BPR

First: Business Processes Realignment Overview

Business Processes Realignment track is considered as one of the “Change Management” activities that are performed during the development and implementation phases of GFMIS.  The BPR processes aims to study the automated business procedures within GFMIS, and implement the study outcomes in order to realign those procedures with Oracle Standard features.  Also it will provide the necessary recommendations to enhance the levels of readiness to implement the system by the institution and resources.

Second: Business Processes Realignment activities

1. Define targeted roles and responsibilities
2. Organizational role impact analysis
3. Develop and implement GFMIS People Transition Plan
4. Prepare the operational manual
5. Develop the Benefits realization plan.

1.  Define Targeted Roles and Responsibilities

   The implementation of GFMIS resulted in many changes in the functions of the Budget Institution so that it will meet the new business requirements of the new system.  New roles and responsibilities were created to deploy the system functions and/ or some of the current roles were restructured. A Roles & Responsibility document was prepared for all position concerned in working on the system, and has been distributed to all concerned parties.

2. Organizational Role Impact Analysis

   An analysis had been performed on the possible impact of implementing GFMIS in the pilot budget institutions on the organizational roles.  All processes & procedures, roles & responsibilities, competencies and functional relationships were subjected to this study in order to determine the possible impacts of implementing GFMIS.  The findings and recommendations of the analysis were submitted to the project management in order to take the appropriate decisions.  This will result in enhancing the readiness level before going-live.

   The following methodology was used to perform the analysis:

   • Status description and collection of the necessary data.
   • Analysis of the expected organizational role impact due to performed changed on the business processes and procedures.
   • Preparation of findings and recommendations.
3. GFMIS People Transition Plan

   GFMIS People Transition Plan aims to perform whatever is necessary to prepare the employees to work on GFMIS implementation in the Budget Institutions.  This will play a major role in the successful implementation of the new system.  According to this plan, the following is performed:

   • Presenting the plan to managers of the concerned departments, division and directorates.
   • Define the roles and responsibilities for each position in the pilot sites.
   • Define GFMIS users according to their roles and responsibilities specified for each position.
   • Determine the training needs for GFMIS users.
4. Next steps:
   • Review and update the training plans.
   • Implement the training plan.
5. Success factors in implementing GFMIS People Transition Plan:
   1. The support and commitment of the higher levels of management in the budget institutions concerned with implementing GFMIS.
   2. Active participation of the concerned parties during the implementation of GFMIS People Transition Plan.
   3. The coordination efforts of the communication team in performing field visits to all sites.
   4. Cooperation of directorates and division heads in the pilot sites.
6. Operational manual

   The operational manual is considered as one of the guiding tools provided in order to assist the implementation of GFMIS financial procedures.  This manual will contribute in adopting a unified process to implement the financial procedures by the concerned Budget Institutions.  It is worth mentioning that this manual do not explain “how” use the system, instead it clarifies the business flow and its methods of implementation, either by manually or through using a computerized system.

   This manual has been also used as the bases for developing the training materials for the new and modified business procedures.  It also could be used to inform the user on any change on these procedures.

7. GFMIS Benefit Realization Plan

   This plan aims to provide a tool that enables the project management to identify and measure the benefits expected to be achieved by implementing GFMIS in terms of:

   • Strategic benefits
   • Enhancing operations efficiency
   • Improving provided services