1. Steps involved in executing an activity

This manual targets AlSuite Users, i.e. persons who use the application in daily operations. It takes over from where the AlSuite Setup Manual stopped. It assumes that the AlSuite environment has been successfully configured for end users and all that is required now is to get working.

In case you would like to gain a more in-depth understand of how AlSuite is set up, you should consider taking time to plough through the AlSuite Setup Manual. However, as an end user, this user manual is sufficient.

We begin by presenting an overview of the AlSuite application, then we dive into accessing AlSuite and proceeding to use it by raising activity plans, requisitions, seeking approvals and eventually filing accountability and field reports. 

But first let´s outline the steps involved in getting to access AlSuite and run activities through it. For each step, we shall highlight key players:
  1. Access the AlSuite platform: As a first user who does not have access to AlSuite, the System Administrator would have to send you an invitation by email, which would help you sign up to your newly created account. You would have access to only the units assigned to you with the respective user access roles granted to you.
  2. Raise an activity plan: The project staff of any Department raises an activity plan that would have to be approved before you execute it. Raising an activity plan involves defining it´s intended purpose and raising a requisition against it (if necessary). One the activity plan status is change from "open" to "filed", it is ready for approval.
  3. Approve an activity plan: The Department Manager or any other designated user proceeds to approve or reject an activity plan that has been raised. When an activity plan has been approved, requisitions raised against it are queued for booking.
  4. Book requisitions: The Accountant, bookkeeper or any other pertinent staff in the Accounts Department proceeds to book any requisitions of activity plans that have been approved. Booking is the process of posting requisitions to charts of accounts, projects and clients. Once requisitions have been booked, they are queued for approval.
  5. Approve requisitions: The Finance Director or any other designated person proceeds to approve fully booked requisitions. Once requisitions have been approved, funds are filed for release.
  6. Release funds: The Accountant, Cashier or any other designated person in Accounts Department proceeds to release funds against approved requisitions. Once funds have been released, the approved activity can now be executed in the fields.
  7. Execute approved activities:  The project team, i.e. the project manager and project staff in the different departments will proceed to execute approved activities after funds have been released. 
  8. File activities as executed: The project team should file activities as executed, i.e. done. Once activities are filed as executed, the project team will be required to file in field reports, if these were requested; and to present accountability to the Accounts Department for filing.
  9. File field reports: If a field report was requested at the time of approving an activity plan, the project team will be requested to file in field reports. After documenting field reports, change status from "Open" to "File".
  10. Approve field reports: As a Project Manager or any other designated person, you will be expted to approve field reports that have been filed. This is the final state of activity execution in AlSuite.
  11. File accountability: The project team that executed an activity will be expected to present accountability to the accounts department, which would then file accountability in the system. After accountability has been filed, either the project team owes the organization money or vice-versa. Cash returns need to be settled.
  12. File in cash returns: The Accoutant, Bookkeeper or any other designated person in Accounts Department proceeds to file in cash returns and process settlements. This is the final state of handling finances.
  13. Monitor the organization through the reporting unit: Persons granted access to the Reporting unit can monitor performance from different dimensions, i.e. accounts, projects, work plans, targets, outcomes, outputs etc.

From the above, you probably notice that all staff in the organization are actors in the AlSuite environment. These steps are depicted in the graphic below:
Figure 1: Steps involved in executing an activity

Did this solve your problem?