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OCS tweaked

posted Feb 19, 2014, 7:41 PM by Unknown user   [ updated Feb 20, 2014, 2:47 AM ]
In response to user feedback, a few improvements in OCS are now in place to enhance workflow efficiency. These include the new form functionalities, and user-friendly features to support Requests for Personnel. Drafts of requests can now be saved and approving supervisors can see comments posted from earlier forms in the workflow. Accept/Reject buttons are now available. 

By the way, the OCS Request for Personnel workflow has reduced the average length of the approval process from 12 days to 3 days. 

To reduce the number of system generated tasks assigned to supervisors, and to better align IRRI checks and balance with real risk levels, a few system tweaks have been implemented. In the parlance of auditors, we have replaced preventive controls (approvals) with detective controls (reports) on some low risk transactions. 

First, leave requests for a period of 8 hours or less no longer generate an OCS approval task for the staff member's supervisor. However, a system generated email is sent to the supervisor for their information and action if needed. . 

Second, purchases of $100 USD or less will be approved automatically (a.k.a. the ‘small fry’ project). This will speed up the  processing of small transactions and reduce the number of OCS approval tasks by about 30%. At any time, BUS owners can see these small transactions in a report called Small Fry Transactions Report by BUS Owner Report by following steps found in this Google document (document is visible to IRRI staff only) 

Steps on how to access the "Small Fry Transactions by BUS Owner Report"

BUS owners can take action should it be needed. In addition, there will be system generated reports pushed to BUS owners at month end.  

The OCS implementation is now underway in India. Members of the Finance team visited the IRRI India office on 10 – 14 February and the OCS HR team is in Delhi this week to prepare rollout activities such as training and process reviews. DRPC will do the needful in early March. Next up will be Bangladesh and then Burundi and Myanmar.