management, we need the interface between people, processes and technology.

How does Global Knowledge Management enable World Vision’s programme effectiveness?

What we want to ensure is that everything we are doing and that everything we are learning, we are applying. In all of our work and all of our programmes, we want to avoid re-inventing the wheel. By having effective Knowledge Management across the Partnership, we are able to actually utilise better practice so that we can:

•Share information from different programmes and different countries about what does and doesn’t work

•Mitigate negative learnings by changing the way that we do our standards, our systems, our guidelines and our policies

•Have fact-based learning to decide how we’re going to move forward as an organisation

What projects fall under the Global Knowledge Management umbrella? What role does each of them play in helping WV become a learning organisation? (e.g. wvcentral, CoP, data governance etc)

Information Management

There are a number of different units within GKM, one of them being Information Management. This is really around the technology that comes together to support Knowledge Management.  Information Management allows us to be able to find the right information at the right place at the right time. The focus of this has been around setting up the wvcentral as the one-stop shop for all internal information within World Vision. wvcentral is the overall platform which will then link to a number of different systems including PMIS and including the online tools for Communities of Practice (CoP).

Data Governance

A very important part of Information Management is Data Governance. This ensures that the information that is being put into a system is of the correct quality, is refreshed, maintained, has the right access rights and is easily searchable. Our goal is to have a system on wvcentral that is as searchable as if you used Google—it’s updated and current and will move us away from the current 1,800 Lotus Notes databases. So, as each unit migrates information onto wvcentral, we will close down their corresponding database or website, team room or QuickPlace etc and we will move more people onto wvcentral so everyone has access to information in an easily and searchable manner. GKM also has a designated full-time Data Governance Manager on PMIS who is currently working to ensure data complies with data privacy and protection standards (World Vision's and various national government standards) and meets basic data quality standards that enhance its overall value to World Vision in better decisions and reduced costs associated with managing our data.  GKM plans to expand the Data Governance Office over the next 18-months to handle the increased demand for data governance services.

Evaluation and Research Unit

Another key element within GKM is our Evaluation and Research unit. This group has several roles—one of them being around the indicators for Child Well-being. This unit has helped to develop these indicators and will carry out the overall meta analysis of how we are doing as an organisation in fulfilling Child Well-being Outcomes. This group also produces the annual report on Child Well-being and provides a neutral spot for us as an organisation to assess our impact and our programme effectiveness. Also, this group will be undertaking global or thematic level evaluations. These are evaluations on ministry areas that cut across the whole of WV’s work and are not necessarily specific to a particular geographical office. They will also be providing some support and analysis across the different evaluations that are being posted on PMIS to see what we are learning as an organisation, what our better practice is and how we can move forward. This unit will also be setting global standards for research to ensure that what we are doing is adding value, fulfilling our strategic mandates, is preventing duplication and is also setting a strategic agenda for what an organisation like WV should be researching, what we should be doing individually and what we might choose to do with other organisations.

Publishing Unit

Another key element of GKM is the Publishing Unit. The Publishing Unit now provides the business support for all publishing happening at the Global Centre. This includes the Regional Offices. We have a set of global publishing standards to ensure that what we are publishing has value, contributes to our strategic mandates, is really strategic in where WV needs to go and is appropriate for both internal and external audiences. The Publishing group is very much tied to the Research group to ensure that what we are researching has opportunities to be published.

CoP

Throughout the whole of the GKM group is the thread of learning and this is where the CoP come in. GKM has been working to develop the concept of CoP across the organisation. These are around thematic and sectoral groups for things such as health, finance, evaluation, programme effectiveness, HEA (Humanitarian and Emergency Affairs) etc. The goal here is to enable everybody in WV with either a technical interest or a skill set in a particular subject area to come together to share, to learn and to collaborate. CoP are important to enable WV to build and maintain the knowledge it has around a particular area, to learn from each other and to build upon better practice. To facilitate better practice ease of working, we have the online tools for CoP which are part of wvcentral. Each of these have a site administrator to ensure that the Community is kept motivated and the information is kept current and clean.

In addition to CoP, we facilitate the development of organisational learning, by supporting the various teams and units to conduct their own learning events; to distill and validate their information into knowledge, to be able to capture and apply their knowledge and learning through activities such as capacity building, training or change it in standards, guides and manuals.

Looking specifically at Communities of Practice, what progress is being made in establishing or improving these? 

We currently have approximately 3,500 staff that have completed the staff survey and have selected their CoP and this list continues to grow. We have around 7,000 people who are members of wvcentral and many of them are also members of the various CoP online. The average membership of a CoP is between 130 and 500 people. We have several who already have almost 1,000 members actively involved in their CoP.

There are currently nine CoP sites who are active on wvcentral. Another possible 28 CoPS will be on the intranet by the end of September. We have the People Finder function working on wvcentral so you can search across the CoP sites to find staff with a particular skill, office or name etc.

The CoP are also closely linked to the work of FedNet (Federated Network) on the Global Technical Resource Network (GTRN). The GTRN is around finding subject matter experts that can support our National Offices in particular technical areas and the CoP are the ones who are engaged in vetting and training these subject matter experts before they can be deployed.

Currently, 78 per cent of our membership in the CoP comes from National Offices, 14 from Support Offices and 8 per cent from the Global Centre including the Regional Offices. In terms of the CoP, this has already enabled  a number of different groups to take up a new way of working.

In the Health group for example, they currently have 900 people engaged in their CoP, receiving their monthly newsletter and they have a 30 per cent response rate and growing. They are excited because they can now engage staff in the development of tools/standards and have much more of a field driven approach.

Recently, the Information, Communications and Technology (GICT) group ran their global meeting through their CoP tool and everything that was done around the meeting pushed people through wvcentral and all the conference presentations were collected on the CoP tool.

How has WV progressed in the past five years in its ability to manage knowledge? Can you give us specific examples of success using these GKM tools?

The concepts around learning and knowledge management came out of the HEA group. HEA formed a learning unit back in 2004 and this was the first attempt to try and systematise how we learned. This focused particularly on the process element of the people, processes and technology and it enabled us to come up with standard templates and tools around learning events, conduct regular trends analysis, develop consolidated learning and then engage with the various technical groups in our leadership about what needed to change.

The work of H-LEARN (Humanitarian Learning and Research Network) made some very significant contributions to the way that HEA does its responses by changing the profile of the staff that we deploy, by developing the operational imperatives, the standards, by putting in systems such as the executive support groups during CAT (Category) III emergencies. So there’s been a direct correlation between what we have learned and how we have changed the way that we do our humanitarian work.

The GKM Group was formed about three years ago with the aim to transfer this work from HEA across the Partnership. In that time, we’ve had a great deal of success developing the CoP. This has enabled staff to communicate and collaborate and share together for the first time ever. It has also enabled a number of different groups to bring on knowledge management staff within their group, conduct learning events regularly. Some examples include the Food Programme Management Group and the Health and Nutrition Group who regularly reflect on their work by conducting learning events and use that to form the foundation of how they should move forward.

Another major piece of work has been around wvcentral. For the first time, we’re able to manage our knowledge and information. Staff are excited about having a one-stop shop so they don’t have to worry about multiple passwords, they know where they can find information and they can search for it effectively which they were not able to do on the Lotus Notes database.

One huge shift within WV in the last few years has been the coming together of leaders of different units to work collectively on Knowledge Management. No longer are people feeling the need to set up their own systems and be protective of their knowledge rather than coming together to see how we can collectively create one system and ensure complete and open access to much more information and knowledge.

How do the CoP tools link with wvcentral?  And what’s the connection with PMIS?

The term wvcentral is now used to cover all of the systems that are in the WV Portal. When you log onto wvcentral, www.wvcentral.org   you will see a home page. The home page purpose is to provide you with news and updates from the Partnership and this is regularly changing. It also provides you with the links to the other sites. The second part of wvcentral is the team or unit sites. This is where various units such as HEA for example put their final documents, standards or guidelines.  This is the site that tells you if you want to do HEA programming, this is the material you require to do it effectively. These are the policies, standards and guidelines that have been signed off at different levels within the Partnership. You can find information about how responses are going and how to contact people to find out more information.

The third part of wvcentral is the link to the other information management systems including the CoP. So, by a simple click of the button, you can get onto the entire CoP that are represented on wvcentral. The aim of the CoP sites is to have an open space where people can learn and share and collaborate. They can ask any kind of questions and don’t need to worry so much about their own line management. This is a free and protected space for people to engage. You won’t find many documents stored on here because that’s not the aim of CoP sites. What you will find though is draft documents, documents for comment and engagement of the CoP. This is a way to have people co-create the standards, the systems, the tools for the organisation as well as engage in discussion threads, blogs, wikis etc. You’ll also find links to PMIS here. We also hope very soon to have single sign-on to PMIS so you won’t have to put in another password.

You’ll find links to groups such as the Global National Office dashboard and eventually other systems such as the People and Culture Information Management System called Our People and the Supply Chain Information Management system will all be housed on wvcentral.

What more needs to happen in order for the organisation’s learning to continue and expand?

To have effective Knowledge Management, you need the mix of people, processes and technology. On the people side, this is about having the leadership, the culture and ownership of learning in order to move forward.

For effective learning to happen, we need everybody to take responsibility for their learning. Everybody has a responsibility to do, learn and apply in their work. As managers and leaders, we have a responsibility to support our staff in the learning, give them space to learn and create, innovate and take calculated risks. We need to promote the use of learning events, promote engagement in CoP and be very conscious about using our learning when we’re making decisions and when we’re looking at change actions. We need to be more systematic in the way we do our research, the way we utilise our evaluations and the way we utilise our different publications and reviews.

On the process side, we need staff to be partners in co-creating different standards and tools that help learning and when they are undertaking different learning activities, to use the existing tools/standards that have already been created and to be active members of their CoP.

On the technology side, we are working with the Field Services Group from GICT to help each community we work with to have good connectivity and to empower them to use technology in creative ways. We really need staff to start using wvcentral, to use PMIS, to use the CoP online tools, to move away from developing their own systems and tools to having one system for World Vision where we can all engage together. We need staff to proactively use those systems, to be conscious about posting their documents online, to not keep documents on their own computers but to be engaging productively. If we have this culture, then WV can continue to move forward, it can continue to leverage all of the knowledge and skills of our 40,000 staff and all of this will contribute to more effective programming and greater impact for the communities that we serve.

 

&nbsp;As part of our continuing effort to educate our users by putting PMIS into a larger organisational context, we're focusing the spotlight on Global Knowledge Management. We recently spent time with Eleanor Monbiot, WVI's
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Eleanor Monbiot, Senior Director, Global Knowledge Management.
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Batch two implementations continue in National, Support officesUse SHIFT+ENTER to open the menu (new window).
Implementation in Batch Two National and Support Offices is continuing on schedule.

Workflow Improvement workshops are completed for WV Georgia, El Salvador, Nepal and Zimbabwe. In Peru, a Workflow Improvement workshop took place this week along with ToT. (Training of Trainers) Africa Regional TOT is scheduled for May 3- 7 in Nairobi. TOT is now completed in WV Georgia.

Support Office Implementation

Training for IPG (International Programmes Group) staff will be completed in April for WV US, WV Malaysia and WV Singapore. Training for IPG staff from WV Taiwan and WV Hong Kong is now completed.

WV Australia has successfully approved workflow and has agreed to approve semi-annual reports using PMIS.

In June 2010, PMIS training will be conducted for the European Support Offices. WV New Zealand staff will be trained in August.

The national offices implementing PMIS in Batch Two are:

APR - Bangladesh, Nepal, Cambodia and Thailand

MEER - Georgia and Jerusalem

LACR - Guatemala, Ecuador, El Salvador and Peru

EAST AFRICA - Burundi and Uganda

SOUTHERN AFRICA - Zimbabwe, DRC (Congo), Mozambique and Lesotho

WEST AFRICA- Mauritania, Niger and Sierra Leone

Batch One Completed

These Batch One National Offices have already implemented PMIS:

EAST AFRICA: Ethiopia, Rwanda, Kenya, Tanzania

WEST AFRICA: Mali, Senegal and Ghana

SOUTHERN AFRICA: South Africa, Zambia, Malawi and Swaziland

APR: India, Sri Lanka, Laos and Philippines

MEER: Armenia, Lebanon, Romania, Albania and Bosnia

LACR: Costa Rica, Nicaragua, Honduras and Bolivia

 

 

Implementation in Batch Two National and Support Offices&nbsp;is continuing on schedule.
Workflow Improvement workshops are completed for WV Georgia, El Salvador,&nbsp;Nepal&nbsp;and Zimbabwe. In Peru, a Workflow Improvement
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WV Taiwan IPG staff celebrate completion of PMIS training.
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Training of trainers for Africa's batch two countriesUse SHIFT+ENTER to open the menu (new window).
Training of Trainers is currently taking place in Nairobi for countries in Batch Two implementing PMIS in East, Southern and West Africa regions.

Twenty-seven staff from National Offices and ADPs are being trained including one staff member from WV Somalia, in order to help prepare that office for upcoming implementation in Batch Three.

The number of offices implementing PMIS in Batch Two is now 18, down from 19, after WV Mozambique decided to move to Batch Three in light of recent leadership changes and the need to focus on additional priorities.

Workflow improvement process workshops recently took place in Niger and Burundi. In LACR, the workflow improvement workshop was completed in Peru.

In MEER, WV Georgia is expected to go “live” in May.

Malaysia, Singapore, Taiwan and Hong Kong support office staff have been trained by PMIS implementation leads Jasmin Cajic and Greg Kearns.

Implementation is also expected to be completed in May in WVUS and Australia. WV Japan is currently handling some challenges with workflow but is also expected to complete implementation this month.

Support Offices trained on PMIS will be using the system for the submission of semi-annual reports and workflow initiation.

Support Offices in Europe will be trained in June at workshops to take place at WVUK and WV Germany by PMIS coordinator Stephen McFarlane. WV New Zealand staff will be trained in August.

The national offices implementing PMIS in Batch Two are:

APR - Bangladesh, Nepal, Cambodia and Thailand

MEER - Georgia and Jerusalem

LACR - Guatemala, Ecuador, El Salvador and Peru

EAST AFRICA - Burundi and Uganda

SOUTHERN AFRICA - Zimbabwe, DRC (Congo) and Lesotho

WEST AFRICA- Mauritania, Niger and Sierra Leone

Training of Trainers is currently taking place in Nairobi for countries in Batch Two implementing PMIS in East, Southern and West Africa regions.
Twenty-seven staff from National Offices and ADPs are being trained including one
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PMIS Africa Implementation Lead Edward Mubiru trains staff at the Batch Two Africa ToT.
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Get on PMIS now to maximise its benefits says Lao PDR National DirectorUse SHIFT+ENTER to open the menu (new window).
Our educational series on the learning journey of PMIS continues with a focus on WV Lao PDR in Asia Pacific Region Stephen Rozario, National Director, WV Lao PDR, candidly shared his office’s positive experiences with PMIS during the pilot/global implementation along with the challenges associated with changing how we do our work using a new global system.

How did WVL first get involved with PMIS?

Like many other offices, World Vision Lao PDR (WVL) did not have a database or system for programme information.  Our programme documents were stored on the server. Accessibility was limited and version history was an issue.

Meanwhile, the Government of Lao PDR (GoL) approved WVL’s first ADP in April 2003.  Then, we gradually started other ADPs.   As we were growing, so were our needs.  Then in 2007, PMIS was introduced. When WVL volunteered to pilot PMIS, most of our ADPs were in the assessment and design phase.  Thus, it was logical to be part of the PMIS journey.

We were in the pilot together with WV India for the Asia Pacific Region.  That was in April 2008.

How has PMIS changed how you work in WVL?

There was preparatory work.  What was impressive was the change management process that we had to go through.  This process is actually an added skill for most of those who were involved and it can be used when we introduce future initiatives.  This is most notable.  We have actually looked into what staff or what we call stakeholders, have achieved using PMIS. 

PMIS is changing the way we work and it takes time for people to get out of old habits and old ways of working.  People’s work may be affected in one way or the other.  The change management process cuts across all organisational dimensions.  It involves the organisational structure, systems and culture. It may take some work and time, but it is a good exercise.

It was an exciting journey because we were so involved in the User Acceptance Testing (UAT) in two rounds to verify the functionalities of the system in our setting.  Being a part of the UAT was already a learning experience for those who took part in the testing. One good thing about the UAT is that the system was tested in our environment where connectivity may sometimes pose a problem.  Nonetheless, it worked in Laos.   

Since then, we have had six rounds of training.  To date, we have 85 trained and registered users in the system, and we are to cover all ADPs and identified users before the end of May 2010.  During the pilot, we used the system for submission of the annual report for 2009. 

PMIS did an interim review after the pilot run.  We gathered all users and asked for feedback on the look and feel of the system, its usability, comments and suggestions for enhancement for next releases and how their implementation methodology worked in our context. Most of the suggestions were considered and some are now on PMIS 1.1, the current release.  The review was a good exercise as it paved the way for users to get involved in the development of future releases.

What went well?  

