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Introduction to Maconomy

Introduction to Maconomy. Presented by: Kola Olatifede. Functional Areas. Proposal Management Project Management Contact and Donor Management Leave Management Standard Approval Hierarchy Requisition and Purchase Management Inventory Management Expense Management Employee Request

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Introduction to Maconomy

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  1. Introduction to Maconomy Presented by: Kola Olatifede

  2. Functional Areas • Proposal Management • Project Management • Contact and Donor Management • Leave Management • Standard Approval Hierarchy • Requisition and Purchase Management • Inventory Management • Expense Management • Employee Request • Delegation of Approval

  3. 1. Proposal Management • Purpose • is used for capturing, controlling and managing all proposals in the system • Functionality • Creating a new proposal/concept note • Proposal event handling • Proposal budgeting • Manual • AVRDC - User Manual - Proposal Management V2.0.docx

  4. 2. Project Management • Purpose • is used for creating, controlling and managing all projects and project budgets within the system • Functionality • Creating a new project • Managing a project • Project budgeting • Project report • Project Budget vs. Actual • Manual • AVRDC - User Manual - Project management V2.3.docx

  5. 3. Contact Management • Contact company can be classified • Donor • Potential Donor • Collaborator • Potential Collaborator • Functionality • Search and Open existing Contact Companies/Donors • Creating a new contact company • Convert Contact Company to Donor • Donor records are for the purpose of performing funding grant transactions and project management tasks. • Manual • AVRDC - User Manual - Contact Management V1.0.docx

  6. 4. Leave Management • The registration unit of leave is in hours • 4 hours = half day • 8 hours = full day • Accrual Basis • Leave types includes: • Annual Leave • Sick Leave • Compensated Leave • Approval requirement: • By the employee’s supervisor • Registration Basis • Leave types includes: • Maternity/Paternity/Adoption Leave • Compassionate Leave • Leave without pay • Personal Holiday • Approval requirement: • First approval by the employee’s Supervisor • Second approval by the HR Director • Report – balance and details. • Manual • AVRDC - User Manual - Employee Leave V1.3.docx

  7. 5. Standard AVRDC Approval Hierarchies • Standard approval hierarchies: • Purchase Orders < 1,000 USD • Project Manager of Sub-Project • Purchase Orders < 3,000 USD • Project Manager of Sub-Project • Global Theme Leader / Regional Director • Purchase Orders < 10,000 USD • Project Manager of Sub-Project • Global Theme Leader / Regional Director • Deputy Director General • Purchase Orders >= 10,000 USD • Project Manager of Sub-Project • Global Theme Leader / Regional Director • Deputy Director General • Director General

  8. 6. Requisition and Purchase Management • Purpose • For registering all external and internal purchase requests in the system • Functionality • Creating & Submitting a Requisition • Approving & Rejecting a Requisition • Request For Quote (RFQ) Creation • Quote Approval and Purchase Order Creation • Approving / Rejecting Purchase Orders • Printing Purchase Orders • My Requisitions • Manual • AVRDC - User Manual - External Requisition - HQ RCA External V1.0.docx • AVRDC - User Manual - External Requisition - Travel Request V1.0.docx • AVRDC - User Manual - Internal Requisition - CommInfo V2.0.docx • AVRDC - User Manual - Internal Requisition - FDS V1.0.docx • AVRDC - User Manual - Internal Requisition - TSO General V2.0.docx • AVRDC - User Manual - Internal Requisition - TSO Local Travel V2.0.docx

  9. 7. Inventory Management • Purpose • for registering all internal purchase request for inventory items • Functionality • Creating & Submitting a transfer request • Approving/Rejecting an item order • Packing the item order • Manual • AVRDC - User Manual - Inventory - Internal Transfer V2.5.docx

  10. 8. Expense Sheet Management • Purpose • for registering all expense claims (e.g. travel expense) in the system • for registering HR claims (children’s tuition) in the system • Eva Lee will act on your behalf when she receives with all HR claims relevant paperwork • When registering the expense claim, the employee stated as “requester” has to be the person that Finance department will pay the reimbursement to • Functionality • Creating & Submitting an Expense Sheet • Approving & Rejecting an Expense Sheet • My Expense Sheets • Manual • AVRDC - User Manual - Expense Sheet V2.1.docx

  11. 9. Employee Request Management • Purpose • for registering Personal, RC replenishment, HR reimbursement, GRSU internal, General receipt and General payment requests in the system • for requesting Employee Travel Advance in the system • Employee request for regional centres • only when there is a need for HQ to approve • for any request that doesn’t require the approval or payment at the HQ please do not use the Employee request • Manual • AVRDC - User Manual - Employee Requests V3.2.docx • AVRDC - User Manual - Employee Advances V4.0.docx

  12. Employee Request Management (cont.) • Employee Request Type • Personal Request • used for requests against a personnel account (either cash or cheque) • respective approval hierarchies: • Owner of Personnel Account • Finance • RC Reimbursement/Replenishment Request • used for regional centre cash replenishment requests to HQ • respective approval hierarchies: • Head of RC • Jackie Hughes • Finance • HR reimbursement • used for HR reimbursement requests • This is a two part process and involves creating an HR reimbursement specific expense claim or HR reimbursement general journal on behalf of the requester • respective approval hierarchies: • Eva • Yin-Fu Chnag

  13. Employee Request Management (cont.) • Employee Request Type (cont.) • GRSU Internal Request • used for GRSU internal requests • respective approval hierarchies: • PM of Project • Letty Lin • General Payment Request • used for cash requests for custody funds and/or petty cash replenishment • respective approval hierarchies: • PM of Project • Pih-Ehr Chuang / Tina Yang • Employee Request [Receipt] • used for requests to finance to accept cash coming in, in the form of cheque/transfer • respective approval hierarchies: • Supervisor of requester • Pih-Ehr Chuang / Tina Yang

  14. 10. Delegation of Approval • Purpose • When a primary approver is on leave or on travel status then he can delegate the approval to his supervisor for Expense sheet, PO or Vendor Invoice Allocation. • Functionality • Activating/Deactivating the Delegation • Alert • If the delegation is active, the user will have the alert under Alert menu called “Delegation is Active” . • Manual • AVRDC - User Manual - Delegation of Approval.docx

  15. Ahsante SanaThank youMerci Beaucoup

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