9. Final checks in preparation for execution

Across the previous chapters we walked you through the configuration of AlSuite ready for operations. You probably notice that the configuration effort touches on different disciplines, i.e. IT, Finance, M&E and Project Management.

Now you are ready to hand over the environment to the operations team. However, not just as yet. We advise that you perform some final checks before you proceed. This list is definitely not exhaustive, but a good starting point to ensure things are set correctly:

9.1       Final checks in Sys Admin unit
Perform the following checks in the Sys Admin unit:

  • All invited users have accepted their invitation, i.e. there are no expired invitations
  • All users have been assigned the units they deserve and all units have been assigned on a need-to-have basis
  • All roles have been assigned on a need-to-have basis
9.2       Final checks in Accounts unit
Perform the following final checks in Accounts unit:

  • All necessary projects have been created
  • All necessary clients have been created
  • The defined chart of account is comprehensive for each project, i.e. due consideration has been given to each account type to ensure all necessary accounts have been created. Accoun types include the following:
    • Accounts payable
    • Accounts receivable
    • Cash and cash equivalents
    • Credit card
    • Current Assets
    • Current liabilities
    • Expenses
    • Fixed assets
    • Income
    • Non-current liabilities
    • Owner equity
  • Accounts receivables have been configured for all foreign currency projects
  • Budgets spread equal allocated project budgets
  • Finance settings have been defined
    • Products and services have been defined
    • Organization-specific items have been defined
    • All applicable taxes have been defined, more specifically:
      • Value-added tax with respective rate
      • Withholding tax with respective rate(s)
      • Pay As You Earn (PAYE) across different bands

  • Classes and sub-classes have been defined (where applicable)

9.3       Final checks in the M&E Data Sets unit
Perform the following final checks in the M&E unit:

  • All outcomes have outputs
  • All outputs have indicators or at least an indicator
  • All output weights sum up to 100 for a given outcome
  • All indicator weights sum up to 100 for a given output
9.4       Final checks in Operations units

  • All work plans are place
  • All work plans have targets defined
  • Total work plans budgets equals total allocated project budgets
9.5       Final checks in Approval unit
Perform the following checks in approval settings:

  • Activity plan levels and approvers defined permits dual control
  • Requisition levels and approvers defined permits dual control
  • Field report levels and approvers defined permits dual control
  • If there are any approval levels associated with triggers, these have been correctly configured.
After performing these critical checks, you may now hand over the application to the operations team to begin work. This effectively takes us to the AlSuite User Manual for project execution.

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