  • The change management processes and tools.  We can actually use the process in introducing new initiatives to mitigate risks such as staff accepting changes of the new system and taking on new initiatives regarding PMIS.
  • PMIS is very structured and changed the way we work. As senior managers, we were convinced about this, therefore, the implementation was relatively easier.
  • User Acceptance Testing was done on site, at the national office and in the ADPs.  It was important to see if the system works in our environment given the connectivity issues we face at times.  The testing ensured that the system can run even in the remote ADPs in Lao PDR.  Our doubts on connectivity issues were a bit cleared for our pilot ADPs.
  • Training was a blend of hands-on and coaching.  Our PMIS Officer and Focal Person are continuously being coached, and, in return, they coach other users after the training. This is supported by a wide array of learning resources. 
  • Method of Implementation.  We established a small group to compose the National Implementation Team.  This team was to lead the implementation for the four ADPS, namely Phoukhoun, Phalanxay, Xonnabouly, and Xebangfay.  These four were piloted, but we now have nine ADPs ‘live’ (with programme documents) on the system. Presently, we are rolling out to all our ADPs.
  • The Interim Review.  PMIS called for all users to provide feedback on the look and feel of the system, its functionalities and suggestions on how to make the system more user-friendly.

 What are the benefits of PMIS?

  • Historical documents are now stored in one common place. These documents can be accessed by everyone, provided they are registered users.
  • Easier to track version histories of documents.  The system allows us to update the documents, keeping the history of the documents, which enables us to see who-made-what changes.
  • Documents are stored in a logical way.  For example, we can place the LEAP (Learning through Evaluation with Accountability and Planning) documents in a place called a matrix.  This tells us when the document is required in a given year in the programme cycle, such as “Assessment and Design.”  For other documents, we have separate folders in the document library where we can easily click and find that document. 
  • It promotes collaboration.  The system allows review and approval workflow.  Users can contribute ideas and comments on documents using the discussion board.  All of these are captured by the system.  Another important feature of PMIS is that it has alerts for tasks that are due or overdue.  Isn’t this a good way of promoting efficiency?
  • Business process on LEAP is streamlined.  Before PMIS, approval of documents and sending documents to the Support Offices was the responsibility of the Operations Director.  Now, we have the Team Leader doing this.  The Operations Director, who is a registered member of an ADP, can view what is going on with the document.  He/she can see comments/feedback from reviewers and he/she can give comments and feedback as well.  In a way, it empowers staff from the field, from ADP Managers and Team Leaders.
  • We don’t use Lotus Notes to send reports anymore.  PMIS is where reports are uploaded and the system allows it to move from one person to the other for review and agreement.  No more big files on Lotus Notes and no more bouncing of mails.
  • Less turnaround time.  If you are a reviewer or a member of the ADP, you are informed that the report or document has been uploaded and it tells you the progress of the document.  Part of our streamlined business process is the number of days of review and approval that it will take to be accomplished.  If you are a reviewer, you will get an alert message for the task to be done and due date.  You also get to see outstanding tasks. 
  • Promotes LEAP alignment.  It tells you if the document is LEAP- aligned or not.  The system will detect this, using the criteria for LEAP alignment.  Additionally, all the LEAP resources are on PMIS. 

What were the challenges?  

  • Connectivity is the foremost challenge.  We cannot access PMIS without good connectivity. But then, we need to upgrade connectivity in the ADPs. 
  • Historical documents were everywhere. When we started uploading, we didn’t know where the documents were and if they were the right versions.  We had to ask people, and had one staff member assigned solely to reconcile the documents. 
  • Limited staff and workload issues to lead the implementation. When we saw the bulk of work a PMIS Point Person had to do, we thought we didn’t have a spare staff member to do this.  And since we were hiring new staff, we hired one who closely matches up to this role.   At the start, it may require 50 per cent of their time but once the initial implementation period is over, it just takes 5-10 per cent of their time to do PMIS.

What are your recommendations for other National Offices not yet on PMIS?

Early adoption of PMIS is better than starting when the system gets complicated.  I know that PMIS 2.0 is about to come online later this year. Starting early leads to smooth adoption. Get the basics now and the adoption becomes easier.

Look into the business process. There is always a better way of doing things. 

Change is a permanent fact.  There is no way we can avoid it. Commitment matters.  Advocate for it. 

Our educational series on the learning journey of PMIS continues with a focus on WV Lao PDR in Asia Pacific Region.&nbsp; Stephen Rozario, National Director, WV Lao PDR, candidly shared his office’s positive experiences with PMIS
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Stephen Rozario, National Director, WV Lao PDR.
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Communicator creatively promotes PMIS in South AfricaUse SHIFT+ENTER to open the menu (new window).
 As World Vision’s largest ever infrastructure project, the success of PMIS is a collective effort dependent upon the support and full engagement of our partners in Support, National, Regional and Global Centre offices.

We recently introduced you to the technical team from Global Centre Information Communications and Technology and their vital behind the scenes support role. This week, we’re focusing on the role our National Office communications staff play in helping colleagues transition into using the new system.

We recently spent time with Olwetu Gwanya, National Office communications staff for WV South Africa to discuss how she's using her creative communications expertise to educate her colleagues about PMIS.

By Wickie Mercado-Baguisi, PMIS Communications

As a communications officer at World Vision, Olwetu accomplishes many tasks every day.  

A day in her working life begins with devotions—a must for each day. “After devotions, I make myself a cup of coffee, go to my desk, and open my calendar to check what the day looks like. I take a brief look at what actions need attention for that day.” Checking e-mails and responding to urgent matters take up most of her time.

Olwetu views PMIS as a great way to ensure the proper recording and sharing of information across the organisation.

“If used effectively, it can really ease a lot of pressure in many of us,” she says.  “At the moment, people are not yet as comfortable with the system as we would like them to be, but with constant messaging around PMIS and exercises that compel them to use the system, things can really change.”

The culture of loading documents on PMIS instead of sending them by e-mail will only change if everyone leads by example, she added. 

As the lead communicator for PMIS, Olwetu has produced an extensive amount of stories and led National Office activities to promote the initiative. Being part of the National Office PMIS steering committee, she developed the PMIS communications strategy, organised the official launch of PMIS in South Africa, and led the development of promotional material such as banners and posters to mark the official launch of PMIS.

The eye catching PMIS communications material she developed contain memorable slogans and visuals such as ‘don’t miss the bus’ or ‘invest time to make time’ with PMIS while also incorporating the existing PMIS branding and tagline, Connect, Communicate, Collaborate.

Olwetu also attends PMIS workshops and training to take photos and write articles about PMIS to help further increase knowledge and information about the new system. She also encourages staff members to write to I-Reports about their PMIS experiences which have been shared across the Partnership. 

Olwetu also drafts communiqués to users about upcoming training or other milestones, she reports on the outcome of PMIS Steering committee meetings and decisions, and distributes these within NOs, including ADPs (Area Development Programmes).

Through her work, she hopes to promote PMIS because she believes in the system, and she also wants to inspire World Vision communicators in other national offices to do the same.

Where does she find her source of inspiration?

“I love communications, and the fact that I have to communicate about something I personally believe in is a plus,” she says. “Most of all, I'm very much inspired by the children we work with, who, regardless of very trying and emotionally draining situations they find themselves in, are still able to give you a smile when you visit them.  Their courage and tenacity amaze me,” she said.

Olwetu Gwanya is no stranger to children. She has been raising her niece, now 13, since the child was six years of age. She and her niece live in Johannesburg. “This lovely soul has really become my child in every way,” she said. 

She joined the Partnership as a communications officer from 2002 to 2004, and rejoined last year. 

She grew up in a rural area called Xongora in Umthatha, and did all of her education there. She enrolled in a national diploma in Journalism programme from 1999 to 2001. Her first job was with the South African Broadcasting Corporation as a junior journalist.  From there, she moved to other jobs, and eventually rejoined World Vision in 2009.

Why did she come back to work for World Vision?

“The fact that I'm back at World Vision is self-explanatory,” she says. “I love what this organisation stands for.  Empowering children and communities to find ways out of poverty is something I strongly believe in.  Children are our future and it's our responsibility to ensure we invest a lot in them. Given all the things I've mentioned, having to write stories about World Vision's work comes naturally. I guess also because I can identify with most of the situations I write about,” said Olwetu.

How does she handle challenges?

“I always pray for God's guidance. On my own, I can never be able to handle some of the challenges I face. I also find that it helps to keep your calm and peace even when you feel overwhelmed. I don't think I can manage without God's intervention. His Spirit helps me all the way.”

&nbsp;As World Vision’s largest ever infrastructure project, the success of PMIS is a collective effort dependent upon the support and full engagement of our partners in Support, National, Regional and Global Centre offices.
We
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WV South Africa communicator Olwetu Gwanya
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WV Australia expects greater operational efficiencies by using PMISUse SHIFT+ENTER to open the menu (new window).

 As World Vision’s largest ever infrastructure project, the success of PMIS is a collective effort dependent upon the support and full engagement of our partners in Support, National, Regional and Global Centre offices.

This week, we bring you a perspective on PMIS from a key Support Office partner, World Vision Australia. We asked Scott Rosenow, WV Australia's Team Leader, Business Information and Processes, International Programs for his views on the benefits of PMIS as well as the challenges of implementation and change.

By Wickie Mercado-Baguisi, PMIS Communications

What do you do at WV Australia, what are your responsibilities and how long have you been with WV?

I have a background in business management in the corporate sector where I was most recently a service delivery manager before joining World Vision Australia. I have been at WVA for nearly two years and I am a team leader in Program Support within the International Programs department under the umbrella of the Policy and Programs division. I oversee a team who identifies opportunities to improve the efficiency, effectiveness and accountability of program information by aligning systems and processes. 

How does PMIS help in your area of work?

Our team manages a compliance process which involves the tracking and management of annual and semi-annual reporting. This has been a laborious task that absorbs the time of seven resources. Now with the PMIS matrix, portfolio views and workflow capability, we will be able to go to one place to track the landing of reports against LEAP (Learning through Evaluation with Accountability and Planning) deadlines. This will eliminate the task of having to post/upload all field reports into our current document repository which is not only labour intensive but also very tedious. Our team will now be able to dedicate more time to core business activities.

Please share with us some of your experiences on PMIS implementation. What was the time frame of the implementation? What were your challenges? What were the biggest hurdles you had to overcome?

At this stage, we haven’t formally completed implementation and are still some weeks away. Saying that, we have completed training for 10 Country Program Coordinators (CPCs) who are actively using PMIS. The biggest issue for us in WVA is going through the implementation process all by correspondence with the PMIS Global team. The new features and workflow training by WebEx has been particularly challenging, especially when our communication technology isn’t as cooperative as we would like it to be.

Another challenge has been not having visibility of the internal NO PMIS operational protocols. CPCs have often asked who they should speak to in the National Office about PMIS knowledge and the skill gaps of National Office users. This has left me perplexed at times as we have not been able to provide those answers. We have suggested that a contact for each office be visible on the landing page of each ADP (Area Development Program). The global PMIS team has now taken this suggestion on board. Once the data governance guidelines are released, then I can say we have left the ground and are sailing over the hurdle. We’ll see how smooth the landing is once we’ve seen and understood the guidelines.

What are the benefits of the system to WV Australia? What has the system enabled WV Australia to do?

The whole knowledge management piece is the key for me. Being so remote from other Support Offices, hopefully PMIS will make the sharing of information with our northern hemisphere and in-country colleagues, more attainable. The notion of not only having a central place for field documentation but all relevant development tools and program logic accompanied by a social networking tool for discussion will empower our staff to be more analytical and informed on their approach to programming and the tracking of existing programming. CPCs won’t be the only beneficiary of PMIS though. With a central location for all program documents in conjunction with a workflow tool, many operational gains are expected. Time used just finding information will be reduced, the maintainance of internal document systems will be severely reduced, LEAP compliance will be more easily tracked and alongside all of this, internal processes will be simplified, all resulting in greater operational efficiencies across the board.

As you know, PMIS is in various stages of implementation globally. What advice would you give to those National Offices that are just beginning to implement the system?

Complete a thorough risk assessment that honestly reflects office capacity and make sure you have constructed contingencies plans for all of those risks. This includes having clear processes and numerous PMIS subject matter experts in house to guide you through this enormous change and who will continue to provide ongoing support. And don’t forget to share your new processes and protocols with your affiliated country program officers. Your transparency may provide avenues to solutions.

Please share with us some interesting anecdotes about the PMIS implementation in WV Australia that would be of interest and/or would help other NOs in their own PMIS implementation.

During the pilot phase of 1.0, there was a transition from the test environment to the production environment. With WVA being part of the pilot, we started seeing some odd conversations appearing in the discussion threads. There was something about the irregular temperature of a room. In assuming the development team was having air-conditioner issues, it was an indirect reminder that PMIS is a global tool and that all communications must be structured to account for a global audience.

 

&nbsp;As World Vision’s largest ever infrastructure project, the success of PMIS is a collective effort dependent upon the support and full engagement of our partners in Support, National, Regional and Global Centre
<img alt="" border="0" src="/NewsletterPictureLibrary/scott rosenow.jpg" style="BORDER: 0px solid; ">
Scott Rosenow, WV Australia, International Programs
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More batch two national offices 'live', Support Office training continuesUse SHIFT+ENTER to open the menu (new window).
Batch two of PMIS implementation is continuing on schedule with completion in 28 out of 45 targeted National Offices and 289 out of 387 planned ADPs by the end of September 2010.

The batch two offices now “live” on PMIS are: Georgia, Niger and Mauritania with all ADPs 'live' and Peru which has 47 per cent of its ADPs 'live.' The definition of “live” means an ADP has uploaded programme documents onto PMIS and staff have been trained.

We expect the following 4 National Offices: Burundi, DRC Congo, Ecuador and Thailand to implement PMIS by the end of June.

Workflow improvement visits are scheduled for Cambodia, Lesotho and Dominican Republic.

Amongst Support Offices, 9 have been trained with 5 offices signing off on the customer acceptance form (Canada, Hong Kong, Taiwan, Malaysia and Singapore). Sign offs are pending by WVUS, Korea, Australia and Japan.

Another 10 European Support Offices will be trained starting this month.

UK, Netherlands and Ireland will be trained June 11 followed by Germany, Switzerland, France, Austria, Spain, Italy and Finland by July 2, 2010.

A substantial number of National Offices are now using PMIS for the submission of Agreement Workflows for ADPs that are ‘live.’ There are however, 14 National Offices that have not yet completed the process of submitting Semi-Annual Reports.  

The percentage of National Offices that have submitted Semi-Annual Reports but have not yet initiated Agreement Workflow is 26 per cent. Twenty per cent of live ADPs have yet to submit Semi-Annual Reports. This gap is expected to be closed by mid June.

Support offices that are “live” have approved a total of 8 Agreement Workflows initiated from National Offices in PMIS. The deadline to approve all workflows initiated in the current PMIS is July 15, 2010. All workflows initiated in the current PMIS and not approved by July 15 will be lost when the system is upgraded the first week in August.

A detailed communiqué on this issue has been sent this month to all PMIS users.

The national offices implementing PMIS in Batch Two are:

APR - Bangladesh, Nepal, Cambodia and Thailand

MEER - Georgia and Jerusalem

LACR - Guatemala, Ecuador, El Salvador, Peru, Brazil, Dominican Republic and Colombia

EAST AFRICA - Burundi and Uganda

SOUTHERN AFRICA - Zimbabwe, DRC (Congo) and Lesotho

WEST AFRICA- Mauritania, Niger and Sierra Leone

 

Batch two of PMIS implementation is continuing on schedule with completion in 28 out of 45 targeted National Offices and 289 out of 387 planned ADPs by the end of September 2010.
The batch two offices now “live” on PMIS are:
<img alt="" border="0" src="/NewsletterPictureLibrary/Peru PMIS training.JPG" style="BORDER: 0px solid; ">
WV Peru staff being trained on PMIS.
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Workflows in current PMIS release must be completed by July 15thUse SHIFT+ENTER to open the menu (new window).

The current version of PMIS is being upgraded to include new features. This upgraded PMIS will go 'live' or online the first week of August 2010.

For PMIS users, this means that all workflows initiated in the current PMIS release must be completed--which means approved by Support Offices--no later than July 15, 2010 +8 GMT (Malaysian time)

All workflows in the PMIS that are not completed by July 15 +8 GMT will be lost when the system is upgraded.

Therefore, it's vital that PMIS users in National and Support Offices complete their Semi-Annual Report submissions and approvals by this deadline.

We'd also remind Support Offices to request that all ADPs 'live' on PMIS submit their Semi-Annual Reports through PMIS and not through Lotus Notes email.

We'll continue to send reminders to all PMIS users as this deadline approaches.

Thank you for your cooperation. We look forward to introducing you to the new features in the upgraded PMIS and continuing to work with our partners as we Connect, Communicate and Collaborate.

The current version of PMIS is being upgraded to include new features. This upgraded PMIS will go 'live' or online the first week of August 2010.
For PMIS users, this means that all workflows initiated in the current&nbsp;PMIS
<img alt="" border="0" src="/NewsletterPictureLibrary/alert-icon-red.jpg" style="BORDER: 0px solid; ">
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Upgrade to the current PMIS release coming in AugustUse SHIFT+ENTER to open the menu (new window).

The current PMIS release is being upgraded with new features and a more modern look and feel. The upgraded PMIS will go "live" (online) the first week of August 2010.

These changes to PMIS are part of our ongoing commitment to continuous improvement as we incorporate more features requested by our partners. On the soon to be upgraded home page, we'll be providing online learning materials explaining the changes at a link called New Features. Users will be able to click on Flash presentations containing screen shots and an audio narrative explaining the upgrades.

Workflow Deadline

It is important that all Workflows are approved by Support Offices in the current PMIS release by 15th July 2010. Any Workflows not completed by that deadline will be lost when the system is upgraded in August. More detailed information on this issue has been sent to PMIS users.

Here are a few highlights of more than 40 improvements coming in the upgraded PMIS. We'll continue to send our partners information about additional features as we approach the August upgrade.
  
