Tools for a better allocation setup process

POSTED BY Hortense Regnaut | 30 July 2020 | GMS Focus

Setting up a new Standard or Reserve Allocation on the GMS can seem challenging. This blog post aims to introduce tips to help smooth and ease the setup process. Links are provided under each section of this post to access the more detailed, complete guidance on the topic available on the Help Portal.

Content:

  1. Add HRP SO
  2. Add SSO
  3. Configure Cluster’s Indicators
  4. Configure Standard Activities
  5. Link the SO and SSO to the allocation
  6. Configure the Allocation’s cluster priorities

CREATING A NEW ALLOCATION 

Navigation: System Set up -> Allocation Management -> Manage Allocation Type

To create a new allocation, fill all the mandatory information which is marked with a red asterisk and click on the [Save Record] button. The green asterisk shows the fields that will be published in the Business Intelligence (BI) platform.

Please click here to access more detailed guidance.

 

GMS TIP: Configuring the allocation from Macro to Micro level 

There are several manipulations to perform in the GMS in order to set up an allocation. We strongly advise you to enter and save your allocation details from the Macro to the Micro level, in the following order:

1- Add HRP Strategic Objectives 
Navigation: System Set up -> Allocation Management -> Manage HRP SO

Click on [Add HRP SO], in the pop-up window, select the year, the HRP, and add the SO’s number, prefix and description. Then, click on [Save]. To add several SOs, repeat the process. 

Please click here to access more detailed guidance.

2- Add Sector Specific Objectives 
Navigation: System Set up -> Allocation Management -> Manage SSO

Go to the end of the SSO list, enter the SSO, select the year, select the HRP, and click on the ‘+’ icon.

To add another SSO, repeat the process. 

Please click here to access more detailed guidance.

3- Configure Clusters’ indicators 
Navigation: System Set up -> Configuration Set up -> Clusters - > Clusters Indicators

In the Clusters Indicators page, select the HRP year, the HRP, the Cluster which indicator you wish to create, enter a description of the indicator, select the beneficiaries (optional), enter information on specific needs (optional), select the indicator’s unit. You have the option to lock the indicator (optional).
Then, click on [Save record]. Repeat this process for every indicator of each cluster linked to the allocation.

Please click here to access more detailed guidance.

4- Configure Standard Activities 
Navigation: System Set up -> Configuration Set up -> Manage Standard Activities

In the ‘Manage Standard Activities’ page, select the HRP year, select the HRP, add a tag if applicable, insert a description of the standard activity select the cluster. You have the option to select a specific risk level  required to implement the standard activity (optional).

Then, click on [Save record].

Please click here to access more detailed guidance.

5- Link the allocation with previously created HRP SO and SSO 

Navigation: System Set up -> Allocation Management -> Allocation Type Configuration

Click on [edit] of your allocation line; then click on [Manage HRP]. 

In the HRP details page, add the HRP SO previously created by selecting it in the drop-down list and click on the ‘+’ icon.

Repeat the process if there are multiple HRP SO to link to the Allocation. 

At the right-hand side of the HRP SO you just added, click on [Link SSO]. In the pop-up window, Select the cluster’s name, and the SSO previously created and click on [Save].

To link the HRP SO with another SSO, repeat the process.

Please click here to access more detailed guidance.

6- Configure the Allocation’s Clusters’ priorities 
Navigation: System Set up -> Allocation Management -> Allocation type Configuration

Click on [edit] of your allocation line; then click on [clusters priorities].

Enter in the according fields the Priority Activities and Geographical area of the Allocation, and click on the ‘+’ icon

Please click here to access more detailed guidance.

 

ADDING DOCUMENTS 

Navigation: System Set up -> Allocation Management -> Allocation Type Document

In the Allocation Type Documents’ page, select your Allocation from the drop-down list. In the right-hand side box, select the type of document you will upload from the drop-down list, upload your document from your computer by clicking on [search file] and click on [upload].

You need to upload:

- The Allocation Report
- The Allocation Strategy,
- The Timelines,
- The Partner Allocation document and,
- The Scorecards

Please click here to access more detailed guidance.

 

COST TRACKING OPTIONS 

Navigation: System Set up -> Allocation Management -> Allocation Type Configuration

In the Allocation Type Configuration page, click on [edit] of your allocation’s line, then click on [Link cost tracking components].

To change any of the Cost tracking components, tick/untick the boxes available next to each line and click on [Save changes and recompute].

Please click here to access more detailed guidance.

 

SPECIAL FOCUS ON THE PROCESS MONITOR TOOL 

Navigation: Report > Report > Process Monitor

Purpose: Once the allocation is launched, and projects are linked, the Process Monitor provides a useful overview of the average number of days of each project lifecycle’s stage.

For instance, the Implementation and Reporting stage of the project lifecycle for the 2018 2nd standard Allocation, lasted in average 419 days for a total of 10 projects.

Please click here to access more detailed guidance.