2016MIS-1 - MANAGEMENT INFORMATION SYSTEM

PROJECT DETAILS
Phase 1 :  Needs Assessment
The needs identified through the proposer’s evaluation and discovery process will be prioritized in order of importance with a clear delineation between global essentials (That is compulsory reporting to stakeholders by all AFIs) and those required by a portion of AFIs (Options that are considered ‘nice’ but not ‘necessary’ for all AFIs).
 
The AFIs chosen as samples shall be representative of the entire AFI network across Canada in terms of geographic location, loan portfolio size, technical aptitude and diversity of business model.  Which AFIs will be determined by the successful contractor in consultation with the MIS Users Taskforce.  The number of samples overall and delineation between on-site and telephone interviews shall be determined by the proposer based on the requirement to ensure the most cost effective yet accurate results and sufficient to support valid project conclusions.
 
The following questions can be used to initiate the identification of needs; the successful contractor may suggest additional questions based on its unique experience.  There may be a need to revisit an AFI(s) with additional questions, if needs are raised by subsequent AFIs, in order to determine whether the need is a compulsory need or specific to the AFI raising the question.
 
AFI Management

1. What information and/or statistics requires tracking for proper internal loan portfolio management?
2. What reports are required for proper internal loan portfolio management?
3. What lines of the AFI’s business need to be supported by a Management Information System? (i.e. loans, community economic development, strategic planning, business information, planning and support, and/or any others)
4. What are the processes required for each line of business? (i.e. creating a new loan, client communications, project management, electronic funds transfer, credit checks, credit reporting, collateral/exposure reporting, and/or others)
5. What are the specific requirements for each process? (identify functionality – includes data entry, ease of use, processing speed, input speed and accuracy and/or others)
6. Are there requirements to integrate with existing software solutions? (i.e. Microsoft Outlook, Client Relationship Management, Simply Accounting, QuickBooks, Security diarizing/tracking, H/R, Mobile and/or others) 
   NACCA and Government Reporting

1. The key focus is to measure activity and impact; tell the story of AFIs.
2. What data requires tracking for external reporting?
3. What specific reporting formats are required for external reporting?  In what file format?  What delivery method? and recurrence? What data export options are required and what access options are available?  How flexible, expandable and customizable does reporting need to be now and in the future? Report Examples:

• NACCA project data and quarterly reporting (Aboriginal Business Financing Program, Aboriginal Capacity Development Program, Aboriginal Developmental Lending Assistance, Interest Rate Buy-down, and Enhanced Access);
• NACCA annual reporting (NACCA Portrait, INAC performance measurement reports);
• For AFIs designated Community Futures, quarterly reporting to Regional Developmental Agency; and,
• For AFIs receiving other funding (government and/or private).Other considerations:
• Can data be accessed timely and remotely?
• How flexible do recurrence rates need to be?
• What are the current and future requirements for historic trend analysis? 

1. Draft report presented to the MIS Users Taskforce and Steering Committee no later than September 30 2016.
2. Approval of the final Needs Assessment by the MIS Steering Committee prior to completion of Technology/Supplier assessments identified in Phase 2.  

1. Final report on results of assessment, as per list in section 4.2.3 above, including prioritizing of existing solutions and recommendation for selection of a software or a build option provided to the members of the MIS Users Taskforce and Steering Committee no later than November 16 2016.
2. The top recommended existing solutions to be presented, in person by the providers to  the MIS Users Taskforce and Steering Committee, during the week of November 15 to 18 2016.
3. Presentation of a project update to the AFI General Managers during a meeting November 24 or 25 2016.
4. Approval by the MIS Users Taskforce and MIS Steering Committee of recommendation of a selection of existing software solution or build option by December 1 2016.
5. Implementation/build plan provided to the MIS Steering Committee and Users Taskforce by December 15 2016.
6. Approval of implementation/build plan by December 19 2016.