GRADUAL PUBLICATION OF SPONSORSHIP DATA. Link to the login for the stepWise repository available on the PMIS home page. This important move towards the integration of the Sponsorship Tracking Enhancement Programme (step) into PMIS brings together Registered Child data and relevant programme data in one place, for the first time.

NATIONAL OFFICE SITES. Each National Office site will display stacked bar charts showing:

  • the proportion of ADPs using PMIS
  • the proportion of ADPs with approved LEAP designs
  • the proportion of programmes submitting Semi-Annual/Annual Reports on time
  • each programme site will display the “live” status of programmes

WORKFLOW. The upgraded system will continue to have 'Review Workflow' and 'Agreement Workflow' but it will also have 'Approval Workflow' which upgrades and simplifies the Workflow process. The 'Approval Workflow' is available for the approval (by an individual or a group) of any document within an office and can be initiated by any user. The 'Approval Workflow' is used within a National Office (NO) before initiating an Agreement Workflow between the NO and Support Office for LEAP programme documents.

MATRIX. The TDI reports are in the Matrix. Additionally, LEAP Red Tools can be accessed by clicking on the LEAP stage in the left column of the Matrix.

DOCUMENTS MANAGEMENT. General programme documents are automatically published as they are being uploaded, unless users un-tick the "Publish” default check box.

PMIS HOME PAGE. Space for multiple PMIS stories, videos and a look/feel similar to wvcentral, www.wvcentral.org

 

The current PMIS release is being upgraded with new features and a more modern look and feel. The upgraded PMIS will go "live" (online) the first week of August 2010.
These changes to PMIS are part of our ongoing commitment to
<img alt="" border="0" src="/NewsletterPictureLibrary/screenshot of PMIS 1.2 home page.jpg" style="BORDER: 0px solid; ">
Here is how the upgraded PMIS home page will look in August.
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More Support, National Offices come onlineUse SHIFT+ENTER to open the menu (new window).
PMIS implementation continues on schedule with completion in 32 out of a target of 45 countries by the end of this fiscal year.

Support Office Implementation - Japan, Ireland, Australia and South Korea have signed off on the implementation. Pending are US, UK, Netherlands, Germany, Switzerland, Austria, Italy, Finland, France and Spain.

Training for the rest of the European Support Offices was completed on July 2, 2010 in Germany. To date, PMIS training is completed for 19 Support Offices. Training of additional International Programmes Group (IPG) staff in Support Offices will be conducted by these trainers.

National Office Implementation - To date we have implemented in Georgia, Mauritania, Niger, Peru, Burundi, DR Congo, Thailand and Ecuador. Next will be El Salvador, Sierra Leone and Uganda. Workflow improvement process visits were also completed for Jerusalem/West Bank/Gaza, Sierra Leone, Uganda, Lesotho, Dominican Republic, Cambodia and Thailand.

Semi-Annual Reports

Communication was sent out National and Support Offices to complete the submission of semi-annual reports in time for Support Offices to approve them by July 15 2010.

Here is the status of workflow approvals as of July 7, 2010 (these totals are changing daily)

  • 110 are Approved (35% agreed/completed)
  • 197 are pending (62.5% pending Support Office approval)
  • 8 (2.5% pending NO approval)

Any workflows in the existing system not approved by Support Offices by July 15 will be lost when PMIS is upgraded the first week of August. 

Congratulations to the MEER National Offices for a record 100% of ADPs that are "live" and have initiated agreement workflow for all the semi-annual reports and have been approved by the NO. They are now pending SO approvals.

Other regions are still working on completing the semi-annual reports submission and initiating the agreement workflows for the "live" ADPs.

PMIS implementation continues on schedule with completion in 32 out of a target of 45 countries by the end of this fiscal year.
Support Office Implementation - Japan, Ireland, Australia and South Korea have signed off on the
<img alt="" border="0" src="/NewsletterPictureLibrary/WVUK.jpg" style="BORDER: 0px solid; ">
Staff from WVUK, WV Netherlands and the EU Liaison Office complete PMIS training.
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Welcome to the upgraded PMIS!Use SHIFT+ENTER to open the menu (new window).

The upgraded PMIS is now available to our users. We’d encourage all users to login to PMIS and check out what’s new.

This latest PMIS release contains more than 40 improvements based on feedback from our National, Regional, Support and Global Centre office partners since global implementation began in October 2009.

We would like to make our users aware of several issues that our technical team is working to resolve.

A Microsoft infrastructure issue that was impacting the My PMIS feature for some users has now been fixed. Additionally, a technical issue with the Semi and Annual Reports portfolio has also been resolved.

Technical issues with the NO dashboard and NO Workflow Report are currently being worked on by the support team in Malaysia and should be resolved soon. We will inform users once these fixes are in place.

We’d also request that our users review their semi-annual reports to ensure there are no irregularities after the migration of data to the new system. In particular, we'd like users to confirm the status of cancelled workflows from the previous PMIS release to validate if these are accurately reflected in the upgraded PMIS. If users notice any irregularities, they should immediately log the issue with the PMIS Help Desk at pmis_support@wvi.org.

Here are just a few of the features in this upgrade:

Each National Office site displays stacked bar charts showing:

  • the proportion of ADPs using PMIS
  • the proportion of ADPs with approved LEAP designs
  • the proportion of programmes submitting Semi-Annual/Annual Reports on time each programme site will display the “live” status of programmes

The upgraded system continues to have 'Review Workflow' and 'Agreement Workflow' but it now has 'Approval Workflow' which upgrades and simplifies the Workflow process. The 'Approval Workflow' is available for the approval (by an individual or a group) of any document within an office and can be initiated by any user. The 'Approval Workflow' is used within a National Office (NO) before initiating an Agreement Workflow between the NO and Support Office for LEAP programme documents.

LEAP Red Tools can now be accessed by clicking on the LEAP stage in the left column of the Matrix. TDI Reports are now contained in the Matrix.

We welcome your feedback on the upgraded PMIS. Please email us at pmis_comm@wvi.org

Global implementation of PMIS also continues on schedule. As of August 1, 2010, there are 35 National Offices, 617 ADPs and 19 Support Offices “live” on the system. WV New Zealand is scheduled to be trained the week of August 9 which will mark the completion of Support Office implementation.

For all technical issues or to log any irregularities, email the PMIS Help Desk at pmis_support@wvi.org

We apologise for any inconvenience caused by the recent blackout period and we thank you for using the PMIS to Connect, Communicate and Collaborate.

The upgraded PMIS is now available to our users. We’d encourage all users to login to PMIS and check out what’s new.
This latest PMIS release contains more than 40 improvements based on feedback from our National, Regional,
<img alt="" border="0" src="/NewsletterPictureLibrary/PMIS training UK.JPG" style="BORDER: 0px solid; ">
PMIS training at WVUK
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WV Uganda launches PMISUse SHIFT+ENTER to open the menu (new window).
World Vision Uganda launched the Programme Management Information System last month in Kampala.

There is great anticipation that the system is going to fundamentally change the way programme information is stored and accessed by WV Uganda’s ADPs.

The first wave of the official training was a five day workshop for staff. Programme managers and Design and Monitoring Specialists from 16 ADPs attended this training. Michael Kintu, an MIS officer, Daniel Musasizi, a Systems Coordinator for Sponsorship, Ignatius Abaijuka, a Design, Monitoring and Evaluation Officer and Gilman Yumaa, the Regional PMIS coordinator for East Africa, facilitated the hands-on training event. To move things forward, a national implementation committee is in now place. The chairman, Geoffrey Isingoma, who is also the Ministry Quality Director, is providing leadership to the Uganda roll-out.

“In East Africa, Tanzania, Rwanda, Burundi, Ethiopia, Kenya and now Uganda are using PMIS. However Sudan and Somalia have not yet joined because the functionality for grant based programmes will be incorporated into a later release of PMIS,” said Yumaa.

The staff who attended were taught the basics of accessing an account, managing documents and navigating the system to find information. They were given both soft and hard copies of the user guides which they used to practice their skills on PMIS. By the end of the week, all the staff could access their accounts and upload documents.

Yumaa said, “Uganda is the last country to implement PMIS version 1.1, and during the second wave of training this month (August) they will be using the upgraded version of PMIS (1.2).  In the next fiscal year, another major PMIS release, focusing on structured data, will be introduced.”

Referring to the logistics of implementation, Yumaa said that good internet connectivity helped the training to go smoothly.

By September 2010, all 54 ADPs in Uganda will be on the PMIS which means they will submit their annual reports through the system, added Yumaa.  By then, existing databases currently being used to manage programme data will be decommissioned.

World Vision Uganda’s National Director, Rudo Kwaramba thanked staff who had attended and those who had facilitated the workshop. She also emphasised the importance of the quality of programme documents that ADP staff will upload onto the system because these documents are now visible by the Partnership.

The Directors cut a cake to celebrate this important milestone in the history of World Vision Uganda--implementing PMIS.

 By Jacqueline Bangirana and Aggrey Mugisha, WV Uganda Communications

 

World Vision Uganda launched the Programme Management Information System last month in Kampala.
There is great anticipation that the system is going to fundamentally change the way programme information is stored and accessed
<img alt="" border="0" src="/NewsletterPictureLibrary/PMIS laucnh 007.jpg" style="BORDER: 0px solid; ">
WV Uganda celebrates the launch of PMIS implementation.
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PMIS initiative wins Business Intelligence Excellence AwardUse SHIFT+ENTER to open the menu (new window).
The PMIS initiative has won a Business Intelligence Excellence Award from a major information technology association in Malaysia.

This award recognises how World Vision is leveraging its information through PMIS to extract valuable insights about its work in order to become more effective and accountable in its ministry. PMIS was one of seven projects chosen for an award out of several hundred submissions.

This marks the first time a humanitarian organisation has been chosen for an award by the ShareGuide Association Malaysia (SGAM) an IT Users Group and a non-profit association, whose member organisations are primarily users of technology and IT services. SGAM serves as a forum for IT users to network and exchange information, experience, thoughts, views and best practices. It is also a forum for working collaboratively with IT service providers and other related groups to help members leapfrog in harnessing technology for their businesses and for greater mutual benefits.

Nick Goh, Site Manager of Global ICT’s KL Shared Services Centre in Malaysia, which provides all business, infrastructure and customer support for PMIS, made the presentation and accepted the award last month in front of a crowd of more than 400 people in Kuala Lumpur.

On awards night, six people in attendance also signed up to become WV child sponsors, said Goh, who added he’s also received requests to speak to IT companies about PMIS.

The awarded projects were scored against three criteria:

1. Execution: How is the enterprise project conceptualised and implemented?

2. Business alignment: How well is the use of IT aligned with the organisation’s overall business strategy? This includes how the project helps overcome specific business challenges.

3. Measurable results: Includes specific cost savings, time to market, improved margins, new revenue streams, increased productivity, reduced downtime.

The PMIS submission detailed how the initiative has:

  • Responded to the challenges inherent with introducing one global system for the Partnership with the end goal of replacing more than 36 existing programme systems
  • The strategy for addressing the people, process and technology challenges associated with major organisational change
  • How management of Global ICT (Information and Communication Technologies) has aligned with WV business objectives
  • A comparison of business processes before PMIS and the quantifiable metrics the system brings to the organisation

As part of his presentation, Nick Goh showed a PowerPoint, a slideshow about the PMIS vision as well as the Precious In His Sight video created by WVUS to convey an overall view into WV’s ministry.

SGAM Committee member Thomas Ng said this about the PMIS submission.

“The judges were suitably impressed with the submission and contents and the manner in which the project was initiated right down to execution. Your team did a good job with the presentation material and as I recall, Nick was the only presenter that day that had the audience applauding midway through his presentation!”

Some of the other comments by the judges included,

“Simply one of the best submissions we’ve had for our awards and the first NGO to do that in ShareGuide.”

“ShareGuide is proud to be associated with World Vision and for giving out this award to a well- deserved entry.”

“A refreshing change from other submissions where commercial gains are not the focus for once.”

“Hope the award will help in a small way in promoting World Vision’s noble course to help the children of the world.”

For more information about SGAM, you may visit their website at

http://www.shareguide.org.my/

 

       

The PMIS initiative has won a Business Intelligence Excellence Award from a major information technology association in Malaysia.
This award recognises how World Vision is leveraging its information through PMIS to extract
<img alt="" border="0" src="/NewsletterPictureLibrary/Nick with Business Intelligence Award.jpg" style="BORDER: 0px solid; ">
Nick Goh, site manager of the KL Shared Services Centre accepts the award.
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WV Lesotho goes 'live' on PMISUse SHIFT+ENTER to open the menu (new window).
World Vision Lesotho is now “live” on PMIS following a four-day training workshop held at Maseru Sun Cabanas in Lesotho from August 17-20, 2010.

WV Lesotho Programme Managers and Design and Monitoring Officers from 13 Area Development Programmes (ADPs) attended the workshop, led by PMIS Southern Africa Regional Coordinator, Vongai Nzenza.

WV Lesotho Ministry Quality Director, Mamohau Mokoena encouraged the participants to be innovative and to engage with and build capacity of communities through information technology and to grant them an opportunity to communicate with Support Offices.

“There is more work to do as World Vision Lesotho staff, and I believe if we show commitment in our work, we will put Lesotho on the map,” said Mokoena.

WVL PMIS Coordinator, Pheelo Pompong said the system is vitally important for reporting and sending documents.

Pompong urged participants to work cooperatively as the system will enable them to send documents for approval and they will automatically be published. He said PMIS builds on LEAP, WV's system for design, monitoring and evaluation and is intended to ensure higher level of LEAP adoption by integrating LEAP principles in information management across the Partnership. 

The staff who attended the training were taught the basics of accessing their user accounts, creating a portfolio of programmes, initiating a review workflow, managing documents and uploading documents. They were given soft and hard copies of the user guides which they used to practice their skills on PMIS.

PMIS coordinator Nzenza said there is great anticipation that the system is going to fundamentally change the way programme information is stored and accessed by WV Lesotho.

She noted that WV Lesotho needs to have organisational information which is timely, reliable and easily accessible.

Nzenza said that PMIS will give WV Lesotho easier access to general country information, enable enhanced performance monitoring and improve work that can be shared with various partners through the system. She added that PMIS will also enhance LEAP alignment through readiness and programme effectiveness.

“National Office and Programmes will be able to identify missing documents, improve accountability as well as achieve faster workflow”, said Nzenza.

At the end of the workshop, staff from all of the 13 represented ADPs managed to upload documents and the office went “live” on PMIS. The day was capped off by the awarding of certificates to the participants.

 By Itumeleng Monamane, WV Lesotho Communications

 

World Vision Lesotho is now “live” on PMIS following a four-day training workshop held at Maseru Sun Cabanas in Lesotho from August 17-20, 2010.
WV Lesotho Programme Managers and Design and Monitoring Officers from 13 Area
<img alt="" border="0" src="/NewsletterPictureLibrary/lesotho cake.jpg" style="BORDER: 0px solid; ">
WV Lesotho celebrates going 'live' on PMIS.
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Nepal is the 40th National Office 'live' on PMISUse SHIFT+ENTER to open the menu (new window).
WVI Nepal is the 40th National Office to go " live " on PMIS following a three-day training workshop held in Kathmandu, August 24-26, 2010.

Twenty WVI Nepal staff from four pilot Area Development Programmes (ADPs) and the National Office completed the PMIS training workshop for trainers and users, led by PMIS Asia Pacific Regional Coordinator, Gemma Goliat and PMIS Project Manager, Debbie Leong.

The workshop focused on introducing PMIS, setting up user accounts, using basic features and functions of PMIS, creating and managing a portfolio of programmes, initiating workflows and uploading old documents to a programme library.

Trained WVI Nepal Team Leaders and Community Development Coordinators from the four selected ADPs were positive about the benefits of using PMIS following the workshop.

WVI Nepal Team Team Leader- Kathmandu ADP, Lakshmeshwor Mahato said, "When I was transferred from Kailali ADP to Kathmandu as a Team Leader, I faced problems in recovering the old documents of the ADP and had my share of frustrations. Now with a central programme management information system, this problem will be solved."

WVI Nepal Community Development Coordinator- Kaski ADP, Manju Gurung said, '"We spend most of our time submitting documents and waiting to compile them. Now with a web-based system, a lot of paper work and emailing will be reduced, it will save us a lot of time in the field, and yes, we will no longer have to worry about wear and tear of documents."

WVI Nepal DME (Design, Monitoring and Evaluation) Manager and PMIS Coordinator, Dhruba Raj Ghimire said the system will improve efficiency in reviewing documents and enhance the timely accomplishments of tasks. He also highlighted that PMIS will be a platform for knowledge management.

WVI Nepal Operations Director, Callum Newman said that it was encouraging to see participants become familiar with the system because the reviewing, approval and agreement of programme documents will now all be done through PMIS starting with the four ADPs.

At the end of the training session, staff from all four pilot ADPs managed to upload documents and the office went “live” on PMIS.

Selected trainers from this workshop will coach other staff when the rest of Nepal's ADPs will be introduced to PMIS.

By Alina R Shrestha, WVI Nepal Communications

WVI Nepal is the 40th National Office to go &quot; live &quot; on PMIS following a three-day training workshop held in Kathmandu, August 24-26, 2010.
Twenty WVI Nepal staff from four pilot Area Development Programmes (ADPs) and
<img alt="" border="0" src="/NewsletterPictureLibrary/nepal2.jpg" style="BORDER: 0px solid; ">

PMIS Coordinator Gemma Goliat (right) celebrates WVI Nepal going 'live'.

