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Financial, Grant and Project Administration

Ganief-Abrahams,-Riaan-Beukes,-Jill-Thorne,-Tania-Thornton

The Desmond Tutu HIV Foundation Enterprise Resource Planning (ERP) system is managed through SAP Business One which is a versatile and robust IT system. For the Foundation, it means having a management plan and setting financial controls in a distributed environment where business rules and levels authority are standardized. It provides us with a centralized, enterprise-wide platform which integrates our diverse and complex multi-site, multi-currency grant management environment. The system manages aspects of the Foundation such as finance, assets, progress monitoring of projects and real-time reporting. Standards for corporate governance and compliancy are supported through high levels of transparency. Additionally, the system is extended to users with mobile devices.

The DTHF has achieved higher levels of efficiency through real-time insights provided by SAP Business One. These efficiencies extend to pending grants, projects in-progress, and better controls over procurement and spend & claim processes.

In 2013, the DTHF was awarded the honor medal in the “World Good” category at the Computerworld Honors annual ceremony for the implementation of this integrated ERP system.

The system was developed in partnership with Bluekey Software Solutions, a South African specialist in the implementation, consulting, support and extension of enterprise resource planning, business intelligence and other business solutions. Bluekey Software Solutions continue to support the DTHF through the contribution of its time to ongoing development, ensuring DTHF’ changing requirements are continually met.

Human Resource Management

DTHF’s Human Resources Manager, Tania Thorton, has more than 14 years’ work experience with a variety of organisations across a diversity of industries. These include financial services, banking, retail and local government. Her range of experience includes  talent acquisition lead (inclusive of talent pipelines with a focus on graduate and learnership recruitment and selection and coaching to performance), human resources management, leadership development, strategic and business alignment; learning and development; job analysis, competency profiling and organisational development and performance management. Tania has a B.Soc Science from the University of Cape Town and completed a host of other training – HR skills-based. She is qualified in the administration of a number of personality assessment tools. She is also a trained and experienced facilitator.

Strategic Performance Management drives performance to ensure everyone works effectively to deliver on the business objectives of the organisation. This fosters a climate where employees are expected to be in a constant growth and learning mode, demonstrating role-specific competencies, skills, behaviors and knowledge that are critical to the organisation’s ability to execute its business strategy. Reward strategies recognise excellent and exceptional performance. Performance management aligns with other HR systems to ensure competencies used as the basis for performance management are the same as those used for recruitment and training. Performance management systems are the basis for talent management which is used to motivate and retain high performers by providing career development programmes encompassing, challenging work assignments and other on-the-job learning initiatives that will lead to career advancement and ongoing job satisfaction. Succession planning programmes focus on critical skills, incorporating training and mentoring support.

IT Infrastructure and Support

IT infrastructure within DTHF is designed to facilitate communication, collaboration, and interoperability between all sites and provide the necessary tools for implementation.  Sites are equipped with Internet connectivity providing at minimum, adsl connection speeds of 4 Megabits and all SITEs are linked via a Wide Area Network (WAN). Data security and IT infrastructure is overseen by a central IT technician and network manager.  Access to data or other confidential files is heavily restricted through Active Directory security and hardware redundancy.

A network of physical Dual-Xeon Servers supports the DTHC IT infrastructure and one dedicated back-up server while all sites are equipped with one server. Together, this hardware network supports site functionality, communications, Internet security, data storage, and back-up solutions.  Each server includes battery-backed RAID5 disk setups and is supported by dual redundant power supplies that run off line APC Uninterupted Power Supply (UPS). The underlying Server operating system is VMWare ESX, which offers strong management controls for server functionality and security across multiple SITEs. In the event of Internet or telephone connectivity service disruptions, back up operating procedures are designed for each SITE in order to provide alternative connectivity solutions, such as through cellular 3G services, in order to minimize downtime. The DTHF servers provide security Firewalls in order to prevent unauthorized access to secure data via the internet or through the infection of harmful viruses.  Each SITE is also equipped with multiple telephones lines and Private Branch Exchange (PBX) systems.  Each SITE is also equipped with Voice over Internet Protocol (VOIP) software, which supports further communication, including video conferencing, between each site and external partners. Sites have also made use of Mobile 3G dongles to ensure connectivity during telecommunication infrastructure down times. Additionally, a secure Microsoft Exchange server is available for email from remote locations using laptops, tablet computers, mobile phones and other mobile telecommunications devices when not connected to the server.

The Core offices and each SITE are fully equipped with all necessary hardware and software. This includes internet-accessible desktop computers for staff supported by the Windows 7 operating system, Microsoft Office suite of applications, and additional professional software, where needed. DTHF currently operates a Windows Server 2008 Active Directory deployed over IPSec Virtual Private Network (VPN) across all sites. DTHF deploys Microsoft Windows software and runs an exchange service for email, contact management and calendar services. Computer hardware and software are regularly updated in order to maintain efficiency and introduce improved functionality when available. Laptop computers and cellular 3G modems are available for mobile teams allowing secure access to the DTHC intranet, email server, and other resources while off-site.

All servers are backed up by generated power to prevent loss of data or functionality in the event of a power failure. Standby server hardware is on site in order to replace any hardware failure immediately. Additionally, relationships with third-party service providers are centrally managed to insure minimal disruptions in service provision and decreased service downtime.  All data is backed up using Standard Operating Procedures (SOPs) generated by each site, which include daily and redundant back-ups of all data. Back-ups are compressed and stored on the primary back-up server on two separate disks. On a weekly basis disks within the primary back-up server are exchanged and kept securely off site, thereby ensuring data protection and multiple redundancies.DTHF admin structure