CGAP Training Information Systems Slides


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Slides for CGAP's training on Information Systems.

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CGAP Training Information Systems Slides

  1. 1. IS1-O1 System Development Life Cycle Preparation Needs Analysis Selection Implementation Optimization and Maintenance©CGAP/World Bank, 2009
  2. 2. IS1-O2 Goal To provide guidelines for planning developing implementing and managing the RIGHT information system for your microfinance institution©CGAP/World Bank, 2009
  3. 3. IS1-O3 Objectives To present a systematic process used to create and manage an information system for microfinance To define information systems and their importance to the business of microfinance To identify specific information needed to make business decisions in microfinance To analyze critical business processes (in the context of an IS) and streamline them for efficiency To use a framework tool to evaluate information system software options To understand the processes required to – plan and conceptualize – select, develop or acquire – implement, manage, maintain and optimize an information system for your MFI©CGAP/World Bank, 2009
  5. 5. IS2-O2 Data Unprocessed basic facts about the activities of a business that give no insight by themselves Information Data transformed into a meaningful form that helps someone to make sound, quality decisions or to gain insight©CGAP/World Bank, 2009
  6. 6. IS2-O3 Information and Decision Making Information Needed to Information Source Decision Make the Decision (Who/How/Where) Disbursing a loan  Cash flow position  Accounting  Client profile  Client records  Client repayment record  Client records  Loan application form  Loan management records  Loan officer details and  Loan officer reports recommendation©CGAP/World Bank, 2009
  7. 7. IS2-O4 Information System The series of actions involved in:  Capturing raw data from various sources,  Processing the data into usable information,  Storing the information; and  Disseminating information in the form needed.(Based on Waterfield, Ramsing, p.4)©CGAP/World Bank, 2009
  8. 8. Information Systems IS2-O5 Loan Officers Accounting System Tellers Portfolio Encoders Management System Processes or DecisionPeople Seeking Bookkeepers Deposit Tracking or Information System Action Managers Customer Information System Clients Human Resource Auditors System Others Data Capture Processing Storage Information Reporting©CGAP/World Bank, 2009
  9. 9. IS2-O6Basic Information System for Microfinance Accounting Accounting System System Portfolio Deposit- Management Tracking System System Interfaces Loan Smart Credit Tellers ATM Officers Card Cards Delivery Mechanisms ©CGAP/World Bank, 2009
  10. 10. IS3-O1 System Development Life Cycle Preparation  Determine reason for change and define goals  Form task force  Develop plan  Determine institutional readiness Needs Analysis Selection Implementation Optimization and Maintenance©CGAP/World Bank, 2009
  11. 11. IS3-O2  What are the problems?  How will the new IS help mitigate these problems?  How will FairFund know if the IS has succeeded?  Identify the measurable goal(s) that FairFund’s new information system is expected to achieve.©CGAP/World Bank, 2009
  12. 12. IS3-O3 Task Force Creation Who serves? What do they do? How do they communicate? How do they ensure buy-in?©CGAP/World Bank, 2009
  13. 13. IS3-O4Sample Excel-based Planning ToolsTask List (outline format of WBS) Staffing/Time AnalysisProject Schedule©CGAP/World Bank, 2009
  14. 14. IS3-O5 Before You Start Check for:  Business Plan and Budget  Policies/Procedures/Practices  Accurate, Complete Historical Data  Internal Controls  Infrastructure  Personnel©CGAP/World Bank, 2009
  15. 15. IS4-O1 System Development Life Cycle Preparation Needs Analysis  Document, review, and (optionally) redesign business processes (If not routinely performed by internal audit or management)  Analyze and record current information needs  Analyze and record future information needs  Assign priorities to information needs  Write Needs Analysis Report Selection Implementation Optimization and Maintenance©CGAP/World Bank, 2009
  16. 16. IS4-O2 Information Flows Define and diagram:  Data sources  Points of transformation  Where information is used for decision making  Where and how information is stored  How, when, and to whom information is communicated Are the right people getting the correct information when they need it and in the appropriate format?©CGAP/World Bank, 2009