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PMIS goes 'live' in WV CambodiaUse SHIFT+ENTER to open the menu (new window).
At the National Office in Phnom Penh, the National Implementation Team (NIT) and relevant members from Finance, Programme Quality and LEAP (Learning through Evaluation with Accountability and Planning) piloted ADPs and Operations staff gathered together for a Training of Trainers (ToT) on PMIS on Aug 17-19.

Ms. Gemma Goliat, PMIS Coordinator for Asia, facilitated the training with the expectation of seeing World Vision Cambodia go ‘live’ on PMIS by the third day. The participants learned to use PMIS using the online training environment with animation and voice Flash files developed by the PMIS change management team.

Participants practiced all steps of the learning module and found it exciting to use. Prasath Sambo and Stong ADP uploaded their past documents onto the PMIS.  

“I think PMIS is a good system—very safe and accessible. More importantly, it ensures that the old document is there forever. I am excited to be able to upload and download files directly on the system. Other ADPs or relevant partners could access information and documents whenever they want without emailing us,” said Mr. Kimhuot Por, Manager, Prasath Sambo ADP. He also raised some concerns about the need to simplify the Workflow capability in PMIS.

“I hope that National or APRO level will look closer at the Workflow as I can see currently it is quite complicated for users to be able to identify what to do next or where we are now,” added Mr. Kimhuot.

Ms. Sophea Chan, Officer-in-Charge of Stong ADP involved in the pilot, also had a positive comment about PMIS.

“I think PMIS is a great system because all the Designs, Reports and Budgets are identified with a clear deadline so that responsible people who are involved in each step of the report are able to put themselves in a disciplined manner to finish their job on time. The great thing I found is we will have a large library where we can explore and learn from, not only from our own ADPs but other countries around the globe,” said Chan.

Chan also suggested a great PMIS-centered activity for the Senior Management Team and ToT.

“It would be great if we all can sit together and do a reflection about PMIS to find united challenges we faced during ToT to learn from each other as well as to inform the National and APRO level to help find a better way for all to be able to practice their job and the system confidently,” added Chan.

Stong and Prasath Sambo ADPs are now ‘live’ on PMIS. The ADP managers will continue uploading all the past reports and relevant document onto the site. They are ready for the coming FY 10 Annual Report season, which will mark the first time these reports will be produced using PMIS Workflow capability.

 By Youra Soeum, WV Cambodia Communications Manager-in-Training

 

At the National Office in Phnom Penh, the National Implementation Team (NIT) and relevant members from Finance, Programme Quality and LEAP (Learning through Evaluation with Accountability and Planning) piloted ADPs and Operations
<img alt="" border="0" src="/NewsletterPictureLibrary/cambodia pic group.jpg" style="BORDER: 0px solid; ">
WV Cambodia staff participated in Training of Trainers in August.
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WV Bangladesh begins PMIS rolloutUse SHIFT+ENTER to open the menu (new window).
World Vision Bangladesh now has 7 ADPs “live” on PMIS following a training workshop held in Dhaka from August 16-19, 2010.

There were 40 participants at the training including ADP Managers and Monitoring and Evaluation Officers from the implementing ADPs as well as Regional Associate Directors, Regional DME (Design, Monitoring and Evaluation) coordinators, Regional IT coordinators and others from the National Office.

Twelve WV Bangladesh staff received additional training and will take on the role of PMIS trainers as the rollout continues. They have a more in-depth knowledge of the system and will be a great resource for all the ADPs as the transition to PMIS progresses.

WV Bangladesh Quality Ministry Director, Roxana Oana, demonstrated how PMIS integrates LEAP (Learning through Evaluation with Accountability and Planning) principles and how it would strengthen the DME process in addition to being an effective way to communicate with internal stakeholders. PMIS also provides easy access to LEAP tools and templates.

Isaac Williams, the PMIS Regional Coordinator, had previously facilitated a process to assist the National Office in Site Readiness and Planning. The Workflow Business Process Review Workshop took place in July and this helped the National Office implementation team to develop protocols and get a common understanding of the usage of PMIS workflow functionality in the office’s LEAP document review and approval processes.

WV Bangladesh National IT Coordinator, Tanmoy Datta, emphasised that although it would take time to adjust to the new system and there may be some initial problems with connectivity, in the long run PMIS will significantly reduce the risk of lost documents. He said he believes it will be a great improvement in WV Bangladesh's information management and the effective management of programmes.

Topics covered in the training included the basics of accessing user accounts, creating a portfolio of programmes, uploading documents and initiating a workflow. At the end of the workshop, staff from all of the 7 represented ADPs managed to create their programme site and upload documents into the matrix. The participants will take their learning back to their ADP offices to share with their colleagues and will have the support of the 12 PMIS trainers in WV Bangladesh should they need any assistance.

The rollout will continue to 8 more ADPs in February 2011 with the remaining ADPS moving to PMIS in August 2011. There is great excitement amongst all staff about the potential for PMIS to revolutionise knowledge management and programme delivery as implementation continues.

Prior to the implementation of PMIS, WV Bangladesh did not have a comprehensive programme management information system, so the implementation of PMIS will be filling a real and pressing need within the organisation.

By Roxana Oana, Quality Ministry Director, WV Bangladesh on behalf of the NO implementation team

World Vision Bangladesh now has 7 ADPs “live” on PMIS following a training workshop held in Dhaka from August 16-19, 2010.
There were 40 participants at the training including ADP Managers and Monitoring and Evaluation Officers
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WV Bangladesh staff in PMIS training.
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WV Zimbabwe embraces PMIS, goes 'live'Use SHIFT+ENTER to open the menu (new window).

World Vision Zimbabwe has gone ‘live’ on PMIS following a four-day training of ADP Managers and Programme Officers in Bulawayo and Harare.

The office found an innovative way of marking their achievement. They used large clay jars and the Biblical reference to 'treasure' in 'jars of clay' (2 Corinthians, 4:7) to represent the information now available through PMIS.

WV Zimbabwe National Director, Edward Brown encouraged the participants to be innovative and to engage with and build capacity of communities through information technology and to grant them an opportunity to communicate with Support Offices.

“Not only will this make information sharing easier, PMIS is central to the Partnership as shown by the huge investment to get it started and I would like to challenge you to fully embrace it,” said Brown.

WV Zimbabwe PMIS Coordinator, Justin Mutaurwa reiterated the importance of PMIS to information sharing to the Partnership and encouraged the participants to take a keen interest.

“The level of investment that National Offices are required to put into PMIS should be able to give you a heads up on the direction the Partnership is taking on PMIS and need for offices to take it seriously as all initiatives will be integrated into it,” said Mutaurwa.

The staff who attended the training were taught the basics of accessing their user accounts, creating a portfolio of programmes, initiating a review workflow, managing documents and uploading documents. They were given soft and hard copies of the user guides which they used to practice their skills on PMIS.

“This is a new development that will not only stimulate discussion of development processes but we will be able to access a wide range of resources on a single database,” said Nigel Makwembere, Mutasa ADP Manager.

PMIS Southern Africa Regional Coordinator, Vongai Nzenza facilitated the four day workshops.

Nzenza bemoaned the lack of reliable internet connectivity that slowed down the training.

She added that PMIS will give WV Zimbabwe easier access to general country information, enable enhanced performance monitoring and improve work that can be shared with various partners through the system. She added that PMIS will also enhance LEAP (Learning through Evaluation with Accountability and Planning) alignment through readiness and programme effectiveness.  

By Stewart Muchapera, WV Zimbabwe Communications

World Vision Zimbabwe has gone ‘live’ on PMIS following a four-day training of ADP Managers and Programme Officers in Bulawayo and Harare.
The office found an innovative way of marking their achievement. They used large
<img alt="" border="0" src="/NewsletterPictureLibrary/zimbabwe pic.jpg" style="BORDER: 0px solid; ">
WV Zimbabwe ND Edward Brown uses jars of clay to represent PMIS.
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Celebración: WV Peru completes PMIS implementationUse SHIFT+ENTER to open the menu (new window).
Joining the global effort on implementation, World Vision Peru accepted the challenge to implement PMIS in the country’s 30 ADPs (Area Development Programmes).

In order to fulfill its obligation, WV Peru held decentralised PMIS workshops in the country’s six regions in August-September 2010.

While the implementation was in process, we were informed of the upgrade from the previous version, PMIS 1.1, to the current release. This raised some doubts: What are the differences between each version? How much has changed in PMIS?  Do we have to organise new training workshops?

On the other hand, finding out that the training modules in Spanish would be ready the last week in August brought us more questions:  Should we cancel the workshops already programmed and move them to FY 11?  Could we still fulfill the obligation to implement PMIS 100 per cent in Peru before the fiscal year ends?

Fortunately, many of these questions were solved thanks to the leadership of our PMIS National Coordinators, Zulma García and Jacqueline Lévano; who managed to give confidence to each ADP trainer. In every way, this process was supported by our National Director, Caleb Meza.

To organise the change to PMIS 1.2 and get the participants together in FY10, (especially the ADP managers), each PMIS trainer received a briefing over WebEx about the new release, conducted by Luz Ulloa, PMIS Regional Coordinator.

The PMIS 1.2 Participant Workshops took place August 11 in the Huancavelica region, August 16 in Lima region, August 19 in La Libertad region and August 25 in the Cusco region.   For the Participants Workshops in the Ayacucho region on September 1, audio-visual modules were used. These training modules were created by the PMIS change management team, Chris Mazloomi, PMIS Training Specialist, and Mark Lewis, Transformational Coach. The Workshop for the Ancash region took place Sept 14-16.

At the end of this process, the 12 PMIS trainers at the national level will have trained more than 80 PMIS participants from the ADPs, which ensures the fulfillment of the office’s commitment to complete PMIS implementation in Peru before the end of FY10.

We cannot yet affirm that implementation is a success. The real test will come when the reports from WV Peru are handled by the Support Offices using PMIS. But, we are ready to respond to personal reactions from staff about using the system and answer any doubts that may arise.

The use of PMIS has also brought demands to use new processes so that planning and the flow of work around programme documents can be followed using the system’s capabilities.

WV Peru looks forward to being able to access sponsorship information and more structured information on programmes and projects with the next major PMIS release coming out in FY11. 

 By WV Peru PMIS Implementation Team

Joining the global effort on implementation, World Vision Peru accepted the challenge to implement PMIS in the country’s 30 ADPs (Area Development Programmes).
In order to fulfill its obligation, WV Peru held decentralised PMIS
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WV staff from Ayacucho region, Peru train on PMIS.
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'Joie de vivre': All WV Rwanda ADPs 'live' on PMISUse SHIFT+ENTER to open the menu (new window).

Following a 10-day training, all of World Vision Rwanda’s 25 ADPs (Area Development Programmes) have uploaded programme and project documents and are now ‘live on PMIS.

This achievement is even more significant because it follows the completion of WV Rwanda’s restructuring process which saw various changes and transfers of ADP managers and other staff. WV Rwanda's National Director, George Gitau is overseeing the successful implementation.

“We thought it would be a great challenge because some of the staff who had initial training in PMIS had either left or been changed, but this training has enabled even the new users to catch up with the trend,” said Rose Uwagirisa, National Coordinator, PMIS.

Jean Marie Ntakirende is the new manager of Rugarama ADP and the training marked his first time using PMIS.

“I cannot accentuate enough the importance I have just seen in using PMIS; it allows quick information sharing, it allows transparency between the people who share information and it has also given us chance to learn about this new technology,” said Jean Marie. 

He added that he has been sharing programme documents with both his supervisors and Support Offices, using a slow process, via email.  “I strongly believe that this system has come to make our work a lot easier and efficient,” said Jean Marie.

The training was facilitated by East Africa Region PMIS coordinator Gilman Yumaa, who also expressed his excitement about WV Rwanda’s achievement.

“I am happy that World Vision Rwanda’s programme and project documents are now available and can be accessed through PMIS.  I hope all trained users, especially ADP managers will be able to process their annual reports on PMIS, in a few weeks to come,” said Gilman.

The training kicked off on August 7th 2010 and ended on August 15th 2010, starting with a group of 10 ADPs and then 15 ADPs in the second group.

By Frank Higiro, World Vision Rwanda Communications

 

Following a 10-day training, all of World Vision Rwanda’s 25 ADPs (Area Development Programmes) have uploaded programme and project documents and are now ‘live on PMIS.
This achievement is even more significant because it
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A group of WV Rwanda's ADP managers celebrate all ADPs going 'live' on PMIS.
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Zambia goes 100 per cent 'live' on PMISUse SHIFT+ENTER to open the menu (new window).
World Vision Zambia has gone 100 per cent ‘live’ on PMIS after the last set of training for 13 ADPs was conducted last week, making it the first country in the Southern Africa Region to fully utilise the system in all ADPs.

The last training was conducted from September 20-23, 2010 involving 35 participants from all programmes including regional Technical Advisors who are involved in the review of ADP reports.

Senior Manager for Design, Monitoring and Evaluation (DME) Isaiah Nzima, expressed happiness that the target of going 100 per cent ‘live’ on PMIS was achieved before the end of fiscal year 2010.

Nzima said going ‘live’ on PMIS means that WV Zambia has adopted a standardised and simplified way of information sharing for important documents and other design, monitoring and evaluation products from the ADPs.

He said through the new way of information sharing, PMIS will drive World Vision to a more transparent, clear, accountable and deeper level of sharing information with other offices in the Partnership through connecting, communication and collaboration.

“The development is going to afford WV staff a better way of sharing information in a more efficient and transparent manner,” Nzima observed. “The training was for staff involved in the compilation of Semi-Annual reports so that they can utilise this system for review and agreement purposes.”

He revealed that there are now at least two users per ADP who are well-positioned to ensure that WV Zambia is able and ready to do all the Semi-Annual Reports using the system in the next reporting period.

“The newly included ADPs have started posting all their recently done documents including design documents, baseline reports and evaluation reports on the system,” Nzima said.

PMIS user, Lisa Kafumukache, described it as a methodology that would enable staff to access information easily.

Kafumukache, who is WV Zambia’s Integrated Programming Model (IPM) Learning Coordinator, said PMIS will enable knowledge sharing on what is happening in other countries and around the Partnership.

“It enhances continuity of work….unlike how the situation was in the past, information will no longer be confined in one place, but will easily be shared anywhere even accessible at an internet outlet,” she said.

Kafumukache observed that all the users went through a very useful process during the training and a realisation that PMIS brings a sense of accountability upon them.

“When you do annual reports and the document is delayed, you can see where it is delayed. So, PMIS brings a sense of accountability,” she said.

Kafumukache noted that there are countries that have already implemented initiatives like IPM, adding that those that are starting to implement such initiatives can learn from the other national offices through the system.

“You can learn about a lot of issues and initiatives, and you can highlight your opinion. For that, I subscribe to that community of practice, it will be a good forum to learn on how other national offices are applying IPM,” she said.

WV Zambia has a total of 38 ADPs separated in three regions namely, north, south and central. Even the new programmes have also been included on the PMIS.

WV Zambia National Director, Michael Veitenhans, said PMIS will play a major role in supporting the Southern Africa Region game changers, especially in ensuring quality assurance focused on measurement and improvement of performance in programming.

 By Kwenda Paipi - World Vision Zambia Marketing and Communications Officer

 

World Vision Zambia has gone 100 per cent ‘live’ on PMIS after the last set of training for 13 ADPs was conducted last week, making it the first country in the Southern Africa Region to fully utilise the system in all ADPs.
The
<img alt="" border="0" src="/NewsletterPictureLibrary/zambia goes live.jpg" style="BORDER: 0px solid; ">
WV Zambia is the first country in Southern Africa Region to have all ADPs 'live' on PMIS.
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WV Guatemala goes 'live'Use SHIFT+ENTER to open the menu (new window).
World Vision Guatemala staff who will use PMIS in their work, participated in recent training workshops on this valuable tool. 

With the participation of the Regional Managers, Managers of the Area Development Programmes, technical staff and National Office Staff, the PMIS workshop was a success.

“In Guatemala, the PMIS tool will be introduced, in the first stage in four ADPs located on San Juan Sacatepéquez, Guatemala; El Tumbador, San Marcos; Santa Bárbara, Huehuetenango; and Jocotán, Chiquimula. Then, after feedback and evaluation, this will continue in the other ADPs with a planned process”, said Henri Armas, who is responsible for the adoption of PMIS in WV Guatemala.

The training workshop was lead by Juan Ramón Pacheco, regional coordinator for the PMIS implementation in Latin America and the Caribbean. Pacheco praised the job of the WV Guatemala implementation team for achieving this key milestone.

There are 16 countries currently slated for Batch 3 of implementation which runs from Oct 2010 until March 2011. They are:

LACR: Chile, Mexico, Brazil, Colombia and Haiti

APR: Vietnam, China, Myanmar, East Timor

MEER: Afghanistan, Russia

East Africa: North Sudan, South Sudan, Somalia

Southern Africa: Angola, Mozambique

World Vision Guatemala staff who will use PMIS in their work, participated in recent training workshops on this valuable tool.&nbsp;
With the participation of the Regional Managers, Managers of the Area Development Programmes,
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WV Guatemala is now 'live' on PMIS.
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WV Chad says 'bienvenue' to PMISUse SHIFT+ENTER to open the menu (new window).
After two weeks of hard work in training sessions, WV Chad went ‘live’ on PMIS at the end of September.

The process was comprised of a Senior Management Team (SMT) briefing on Sept. 15, a Workflow improvement workshop on Sept 17, a Training of Trainers session on Sept. 20-25 for 10 staff and user training involving 22 participants on Sept. 27-30.

