MONDAY. Making the most of your data: OMS - 2010 and beyond.
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The document outlines a presentation about the new edition of the Open Mentoring System (OMS) platform. It includes two case studies demonstrating how the OMS can be used to support a youth entrepreneurship organization in Argentina and manage a grant from a funder. There will be a panel discussion on the OMS pilots in Argentina and Sri Lanka followed by a question and answer session. The goal of the new OMS edition is to provide a flexible platform for entrepreneur and program data management, monitoring outcomes, and reporting to funders. Future developments may include enhanced loan management, portfolio reporting, and mobile integration capabilities.
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MONDAY. Making the most of your data: OMS - 2010 and beyond.
- 1. Making the most of your data: OMS - 2010 and beyond
- 2. • Welcome • Outline of the session – The Journey since Edinburgh – Opening note by Sriyan de Silva Wijeyeratne – Demonstrations: 2 case examples – Panel discussion with Marcelo, Sujeewa, Jorge – Summary and Q&A Introduction
- 3. The journey since Edinburgh OMS 1.0 • Launched in Edinburgh, October 2008 • Uptake by 11 members of the Network • Consultation with members • => Building blocks for a new Salesforce edition OMS 2.0 • Demonstrations and opportunity for familiarization and feedback
- 4. Sriyan De Silva Wijeyeratne YBI Board representative & member of the YBI IT advisory committee Opening note
- 5. Demonstrations of the new edition of the OMS
- 6. Case study 1: Supporting “Cyclo Tours” in Argentina A fictional example Storyteller Marcelo Rosenblatt Development and Communications Director & project lead OMS pilot Fundacion Impulsar
- 7. Mark Olivarez • Mark works in the small Formosa office • Mark looks after entrepreneur and mentor relationships • He manages the training programme • He supports the loan officer with loan management
- 8. I love my job because I help young people to realise their potential But I seem to spend more time on administration and not enough time supporting our entrepreneurs!
- 9. The Entrepreneur: Ms. Lalita Muñoz Armijo • Potential entrepreneur • 24 years old • Self-employed • Wants to start her own cycling tourism company, Cyclo Tours
- 10. The Mentor: Mr. Juan Quelme • Mentor • Senior Manager • Board for Travel and Tourism, Argentina
- 12. Step 1: Entering core data • Adding Lalita as entrepreneur • Adding her business Cyclo Tours • Adding Juan Quelme as mentor
- 18. Step 2: Assigning Entrepreneurs to Training • Activating the mentoring relationship between Lalita and Juan Quelme
- 21. Step 3: Uploading the business plan and disbursement of Lalita’s loan • A $ 5,000 loan is assigned to Lalita and a loan schedule is created
- 26. Step 4: Summarizing the Entrepreneur record
- 28. Case study 2: The Yew Tree Foundation - a funder A fictional example Storyteller Sujeewa Ratnakumara National Programme Manager, Youth Business Sri Lanka and project lead OMS pilot YBSL
- 29. Meet the Funder The Yew Tree Foundation Grant making foundation The foundation has expressed an interest in supporting us financially in the past but until now there have been some hurdles that have prevented this.
- 30. The Funder YBP We want to decide how the funds will be allocated We want to decide how the funds will be allocated We want reports on what impact our funds are having on support young entrepreneurs We want reports on what impact our funds are having on support young entrepreneurs We need to be able to link resource-raising back to our objectives of supporting youth entrepreneurship We need to be able to link resource-raising back to our objectives of supporting youth entrepreneurship We need to be able to track how and when funds are utilized We need to be able to track how and when funds are utilized We need a system to manage our funding resources to ensure we can sustainable resource our activities We need a system to manage our funding resources to ensure we can sustainable resource our activities
- 31. The agreement •A three year grant •$ 80,000 grant of which • $40,000 on loan capital • $20,000 on training support • $2000 per attendee • $20,000 on mentoring support • $2000 for each successful mentoring relationship
- 32. With the agreement signed we can enter the fund details into the OMS... Step 1 Adding our Funding agreement
- 36. 1 month later in a regional office… Step 2 Allocating the grant to activities
- 40. Meanwhile back at the national head office… Step 3 Fund Monitoring and Reporting
- 42. One year has past and it is time to report back to the funder... Step 4 Sharing progress with The Yew Tree Foundation
- 44. The End
- 45. Demonstration: National Level Data Monitoring- Dashboards and KPIs
- 46. Panel interview Marcelo Rosenblatt Development and Communication Director Fundacion Impulsar and project lead OMS pilot Fundacion Impulsar Sujeewa Ratnakumara National Programme Manager, Youth Business Sri Lanka and project lead OMS pilot YBSL Jorge Rodriguez-Lascano Advisor, Youth Business International
- 47. Salesforce & the Salesforce Foundation About Salesforce •Listed on the New York Stock Exchange : CRM •82,000+ customers •Over 1.6 billions dollars in revenue About the Salesforce Foundation •Initiated at the start of Salesforce •1%/1%/1% model •Working with over 9,200 nonprofits
- 48. Summary •A new platform •Focus on • Flexibility and intuitiveness • Dashboards and reporting • Project implementation, process readiness, training and support and data migration • Sustainability •More to functionality coming up...
- 49. Future developments... • Fund & donor management and portfolio reporting • Loan management (reporting, workflow, processes) • Making data available for mentors, entrepreneurs, donors • Entrepreneur and mentor survey functionality • Mobile and MS Outlook integration • More...
