OPERATIONS
HR&S RISE Support Centre

HR&S has established HR&S Research, Innovation and Social Enterprising (RISE) Support Centres in six Sub-Sahara African countries, and we seeking opportunities to scale.

While the Centres provide support to local social entrepreneurs, researchers and innovators to offer their products and services to the local community, they also serve as local HR&S representatives and offices.

Each Centre is always on a programme of capacity strengthening through weekly interactions with HR&S Sweden.

Business model

It is the responsibility of the operarions team within the RISE Centres to be active with generating income generation and to have annual financial plans so all costs are covered by income.

Income:

  1. Paricipant fee in annual webinar managed by HR&S Sweden.
  2. RISE Centre membership fee (two levels).
  3. Ten percent interest from giving out loans.
    Capital raised through  ActionInvest.
  4. Other offers by the RISE Centre such as computer and internet access, renting venues, back-office services and transportation.
  5. Other social enterprising type of offers by the RISE Centres.

RISE Centres operations staff collaborates with Action10 staff to generate the ActionInvest funds by activeley engare in corwdfunding campaign with f ex Global Giving, DonorSee, Kwanda, and Alaya for Good.

Finance administration & accounting

The operations staff  is obviously up-dated with and obey to the laws of the country. Tax is paid accrtingly.
RISE Centre finance and administration is the resonsability of the accountant, including continious accounting according to international standars, annual financial report and external auditing if the turn-over exceeds EUR 10,000

Business cards

RISE members who has proven active will be given a business card.
HR&S International, “the country” branch
Head of Operations/ Accountant etc…
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RISE Team of operations –  reimbursement

Background. During 2020 and 2021, HR&S paid small reimbursements to the RISE Centre operations team, EUR 300 per person and programme they were coaching on. The same deal was made for the auditors. The funds for the reimbursement were generated through the ActionInvest programme.
Lessons learned. The HR&S CEO reflection and lesson learned was that if HR&S pays, even if it is a small a reimbursement, HR&S may give the wrong message. We may give the message that the set-up is Aid still and donor driven, that team members only needs to attend some of the meetings and maybe do a small assignment if the task is clearly spelt out to get this reimbursement, and that there is money available in abundance. What we want is instead, self-driven RISE Centre team members, who take initiatives to coach the programmes and generate income for the RISE Centres.
Informed decisions. If the income instead is dependent on team activity  the team may become more focused and more motivated.
The sources of income are still small mid 2021; membership fee, interest and webinars, but we can scale up all of them and also create new sources of income. For example, good internet access can be an additional value proposition.
The coaches will be reimbursed at a level decided on by HR&S Sweden and HR&S Branches together, the cost is covered by the locally generated income. Also the auditor will be reimbursed at a level decided on by HR&S Sweden and HR&S Branches together, but this cost will be covered by ActionInvest until the RISE Centre finances is stable,  to secure the auditing independent on the income.
1. As cost is covered by the locally generated income, the reimbursement level will be determined by how much the RISE centre is making, taking other costs into account.  For each income range we have a fixed commission for the coaches. The more the income then it means they had put in more work and time.
2. The calculation, shall also take into account the level of contributions of each coach in the activities.If for example the RISE has 5 planned activities, one coach can intervene on 3 only and another coach on the 5, then reimbursment contribution is 60% and 100% respectively. The team leader can keep record of how active the members are so that it is taken into account when calculating.
3. The Centres will also in parallel stipulate a minimum amount of milestones that a coach must deliver during a year to be reimbursed as a coach.

Income webinars. Single participants pay to RISE contributing to the reimbursement of the operations staff & coaches. Institutions pay HR&S Sweden who will deliver the webinar. We can consider a bonus to the coaches who links HR&S to new webinar institution clients. Institution clients can be assumed to remain as partners, and opening doors is key.

