Software Developer

Terms of reference The main goal is to provide a professional tool to improve the association's financial and project management including training and support (and optionally a contact management database). 0. Current situation ECF is currently: ? using the Winbooks 7 business software for the following analytical bookkeeping tasks: input invoices IN and OUT with VAT entries, input cash book, input bank statements (manually), creation of reports, creation of internal balance and profit & loss account ? using a manual system (stamps & home-made forms) for approval on different levels of expenses & invoices ? archiving stamped + approved receipts and invoices in paper form in binders ? creating manual Word customer invoices and requests for payments as well as reminders by email ? using a 'home-made' Excel dashboard for financial and personnel planning (for budget, forecast & workplan) with links to time sheets ? using 'home-made' Excel timesheets ? using a 'home-made' Excel cash flow sheet with manual entries ? using 'home-made' templates for project management, planning, monitoring, reporting & knowledge storing ? creating diverse manual reports ? working with ad hoc training ? using CiviCRM database to keep track of our contacts and communicate with them (mailing list, newsletters etc.) I. Objectives a. Financial management objectives: i. Precise planning of finances ii. Permanent monitoring of finances iii. Improved reporting of finances iv. Closer control & easier decision making re finances b. Project management objectives: i. Precise planning of activities (timing, milestones, efforts (time invested), responsibilities) ii. Permanent monitoring of activities and results iii. Improved reporting of activities iv. Closer control & easier decision Page 2/4 c. Contact management objectives: i. Direct connection between the contact database and the financial and project management tools ii. Improved communication and management of contacts (optional) II. General requirements a. User friendly and easy-to-use b. Link between ? Budget & work plan ? Forecasts ? Bookkeeping & payments ? Cash-flow ? Activities ? Project managing ? Queries & Reporting ? User database (personnel, suppliers, project partners etc.) ? Contact database (currently CiviCRM) c. Use of "international" standard for terms which also meet the Belgian legal standards d. Flexibility in terms of business & financial development III. Functionalities a. SQL-type database (planning and design of the database in collaboration with ECF staff) b. Automatic invoicing & payment registration (invoices OUT) linked to contact database (currently CiviCRM) and automatic follow-up (analytical coding, VAT coding, multiple-level validation, archiving, etc) c. Scanning of invoices/receipts/reimbursement forms/VISA statements IN with automatic follow-up (analytical coding, VAT coding, multiple-level validation, payment, archiving etc), including smartphone app with scan, OCR function and automatic transferring of data d. Ability to generate user-defined and individually tailored & real time queries & reports: ? Budget & work plan ? Forecasts ? Cash-flow ? Activity reporting ? Annual reporting ? Project reporting ? Board & AGM reporting Page 3/4 ? Miscellaneous tailored reporting e. Personalized project time line & dashboard for each staff member + general ECF timeline (right level of details for right audience, access level to be individually defined by responsible person) f. Automatic notification and online validation/signature on different levels g. Monitoring tool on different levels with alarm function for follow-up of deadlines h. Entries and reports to be linked to codes and individual staff i. Integrated time sheets (linked to staff and (project) codes j. Integrated planning tool k. Integrated knowledge database l. Integrated technical reports m. Integrated messenger tool n. Integrated tutorials -------------------------------------------------------------------------------------- Optional as part of contact database: o. Creation of flexible contact list p. Event management (registration, payments etc) q. Creation & sending of newsletters r. Creation & sending of press releases s. Creation & sending of structured emails t. GDPR functionality u. Integrated business card reader tool IV. Expected outputs 1. Initial report - current situation & identification needs 2. Development plan 3. Revised procedures and policies Page 4/4 4. Tailored Software 5. Training 6. Support & maintenance