Notas del editor
- Maarten: Welcome Welcome all to this session on the new edition of the global OMS Introduce the panel (Sriyan, Jorge, Marcelo, Sujeewa) Introduce myself Outline of the session Read the outline
- The journey since Edinburgh: The first edition of the OMS was developed in partnership with The Centenial Fund during 2008 and was launched to the YBI Network during the Edingburgh Global Conference in October 2008 11 Network members signed up and used the OMS to administrate their data about entrepreneurs, mentors and loans With limited resources available YBI aimed to support and train the countries that joined the platform as best as it could. However, successful take on of the system as the core operating system was generally not happening In December 2009 YBI worked with 2 Accenture consultants on a review of the OMS and to plan its future. It was never the intention for YBI to ask TCF to keep on hosting and developing the OMS indefinately. We spent three months on this strategic review. The main conslusions of the strategic review was: that the continued development of an OMS is benefitial for many members of the YBI Network and for the Network as a whole YBI and the joining countries will need to significantly increase its staffing in order to succesfully implement, develop and support the new OMS a move of technology platform from .NET to Salesforce is the best solution to meet the requirements In the past 5 months YBI has been developing the new Salesforce platform (incorporating much of the old OMS functionality). We are in the process of piloting the new platform together with Fundacion Impulsar and Youth Business Sri Lanka. In this session we will show you more on the new platform. Following this session all delegates will receive individual login codes to the test environment of the platform for the next months. Sriyan will give now give some opening thougths to this session followed by two demonstrations Marcelo and Sujeewa who will walk you through two imaginary case studies which show you some of the functionality of the new Salesforce platform
- Sriyan will talk about: The importance of good data management for an organisation insight in operations operating efficiency stakeholder communication staff engagement Why it makes sense that the development and management of a global data management system is something that can and should be developed from the centre: Reduced overall IT costs strengthened position for global fundraising (representing many) and global partnership development (e.g. With Accenture Sharing of network best practice Central dedicated IT team focused on continual development
- This is the home page of the OMS On the left is the search bar- I can search for any data in the system In the centre is the dashboard – a picture snapshot of data in the system At the top is the tab bar – Each tab shows the main functional areas in the OMS To add an Entrepreneur, I click Contacts
- I then click New and select Entrepreneur from the list.
- I can fill in details about the entrepreneur, Lalita. I have already created her record to save time so I can click her name on the side menu.
- Here is Lalita’s completed page. I have uploaded a photograph of her as a document. Let’s assign her to the mentor, Juan. I click New Mentor.
- I can search for the mentor, Juan and see he is available.
- I want Lalita to attend a training course, so I select New Training
- In the training menu, I add her to a training course. I can see how many other people are attending.
- Now that the training is completed I will upload her Business plan as a document.
- Finally, I want to add a new loan.
- I add the loan amount, whether the loan is approved and the disbursement date. I can also add references if I want.
- Once the loan is created, a schedule is created automatically. I can print this out for Lalita too.
- Here we are on Lalita’s summary page. We can see that I have added a loan and training and that Lalita is matched with the mentor, Juan.
- To begin adding our new grant from The Yew Tree Foundation, I choose the Funds tab from the home page.
- I can add our new grant by selecting New Funding Batch.
- I enter in the name of the grant, link it The Yew Tree Foundation. As The Yew Tree Foundation requested, I divide up the grant, $40,000 to loans and then $20,000 to each of training and mentor-matching.
- With the fund in the OMS and the money disbursed, it can be now be used and immediately all staff in regional offices have access to allocate it to various activities.
- With the grant setup, we switch to the view of a member of staff in a regional office. Let’s look back at Lalita, the entrepreneur that we just saw added.
- We see on her training page, that there is the option to select ‘Financed by’. Let’s select the World Entrepreneurship Grant that we just setup.
- This can be done for mentoring and loans and we see her on the grant page how it is being allocated to all of those areas
- As a national programme manager, I can track how funds are being used from my funding dashboard including how much as been allocated and what activities are being supported.
- I can export my dashboard and reports into Excel and also have scheduled emails sent to the Yew Tree Foundation so they can follow the impact that their funds are having.
- Maarten will show the country level dashboards
- Marcelo: Why did you want to be involved in the pilot? What have you done so far and what have you already learned? Implementation, What commitments do you make? How many resources are you freeing up to implement this project? What do you think are the main challenges that you will encounter? Sujeewa: How are you planning to roll this project out in YBSL? What flexibility do I have to tailor the platform to my own needs? What have you identified as your main risks in this project? Jorge: Jorge, what do you think are the main benefits of a global platform like this for the YBI Network as a whole? What do you think are the main challenges of implementing such a project on a global level?
- Maarten will spend 2 minutes on this and will introduce Chris Atwood and Alex Mastr…
- To summarize the main things that you have heard today: We have given you a short OMS summary of the developments between Edinburgh and Mexico Sriyan has given his views on the importance of good data management And we have demonstrated and discussed the new Salesforce OMS The main aims for the new Salesforce OMS are: That the platform is intuitive and flexible in its customization That good reporting and dashboard functionality are key That real effect is and will be put in the implementation of the OMS both globally and locally. Project implementation planning, process readiness, user training, testing and data migration are all key elements that have to be covered and planned into detail That the platform is sustainable. With the help of the Salesforce foundation the licensing costs will be very low and with help of third parties (such as Accenture?) we can keep the implementation costs low and leverage existing knowledge however, there will be an ongoing development
- Before we move to the Q&A I want to point out a few on near term future developments: We will develop the capabilities of the platform in terms of fund and donor management and portfolio reporting We will develop the loan management functionality We will pilot with Salesforce so called ‘customer portal’ functionality through which access to data can be made available to entrepreneurs, mentors, or other third parties We will pilot with survey functionality. For example satisfaction surveys to entrepreneurs and mentors We will make the platform available through mobiles (iphone, blackberry) and integrate the data with MS Outlook I will have and will be talking to many of you this week to hear you opinion and tell you how you can get involved in this new platform