GMS New Releases 2.8.1 (2nd blog) - November 2017

POSTED BY Kathy Rombouts | 22 November 2017 | What’s new in GMS!!!

New releases in GMS (2nd blog) – November 2017

  1. New Partner risk dashboard

      Partner Risk Dashboard

      A new Partner Risk Dashboard has been launched, below you can find an overview of how it works.

      Filter Field Descriptions:
      Pooled Fund(s): Displays the Pooled Fund(s) to which you have an access. By default, the Pooled Fund you are currently in will be selected.
      Partner Type: Displays the different types of partners in GMS.
      Partner Risk Level: Displays the different risk levels in GMS (Ineligible, Low, Medium and High) that the partners currently have. [Old terminology: current or running risk]
      Partner: Displays the different partners for the pooled funds selected. The pooled fund is mentioned as a prefix because one partner might have a different name in different funds. For example, OCHA could be registered as OCHA in the Iraq CBPF and as OCHA Myanmar in the Myanmar CBPF.
      PI Adjusted Risk: Displays the different risk levels in GMS (Ineligible, Low, Medium and High) that are currently calculated by the system for the partners. [Old terminology: calculated risk]

      Important to Note: The system will not display live data on the PI Dashboard, it will be refreshed every 2 hours. The date and time (always shown according to Geneva time, UTC +1) at which the data was taken for the displayed PI Dashboard is indicated in red above the table.

      Column Descriptions:
      Pooled Fund: Displays the Pooled Fund of the Partner.
      Partner: Displays the name of the Partner in a specific Pooled Fund.
      Partner Risk Level: Displays the current Risk Level a Partner has in the system.
      PI Adjust Risk: Displays the risk as calculated by the system for a specific Partner – this may or may not have been accepted by the user.
      CA: Displays the score a Partner received during Capacity Assessment.
      P1 – P6: Displays the score a Partner received for his projects. P1 is the first project, the last column value with a value refers to the most recent project of that Partner.

      Partner Risk Dashboard

      The Formula to calculated the PI Adjusted Risk is CA + SUM (P1:P6). A PI score is calculated for each project and displayed in the column with its overall score and the percentage below indicates the weightages given to this score in the formula.

      Colour legends for this screen:
      Partner Risk: Displays the colours used to determine the Partner Risk Level and PI Adjusted Risk.
      Partner Performance Index: Displays the colours used to determine the PI based on the PI for each project.

      Note: Users will be able to Export to PI Dashboard to Excel by clicking on the Excel icon.

  2. Common Performance Framework v 1.0

      The Common Performance Framework (CPF) is a new module which can be found under the HFU Management Module. It has been merged with the Direct Cost module in one page (two different tabs

      Note: Per year only one record can be added.

      Nov 2.8.1 CPF (3)

      Within the CPF for each year 5 areas have been defined: Inclusiveness, Flexibility, Timeliness, Efficiency and Accountability & Risk Management. Each of these areas has its own set of indicators and for each indicator the HFU has an option to edit.

      Nov 2.8.1 CPF Overview (4)

      Setting Targets
      Upon clicking the [Edit] icon the HFU can set the target for each indicator. To assist the HFU to set a target, data is pulled automatically from GMS regarding this specific indicator for the year and pooled fund selected (visible on the right hand side).

      Note: After making changing for a specific CPF Indicator, the HFU will need to click on the [Save] button to save the information. By clicking on the [Previous Indicator] or [Next Indicator] button without doing so, the information will be lost. In the future a confirmation message will be implemented that displays to notify you that there has been a change in data and whether you would like to save those changes, but this has not been implemented yet.

      Nov 2.8.1 CPF Indicator (5)

      Once the targets have been set, they need to be approved by the Fund Manager (HFU) and Endorsed by the Advisory Board (AB). From that moment onwards the results can be captured. The workflow followed for the CPF can be tracked via the [Tracking] tab.

      Capturing Results
      For the moment the target is editable (this might become a fixed field, this is being discussed at the Doha Workshop). The HFU will then need to record the Results and pick a score from the dropdown menu. A results analysis can be added.

      The maximum value for the CPF is 1 and each area has the same weight (0.2 out of 1). Currently it is not mandatory to add a score for each indicator, but of course not adding a score for a specific area will result in a lower total score (total CPF score is the sum of all CPF areas).

      Nov 2.8.1 CPF Indicator Details (6)

      Actions can be provided by the HFU via the [Add New Actions] button. Here the HFU will be able to have an overview of all task that needs to be performed related to that specific CPF Indicator. Action By Role displays a dropdown menu for the HFU to indicate who should take the action. The HFU can specify if the action has been completed or whether is still pending via the action taken check box. Remarks can be specified if needed but this is not mandatory.

      Note: Action By Role will only provide the HFU with a better overview.

      Currently there is no tracking or notification of actions required available in GMS. The CPF (and the required actions) could be made visible to other user profiles if required, but it will remain editable for HFU only.

      Nov 2.8.1 CPF Indicator Add Actions (7)

  3. New OCHA Assurance updates

      The following updates have been made in OCHA Assurance:

      Inclusion of Country Based Operational Modalities into Monitoring and Spot Checks
      • It will depend on the Country Based Operational Modalities how many Monitoring and Spot Checks will need to be carried out.
      • The system will assume the number that comes out of the country based OMs as the starting point (the 100 percent). It will then be split up per line how many percentage has been e.g. carried out or need to be done.

      Nov 2.8.1 OCHA Assurance (8)

      Audit

      • Audit completed: Audit process has been done and the audit workflow has been completed.
      • Ongoing: Audit has started in the last six months.
      • Audit to be initiated: Audit needs to be initiated.
      • Overdue: Audit has not been completed within six months.

      Nov 2.8.1 OCHA Assurance (9)

      Monitoring
      • Inclusion of Country Based Operational Modalities (see higher).
      • New category names are: Monitoring visits conducted on time and Monitoring not conducted.

      Nov 2.8.1 OCHA Assurance (10)