This page lists of summarizes news about OCS - including (upcoming) updates in the Week Ahead email from 24 April onwards, and monthly updates by Misja Brandenburg (Chief Financial Officer from 14 April onwards)
See fuller messages below too...

The week ahead emails

09 October 2015

• OCS Go Live with Finance scheduled for Next week
• Finance training scheduled for next week

Find out more about these OCS modules at: http://ilri-ocs.wikispaces.com/OCS_Modules
Find out more about planned OCS activities at: http://ilri-ocs.wikispaces.com/Timeline
Send your questions to: askILRIOCS@cgiar.org


02 October 2015

The financial data of September are being migrated onto Agresso (the OCS platform). Once this is completed the blackout period will be running to ensure the system is stable enough and the week after ILRI finance should be using Agresso for financial transactions.
Various training courses are taking place next week: travel module, fixed assets, budgeting, research management. Most of these courses are taking place in Addis Ababa.
In the course of this week stores should begin issuing out stock items.

Find out more about these OCS modules at: http://ilri-ocs.wikispaces.com/OCS_Modules
Find out more about planned OCS activities at: http://ilri-ocs.wikispaces.com/Timeline
Send your questions to: Servicedesk@CIARG.org

31 August 2015

Next week OCS activities are:
  • Data Migration
  • Generation of Reports
  • OCS Open Day (Nairobi) on 4 September
  • Steering Committee meeting on 2 September
Find out more about these OCS modules at: http://ilri-ocs.wikispaces.com/OCS_Modules
Find out more about planned OCS activities at: http://ilri-ocs.wikispaces.com/Timeline
Send your questions to: askILRIOCS@cgiar.org

24 August 2015


August 25 – 26: Timesheet Training will continue in Nairobi.
Find out more about these OCS modules at: http://ilri-ocs.wikispaces.com/OCS_Modules
Find out more about planned OCS activities at: http://ilri-ocs.wikispaces.com/Timeline
Send your questions to: askILRIOCS@cgiar.org

17 August 2015

Next week OCS activities are:
  • Training of Research in Nairobi
  • Training of Finance in Nairobi from 20th August
  • Training of Research in Addis from 20th August
  • Steering Committee meeting on 19th August

Find out more about these OCS modules at: http://ilri-ocs.wikispaces.com/OCS_Modules
Find out more about planned OCS activities at: http://ilri-ocs.wikispaces.com/Timeline
Send your questions to: askILRIOCS@cgiar.org

10 August 2015

Last week – 3rd to 7th August 2015 – Time registration training took place for the LSE team on 3rd and 4th
Next week:
• Time writing training in Addis on 10th and 11th August
• Time writing training in Nairobi on 14th August
• OCS Open day on 13th August in Addis
• Training of Trainers on 14th August in Addis

Find out more about these OCS modules at: http://ilri-ocs.wikispaces.com/OCS_Modules
Find out more about planned OCS activities at: http://ilri-ocs.wikispaces.com/Timeline
Send your questions to: askILRIOCS@cgiar.org


27 July 2015

OCS TIME REGISTRATION is now LIVE! The LG&I team was trained last week and are now registering their time on a weekly basis in the live system.
Many more such time registration training sessions are planned soon so that everyone is live by end August.
Invitations are coming to program/department managers in the next few days.

We are now finalizing other training plans: In the second half of August, all finance, PMO, PA and supply chain staff will get technical training for all relevant modules. In late august/early September, all budget holders and managers will be invited to be trained in on-line approval and basic Reports

We are well on track to fully go LIVE early September!

Find out more about these OCS modules at: http://ilri-ocs.wikispaces.com/OCS_Modules
Find out more about planned OCS activities at: http://ilri-ocs.wikispaces.com/Timeline
Send your questions to: askILRIOCS@cgiar.org

13 July 2015

All testing and adjusting of the One Corporate System (OCS) has now been finalized. We are ready for training and going live in early September!
The donor project pipeline module is already live. Training on timesheet registration will start next week. Much more training is planned in the coming weeks. To familiarize staff with OCS, an open day will be organized in each campus.

Find out more about these OCS modules at: http://ilri-ocs.wikispaces.com/OCS_Modules
Find out more about planned OCS activities at: http://ilri-ocs.wikispaces.com/Timeline
Send your questions to: askILRIOCS@cgiar.org

06 July 2015

The OCS team is finalizing the last module tests and adjusting the modules accordingly. Meanwhile, the team is also preparing for a series of end-user training sessions. The training plan should be finalized next week. The first timesheet functionality training session will take place on Wednesday 15 July.