  17. 17. IS4-O3 Flowchart Symbols (Available as AutoShapes on the MS Office drawing toolbar) Data (Input or Output) Decision Process Off-page Connector Document(s) Flow Direction©CGAP/World Bank, 2009
  18. 18. IS4-O4Sample FlowchartSource: Understanding Information Needs for MFIs, by Shirley A. Lunde, CRS, 2002, p. 37.©CGAP/World Bank, 2009
  19. 19. IS4-O5 Protect Your Information Assets Back up Secure Safeguard Recover©CGAP/World Bank, 2009
  20. 20. IS5-O1 System Development Life Cycle Preparation Needs Analysis Selection  Review resource requirements for feasibility  Conduct high-level scan of available systems and establish shortlist candidates  Make initial recommendation (buy vs. develop) and seek senior management approval  Apply due diligence tools to analyze shortlist candidates  Make final recommendation and obtain management decision Implementation Optimization and Maintenance©CGAP/World Bank, 2009
  21. 21. IS5-O2 What Is Feasible? STAFF TECHNOLOGY COSTS TIME©CGAP/World Bank, 2009
  22. 22. IS5-O3 What Should Be Automated? Component Criteria Priority Accounting Core system for any MFI Essential System Portfolio Management Core system for any MFI Essential System Deposit- Essential, Tracking Core system for any MFI that takes if deposits System deposits are taken Reporting MFI is: High Systems  Consistently missing out on making good management decisions due to a lack of timely information  Unable to provide its staff all the information they need to perform their jobs©CGAP/World Bank, 2009
  23. 23. IS5-O4 Note Well: The cost of installing an IS may be but the cost of not having information is©CGAP/World Bank, 2009
  24. 24. The Choices for a IS5-O5 Computerized System Purchase off-the-shelf software Modify an existing software system Design a custom system©CGAP/World Bank, 2009
  25. 25. IS6-O1 Framework for Evaluation  Functionality, Expandability, Flexibility  Usability  Reporting  Standards and compliance  Administration and support  Technical specifications and correctness  Cost©CGAP/World Bank, 2009
  26. 26. IS7-O1 Due Diligence Continues Collect information from the vendor, in writing Look for other reviews or other third-party evaluations Review a demonstration version of the software Check references with other clients using the product or the vendor Visit an MFI that is using the software, or see a live demo using your own data©CGAP/World Bank, 2009
  27. 27. IS7-O2 Alphabet Soup Request for Proposal (RFP) Request for Quotation (RFQ) Request for Information (RFI) Statement of Work (SOW) Terms of Reference (TOR)©CGAP/World Bank, 2009
  28. 28. IS7-O3 We are pleased to announce that SOFT CORPORACIÓN has been recommended and selected to install our new information system. The system will be based on MICRO More details on how this will all happen to follow. At this time we wish to thank everyone for their input, and the task force in particular for its hard work over the past several months.©CGAP/World Bank, 2009
  29. 29. IS8-O1 System Development Life Cycle Preparation Needs Analysis Selection Implementation Plan  Finalize contract negotiations  Set up hardware  Install and configure software  Test  Document  Transfer and convert data  Hire or train staff  Create institutional interface  Run parallel systems Optimization and Maintenance©CGAP/World Bank, 2009
  30. 30. IS8-O2 Implementation Plan  Finalize contract negotiations  Set up hardware  Install and configure software  Test  Document  Transfer and convert data  Hire or train staff  Create institutional interface  Run parallel systems©CGAP/World Bank, 2009
  31. 31. IS8-O3©CGAP/World Bank, 2009
  32. 32. IS8-O4 Testing Levels Unit Integration Full System User Acceptance©CGAP/World Bank, 2009
  33. 33. IS8-O5 Sample Plan – Hardware Setup Time Task R D 2.1 Design network infrastructure 2w 2.2 Prepare Request for Quotation 2d 2.3 Purchase equipment 4d 2.4 Prepare facilities 4w 2.5 Configure hardware 1w 2.6 Install and test equipment 3d 2.7 Prepare documentation 3w 2.8 Train or contract for hardware 1w support staff R = Responsibility D = Dependency©CGAP/World Bank, 2009
  34. 34. IS9-O1 System Development Life Cycle Preparation Needs Analysis Selection Implementation Optimization and Maintenance  Keep hardware and software functioning and updated  Ensure the system is used to maximum advantage©CGAP/World Bank, 2009
  35. 35. IS10-O1 Daily News Headlines granted banking licenseWill takesavings!!©CGAP/World Bank, 2009
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