Setting up new Implementing Office in AMS

The following information is required in order to set up new Implementing office in AMS. This needs to be sent to the Centre Awards with a cc to AMS@savethechildren.org

SN	Topic	Description	Remarks

SN	Topic	Description	Remarks
1	Sign off	Formal approval/confirmation about the decision to set up a new Implementing Office (in AMS, agresso etc)	Refer to Geo-presence framework. COO approval required for SCI implementing offices.
2	Implementing Office name	Full name of the Implementing Office	e.g. Bolivia Country Office, Venezuela Response Office
3	Implementing office type	See options on the right	Country office Program office Response office Branch Office (SCUSI) Member Domestic Program Member Head Office etc
4	Implementing office code	Needs coordination with Agresso	e.g. 752, 361 Seek Data Governance (scdg@savethechildren.org) approval for code sign off
5	Reporting office	Which office will this new entity report to	Regional Office or SC Funding Office for domestic programs
6	Part of	Legal entity that the office belongs to	Save the Children International Save the Children Australia etc
7	Scheme of Delegation	Specify the Tier 1, 2 or 3. See page 11 of the award management manual for definition and thresholds	See Scheme of Delegation Confluence KB for guidance on setting up SoD
8	Default Approver	Name of the default approver for workflows in AMS	Country Director by default for COs.
9	Super Users and Editor	1 Super User (also known as AMS Champion) List of Editors	Super users will : have delegated rights to manage reader and editor permissions be the AMS focal point during the transition
10	CAM	Will the implementing office use CAM	Enabled Disabled
11	Projects	Will they use PRIME generated projects or AMS generated projects	PRIME Enabled AMS Projects
12	Vetting Team	List of people who will be responsible for vetting partners Name of the AMS Superuser who will be responsible for managing the permissions of the legal team going forwards Note: This information is only needed if the legal team is not already established at the point of creating the new office

Things to plan for:

An AMS workstream plan needs to be drafted starting at least 2 months before go-live (for agresso transition).
Awards transition between old implementing office to new implementing office (opening and closing balances, setting up of new awards and closing out the old ones etc)
Training plan to ensure that the relevant awards, programs and finance teams are trained on AMS, its business processes and inter-linkages with other processes and systems.
System interfaces, down stream linkages:
- Coordination with the IT architecture team (regarding SCI Data Warehouse, Member Data warehouses and any other downstream systems impact)
- KPIs, Power BI reports, AMS reports (e.g. Portfolio Analysis reports)
- Agresso specific requirements (if any?)
- TIM
- ProSave
- HART
- Data governance process - who needs to be consulted before

Steps to create Org Unit in AMS

Once the above information is confirmed, log an ITS ticket with the completed table above attached
L1 to escalate ticket to L2 for action
Application Owners will create the new Org Unit within the system, see step by step actions below:
- Click on 'Admin' → 'Organisation Units'
- Once on the Organisation Units page click on 'create new organisation unit'
- Use the information provided in the table above to complete the Organisation Unit fields within the system
- Once complete, click save
Once the new Org Unit has been set up in AMS, inform impacted downstream system owners

Implementing office set up scenarios

	New implementing office - SCI Managed	New Implementing office - Non SCI managed	New Implementing office Member Domestic Program or Head Office	New Implementing office transition from SCI to Member or National Office

	New implementing office - SCI Managed	New Implementing office - Non SCI managed	New Implementing office Member Domestic Program or Head Office	New Implementing office transition from SCI to Member or National Office
E.g.	Venezuela, Morocco	Mauritania, Mongolia	Korea Member Domestic Programs	Philippines, Indonesia
Systems impacted
Processes impacted
Training requirement
Set up requirement