Slide 1

About the NGO Administration ManagerWelcome to the presentation of the NGO Administration Manager, the ideal online administrative solution for small development and non profit organisations. Manage your programmes, donors, cash flow and employees in a single and easy-to-use interface.

This presentation demonstrates the main screens and overall functionality of the NGO Administration Manager. For this purpose, we have invented a hypothetical NGO by the name of Happy Childrens Homes. This Nepali NGO is based in Kathmandu and operates four different children day care facilities, along with some education programmes and a transportation service on the side. The NGO is sponsored in a structural manner by international donors.

In the next slides, the various modules and screens of the application will be detailed:

Slide 2 Slide 3 Slide 4/5 Slide 6/7 Slide 8/9 Slide 10/11 Slide 12/13 Slide 14/15 Slide 16-18

In case the presentation is not detailed enough for your purpose, please refer to the User Manual which can be found on the MNS Interim Management Services website.

: presentation of our example NGO: application home page: Programme module: Donor module: Financial module: Personnel module: Fiscal year module: Communication module: Report moduleIntroduction Happy Childrens HomesThe local NGO Happy Childrens Homes (HCH) was established on 01 April 2009. Assisted by international and local donor support, HCH has been able to establish a number of day care homes for providing advanced day care and schooling to disadvantaged children from 3 to 13 years of age.

Currently, HCH operates four homes at different locations within greater Kathmandu. The two homes in Lalitpur and Koteshwor have been operational since 2009, while recently two more homes were opened in Boudha and Buddhanilkanta. Besides the homes, HCH operates a microbus for transport of the children, facilitates a schooling programme for the mothers of the children (Mothers Ahead) and is one of the sponsors of a city network of similar day care organisations (Childrens Welfare Network Nepal). Alphabetically sorted, the list of programmes that need to managed on a daily basis, including the general office, is as follows:

Childrens Welfare Network Nepal Happy Childrens Home - Boudha Happy Childrens Home - Buddhanilkanta Happy Childrens Home - Koteshwor Happy Childrens Home - Sanepa Microbus Mothers Ahead Office general

HCH is supported by 15 institutional donors from all over the world, mostly foundations and networks involved in promoting childrens programmes in the developing world. They provide a steady income for the NGO in order to manage its daily budget as well as finance structural investments for the near and long term future. One of the most active donors is the Friends of Happy Childrens Homes network, which was established by a US national and now has representatives in five different countries. The list of donors that need to be administrated on a daily basis is as follows:

All Kids (UK) Childings (Australia) Childrens Advantage Foundation (UK) Every Kid is One (USA) Friends of HCH (USA, UK, Japan, France & Italy) Help ze vooruit! (Netherlands) Kids for Children (Israel) Kids Network (USA) Kids of the Earth (USA) Stichting Kids Trust (Netherlands) Stichting TBGH (Netherlands)

Besides the institutional donations, HCH also receives numerous smaller amounts from local donors in and around Nepal. Since there are many of them, these donors are administrated under one central account called Local donor.

Home pageThe Home Page provides blocks with general information about the application. This block structure will be maintained throughout the application. Please refer to the white on red numbers for more detailed explanation:

A read only block with general and static information about the application.A block with basic statistics on the size of the administration, which is updated every time the homepage is visited.A personalised message board for each customer individually. This board will show both recurrent messages, such as a reminder about account expiration, as well as incidental ones submitted by the application manager.

123Programmes overview

The Programme Overview page is the entry page for the programme module and lists the NGO programmes in alphabetical order. In the Administration Manager, all of the NGOs income, expenses and employees are linked to either one or more programmes:

List of programmes: a list of programmes in alphabetical order, showing the programme name and the planned and actual start/end dates of the programme.Programme details: clicking the programme name will give access to the Programme Card.Add programme: clicking this link will show a dialogue for adding a new programme (not available with read only account).123Programmes detail

The Programme Card provides detailed information about the programme and consists of five information blocks (hyperlinks not visible for read only account):

General information: clicking the link will show a dialogue for changing the programme information. Please note that the character is not allowed in the programme name and will be replaced by the ` character automatically.Fiscal year: the fiscal year selector will limit the view of the programme and expenses (block 4) to the selected fiscal year. The fiscal years may be updated through the Fiscal Year module.Programme employees: every employee in the administration is linked to a programme in order to book the salary costs on the correct ledger.Income and expense statement: probably the most important information block, showing a full historic and actual list of the programme income and expenses to date and in the future (budget).Programme event overview: showing a list of communication related and other events which are relevant to this programme.12345Donors overview