Operations

Service

Each Centre has its own set-up, depending on the needs and the context. Besides the support programmes to the member programmes,  the Centres offer consultancy, seminars and workshops addressing the HR&S practical strategies and ActionAreas to strategic parnters.

Member programme

It is important that the members has balance in their businesses. The ActionInvest and RISEinvest capital shall not decrease as a result of members failing to pay back. As donations are collected that capital shall always mirror this amount. The 10% interest is an income to the Centre as well as the 10% coaching fee.

RISE Centre Operations, Coaches & Advisers

The HR&S Country team members, typically have the same position within the RISE Centre operations as they have as coaches, except the accountants; the accountant of the programmes cannot be the accountant of RISE Centres, as such an assignment must be kept independent of the operations. An independent accountant is assigned for the RISE Centres. Persons who seek to join RISE Centres Operations team are welcome on a probation period of six months, and will then take the positions of a Support Team member. In the position of a Support Team member the persons are not paid, but they can attend webinars free of charge. They attend meetings and get assignments like the rest of the team. IF they prove themselves to be active and take initiatives, they step up and become HR&S RISE Centre Operations Team member.
RISE Operations team must have access to good internet connection.

Assignments and responsibilities – Operations & Coaching

Evaluation planning

  • Team-leader: coordination and communication.
  • Keep track of the contracts with the coaches and auditors, and ensure payment is done in time.
  • Ensures that requests for withdrawal of funds from the RISE account is sent to and approved by HR&S Sweden.
  • Stakeholder analysis and stakeholder management.
  • Developing an annual RISE Centre programme report.
  • Developing and implementing a business plan that ensures a sustainable economy within a few years’ periods.
  • Coaching
    • Performing programme evaluation planning according to ROPE.

Survey management

  • Perform customer surveys targeting i) research & laboratory management, and ii) social enterprising.
  • Collect photos and videos with consent to be used for fundraising campaigns.
  • Coaching
    • Perform programme surveys with scientific evidence.
      • Developing a survey manual.
      • Micro survey management; Compiling baseline data. Compiling monitoring data and evidence according to TestE. 
      • Macro survey management; Compiling baseline data collected from the Programme management. Compiling baseline data collected from the national development plan and related information. Compiling baseline data collected from regional and international documents. Do state-of-the-art research benefitting from the scientific literature.
    • Developing an annual Survey report.

Business management, Branding & Public Relations

  • All aspects of business management in general.
  • Programme public visibility. We benefit from PR management to protect, enhance, and build reputations through the media, social media, and self-produced communications.
  • Ensure branding that exposes HR&S Sweden and RISE Centres as high quality and professional. Performing an analysis on how our brand is currently perceived among supporters and customers, then proceed to plan on how the brand should be perceived if it is to achieve its objectives and
    continue with ensuring that the brand is perceived as planned and secures its objectives.
  • Connect the programme with the local community and share awareness about how this programme shall benefit the whole community. Invite the community member and leaders to make suggestions about the local benefit and sustainability of the programme.
  • Assess the competition on the market.
  • Develops stories for crowd-funding campaigns, with photos and videos.
  • Share the link to crowd-funding campaigns on social media reaching out to the local and international community that may have an interest in that specific opportunity.
  • Coaching
    • Coach programmes on branding and public relations.

Accounting

  • Manage the RISE Centre local bank account as signatory together with the team leader.
  • Make payments after approval from HR&S Sweden. Ensure that coaches and auditors are paid according to the contract.
  • RISE accounting.  The HR&S ledger is kept separate from the Action10 ledger. Action10 manages ActionInvest, funds transferred to programmes with an A before the number targeting the loan and reimbursement of the coaches. The loans that are paid back must always be reinvested within ActionInvest, it can be another programme but it has to have an A prior to the number.
  • Internal financial control of RISE Centre.
  • Accompanies the survey management coach while performing surveys to collect financial data.
  • Develop and share with HR&S Sweden annual RISE Centre Financial reports.
  • Coaching
    • Bookkeeping: Overviewing that the bookkeeping is well managed and prepares for efficient auditing by the end of the fiscal year.
    • Internal financial control systems.
    • Joint when procuring items and ensure good and correct price, also as presented on the receipt.