Christian Mpengele, the West Africa Region PMIS Coordinator, facilitated the implementation process. Substantial contributions were made by Clément Keita, WV Mali PMIS Coordinator and Silimane Ngoma, the PMIS National Implementation Team Chairperson and Acting Operations Director for WV Chad. The support from the SMT and the improved connectivity provided by the Global Information and Communications Technology (GICT) Field Services Group were key factors in fulfillment of this great result by WV Chad.

“The PMIS implementation will surely contribute to improve the quality of WV Chad programmes,” said Nessiel Perside, Assistant to the Operations Director.

“By joining the other 6 countries, the staff of WV Chad will take full advantage of PMIS features to improve the quality of programme documents and share their experience with others and also learn from them,” said Zacharie Beral, Moundou Zonal Manager.

“We are so happy that we met our objective 100 per cent,” said Pabame Taannba, the National Office PMIS Coordinator who added that 15 Area Development Programmes are now PMIS ‘live!’ In fact, all participants appreciated the PMIS workshop and acknowledged they need to practice using the system regularly in order to use it effectively.

On Sept. 30, all the training participants joined the rest of WV Chad staff gathered in Moundou for the Day of Prayer and the launching of new fiscal year 2011. This was an occasion for a big celebration as well as an invocation of God for the effective usage of the PMIS so WV Chad can meet the challenges ahead.

By Nessiel Perside, Assistant to the Operations Director, WV Chad

After two weeks of hard work in training sessions, WV Chad went ‘live’ on PMIS at the end of September.
The process was comprised of a Senior Management Team (SMT) briefing on Sept. 15, a Workflow improvement workshop on Sept
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Staff from WV Chad celebrate 15 ADPs going 'live' on PMIS.
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Celebração: WV Brazil begins training staffUse SHIFT+ENTER to open the menu (new window).
“Faster and safer information”-- this is the motto of PMIS in Brazil.

With the purpose of finding the best solution for the implementation of the online tool, staff from World Vision’s Brazil's National Office and the Mundau and Sonho do Sertão Area Development Programmes worked together during user training and Training of Trainers on October 13-15.

This training took place at the WV office in Recife. During the training, in addition to setting the workflows, the users were able to erase any doubts about using the new system. 

From now on, the ADPs in Mundaú and Sonho de Criança will be aligned to the programme, which means that all their reports, old and new, will be posted on the PMIS. This will make it easier to access documents, simplify the workflows and most importantly the document archives will be protected from being deleted or lost.

The PMIS coordinator in Brazil, Aristeu Duarte, said this training was hugely important for the implementation of programmes.

“From now on, everyone will be able to work with the system. Now it’s clear to everyone how the system will have an impact on simplifying our daily routine,” said Duarte.

Duarte and LACR PMIS coordinator Luz Ulloa, trained WV Brazil colleagues Adeilton Dias, Paulo Leite and Ana Aymar as PMIS administrators. These staff will help WV Brazil colleagues when they experience challenges and they will also work closely with the PMIS Help Desk operated by GICT’s Shared Services Centre in Malaysia.

Selma Ramos, coordinator of the health programme for the ADP in Mundaú, said the system will facilitate better access to information.

“It will contribute to the development of the work done by the organisation. PMIS is easy because it explains itself”.

After the first round of trained ADP staff, a second group is already scheduled to start learning to use PMIS. The Okã Erê, Bom Jardim, Cajazeiras, Novo Vale and Ponto ADP staff will be trained in the second round.

By Juliana Coimbra, WV Brazil Communications

“Faster and safer information”-- this is the motto of PMIS in Brazil.
With the purpose of finding the best solution for the implementation of the online tool, staff from World Vision’s Brazil's National Office&nbsp;and the
<img alt="" border="0" src="/NewsletterPictureLibrary/wv brazil.jpg" style="BORDER: 0px solid; ">
WV Brazil staff celebrate their office going 'live' on PMIS.
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Views from the field: WVI NepalUse SHIFT+ENTER to open the menu (new window).
WVI Nepal went 'live' on PMIS after a recent training in the National Office for key staff from four Area Development Programmes (ADPs). Trained WVI Nepal Team Leaders and Community Development Coordinators, two from each of the four selected ADPs, are positive and hopeful about the benefits of using the system.

Jynan Narayan Shrestha is the Team Leader for Lalitpur ADP, one of the four Team Leaders trained on PMlS in Nepal. He is excited to embark on the journey with PMIS and shares his views on the system.

What are your views on PMIS ?

With PMIS, all ADP documents will be stored in one place in a central database and this is going to be very useful to everyone in World Vision, not just limited to our ADP staff. It will save us a lot of time spent on mailing, help speed up the document review process, identify the gaps that delay the approval process, and simplify internal processes that will result in timely implementation of our programme. Also, I feel it will help in bringing uniformity to the documentation format across all World Vision offices.

What has the system enabled you to do?

After the PMIS training, we uploaded all of the old documents from our ADP since 2003 and this has helped with proper knowledge management. We have also uploaded our evaluation, assessment, design and baseline documents from our ADP into the system. In the coming days, we will be using PMIS to initiate a workflow of reviewing and approving documents beginning with our Annual Report for the past fiscal year.

What were your experiences during PMIS implementation in your ADP?

At this stage, we haven’t formally completed implementation. We have just introduced PMIS to ADP staff and they are positive about using the system. Once we complete a formal training on using the system, staff will soon be able to upload their project documents and have access to documents directly without going through different channels. The biggest challenge for field staff might be in the area of being familiar with information technology and the system as a whole.

How has PMIS benefited your work?

I have had access to programme documents from other ADPs in Nepal and this has helped me learn from other ADP's work. I feel this is one of the most positive aspects of PMIS. Otherwise, we normally don't know what other ADPs are doing. Previously, we also spent a lot of time, sometimes months, on e-mailing and waiting for approvals. PMIS sets clear roles and responsibilities for ADP, National Office and Support Office staff, it will be less time consuming and will help us to improve.

By Alina R. Shrestha, Communications Coordinator, World Vision International Nepal

 

WVI Nepal went 'live' on PMIS after a recent training in the National Office for key staff from four Area Development Programmes (ADPs). Trained WVI Nepal Team Leaders and Community Development Coordinators, two from each of the
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Jynan Narayan Shrestha of Lalitpur ADP, WVI Nepal, shares his views on PMIS.
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Support Office AR results to be published end of January 2011Use SHIFT+ENTER to open the menu (new window).

Now that National Offices have submitted all of their Annual Reports using PMIS, Support Offices are now working on completing Review and Agreement Workflow.

The general deadline for completion of these processes by Support Offices is December 13, midnight, KL time +8 GMT (Malaysia time). Volume and additional workload for some larger Support Offices may require extra time for completion of Annual Report processes. Therefore, PMIS will publish the results of Support Office Annual Report processes after 45 days, at the end of January 2011.

Feedback for reports sent late by National Offices to Support Offices is generally left up to the discretion of the Support Offices and is not specifically addressed in the DME Management Policy.

WVI Director of Global Operations, Jaisankar Sarma said the ability to have all Annual Reports in one centralised location is a huge achievement and has been an excellent learning opportunity for all involved.

"The Annual Programme Reporting process was an important learning opportunity for field and National Office staff whose programmes are "live" on PMIS. These staff benefitted from using the improved Review and Approval workflows in PMIS to submit their FY 10 Annual Reports. They experienced the time saved from programme reports being uploaded into a single, secure online space where those with the necessary access rights can see the progress of each programme."

Now that National Offices have submitted all of their Annual Reports using PMIS, Support Offices are now working on completing Review and Agreement Workflow.
The general deadline for completion of these processes by Support
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WV Colombia says 'hola' to PMISUse SHIFT+ENTER to open the menu (new window).
WV Colombia is now “live” on PMIS.

Several weeks ago, the National Office hosted ministry colleagues from various locales across Colombia who attended PMIS training.

WV Colombia hosted 19 colleagues from the areas of Sponsorship, Information, Communications and Technology (ICT) and monitoring and evaluation. They learned how to use the system and to maximise its benefits.

This training, supported by Juan Ramón Pacheco, LACR Regional Coordinator for PMIS, addressed the advantages PMIS will bring to WV Colombia.

The PMIS allows for storing all programme documents and administering resources using online tools. It is also a platform for handling LEAP (Learning through Evaluation with Accountability and Planning) documents, Annual Reports and Lessons Learned documents.

On November 24, WV Colombia went "live" in 3 ADPs. The training took place in the city of Cali, with PMIS LACR Regional Lead Grace Tabash also in attendance. Barranquilla is next and training will continue until implementation has been completed in all of WV Colombia's programmes.

For more information on PMIS Implementation in WV Colombia, contact: Rodrigo_Zúñiga@wvi.org

WV Colombia is now “live” on PMIS.
Several weeks ago, the National Office hosted ministry colleagues from various locales across Colombia who attended PMIS training.
WV Colombia hosted 19 colleagues from the areas of
<img alt="" border="0" src="/NewsletterPictureLibrary/colombia is live.jpg" style="BORDER: 0px solid; ">
WV Colombia staff celebrate going "live"in 3 ADPs.
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Helpful tips on your PMIS passwordUse SHIFT+ENTER to open the menu (new window).

Did you know that two thirds of requests to the PMIS Help Desk are from users who have forgotten to change their passwords before they expire?

Did you also know that PMIS and wvcentral share the same login account and password?

Did you know that a password reset on one system will apply for the other as well?

PMIS users who have not already done so, should take one minute to complete their security question and answer so they can reset their passwords themselves online from the login page, without ever needing to contact the PMIS Help Desk.

The security question and answer section can be accessed by clicking on Access My Account. If users have already completed this, no further action is required.

The reason GICT (Global Information, Communications, Technology) requires passwords to be changed regularly is that passwords can be guessed or attacked by malicious programmes. Periodic password changes reduce the effectiveness of these types of attacks and protects the integrity of our Partnership systems and information.

We have also recently enabled the Password Expiration Notifier that sends a reminder email (7-days before the expiry) to users to reset their password.

For any questions about this process, please contact the Help Desk at pmis_support@wvi.org

 

Did you know that two thirds of requests to the PMIS Help Desk are from users who have forgotten to change their passwords before they expire?
Did you also know that PMIS and wvcentral share the same login account and
<img alt="" border="0" src="/NewsletterPictureLibrary/help desk.jpg" style="BORDER: 0px solid; ">
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PMIS stakeholders prepare to evaluate the system's implementationUse SHIFT+ENTER to open the menu (new window).

In preparation for a formal evaluation of the Programme Management Information System (PMIS) this month, the PMIS team asks its stakeholders to reflect on areas relating to the system’s implementation.

The PMIS evaluation will focus on the first 18 months of its implementation as well as revalidating the 2008 PMIS business case. It will also consider how the development of the system engages and impacts various functions and departments within World Vision.

Some of the areas that the PMIS team and WVI Evaluation department will look at include:

  • PMIS impact on World Vision’s processes relating to programmes
  • Benefits of managing programme documents on the system
  • User satisfaction with the first PMIS release
  • PMIS contributions to information transparency, capacity building, process definition, improvement and cost savings
  • System’s capabilities and features that might not be currently used

The evaluation will include the use of online surveys, focus groups, informant and in-person interviews, and will be completed by the end of April 2011.

The evaluation is being led by Frank Cookingham, WVI Director of Evaluation in conjunction with Debbie Leong, the PMIS Implementation Manager and PMIS Product Director Bernard Vicary

PMIS stakeholders include global field operations leaders, national directors, support office leaders, the senior executive team , the Operations Committee and ADP managers.

 

In preparation for a formal evaluation of the Programme Management Information System (PMIS) this month, the PMIS team asks its stakeholders to reflect on areas relating to the system’s implementation.
The PMIS evaluation will
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PMIS spotlight on: Guidance for Integrated ProgrammingUse SHIFT+ENTER to open the menu (new window).
PMIS is just one part of World Vision’s journey towards programme effectiveness. There are other significant, related pieces. These include: design, monitoring and evaluation (LEAP) (Learning through Evaluation with Accountability and Planning), IPM (Integrated Programming Model), sponsorship, technical sectors and integrated capacity building that must all work collectively to ensure we meet the goal of sustained well-being of children within families and communities, especially the most vulnerable.

To help our programme staff better understand the ongoing progress of this work, we will feature regular updates from initiatives/projects that, along with the programme management information system, contribute to improved programme effectiveness.

PMIS serves as the management information platform that facilitates storage, retrieval and collaboration based upon all the programme information generated through those programme effectiveness initiatives.

Our first in this series is from the Programme Effectiveness Community of Practice.

(Content reprinted from the Programme Effectiveness Update by Jeremy Bailey)

FY11 will be a milestone year for World Vision and the Guidance for Integrated Programming (GIP). The GIP as a whole is intended to be a suite of resource materials that helps guide World Vision's staff through a process of working with partners to do programming at the local level. Staff can draw upon available tools and capacity building resources when needed.

Building from an initial Integrated Programming Model pilot handbook and set of tools and an updated and expanded field test version, the GIP is now undergoing its next phase of development. The next version of the Handbook will have a longer shelf life of at least two years and will serve all programmes in World Vision going through design or redesign in FY12 and beyond.

A lot has happened over the past three years. To list a few key achievements:

  • Staff using the Handbook and tools have learned a great deal more about what it means to actually implement integrated programming in the field

The organisation:

  • Has embraced the sustained well-being of children as the ministry goal
  • Has an increased understanding of what it takes to work with partners at the local level
  • Has developed key strategies at the global, regional and national levels
  • Has improved upon and streamlined its sponsorship programming and DME processes and tools
  • Has continued to build and develop a critical information management system in the form of PMIS

In other words, our programming resources have been continually adapted, improved upon and integrated with new learning and understanding from within World Vision and beyond.

FY11 will mark the next step in developing an updated and streamlined version of the Handbook and tools. Updates will be based on action learning from our programmes and from learning around the key areas of change described above, among others. This new version of the Handbook will be primarily used by field staff adopting IPM through programme design or redesign in FY12 and beyond. The available tools will continue to be built upon and refined as new learning from our programmes emerges.

The current field test version 1 of the Guidance for Integrated Programming can be found at:

http://www.transformational-development.org/integratedprogramming

January 2011 and beyond: Updates

What’s being replaced:

  • Compendium of indicators for CWBO (Child Well-being Outcomes) - updated version reflecting new 'aspiration' language
  • PDD (Programme Design Document) appendices tool - improved user interface, making the tool much easier to use

What’s being added:

  • Compendium of indicators for CWBO (in French and Spanish)
  • All Integrated Competency Development (ICD) resources
  • Do No Harm/Local Capacities for Peace guidance
  • Review tool for the LEAP assessment plan (in French)
  • Review tool for the LEAP assessment report (in French)
  • Review tool for the PDD (in French and Spanish)

The complete GIP version 2 is scheduled to be available in September 2011.

PMIS is just one part of World Vision’s journey towards programme effectiveness. There are other significant, related pieces. These include: design, monitoring and evaluation (LEAP) (Learning through Evaluation with
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Staff participate in an Integrated Programming learning workshop.
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Results of Support Office Annual Reports approval processUse SHIFT+ENTER to open the menu (new window).
The Annual Programme Reporting process was an important learning opportunity for Support Office staff.

These staff benefitted from using the improved Review and Approval workflows in PMIS to complete the FY 10 Annual Reports process. They experienced the time saved from being able to access reports from National Offices in one centralised, online space using system tools to guide them through the process.

We’d like to congratulate all Support Offices, who collectively achieved a global completion rate of 81.81 per cent of Annual Reports reviewed by the Jan. 31, 2011 deadline.

During the Our Future project, National, Regional and Support Offices agreed that WV needed one global system for sharing programme information and as a result, the PMIS was launched. PMIS represents the most significant infrastructure investment by the Partnership. We agreed on one system because we are interdependent on each other for comprehensive programme information and this interdependence is a hallmark of our understanding and practice of development.

Consistent with our commitment to transparency on the usage of PMIS, the accompanying chart shows the performance of Support Offices during this process.

The use of PMIS is bringing visibility to issues concerning the existing DME (Design, Monitoring and Evaluation) policies and inconsistencies in the timelines each Support Office follows in order to complete the Annual Reports process.

Therefore, Global Operations will work with its key stakeholders including Support Offices, to review the DME policy and make recommendations on a policy that can be applied consistently across all Support Offices to ensure accountability.

We also expect the Programme Capability Review (formerly FedNet) ratings to help Support Offices to focus and prioritise programmes from specific national offices for review of annual reports.

We thank all Support Offices for using PMIS and congratulations again for a fine effort.

Jaisankar Sarma, Global Director of Field Operations, WVI

The Annual Programme Reporting process was an important learning opportunity for Support Office staff.
These staff benefitted from using the improved Review and Approval workflows in PMIS to complete the FY 10 Annual Reports
<img alt="" border="0" src="/NewsletterPictureLibrary/SOs bar graph.jpg" style="BORDER: 0px solid; ">
Approved
A progress report on PMISUse SHIFT+ENTER to open the menu (new window).
In the spirit of transparency, we’d like to present this progress report on our partners’ achievements on PMIS.

As of February 23, 2011, there are 1,078 programmes comprising more than 70 per cent of National Offices and 20 Support Offices “live” on PMIS.

Implementation

Batch one: Completed in 24 countries

Batch two: Completed in 20 countries and 20 Support Offices

Batch three: Completed in 3 countries as of Feb 15, 2011; 5 more National Offices to implement by Mar 31, 2011

Batch four: 5 countries confirmed and additional offices are currently being engaged

Mainstreaming in ADPs

Mainstreaming means that PMIS has been expanded within a country from a few programmes being “live” on the system to all programmes using PMIS. Once a National Office receives the initial training from the PMIS project team and signs off on implementation, it agrees to take responsibility for training or mainstreaming the system to the rest of its programmes. (See chart on the left)

Using PMIS for Semi-Annual and Annual Reports

In June/July 2010, the system was used for the first time to submit Semi-Annual Reports. Of the 300-400 workflows submitted for Semi-Annual Reports, 65 per cent were approved by Support Offices by the system deadline.