The Donor Overview page is the entry page for the donor module and lists the NGO international and local donors in alphabetical order. In the Administration Manager, all of the NGO income is linked to a donor:

List of donors: a list of donors in alphabetical order, showing the donor name, as well as some basic contact details.Donor details: clicking the donor name will give access to the Donor Card.Add donor: clicking this link will show a dialogue for adding a new donor (not available with read only account).123Donors detail

The Donor Card provides detailed information about the donor and consists of five information blocks (hyperlinks not visible for read only account):

General information: clicking the link will show a dialogue for changing the donor details. Please note that the character is not allowed in the programme name and will be replaced by the ` character automatically.Fiscal year: the fiscal year selector will limit the view of the donation statement (block 4) to the selected fiscal year. The fiscal years may be updated through the Fiscal Year module.Contact persons: an overview of the contact persons within the donor organisation. Clicking the link will show a dialogue for adding a new contact person. Clicking the first name will show the same dialogue, but now for updating the selected contact person details.Donation statement: probably the most important information block, showing a full historic and actual list of the donors donations to date and in the future (budget).Contact moment overview: showing a list of communication related and other events which are relevant to this donor.12345Finance (cash & bank) overview

The Cash/Bank Register page lists the financial registers in use by the NGO, typically a bank account and a petty cash box. The cash and bank registers are linked to the other modules. Registered expenses are linked to programmes, while registered income from donations will be linked to donations already defined in the Donor module.

List of registers: a list of the available registers, with the cash register(s) on top, generally being the most frequently used register for posting petty cash bills.Register details: clicking the register name will give access to the register postings.12

Finance (cash & bank) detailThe Cash/Bank Register detail page lists all of the individual postings registered either in the bank account or in the petty cash box (hyperlinks not visible for read only account). All postings are linked to the corresponding fiscal year at the moment of registration.

Fiscal year: a selection box for the available fiscal years. Clicking one of the fiscal years will automatically limit the postings displayed to those of the selected fiscal year.Cash/bank selector: for switching between cash and bank register.Postings: a list of the postings in the selected register in chronological order. The posting details include a receipt number, a debit and credit column, a running balance, and a category and subcategory assignment. Clicking the posting index will display a dialogue for changing the posting details.Add posting: clicking the link will display the same dialogue but now for adding a new posting.Update balance: clicking the link will update the running balance of the selected register up to the most recently entered posting. This may take some time, depending on the bandwidth of the internet connection.12435Personnel overview

The Employee Overview page is the entry page for the employee module and lists the NGO staff member base in alphabetical order. In the Administration Manager, all of the employees are linked to a programme:

List of employees: a list of employees in alphabetical order, showing the employee name, as well as some basic contact details.Employee details: clicking the employee name will give access to the Employee Card.Add employee: clicking this link will show a dialogue for adding a new employee (not available with read only account).123Personnel detail

The Employee Card provides detailed information about the employee and consists of five information blocks (hyperlinks not visible for read only account):

General information: clicking the link will show a dialogue for changing the employee details. Please note that the character is not allowed in the employee name and will be replaced by the ` character automatically.Fiscal year: the fiscal year selector will limit the view of the salary statement (block 4) to the selected fiscal year. The fiscal years may be updated through the Fiscal Year module.Contracts: an overview of the contracts of the selected employee. Clicking the link will show a dialogue for adding a new contract. Clicking the contract date will show the same dialogue, but now for updating the selected contract details.Payment overview: probably the most important information block, showing an overview of the past and future salary payments to the employee, based on the past and current contract details and corresponding income tax settings of the related fiscal year.Leave overview: showing a list of the various leave days and types of the selected employee.12345Fiscal years overview

The Fiscal Year Overview page is the entry page for the fiscal year module and lists the fiscal years in alphabetical order. Fiscal years are defined for each customer individually, either Nepali or continental, and can be tailored to the customers administrative needs. In the Administration Manager, all financial postings (income, expense, salary) are linked to the corresponding fiscal year:

List of fiscal years: a list of fiscal years in alphabetical order, showing the fiscal year name, as well as the start and end date of the fiscal year.Fiscal year details: clicking the fiscal year name will give access to the Fiscal Year Card.Add fiscal year: clicking this link will show a dialogue for adding a new fiscal year (not available with read only account). In this process, the previous year data will be extrapolated into the new year in order to guarantee a logical sequence.123Fiscal years detail

The Fiscal Year Card provides detailed information about the fiscal year and consists of three information blocks (hyperlinks not visible for read only account):

General information: clicking the link will show a dialogue for changing the fiscal year details. Please note that the character is not allowed in the fiscal years name and will be replaced by the ` character automatically.Tax levels: an overview of the tax levels applicable to the selected fiscal year, showing the applicable tax in each level and the limit of the level. Tax levels need to be defined in a logical sequence and should normally end with a limit 0. Clicking the level index will display a dialogue for changing the level details, while clicking the link add tax level displays the same dialogue for adding an extra level. The link copy tax levels will copy the tax levels from the previous fiscal year, for easy extrapolation of fiscal years.Payment dates: an overview of the payment dates of the fiscal year. Clicking the payment date will display a dialogue for changing the payment date, while clicking the link add payment date displays the same dialogue for adding an extra payment date. The link copy payment dates will copy the payment dates from the previous fiscal year. The Nepali date will be added automatically.

134Communication overview

The Communication Templates Overview page is the entry page for the communication module and lists the various available templates for generating emails and documents. In the Administration Manager, all communication outings to stakeholders start with the definition of a template:

List of templates: a list of templates in alphabetical order, showing the template type and the distribution type. Template types can be email or document, while the distribution type can be external (to stakeholders outside the organisation, like donors) or interal (to inside stakeholders like employees).Template details: clicking the template name will give access to the Template Card.Add template: clicking this link will show a dialogue for adding a new template (not available with read only account).132Communication detail

The Template Card provides detailed information about the template and consists of five information blocks (hyperlinks not visible for read only account):

General information: clicking the link will show a dialogue for changing the template details. Please note that the character is not allowed in the template name and will be replaced by the ` character automatically.Fiscal year: the fiscal year selector will limit the view of the distribution history (block 5) to the selected fiscal year. The fiscal years may be updated through the Fiscal Year module.Distribution list: an overview of the addressees linked to this template. Whenever the trigger event occurs for a donor or programme with which they are associated, they will receive this email.Template content: the content of the email template. Capital words between brackets will be replaced by the corresponding value at the moment of sending the email.Distribution history: a history of dates and addressees of all emails sent out based on this template.12345Reports

The Report Section provides on-screen reporting on various topics, such as programme expense distribution, donor income allocation and cash flow. Reports can be viewed on-screen or downloaded to PDF. This report module is suitable for customers that do not have a licensed Microsoft Excel 2007 package available on their PCs or network:

List of available reports: clicking the link will show the associated report block.Report block: in general, reports are built up in a classical grouped fashion, whereby the information detail increases to the right.

For more comprehensive reports, it is advised to use the Excel report functionality as described in the next slide.12

MS Excel ReportsThe MS Excel Report Section provides comprehensive and versatile Excel 2007 reporting on various topics, such as programme expense distribution, donor income allocation and cash flow. Reports are being generated and then provided to the user by a download dialogue, requesting to either open the Excel report on screen, or save the report as an Excel file on the user PC or customer network. This report module is suitable for customers that have a licensed Microsoft Excel 2007 package available on their PCs or network:

List of available reports: clicking the link will generate the report and show the download dialogue for opening or saving the Excel file.Report type: the Office 2007 sub type, currently either Word or Excel.Example report: this is the default cash flow report which is available to all customers. Reports can be provided tailor made as per customer requirements.

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MS Word ReportsThe MS Word Report Section provides comprehensive and versatile Word 2007 document creation on various topics, such as programme expense distribution, donor income allocation and cash flow. Documents are being generated and then provided to the user by a download dialogue, requesting to either open the Word document on screen, or save the report as a Word file on the user PC or customer network. This report module is suitable for customers that have a licensed Microsoft Word 2007 package available on their PCs or network:

List of available reports: clicking the link will generate the report and show the download dialogue for opening or saving the Word file.Report type: the Office 2007 sub type, currently either Word or Excel.Sample report: this is a sample annual report which is available to all customers. Reports can be provided tailor made as per customer requirements.1

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