Watch out for Misja Brandenburg’s next monthly update due next week.
Find out more about these OCS modules at: http://ilri-ocs.wikispaces.com/OCS_Modules
Find out more about planned OCS activities at: http://ilri-ocs.wikispaces.com/Timeline
Send your questions to: askILRIOCS@cgiar.org

29 June 2015

This week the OCS team will be reviewing how the user acceptance testing output faired during the systems test. Additionally the reports defined generation will be reviewed and how it will be designed in OCS. Ongoing activities include the OCS training plan development and finance data migration.

Find out more about these OCS modules at: http://ilri-ocs.wikispaces.com/OCS_Modules
Find out more about planned OCS activities at: http://ilri-ocs.wikispaces.com/Timeline
Send your questions to: askILRIOCS@cgiar.org

22 June 2015

OCS highlights for this week are:
  • Review of User Acceptance Testing Output
  • Review of Reports defined to be designed in OCS
  • Training Plan Development
  • Finance Data Migration

Find out more about these OCS modules at: http://ilri-ocs.wikispaces.com/OCS_Modules
Find out more about planned OCS activities at: http://ilri-ocs.wikispaces.com/Timeline
Send your questions to: askILRIOCS@cgiar.org

15 June 2015

  • Finance Testing – Accounts Receivable and Fixed Assets (Nairobi)Project Costing & Billing - Starting testing of Timesheets, Overhead Calculation and Posting, income Recognition & Billing (Nairobi)
  • OCS Steering Committee meeting (17th June)
  • Planning of Timesheet module testing by Volunteers
  • January to April Financial Data migration
  • Aggregation of OCS Reports required in Addis & Nairobi

Find out more about these OCS modules at: http://ilri-ocs.wikispaces.com/OCS_Modules
Find out more about planned OCS activities at: http://ilri-ocs.wikispaces.com/Timeline
Send your questions to: askILRIOCS@cgiar.org

05 June 2015

The testing of the finance module is continuing next week in Nairobi and Addis Ababa.
ILRI 2015 opening balance data have been migrated into Agresso and are now being confirmed by the Finance Department.
On the research module, the list ‘basic units of service’ (BUS) has been agreed. BUS represent the activities that help us achieve our research objectives (e.g. ‘genomics/metagenomics’, ‘Training & Certification in the informal dairy Sector in Kenya’ etc.
Finally user testing of the timesheet module by volunteers is being planned and will be scheduled shortly.

Find out more about these OCS modules at: http://ilri-ocs.wikispaces.com/OCS_Modules
Find out more about planned OCS activities at: http://ilri-ocs.wikispaces.com/Timeline
Send your questions to: askILRIOCS@cgiar.org

29 may 2015

The User Acceptance Testing (UAT) has started last week Wednesday in Nairobi and on Monday in Addis Ababa.
The logistics module team has started this and have submitted test results by 28 May.
The research module team has been following this test Thursday and Friday.
The finance module team is starting next week from 2 June onwards.
All key business users will submit test results to the OCS team for them to assess gaps and addressing them.

Find out more about these OCS modules at: http://ilri-ocs.wikispaces.com/OCS_Modules
Find out more about planned OCS activities at: http://ilri-ocs.wikispaces.com/Timeline
Send your questions to: askILRIOCS@cgiar.org

22 May 2015

Thorough testing of the OCS modules started this week with Budgeting (Planner) and Logistics modules.
Next week (25-29 May) testing will continue on the Addis Ababa and Nairobi Campus. The modules being tested are:
  • Logistics – Purchasing and Stores (Inventory)
  • P&OD – Position and Resource Master file
  • Research – Concept Notes & Proposals, Donor Agreements, Partner Agreements, Call for Proposals
Find out more about these OCS modules at: http://ilri-ocs.wikispaces.com/OCS_Modules
Find out more about planned OCS activities at: http://ilri-ocs.wikispaces.com/Timeline
Send your questions to: askILRIOCS@cgiar.org

15 May 2015


On May 18 we will start with the last phase of OCS testing: the user acceptance test. In this phase an elaborate group of actual users from various departments will test the system extensively in both Nairobi and Addis on any detail of functionality and user friendliness. They will also make an inventory of reports and procedures we still need to develop before going live.
This is very crucial phase in our roll out plan, and the committee therefor want to thank all participating testers for this essential investment of their time and energy. We couldn’t be successful without them.

Find out more about these OCS modules at: http://ilri-ocs.wikispaces.com/OCS_Modules
Find out more about planned OCS activities at: http://ilri-ocs.wikispaces.com/Timeline
Send your questions to: askILRIOCS@cgiar.org

8 May 2015

Next week, the User Acceptance Testing (UAT) sessions continue with the P&OD and research modules (Monday 11), logistics module (Tuesday 12), finance module (Wednesday 13), planner and timesheet modules (Thursday 14), and project costing and billing module on Friday 15. These are initial testing sessions prior to proper testing and training the subsequent weeks.