Results of Annual Report Processes: NOs and SOs

In November, 2010, National and Support Offices began using PMIS for the submission and approval of Annual Reports.

National Offices achieved a 92 per cent completion rate on the submission of Annual Reports using PMIS by the deadline.

Support Offices achieved an 82 per cent completion rate on the agreement and review of Annual Reports using PMIS by the deadline. PMIS published statistics on the system usage for these Semi-Annual and Annual Report processes on our PMIS home page. Given that this was the first year implementing (NOs) and funding (SOs) offices used PMIS for these business processes, these completion rates are significant organisational achievements because prior to PMIS, these statistics were not available.

Budget documents

At the request of Global Finance, National Offices are also posting their budget documents along with their Programme Design Documents onto the system. The PMIS team will be monitoring the statistics on the uploading of budget documents and will report the results to our key partners.

Programme Designs and other key documents

We are beginning a campaign to get all current cycle documents uploaded onto the LEAP (Learning through Evaluation with Accountability and Planning) matrix in FY 11 in order to ensure accountability and transparency.  These documents include Assessment Reports, Multi-year Budgets, Evaluation Reports, Evaluation Designs, Annual and Semi-Annual Reports, ToR and any other appropriate documents specific to the matrix.  The PMIS team can assist with this process.

This also serves as a reminder that the Semi-Annual Report process begins in April.

The importance of getting on the system

Since all Support Offices are "live", it’s vital that the remaining National Offices begin PMIS implementation as soon as possible. Delays in implementing PMIS will cause inefficiencies and duplicate business processes for Support Offices who will be forced to continue using Lotus Notes to approve programme documents because some offices are still not on the system. National Offices will maximise the system’s benefits by enabling staff to learn to use PMIS now rather than waiting until the second major release.

The target for the Partnership is to have all NOs "live" on PMIS in FY11.  The PMIS global implementation team is working with additional NOs for our batch 4 implementations to start in April and expected to finish by September 2011. The implementation team's top priority for FY 12 is to transition National and Support Offices already using PMIS into using the second major release, Managing Data, coming out in the latter half of 2011.

Thank you for using PMIS to Connect, Communicate and Collaborate.

 

 

In the spirit of transparency, we’d like to present this progress report on our partners’ achievements on PMIS.
As of February 23, 2011, there are 1,078 programmes comprising more than 70 per cent of National Offices and 20
<img alt="" border="0" src="/NewsletterPictureLibrary/mainstreaming stats.jpg" style="BORDER: 0px solid; ">
Mainstreaming of PMIS by region (as of Feb 23, 2011). The APR total includes East Asia/South Asia & Pacific.
Approved
PMIS gets a new identity: announcing HorizonUse SHIFT+ENTER to open the menu (new window).

What’s in a name?

A lot, actually.

In 2006, when PMIS was still just a concept, some initial work was done on different names and identities. An excellent concept was developed using the name Spark. Unfortunately, it didn’t meet the test of being easily translated into multiple languages. So, the name PMIS was maintained.

We are now approaching the second major system release coming out in the latter half of 2011. This release will mark the first time in the organisation’s history when sponsorship and programme data will be available in one place. Since the system will no longer just contain programme data, the system’s identity needs to reflect this important change.

That is why we’re pleased to announce a new name and identity for PMIS. As of today, the gradual transition begins to Horizon: Charting Our Course. The system is still WV's programme management information system but note the shift to lower case letters to make room for our  transition to Horizon over the coming months.

You’ll begin to see the Horizon logo and tagline appearing on the current PMIS website and on draft versions of the next major release. The transition will be complete when the new system launches later this year. You’ll also want to be watching for the launch of new online materials where you can take a virtual walking tour of what Horizon will do for you in the future.

Why Horizon?

Horizon suggests something new and expansive; charting new territory with a new system. It is also is a reference to the WV logo symbol which incorporates the curve of the earth. As conceived in the Corporate Identity Guidelines: Like the beginning of a new day, the World Vision horizon symbolises hope and optimism – optimism of a better today and hope for a brighter future.

It speaks to the adventurous side of the system and our organisation – and the need we’ve always had to explore all ways to provide life in all its fullness to the world’s children.

Why it works:

• Plays on the World Vision symbol, making its meaning richer and fuller

• Speaks to the visionary aspect of the system and our organisation’s quest to chart a course to child well-being

• Alludes to the hope and optimism that keeps us all going

How it translates

WV’s global identity and use of Partnership languages was key to the decision to endorse Horizon, which translates closely in French, Spanish and Portuguese.

FRENCH: Horizon

SPANISH: Horizonte

PORTUGUESE: Horizonte

How We Got There

To get to this new identity, the PMIS team and its key stakeholders engaged in an extensive change process throughout 2010 that included:

  • A survey of key stakeholders on whether the system should be renamed
  • Creative face-to-face group exercises that gave GC staff from each region the opportunity to suggest new names possibilities
  • An online survey to rank the top 10 name options according to the key characteristics of a good name
  • An analysis of how the top two names translated into different languages and how they relate to WV’s global brand identity
  • Final vetting and endorsement of the new identity by the PMIS Executive Steering Committee which represents the system’s key business stakeholders
  • Development of a suite of new Horizon graphics and a style guide that is consistent with the look and feel of the upcoming Managing Data system release (LEAP Online and Grants)

Keep checking out this newsletter space for more news on Horizon. For a musical slideshow of our journey to the new identity, go to our Media Highlights video section on the system's home page, click on the video, Announcing Horizon or copy and paste this link into your browser to play.

http://vimeo.com/20851268

Join us as we begin Charting Our Course with Horizon.

 


What’s in a name?
A lot, actually.
In 2006, when PMIS was still just a concept, some initial work was done on different names and identities. An excellent concept was developed using the name Spark. Unfortunately, it didn’t
<img alt="" border="0" src="/NewsletterPictureLibrary/1 Horizon Logo Basic Tag (cropped).jpg" style="BORDER: 0px solid; ">
PMIS is transitioning to a new identity and tagline, Horizon, Charting Our Course.
Approved
WV Zambia trains programme accountants on PMISUse SHIFT+ENTER to open the menu (new window).
World Vision Zambia has successfully trained its accountants from most Area Development Programmes (ADPs) to enhance understanding as well as use and sharing of financial information on the system, said PMIS coordinator, Isaiah Nzima.

Mr Nzima said 44 accountants have been trained except those from Musele, Mwamba and Mporokoso ADPs who faced challenges in attending the training.

“The trainings were done by regions with Central Region being the first; their training was done in February 2011 followed by Southern Region and finally the Northern Region in March 2011,” said Nzima.

World Vision Zambia decided to train the accountants to improve the quality of documents posted on PMIS. He says the accountants will be responsible for ensuring that all financial documents on the system use the required LEAP templates and are reviewed before they get approved.

“This means all Multi-year Budgets and Revised Current Year Budgets will be accurate, trustworthy and up to date for sharing and viewing by all in the Partnership,” he stated.

The revised Current Year Budgets on the system will enhance better monitoring of expenditures as well as implementation of the programmes when compared with the (Semi) Annual Reports that will be uploaded by the end of April 2011, added Nzima.

The training focused on building the capacity of the accountants in these areas:

  • How to set up a new password and change it and set the security question and answer
  • How to go to the National Office site, programme site, the matrix and the document library
  • How to start review workflows
  • How to upload old documents and certify them as LEAP aligned and approved

 

World Vision Zambia has successfully trained its accountants from&nbsp;most Area Development Programmes (ADPs) to enhance understanding as well as use and sharing of financial information on the system, said PMIS coordinator,
<img alt="" border="0" src="/NewsletterPictureLibrary/zambia.jpg" style="BORDER: 0px solid; ">
WV Zambia recently trained 44 of its programme accountants on PMIS.
Approved
Key system improvement will enhance monitoringUse SHIFT+ENTER to open the menu (new window).
We’ve made some key system improvements to get more documents posted and to enhance the quality of the monitoring by National and Regional Offices.

Three columns have been added to the Key Documents Report and display (filter) to show only "Live" programmes.

Please see the accompanying newsletter image (screenshot) for an example of the changed Key Documents Report and how this will now be displayed.

The columns Start Date, End Date and LEAP Component have been added and will display the dates and components for each "Live" programme listed

The number of Programmes displayed in the screenshot example (to the left) shows only 12 programmes because there are only 12 "Live" programmes

This change will help the Horizon (PMIS) Implementation team to determine which programmes are due to submit some Red Tool documents and which are not.

The change takes effect on Monday, April 4, +8 GMT (Malaysia time) after 12:00 pm.

Once again, we thank you for using the system and for helping us to make continuous improvements.

We’ve made some key system improvements to get more documents posted and to enhance the quality of the monitoring by National and Regional Offices.
Three columns have been added to the Key Documents Report and display (filter)
<img alt="" border="0" src="/NewsletterPictureLibrary/CR Snapshot.jpg" style="BORDER: 0px solid; ">
Approved
Deadline for Semi Annual Reports is May 1Use SHIFT+ENTER to open the menu (new window).
Here is some important information for Horizon (PMIS) users regarding the correct LEAP templates for submitting (Semi) Annual Reports, where to find the templates and information on the report submission deadline.

The LEAP reporting templates are currently being revised. This means that there are 2 report templates currently available on the system:

  • the (Semi) Annual Report Template from 2008
  • the Programme Management Report template, which is the draft revised version, from 2010

The Programme Management Report template is still in draft form and is currently being field tested. Therefore, this report template is not mandated for all programmes. This report template will be finalised in time for the end of the FY11 reporting period. At that time, it will become mandated and will replace the 2008 version.

In the meantime, programmes should follow these guidelines:

  • Programmes using IPM should use the Programme Management Report template
  • Programmes not using IPM can choose to use the (Semi) Annual Report Template or the Programme Management Report

Programmes using the Programme Management Report template should check with their support office to make sure that they are prepared to receive and review reports using this new template.

Both report templates can be found on the PMIS LEAP Resources Library.

The (Semi) Annual Report Template is under the group called Red Tool Templates and the Programme Management Report template is under the group called Revised LEAP Red Tools. National Offices are also reminded that the deadline for submission of (Semi) Annual Reports in PMIS is May 1, (+8 GMT, Malaysia time), EOB (End of Business). Submitted on time is defined by having the Agreement Workflows initiated to the relevant Support Office for review by the deadline.
Here is some important information for Horizon (PMIS) users regarding the correct LEAP templates for submitting (Semi) Annual Reports, where to find the templates and information on the report submission deadline.
The LEAP
<img alt="" border="0" src="/NewsletterPictureLibrary/Deadline Clock.jpg" style="BORDER: 0px solid; ">
Approved
PMIS gets a new identity: announcing HorizonUse SHIFT+ENTER to open the menu (new window).
What’s in a name?

A lot, actually.

In 2006, when PMIS was still just a concept, some initial work was done on different names and identities. An excellent concept was developed using the name Spark. Unfortunately, it didn’t meet the test of being easily translated into multiple languages. So, the name PMIS was maintained.

We are now approaching the second major system release coming out in the latter half of 2011. This release will mark the first time in the organisation’s history when sponsorship and programme data will be available in one place. Since the system will no longer just contain programme data, the system’s identity needs to reflect this important change.

That is why we’re pleased to announce a new name and identity for PMIS. We've now started the gradual transition to Horizon: Charting Our Course. The system is still WV's programme management information system but note the shift to lower case letters to make room for our transition to Horizon over the coming months.

You’ll begin to see the Horizon logo and tagline appearing on the current system website and on draft versions of the next major release. The transition will be complete when the new system launches later this year. You’ll also want to be watching for the launch of new online materials where you can take a virtual walking tour of what Horizon will do for you in the future.

Why Horizon?

Horizon suggests something new and expansive; charting new territory with a new system. It is also is a reference to the WV logo symbol which incorporates the curve of the earth. As conceived in the Corporate Identity Guidelines: Like the beginning of a new day, the World Vision horizon symbolises hope and optimism – optimism of a better today and hope for a brighter future.

It speaks to the adventurous side of the system and our organisation – and the need we’ve always had to explore all ways to provide life in all its fullness to the world’s children.

Why it works:

• Plays on the World Vision symbol, making its meaning richer and fuller

• Speaks to the visionary aspect of the system and our organisation’s quest to chart a course to child well-being 

• Alludes to the hope and optimism that keeps us all going

How it translates

WV’s global identity and use of Partnership languages was key to the decision to endorse Horizon, which translates closely in French, Spanish and Portuguese.

FRENCH: Horizon

SPANISH: Horizonte

PORTUGUESE: Horizonte

How We Got There

To get to this new identity, the PMIS team and its key stakeholders engaged in an extensive change process throughout 2010 that included:

-A survey of key stakeholders on whether the system should be renamed

-Creative face-to-face group exercises that gave GC staff from each region the opportunity to suggest new names possibilities

-An online survey to rank the top 10 name options according to the key characteristics of a good name

-An analysis of how the top two names translated into different languages and how they relate to WV’s global brand identity

-Final vetting and endorsement of the new identity by the PMIS Executive Steering Committee which represents the system’s key business stakeholders

-Development of a suite of new Horizon graphics and a style guide that is consistent with the look and feel of the upcoming Managing Data system release (LEAP Online and Grants)

Keep checking out this newsletter space for more news on Horizon. For a musical slideshow of our journey to the new identity, go to our Media Highlights video section on the system's home page, click on the video, Announcing Horizon or copy and paste this link into your browser to play.

 http://vimeo.com/20851268

 Join us as we begin Charting Our Course with Horizon.

 

 

What’s in a name?
A lot, actually.
In 2006, when PMIS was still just a concept, some initial work was done on different names and identities. An excellent concept was developed using the name Spark. Unfortunately, it didn’t
<img alt="" border="0" src="/NewsletterPictureLibrary/1 Horizon Logo Basic Tag (cropped).jpg" style="BORDER: 0px solid; ">
Approved
National Offices submit 94.94 per cent of Semi Annual Reports on timeUse SHIFT+ENTER to open the menu (new window).
Global Field Operations is pleased to report the excellent performance of National Offices in all regions in the (Semi) Annual Reports process.

Collectively, 94.94 per cent of all (Semi) Annual Reports were submitted on time through Horizon (PMIS) by the DME (Design Monitoring and Evaluation) Policy deadline.

Until all National Offices are on board with Horizon with 100 per cent of programmes mainstreamed,  there remains a gap in terms of the percentage of timely submission of management reports since National Offices and programmes not yet using Horizon are out of scope.

This is however, a significant improvement from the 2010 (Semi) Annual Reports process and we’d like to recognise and thank National Directors for their leadership in following global business processes.

The timely submission of these reports enhances our ability to assess shortfalls between six month operations targets and actuals with the ultimate goal of increasing child well-being.

An additional 6-7 National Offices are expected to begin using Horizon between now and September 2011.

 

Global Field Operations is pleased to report the excellent performance of National Offices in all regions in the (Semi) Annual Reports process.
Collectively, 94.94 per cent of all (Semi) Annual Reports were submitted on time
<img alt="" border="0" src="/NewsletterPictureLibrary/SAR final 90.jpg" style="BORDER: 0px solid; ">
Approved
Reminder to SOs: deadline for Semi Annual Reports Use SHIFT+ENTER to open the menu (new window).
The deadline for completion of the (Semi) Annual Report Agreement process by Support Offices is July 1, 2011, +8 GMT. After that deadline, Horizon will publish a graph showing the performance of SOs.

Currently SOs have four weeks to review (Semi) Annual Reports once they are received, so the deadline depends on when they received the report. They also have up to an extra week for any reports that were submitted on time in a language other than English to allow for translation.

As of May 1, 2011, 94.94 per cent of all (Semi) Annual Reports were submitted on time by National Offices through Horizon (PMIS) by the DME (Design Monitoring and Evaluation) Policy deadline.

Until all National Offices are on board with Horizon with 100 per cent of programmes mainstreamed, there remains a gap in terms of the percentage of timely submission of management reports since National Offices and programmes not yet using Horizon are out of scope.

This is however, a significant improvement from the 2010 (Semi) Annual Reports process and Global Operations recently thanked National Directors for their leadership in following global business processes.

“The (Semi) Annual Report is an opportunity for WV staff and partners to reflect on progress made in monitoring the well-being of children.  By reporting on programme and project outputs, all partners are able to ascertain progress, wrestle with challenges and provide communities with an opportunity to communicate their most significant changes during the past six months,” said Greg Kearns, Director of the Global Implementation Team.

 

 

The deadline for completion of the (Semi) Annual Report Agreement process by Support Offices is July 1, 2011, +8 GMT. After that deadline, Horizon will publish a graph showing the performance of SOs.
Currently SOs have four
<img alt="" border="0" src="/NewsletterPictureLibrary/Deadline Clock.jpg" style="BORDER: 0px solid; ">
Approved
Pacific Development Group staff trained on HorizonUse SHIFT+ENTER to open the menu (new window).
A week long intensive training on Horizon (PMIS) concluded recently in Port Moresby, Papua New Guinea, with the launching of the PDG (Pacific Development Group) Horizon site. PNG country office went "live" as part of the roll out. This will be followed by the other two PDG countries; Solomon Islands and Vanuatu in the coming six months.

