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INJAZ Sage CRM Implementation Phase 3 – Documentation

INJAZ staff Comments and feedback

1. Functional and Nonfunctional Requirements Documentation V1.1

Contact Management Module

1. 1 :Partner (company) information general notes point I point iv Choice : 3.Mix become 3.Cood ED

2. Page 17 :In this entity the below tabs will be used ‐Add “web” to G to become phone and emails and web ‐add “programs” to the tabs

3. 2.4 Contact Management Security Management

-Business development officer should have delete authority ‐Reception and administrator should not have delete authority

Sponsorship and grants management Module

5.h. The Director should have authority to close before all installments are paid.

School adoption program Partnership Coordinator will only create the SAP and system will automatically notify

the MCU about the adoption and there will be a specific actions required from the Marketing Officer ( Social Media updates, press releases, thank you Ads, etc.. ).

Partnership Coordinator will create the SAP and system will automatically notify the FAU about the adoption and there will be a specific actions required from their side ( Infrastructure needs form, visit the schools, decide on the needs, before and after photos, .. etc).

Escalations and notifications (p. 34) SAP under the “To” column add coordinator and area manager

4.5 school adoption program security management (p. 34) Under “Role” column, row “course officer” add coordinator & Area manage

Course management module

5.1 Program Setup:

2. Add “ e. Other” then a space to specify

3. Add “ e. Other” then a space to specif

4. Add “and year” to the following sentence: If the execution on track was school or center user

must enter the semester and year that this program…



17. h. Transportation should be called “Logistics/Transportation”

5.2 Course management module

7. L. add the following information:

- departure point - Arrival point (destination) - cost

5.3 Course management security

One person from each Entity (entity 1, 2, 3 & U) should have full set up authority. That person is

to be assigned by each Director

client care module

7.3 client care security:

For the” issue “part(not the complaint) , if assigned to (CEO, entity head, entity user) the authorization levels mentioned in the doc are View and Edit, however those users should not have the authority to Edit the original issue they should have the authority to only Insert Should you need further details please let me know

2. Reports Documentation

1. I’m attaching the reports I had sent UBA, red tabs are the most important ones. Not all

of them are included in the document. Also note that I added a few new fields, mainly

related to gender to reflect JA”s and USAID requests. They are in red below

2. On page 10 they use the term “Course management Reports” , which is a bit

misleading because they mean by Course Program. It would be better if they change it

to Program.

3. I understand from report #4 (School + University) that it will include all “companies”

i.e. Schools, Universities, Colleges, Youth Centers, Orphanages, and Youth with Special

Abilities Centers

4. For Report #4,

‐ Please add option to Group By the 12 Governorates.

‐ In content fields, in addition to total number of students BOTH enrolled and

graduated, please add Number of Male Studs and Female Studs fields to both

enrolled & grads , as well as totals, (where this info is available) (this is new and

wasn’t mentioned before because now USAID is emphasizing gender

distribution)

‐ Note that for social institutions (centers, orphanages, special abilities) , please add

in content fields “Affiliation” e.g. MoE, MoSD etc.

5. Report #5 – Drop Out:

‐ Plz add Start & End Date to Search Criteria.

‐ Plz add Program to Search Criteria & Group By (See Drop Out_By Course tab in

the attached doc)

‐ Classes drop‐out rate should be replaced by volunteer drop‐out rate, I explained

to Samar that I used the classes for convenience to get a rough estimate for vol

drop‐outs, but since we have the system then we should be able to calculate the

real volunteer drop‐out rate especially that now we are having exceptions where

more than 1 volunteers are giving one class.

6. Report #6 Total Beneficiaries :

‐ Plz add Start & End Date to Search Criteria

‐ Plz replace Area, by Governorate in Search criteria and Group By fields (for us at

INJAZ Areas stand for North , Mid , and South, and not governorates)

‐ Plz make sure that the totals are also categorized by company type, and gender

(this is new)

‐ Plz add number of “companies” schls, unis etc. That we worked with during that

time period.

‐ In the related tab in the document I had sent, there are other tables and graphs,

such as graduate’s % per area and per entity. Please include if possible.

7. Report #7 Total Volunteers


‐ Plz replace Area, by Governorate in BOTH Search criteria and Group By fields

8. Report #8 JA Report (listing all programs):


‐ Plz add “Program Source” to Search Criteria

‐ Plz note that recently JA changed some of the fields they collect, please add to

Report content fields: Total Number of Students Graduated, Number of Male

Studs Graduated, Number of Female Studs Graduated per program

‐ Plz note that the actual number of volunteers (who didn’t drop out) has to be

calculated and not to simply equate it to number of classes. Also , in some few

cases more than one volunteer is giving one class.

** NOTE in the case when 1 volunteer started the class then dropped out , a

replacement was found , we only count the replacement volunteer. Plz make sure UBA

is aware of this.

‐ Please sort the JA report ascendingly by Grade/ Age Group.

‐ Is it also possible to list competitions and external programs to INJAZ separately,

like International Youth Day of USAID or any ad‐hoc activities like GEW summit

that happened in Turkey. If not possible it’ s ok.

9. Please note that many of the volunteers’ reports aren’t listed in the document;

please refer to BOTH the attached and below. For example ,

‐ Reporting number of Returning vs New volunteers and retention rate, for each

entity & in total for all of them

‐ Reporting number of Corporate vs Individual volunteers and their respective

drop‐out rates, for each entity & in total for all of them

‐ Reporting number of vols per program/governorate in per term and year (see

entity 2 sheet, but it applies to all entities)

‐ Reporting the Names & Number of corporations who provided us with volunteers

both per class & per person (or distinct) from each entity , to this table I added a

new field as requested by JA and that is , “ New Partner? (Y/N)”

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