Find out more about these OCS modules at: http://ilri-ocs.wikispaces.com/OCS_Modules
Find out more about planned OCS activities at: http://ilri-ocs.wikispaces.com/Timeline
Send your questions to: askILRIOCS@cgiar.org

1 May 2015

The OCS team would like to thank everyone who has been actively involved in various workshops and integrated Systems testing (IST) sessions.

Next week, the following testing sessions and activities are scheduled to take place:
• Project costing and billing module: testing timesheets, allocation of costs, overheads, income recognition and billing.
• Finance module: three-way matching (i.e. connecting three business processes: purchase order, good receipt note, supplier invoice), scanning and upload of invoice documents, Commitment accounting (moving soft commitment to expense), payment runs (paying the supplier).
• Travel business process falling under (finance and P&OD modules): travel requests, travel approval, travel liquidations (per diems), travel reconciliation (travel expense reporting).

Find out more about these OCS modules at: http://ilri-ocs.wikispaces.com/OCS_Modules
Find out more about planned OCS activities at: http://ilri-ocs.wikispaces.com/Timeline
Send your questions to: askILRIOCS@cgiar.org

24 April 2015

Following the integrated systems testing (IST) that took place last week for the OCS modules on research and planner (budget), next week three modules will go through such testing: logistics (stores and purchases), finance, project costing and billing.

IST is done to ensure that the system is functionally meeting business requirements agreed during the OCS System review (in March) and ready the end-user testing sessions to come.

Find out more about these OCS modules at:

http://ilri-ocs.wikispaces.com/OCS_Modules,

about planned OCS activities at:

http://ilri-ocs.wikispaces.com/Timeline and

send your questions to: askILRIOCS@cgiar.org.

Email message Iain Wright (24 August 2015)

Dear colleagues,

As you know OCS (One Corporate System) is a CGIAR-wide initiative to implement the same business system software for managing human resources, financial management, procurement, project management etc. OCS implementation plans are well advanced, and we need your support. A key component of OCS is recording of staff time which drives many of the other part of the system. In order for the system to work, staff need to register their time, and approve that of their staff (once a week). Below is a video message from Jimmy Smith on the importance of the time registration module.

CLICK HERE

Please see OCS Frequently Asked Questions (FAQ) page on our OCS site for more details about the implementation plan, the impact it will have and on you
Find out more about OCS generally at: http://ilri-ocs.wikispaces.com/. Questions and suggestions may be sent to: askILRIOCS@cgiar.org.
Best Wishes

Iain

Message Misja Brandenburg (04 May 2015)

Hereby a quick update on the OCS implementation:
After 3 weeks, we now entered the final week of intensive technical testing. Almost all modules technical and aspects of the software have now been tested successfully by our technical team: Various fixes and improvements have been made, and by the end of the week the system will function as we had planned it to!
The next phase is the ‘User Acceptance Testing” an extensive testing focused more on details and user friendliness. This testing will start May 18th , last for 4 weeks and be done mainly by a representative group of actual users from various parts of our organization, simulating actual processes, payments etc.
These so called ‘Key Business Users’ will first receive a refreshment OCS/Agresso training next week, so that they are fully prepared. If you are one of them, you should already have received an invite for both the training as the testing and a confirmation will follow later this week.
Finally I like to report good progress on the development of our time sheet module; Time Sheets are a very essential part of the OCS implementation, since all our cost allocations will rely on it. We therefor redesigned the timesheets and procedures to make them even more user friendly and less time consuming, so that it will be even easier and faster for you to use. Since it is such an important module, we also decided to do additional testing on it and implement it in steps; The first small group of volunteers can already start using the timesheets in June and help us to completely fine tune it, before the rest of you follow (July).
Much more about those Time sheets and the rest of OCS, by the time of next month’s update!
Till then!
Kind regards
Misja Brandenburg

Message Misja Brandenburg (14 April 2015)

Dear all,

As according to plan, the first technical tests of OCS have started!
As a result, it might be that some of you (especially line managers) receive some automatic generated (email) messages from our OCS system, requesting you to authorize registered time, travel advances , purchase orders or concept notes. The sender of these messages shows as “ILRI-OCS-TESTING”, so they are easy to recognize. Please IGNORE all such messages, and/or just delete them!, There is no other action required from you; it is just a test.

We are trying to minimize such ‘spam’ to your Inbox, but this is sometimes inevitable and we hereby apologize for any inconvenience this might cause. On the positive side: it brings us one step further to our OCS implementation and already shows you some of the functionalities of the system J

Thanks for your understanding and kind regards

Misja Brandenburg | Chief Financial Officer
International Livestock Research Institute | ilri.org
Mobile: +254 733340160 | Off: +254 2 4223390 | Skype: MisjaB