As part of a move to roll out Horizon in the PDG countries, 15 staff attended the week-long training and will then take the lead in rolling out Horizon in their programme offices and projects in PDG. Participants were from the National Office in Port Moresby, three programme offices in PNG (Port Moresby, Madang and Bougainville Area Programmes) and Country Offices of Solomon Islands and Vanuatu.

The workshop started with the National Implementation Team meeting in the first two days to determine details of the Horizon implementation plan in the National Office, developing the plan and briefing members of the PDG Senior Management Team on the plan. This was followed by TOT (Training of Trainers) for participants and go-live criteria on the last day.

Gemma Goliat, Horizon Coordinator for Asia, took staff through practical sessions on uploading documents, making changes, requesting feedback, responding to feedback, updating workflows and checking on tasks among other activities. These took place on a training Horizon site for PDG where all participants including programme managers and other users experienced how this new and exciting system will work for PDG.

“Horizon will create the channel for open-learning, for PNG, Solomon Islands and Vanuatu. There will be shared knowledge, skills and accountability through the workflows and set due dates. The Partnership will have access to what is being done and similarly, project staff in PDG will also access and learn more online from the other projects in other countries. While it will require some basic IT skills to specifically work around the system in the initial roll out, once staff are trained and become familiar with Horizon, it will work,” said Albert Arija, Horizon Coordinator for PDG.

The workshop was designed to build clarity about the workflow review and approval process, identify who should use Horizon and who needs to be trained as well as to help PDG identify opportunities to improve current business processes.

By Paula Kari, Communications Officer, Pacific Development Group

A week long intensive training on Horizon (PMIS)&nbsp;concluded recently in Port Moresby, Papua New Guinea, with the launching of the PDG&nbsp;(Pacific Development Group) Horizon site. PNG country office
<img alt="" border="0" src="/NewsletterPictureLibrary/PDG 2 pic.jpg" style="BORDER: 0px solid; ">
Staff from PDG are trained on Horizon (PMIS)
Approved
Information Management: It's not just about technologyUse SHIFT+ENTER to open the menu (new window).
Horizon is a system that helps us to effectively manage our programmes and projects. We are approaching the second major Horizon release which will manage essential structured programme data, which is collated, analysed, shared and used to inform strategic decision-making.

The second release's focus on structured data and providing intuitive online tools,  is an important step by the organisation on its continuous journey of improving how it manages its programme information.

The sheer volume of all types of data in our organisation means we need to provide adequate tools to enable our staff to effectively manage that information.

One of the people in World Vision helping to guide us is Colin Liaw, the Director of Information Management, based in Singapore. Colin is part of the Global Knowledge Management unit.

Here is the first of our two part Q and A series with Colin about Information Management, its importance, its challenges and the role we all need to play as information stewards.

What do we mean by Information Management?

As a definition, Information Management is the collection and management of information from one or more sources and the distribution of that information to one or more audiences. This sometimes involves those who have a stake in, or a right to that information. Management means the organisation of and control over the structure, processing and delivery of information. 

Practically speaking, Information Management encompasses the tools, practices, processes and policies that provide organisations the ability to capture, manage, preserve, store and deliver the right information to the right people at the right time, and satisfying corporate, legislative and compliance related requirements for information in the process.

Describe our information environment today

The internet and mobile connected devices have empowered us and made us bigger producers, consumers and transmitters of information.  Just witness the amount of e-mails and documents we have in our personal and shared repositories.

More recently, instant messaging, social media platforms and location-based services have exponentially increased the information sharing ability of the average user. As cloud computing (services delivered over the net) grows, more Partnership (and personal) information and services will live, reside or at least pass through the “cloud” in the near future.  Our People, the Partnership’s People and Culture information management system is a sure step in that direction – and not least, Yammer and Google Docs being used for collaboration and document sharing in small workgroups.

To a certain extent, information related to key corporate functions such as finance and accounting, human resources and supply chain are structured, and can be contained and managed within enterprise resource planning (ERP) systems which are based on well-established business rules and practices.  Even so, key global application systems processing children, donor, employee and other personal identifiable information internationally will increasingly come under special data governance processes to comply with the data management standards and different, complex legal contexts governing the access, storage, transmission retention and disposition of this type of data.

Much of our information however is unstructured. Information comes in many forms such as e-mails, documents, images and videos etc.  The mechanics, protocols and methods of description, duplication, sharing, editing and organisation in personal or shared Partnership repositories and systems are not standardised.  In our hyper-connected world, the issue is magnified by information exchanges with external partners, donors, volunteers and other stakeholders.

Considering that as much as 80 per cent of corporate information is unstructured, and with so much information produced, consumed and transmitted daily, it becomes obvious how difficult it is for staff to manage all this.

It does look like a case of information explosion and chaos – what are the risks here?

It would appear that many offices and individuals are familiar with the challenges of organising the information they possess and in readily finding the information they need.  In the absence of a strong information management structure, we run the risks of:

a) Non-capture, where there’s ignorance and bypassing of good housekeeping practices to keep key information, for example key e-mails or attachments;

b) Loss, where captured information is accidentally removed from the system without backup;

c) Malice, where (in conjunction with [e]) information being deliberately removed, corrupted, or damaged;

d) Attribution, where the context and metadata describing the information is non existent or lost;

e) Unauthorised access, where information is accessed by unauthorised persons – potentially leading to (c);

f) Unavailability, where disaster or technical failure prevent access to the information;

g) Difficult to locate data, where information is lost in the digital landfill due to insufficient classification;

h) Inaccessibility, where information is locked into obsolete mediums or proprietary formats and cannot be accessed

If we regard information as corporate assets, then it is imperative that all of us take necessary and responsible measures to mitigate these information risks. 

Can you elaborate on information being a corporate asset?

Information is the lifeblood for effective strategic and business development, operational co-ordination and communication between different functions and stakeholders. Information also carries sensitivities of varying magnitude depending on the context in which it is used.

Like other corporate assets however, the value of information becomes starkly apparent if it is not available at the right place, time and form when needed or when its quality is poor.  Exposure to the risks will not only negate the value of information to the organisation but it might also become a liability in terms of financial or reputational loss.  For example, recall the Wikileaks saga and note how the leak of confidential diplomatic cables has injured reputations.

Isn’t Information Management a responsibility of the GICT department?

GICT provides the technological means and operating framework, baseline virus protection, physical protection and systems support/maintenance for our computers and information systems.  However, ultimate responsibility for information contained within the systems and platforms rests with the custodians or stewards of the information. It is no different from information related to the financial, human resources and other corporate functions. 

This is probably the first time most staff have heard about the information custodian role – how do I know if I am one? 

Custodianship is a fundamental tenet of information management.  We become custodians of the information we produce or acquire – although ultimately the information (copyright) still belongs to the organisation. Custodianship may be assigned or delegated depending on business and operational needs. 

Other than the responsibility for quality,  the information custodian sets out the management attributes of the information concerned – the description and consistency of its attributes and metadata, its level of privacy, confidentiality, and sensitivity, the manner of distribution, sharing and reuse, how it is to be stored, preserved, archived or how it’s disposed.

Within the organisation’s information policies and the technology, the custodian defines the attributes of the information, reviews, monitors and adjusts, until the lifecycle of the information ends. Then the organisation disposes of the information. 

The responsibility looks really onerous – do we really need to do this?

It looks even more daunting when we appreciate how people search for and find information in the course of their work, and the amount of time and frustration involved.

Research bears out why our shared drives, Lotus Notes databases and increasingly, our SharePoint environments have become digital landfills – it’s due to inconsistent information governance.   We create, duplicate, upload, and share files and documents through multiple channels.  As we move from one technology / platform to another, when reorganisation happens, or when people move into another role or leave the organisation, masses of electronic documents and files are left behind in personal and shared repositories.  Whoever takes over cannot authoritatively put a finger on the information left behind – Does anyone still need it? Should we retain or dispose? Who is responsible to migrate information across to the new platform?

Thrown into the mix now are cloud-based information sharing tools and social networks that offer extensive amounts of storage and collaborative functionality utilised by smaller work teams or offices.  With these developments, I’m afraid we’re on a threshold of an even larger information management challenge.

Many of us don’t even have time to catch up on our e-mails, let alone being information custodians!  Wouldn’t technology or someone else be able to address this?

Certainly new technology or systems might help – for example, a Partnership digital asset management system would go a long way in helping offices and departments better manage all our audio, video and other digital assets. But frankly, no amount of new technology or additional human resource brute force we may throw at the problem can completely address the information management issues.  We could improve the design and usage of our current technology and systems to improve integration and the ability to find information (e.g. meta-tagging documents).  But we also need to improve how we use technology to improve information management. 

If information management issues are not addressed, they will become a bigger problem as our reliance on information technology systems, grows. Therefore, it is imperative to reach out to and educate the information users, i.e. our staff, about these issues.

On that front, we can only appeal to our obligation of stewardship and accountability over the information assets we create, share and use.  The fact that we have all signed up to conscientiously safeguard our organisation’s information confidentiality is already a form of information management. For the sake of mitigating the risks and maximising the benefits for our current and future colleagues, the call now is to integrate better information management practices into our work culture.

To learn more about Information Management, please email Colin at colin_liaw@wvi.org or visit the Global Knowledge Management site on wvcentral at

https://www.wvcentral.org/supportfunctions/gkm/Pages/default.aspx

 

 

 

Horizon is a system that helps us to effectively manage our programmes and projects. We are approaching the second major Horizon release which will manage essential structured programme data, which is collated, analysed, shared
<img alt="" border="0" src="/NewsletterPictureLibrary/colin liaw.jpg" style="BORDER: 0px solid; ">
Colin Liaw is WV's Director of Information Management
Approved
Information Management: the time for change is nowUse SHIFT+ENTER to open the menu (new window).

Horizon is a system that helps us to effectively manage our programmes and projects. We are approaching the second major Horizon release which will manage essential structured programme data, which is collated, analysed, shared and used to inform strategic decision-making.

The second release's focus on structured data and providing intuitive online tools,  is an important step by the organisation on its continuous journey of improving how it manages its programme information.

The sheer volume of all types of data in our organisation means we need to provide adequate tools to enable our staff to effectively manage that information.

One of the people in World Vision helping to guide us is Colin Liaw, the Director of Information Management, based in Singapore. Colin is part of the Global Knowledge Management unit.

Here is the second part of our two part Q and A series with Colin about Information Management, its importance, its challenges and the role we all need to play as information stewards.

Information confidentiality is certainly one important issue.  Are there other important aspects of Information Management one has to be aware of?

Yes.  A simple but useful framework of Information Management is depicted to the left of this newsletter. There are essentially six tracks – Description, Ownership, Security, Compliance, Sharing and Quality.  The Ownership and Security tracks  relate to information custodianship and confidentiality which were both discussed earlier. 

The framework is independent of technology and provides a holistic terms of reference that can be consistently used serves to guide each office, department and individual to assess their respective information/environment, to plan, prioritise, develop and effect these tracks in their respective information management policy.

What management support is required to effect the Information Management framework? 

For every office, department, work group / unit, it would be ideal that a member of its SMT champion information and knowledge management (IKM).  The IKM champion will play a crucial role in driving, promoting, overcoming hurdles to ensure better information and knowledge practices within the organisation are realised .  To ensure a level of operational focus, it would also be critical to appoint one or two persons to assume the role as Information/Knowledge managers to better co-ordinate the assessment of the information environment, development of the information policy, as well as the facilitation and implementation of measures in conjunction with other stakeholders such as GICT.

Where and how do we carry out information management?

It is important for everyone to understand and assume their rightful role in information management.  Hence everyone should first familiarise one’s self with the information management framework graphic accompanying this newsletter.

In information assessment, methodically cycle through each track of the framework and the terms of reference within it and relate them to the information in your possession, be it e-mails, documents electronically stored within desktop computer or external hardisks etc.  As staff may still operate with a certain level of paper process – they should include them as part of theire information assessment as well. At a working group level, the same assessment could be made with shared repositories hosted within the organisation or third party based services such as shared drives, SharePoint environments.

As staff identify issues in personal information management that are not consistent with the terms of reference set out, they should flag them, work out the options to address them, or seek advice from their local Information and Knowledge Management coordinators. 

Is Information Management all about mitigating risks?

Other than risk exposure, an information assessment could turn up opportunities to enhance information processes, sharing and quality.  A key activity in information assessment is to map out and analyse individual tasks, information used and produced, information flows, frequency, time expended may reveal redundancies, duplication, overlaps, bottlenecks, hoarding, poor organisation of information  etc.  These are all prime candidates for streamlining or elimination, which would go a long way in facilitating the delivery of information to the right persons and right place and and the right time.  Understandably, this could be a very involved and time-consuming exercise.  Scale it down appropriately, for example, to focus on 20% of the tasks taking up 80% of the resources (time, money etc).  

Can you bring some research findings to bear on the need for Information Management?

It may strike a chord with many of our colleagues that  research by management consultants PricewaterhouseCoopers revealed that professionals spend 5% to 15% of their time reading information but up to 50% of their time locating pertinent information.  In other research, ATG & Rheinner Reuters reports that 49% of managers struggle to handle the information received. 

The Digital Universe is estimated to increase 44 times from 0.8 ZB (Zettabytes or trillions of gigabytes) in 2009 to 35 ZB in 2020.  Our digital universe will likely increase at that pace.

PricewaterhouseCoopers also estimates that the average company spends $20 in labour to file a document, $120 in labour to find a misfiled document, and $220 to reproduce a lost document. Meanwhile, companies lose one out of every 20 documents, and spend 25 hours recreating each lost document.

What is your strategy for moving this forward to widen the practice of information management? 

At this stage, the strategy is concentrated on sensitising the ground on Information Management and catalysing and facilitating offices in taking steps to:

a) Assess their respective information environment

b) Develop policies and action plans to mitigate information risk exposure and addressing information needs and opportunities

c) Effect policies and action plans through practices, technology and other interventions

Already the Information Management unit of Global Knowledge Management has begun reaching out to Regional, National, Support offices and Global Centre units, and would welcome expressions of interest to collaborate and bring about better information management practices within the Partnership.   As offices go through the cycle, learnings will be drawn, shared and assimilated as standard policy/governance and implementation practices.

An interest group within wvcentral GKM CoP will also be set up to facilitate learning and exchange.

This has been a long conversation.  What are the key takeaways?

While information Management  is not rocket science, it does bear a little more explanation at the outset.  With sustained leadership and commitment,  Information Management should be business as usual within two to three years.  Here are the key Information Management takeaways:

a) Information risks and opportunities – loose or absence of information governance exposes the organisation to information risks at every level; strategic introductions and refinements in information management practices and even technology usage opens up opportunities to improve information management, organisation and findability.

b) Information as corporate assets – like financial, human resource and inventory, information are assets that organisations can capitalise on to create value; information is to be shared, but must be balanced with security/ confidentiality.

c) Information custodianship – not only an accorded status but also a responsibilty for information producers or recipients to exercise stewardship and accountability over the quality, description, security, distribution, compliance with policies and legislation, retention, and disposition of information assets.

d) Framework of information management – sets out technology-independent terms of reference for information environment assessment and needs analysis, policy / practice development to mitigate risks and address needs and opportunities, implementation and review.

e) Technology independence – although introduction of new technology or refinement in usage of current ones may provide  enhanced information management capabilities, it is not  the only focus. Like strategic, operations, human resource, finance and supply chain management, Information Management is a holistic discipline comprising of People, Policy/Practice and Technology.

f) Business imperative – no better time now to start mitigating the information risks, envision and drive towards realisation of a Work 2.0 environment where amongst other things, it is easy to get work done using the right information, in the right way and the right amount.

 

 

Horizon is a system that helps us to effectively manage our programmes and projects. We are approaching the second major Horizon release which will manage essential structured programme data, which is collated, analysed, shared
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SOs complete Semi Annual Reports processUse SHIFT+ENTER to open the menu (new window).
Here are the results of the Support Offices' completion of the (Semi) Annual Reports process using Horizon (PMIS).

By July 1, 2011, globally, 75.6 per cent of (Semi) Annual Reports were reviewed by Support Offices. Overall, 1,090 workflows were submitted to the SOs through Horizon; an increase from 914 workflows submitted during the Annual Reports process last year. WV Finland office was out of scope due to a difference in local reporting requirements in that country.

Jaisankar Sarma, Director of Global Field Operations, praised the performance of SOs and NOs for a significant improvement over last year's (Semi) Annual Reports process.

“These staff benefitted from using the improved workflows in Horizon to complete the (Semi) Annual Reports process. They experienced the time saved from being able to access reports from National Offices in one centralised, online space using system tools to guide them through the process. We thank all Support Offices for using Horizon and congratulations again for a fine effort,” he said.

During the Our Future project, National, Regional and Support Offices agreed that WV needed one global system for sharing programme information and as a result, Horizon was launched. Horizon represents the most significant infrastructure investment by the Partnership. We agreed on one system because we are interdependent on each other for comprehensive programme information and this interdependence is a hallmark of our understanding and practice of development, said Sarma.

As of May 1, 2011, 94.94 per cent of all (Semi) Annual Reports were submitted on time by National Offices through Horizon by the DME (Design Monitoring and Evaluation) Policy deadline.

Sarma thanked both Support and National Offices for their leadership in following global business processes.

“The (Semi) Annual Report is an opportunity for WV staff and partners to reflect on progress made in monitoring the well-being of children.  By reporting on programme and project outputs, all partners are able to ascertain progress, wrestle with challenges and provide communities with an opportunity to communicate their most significant changes during the past six months,” said Sarma.

Here are the results of the Support Offices' completion of the (Semi) Annual Reports process using Horizon (PMIS).
By July 1, 2011, globally, 75.6 per cent of (Semi) Annual Reports were reviewed by Support Offices. Overall,
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Horizon and you: Check out what's comingUse SHIFT+ENTER to open the menu (new window).
There’s a new website for Horizon (PMIS) users full of information giving our staff a glimpse of what the next release will do for them.

The site gives staff and our partners a high-level overview of the key features by working through clickable accordion files containing screenshots and online versions of sticky notes. Hovering over the yellow online sticky notes provides brief explanations of the key features of the emerging Horizon release.

The system features are highlighted based on 14 different staff roles or personas so that staff can click on their own role to immediately learn how the system will assist them in their work.

The site was also designed to be compatible with the new visual/branding elements in the redesign of Horizon recently completed by design firm, Usability Pro.

The site was developed by Horizon internal communications together with brand consultant Ellen Kupp, working with freelance web developer, Marco Fraschetti and graphic artist Heather Finlayson.

Since the site’s purpose is to give users a high level overview while Horizon is being developed, some screens in the final system may look slightly different once the system goes "live" in FY 2012.

The site is accessible from the Horizon home page by going to the section, “On the Horizon” or by clicking at this link:  www.wvhorizon.org

 

There’s a new website for Horizon (PMIS) users full of information giving our staff a glimpse of what the next release will do for them.
The site gives staff and our partners a high-level overview of the key features by working
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WV Mongolia welcomes HorizonUse SHIFT+ENTER to open the menu (new window).
World Vision Mongolia is holding workshops to improve the quality of programme documents and materials as well as project implementation reports with the help of Horizon (formerly PMIS).

“In brief, one can think of Horizon as an automated and centralised database that can store all important documents of the ministry of World Vision,” said WV Mongolia Horizon specialist, Manarbek Saken.

Saken explained that some employees working in rural Area Development Programmes (ADP) have limited communication with each other. 

“Many employees face challenges when implementing operations projects because they have little information on how other ADPs are running their programmes. Therefore, most members of the staff have a different understanding of the same project,” said Saken.

 “With the launch of the Horizon, we can assure that all of the World Vision operations can be seen through one common perspective,” said Saken. “In other words, we will not only see our work at an ADP level, but on a large scale as well.”

The workshops are being facilitated by a team of three specialists: Horizon specialist Manarbek Saken, People and Culture’s Training Officer, Byambatseren Sanjaa, and Information Technology Senior Officer, Ariunbold Baatarkhuyag. The team has been deployed across Mongolia to conduct the workshops.

 “It will be exciting to see the outcome once the system is use,” said Sanjaa. She added that the productivity of employees will be more transparent once the new management system is applied. “For example, an ADP employee submits his/her report and within a matter of minutes, that report can be accessible for all Horizon users,” she added.

The new management system will be ready for full launch across all of WV Mongolia by Oct. 1. Horizon training is scheduled to take place at six locations for all 32 of WV Mongolia’s projects. As of July 26, staff from six projects have been trained including Erdenet, Selenge, Bulgan, Khuvsgul, Outer Bulgan and Darkhan ADPs. The next session takes place at Uvurkhangai ADP from August 2- 4, and staff from Zavkhan ADP will be trained August 9-11.  The training for urban projects will take place August 15-17.

Horizon regional coordinator Gemma Goliat, who’s based in Manila, is helping to support WV Mongolia’s implementation of the system.

By Enkhbold Byambajav, Communications Officer, WV Mongolia

World Vision Mongolia is holding workshops to improve the quality of programme documents and materials as well as project implementation reports with the help of Horizon (formerly PMIS).
“In brief, one can think of Horizon as
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WV Mongolia celebrates at workshops on Horizon.
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We'll all meet on the Horizon: I-Report from WV MalawiUse SHIFT+ENTER to open the menu (new window).
The word Horizon synonymously means possibility and sphere. With the introduction of Horizon, the possibility of sharing quality information is now evident across the sphere of World Vision. This once seemed impossible, but I have seen World Vision’s National Offices improving the quality of their reports and other information uploaded on Horizon.

When I first heard of PMIS, now Horizon, I thought it was one of those World Vision initiatives that would not succeed. But, after using the system, I am ecstatic about the changes it has enabled in our programme information management processes. I have not only seen an improvement in programme information management but also a change in attitude towards a systematic way of reporting. Most importantly, however, it’s helped to improve the quality of our reports. For the first time, this year World Vision Malawi has achieved 100 per cent submission of its FY 11 semi annual reports before the deadline.

I have also seen our National Office using Horizon Workflows for purposes beyond semi annual reports including: Annual Implementation Plans, Budget Reviews and Programme Design Documents.  This is an important change in direction.

I remember introducing the name Horizon to our National Office programme staff.  I asked the question, “Why do you think the name Horizon—which has the same meaning and similar sound in French, Spanish and Portuguese---came about?” Imagine you are climbing a sand dune and when you reach the top, you see beautiful scenery with a clear line of sight to where you are going and you have the anticipation of reaching there. This is your horizon!

When Horizon refers in its tagline to Charting our Course, it means we are seeing a new dawn. It doesn’t matter where you work; programme information is readily available, not just for the lessons/learning it provides but for making us accountable to communities and donors.

We have charted a course where registered child data will be available for a sponsor who wants to track progress of his/her sponsored child.   National Offices will also get opportunities for more funding because progress reports on projects will be accessible to the donors or funders of projects in the rural areas.

This may have once looked like a farfetched dream but it is now a dream come true. We have charted our course and there’s no turning back. Indeed, we’ll all meet on the Horizon.

By Brenda Gunde, IT Coordinator for Operations, WV Malawi

 

The word Horizon synonymously means possibility and sphere. With the introduction of Horizon, the possibility of sharing quality information is now evident across the sphere of World Vision. This once seemed impossible, but I
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Brenda Gunde, IT Coordinator for Operations, WV Malawi
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WV Timor-Leste now "live"Use SHIFT+ENTER to open the menu (new window).

WV Timor-Leste is now "live" after completing training of trainers for 10 of its staff from its national and base offices in Dili, Aileu, Baucau and Bobonaro.

The training of trainers enables staff to teach their colleagues how to access Horizon and how to use the system to communicate, connect and collaborate with other World Vision offices about WV-TL programmes.

“This is a good opportunity for me to learn how to use Horizon for the management of information and to share our programme information between National office and 3 bases in World Vision Timor-Leste," said Julio dos Santos, Monitoring and Evaluation Coordinator for Aileu Area Programme.

Francisquito Gonzaga,  IT Coordinator said, "With this training, I will be able to create new system information and I think it would be good if Horizon continued this type of training to enable us to deeply understand the topics.”

The training was supported by Horizon regional coordinator, Gemma Goliat, who's based in Manila.

To date, 60 National Offices, 20 Support Offices and more than 1,200 ADPs have been trained on the current release of Horizon (formerly PMIS), meeting the project's implementation targets.

The latest countries "live" are WV Mongolia , WV Vietnam and WV Timor-Leste. WV China was trained in July and have committed to go "live" by September 2011 in 3 ADPs.

By Amelia Xavier, Communications Coordinator, WV Timor-Leste

WV Timor-Leste is now "live" after completing training of trainers for 10 of its staff from its national and base offices in Dili, Aileu, Baucau and Bobonaro.
The training of trainers enables staff to teach their colleagues how
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WV Timor-Leste staff celebrate going "live" on Horizon
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An update on implementation and the next Horizon releaseUse SHIFT+ENTER to open the menu (new window).

To date, 60 National Offices, 20 Support Offices and more than 1,200 ADPs have been trained on the current release of Horizon (formerly PMIS), meeting the project's implementation targets.

The latest countries "live" are WV Mongolia , WV Vietnam and WV Timor-Leste. WV China was trained in July and have committed to go "live" by September 2011 in 3 ADPs.

WV Philippines and WV Mexico have mainstreamed Horizon in 100 per cent of their ADPs and Vietnam and Mongolia are expected to achieve 100 per cent mainstreaming by the end of August 2011. WV Mozambique has mainstreamed 50 per cent of its ADPs and continues its efforts. WV Sri Lanka has also mainstreamed Horizon to 100 per cent of its ADPs. We are also encouraged that additional national offices will soon begin their own mainstreaming exercises.

We'd like to express our appreciation of the leadership support for Horizon, shown by national, regional, support and global offices partners.

The next release

Preparations for the second major release, Managing Data are continuing. The actual development of the new release finishes at the end of September, 2011. Then, we enter a period of testing, migrating data from the current release, finalising and translating all the capacity building materials and planning for implementation in all Partnership offices. Taking Christmas and New Year's into account, we estimate that the new release will be switched on for offices to use in the second quarter of FY 2012. The implementation schedule will be finalised in the next month. The global implementation team is currently in discussions with office leadership teams on how best to facilitate implementation and train staff to use the new capabilities.

We'd like to invite our partners to check out a new educational website, www.wvhorizon.org   that gives a glimpse of the upcoming features. The new release includes online tools for LEAP (Learning, Evaluation, Accountability and Planning), Grants Portfolio Management and Sponsorship Operations Reporting, to help manage the design, fundraising, implementation and monitoring of programmes and projects. The system features are highlighted based on 14 different staff roles or personas, so that staff can click on their own role to learn how the system will assist them in their work. On the website, staff may hover over yellow sticky notes on the screenshots from the new system, to read brief explanations of the key features pertinent to their role in the organisation.

The educational site was also designed to be compatible with the new visual/branding elements in the redesign of Horizon recently completed by design firm, Usability Pro.

The site does not require a username or password. Its purpose is not for training; rather, it's strictly a high-level overview and it does not contain any programme data. The site is also accessible from Horizon's home page by clicking on the banner or on a graphic link in a section called On the Horizon.

Thank you for your continued support of Horizon as we continue Charting Our Course to Child Well-Being.

Jaisankar Sarma, Global Director, Field Operations

Bernard Vicary, Product Director, Horizon

 

 

To date, 60 National Offices, 20 Support Offices and more than 1,200 ADPs have been trained on the current release of Horizon (formerly PMIS), meeting the project's implementation targets.
The latest countries "live" are WV
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The next release of Horizon will be out second quarter, FY 12
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WV Vietnam trains staff on HorizonUse SHIFT+ENTER to open the menu (new window).
Key leaders, regional directors, managers of area development programmes (ADPs) and special projects of World Vision Vietnam participated in the first training courses on how to use Horizon (formerly PMIS) in July and August.  

Previously, a course on workflow improvement process (WIP) and another training of trainers training took place for Horizon facilitators on July 14-20.

The facilitators developed their training plan to facilitate at least one section of two user-training courses.

With the training, World Vision Vietnam wants to ensure that all programmes will be able to use the system for design, monitoring, evaluation and management of programmes beginning next fiscal year.

To date, 60 National Offices, 20 Support Offices and more than 1,200 ADPs have been trained on the current release of Horizon, meeting the project's implementation targets.

The latest countries "live" are WV Mongolia , WV Vietnam and WV Timor-Leste. WV China was trained in July and have committed to go "live" by September 2011 in 3 ADPs.

By Dang Van Bai – National DME, Horizon Senior Officer, WV Vietnam

 

Key leaders, regional directors, managers of area development programmes (ADPs) and special projects of World Vision Vietnam participated in the first training courses on how to use Horizon (formerly PMIS) in July and
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WV Vietnam plans to use Horizon to manage all its programmes beginning in FY 2012
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Canadian MPs visit drought-stricken EthiopiaUse SHIFT+ENTER to open the menu (new window).

As we prepare for the second release of Horizon (formerly PMIS), we'll be featuring stories from around the Partnership about successful development outcomes when partners work collaboratively to improve child well-being. Horizon's next release, Managing Data, will be used to help leadership and staff to get, share, learn and contribute programme information at all levels of World Vision, including data on child well-being and registered children.

This week, we take a closer look at the issue of child and maternal health.

World Vision Canada recently invited three Members of Parliament (MPs) to visit the community of Hidhabu Abote, Ethiopia. The MPs: John McCallum, Lise Zarac and Peter Braid, saw first-hand what progress on maternal and child health looks like and what work still needs to be done.

The three MPs witnessed how low-cost interventions like vitamin supplements, nutritious diet, breast-feeding, clean water and mosquito nets, delivered by trained community health workers, are impacting the health and wellbeing of children and their families—and saving lives. 

They personally experienced the importance of family access to care at home and in the community—when visits to larger health centres can be very difficult.

The MPs were also able to connect with the Ethiopian Ministry of Health and Canadian government representatives in the country, and see and hear how the best development results are achieved when organisations like World Vision work collaboratively with national governments and international donors and structures.   

This is one of the good stories coming out of the Horn of Africa, where most of the recent news isn't positive. Ethiopia is one of the countries hardest hit by the current famine.

Fortunately, the impact in the Hidhabu Abote district that the MPs visited has not been as severe. But villagers are reporting that the prices of staple items have increased significantly and the Government has had to step in to provide rations and supplementary food.

To watch a video of the trip, go to the Media Highlights section on this site and click on Canadian MPs visit Ethiopia.

To see what World Vision Canada is doing to save lives in the Horn of Africa visit the links below.

www.worldvision.ca

Sponsor in the Horn:

https://children.worldvision.ca/sponsorship/Forms/Child.aspx?service=page/Child&lang=en&type=A&mc=4249413&country=ETH

Voices for Children email list:

https://www.e-activist.com/ea-campaign/clientcampaign.do?ea.client.id=20&ea.campaign.id=4623

In the U.S. go to, www.faminenomore.org

For international, go to www.wvi.org

By Tara Ouchterlony, Government Relations Officer, World Vision Canada

 

As we prepare for the second release of Horizon (formerly PMIS), we'll be featuring stories from around the Partnership about successful development outcomes when partners work&nbsp;collaboratively to improve child well-being.
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Canadian MPs John McCallum (left), Lise Zarac and Peter Braid share their hope for improving the health of mothers and children
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Management can now access global repository of registered children dataUse SHIFT+ENTER to open the menu (new window).
Horizon stepWise has launched this month to enable access to data on registered children in near real-time.

Management and staff can now:

  • respond effectively to the needs of individual registered children when they are not well, not safe and are not given the opportunity to learn
  • view information and analyse trends on the well-being of registered children to inform programming
  • monitor the delivery of correspondence and other service operations, allowing support office staff to provide accurate answers to sponsors’ queries 
  • undergo training to use Horizon stepWise to access registered children records, including information on their presence, status and participation in programmes

Access to Horizon stepWise provides staff with information relevant to their role at World Vision.

It requires staff to complete training and pass an assessment test to assure the appropriate use and interpretation of data.

Data in Horizon stepWise will be published gradually. Initially, close to two million registered children records will be available. The expectation is that early in FY12, all four million registered children records will become available.

In September and October, selected staff from all entities will receive in-depth training on Horizon stepWise. They will be certified as stepWise trainers or administrators. This will equip them to train and certify other staff in their offices.

In FY12 and as ADPs and national entities certify and perform consistently using Horizon stepWise, they will stop doing annual registered children census and monthly service operations indicators (SOI) reports as this information will be available on stepWise.

For more information on Horizon stepWise certification events, please login to wvcentral and go to:

https://www.wvcentral.org/cop/sponsorship/Pages/stepwiseEvent.aspx

By Ian Agsalda, Communications Specialist, Sponsorship Operations/Children in Ministry

Horizon stepWise has launched this month to enable access to data on registered children in near real-time.
Management and staff can now:


respond effectively to the needs of individual registered children when they are not
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Master trainers from national, regional, support and Global Centre offices celebrate at Horizon stepWise training.
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Revised LEAP Red Tools are now availableUse SHIFT+ENTER to open the menu (new window).
The field testing of the revised LEAP Red Tools is now complete. The field testing produced a lot of good feedback from users, and this has been used to finalise the tools. Final versions of the following tools are now available on the LEAP Resources Library on Horizon and also on the Guidance for Development Programmes website – www.wvdevelopment.org
  • Programme Assessment Tool  - improved the Microsoft Word document template, fixed errors in HIV thresholds
  • Programme Design Document -  reduced the logframe and DIP requirements, an example of a PDD is now available
  • PDD Appendix tool - the underlying code's been rewritten so the tool is much quicker and smoother, now it is possible to add lines to the logframe, with no limit to the number of lines in the logframe, and there's improved navigation throughout the tool
  • Mid-year Programme management report – mid-year report only requires reporting on outputs and outcomes that have a variance of more than 10 per cent
  • Annual programme management report – clarified that output and outcome reporting is against their respective targets, included examples in every section.

Review tools will be finalised by the end of March 2012.

LEAP Requirements

All programmes are required to use these new LEAP tools from FY12. The previous versions of the tools (from 2008 and 2010) are now obsolete. They have been removed from the LEAP Resources Library.

LEAP Programme Management Reports changes

There are two LEAP Programme Management report templates. One is the mid-year report, the other is the annual report.

The mid-year report covers the period October to March. It is much briefer than that annual report. It only focuses on the areas of the programme that are not going according to plan. It is only necessary to report on outputs and outcomes that are over or under achieved by more than 10 per cent. If an output or outcome is being achieved according to plan, there is no need to report on it in the mid-year report. Lessons learned during the period and any recommended changes to programme plans for the next period should also be discussed in the mid-year report.

The annual report covers the whole year, from October to September. It requires a full account of progress on all outcomes, lessons learned and recommended adjustments to plans.

For any questions about these tools, please email Seamus Anderson, Senior Resource Materials Specialist, Integrated Programming Effectiveness Team at seamus_anderson@wvi.org

 

The field testing of the revised LEAP Red Tools is now complete. The field testing produced a lot of good feedback from users, and this has been used to finalise the tools. Final versions of the following tools are now available
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