Auditing

The auditor makes annual auditing of each RISE Centre programme.

  • Accuracy of the bookkeeping according to international standard. Whether there is supporting documentation related to costs.
  • Accuracy of that all funds related to the programme are kept at one separate bank account, agreed on by the Client.
  • The accuracy of the monthly bank account statements was reconciled.
  • Review if the outgoing balance for the previous period is the same as an incoming balance for the current period.
  • Adequacy of internal control related to disbursement procedures.
  • Follow up whether salary costs debited to the project/programme are recorded throughout the duration of the year in a systemized way.
  • Examine whether foreign exchange gains and losses are disclosed.
  • Compliance with the applicable tax legislation in regard to taxes and social security fees.
  • Follow up whether procurement guidelines have been respected.
  • Adequacy of internal control related to disbursement procedures.
  • Review whether there is an unbroken chain of audited financial reports.
  • Ensure communication around problems encountered.
  • Coaching
    • The same as the above targeting the different programmes.

Assignments and responsibilities – Advisers

Laboratory Technicians

Local advisers related to laboratory operations and accreditation are assigned to the RISE Centres.
The RISE laboratory technician advisers have the below assignments.

  • Offer expert advice to RISE members linked to the HR&S Research management and Laboratory management programmes.
  • Link HR&S to local laboratories.
  • Coordinate the local nodes of the HR&S Network of Technicians.
  •  

Infrastructure

During the pilot phase, we aim for the team leader to have good computer and internet access.
We also aim for a zoom account.

Training Events

RISE members and coaches attend all HR&S pieces of training for free. Coaches may participate in pieces of training as presenters and/or support staff.

External corruption control

Each centre develops good relations with a lawyer, a representative from the police and the bank.

Company limited by guarantee

The HR&S Research, Innovation and Social Enterprising Support Centres are initially registered in each country as a company limited by guarantee. The HR&S RISE Centres shall by exempted the liability to corporation tax which is made possible as a result of being registered as a company limited by guarantee. The Team-leader shall seek such exemption, arguing that we seek social good and not profit for share-holders. The status of being limited by guarantee does not, of itself, allow a company to escape the liability to corporation tax, but this has to be negotiated with the approriate national regulatory body.
The company is required to have at least one director, which is the team-leader. Other Directors can be the deputy-team leader, the accountant and other persons in the RISE Centre management & operations.

About
A company limited by guarantee is a limited company, but with the difference to the usual company entity of there being no share capital. The company’s members are guarantors rather than shareholders. The same rules and regulations apply to companies limited by guarantee as to companies with a share capital. This means that the company will have to file accounts at the appropriate national institution within the usual deadline, file annual returns, keep proper accounting records, appoint directors and file returns with appropriate national institution.The main difference between a company limited by guarantee and one limited by shares is that the liability of shareholders is limited to the amount unpaid on shares, whereas the liability of guarantors (the members of a company limited by guarantee) is limited to the amount that they guaranteed. In most cases, the amount guaranteed will be aroun Euro 1 (in local curency) per member (similar to the ordinary Euro 1 share in a company limited by shares). Members cannot receive dividends, and will usually be involved due to their commitment to the company’s objectives, rather than to benefit financially. The memorandum and articles will usually differ from those of the standard share capital company and will generally include a defined list of specific objectives, and also a clause that prohibits the distribution of surplus profits. The balance sheet of a company limited by guarantee will be the same as that of a company limited by shares, apart from the fact that it will have no share capital. The bottom section of the balance sheet should be headed ‘Reserves’ rather than the usual ‘Shareholders’ funds’. There is no requirement, but it is common practice, to also include a note disclosing the guarantees; something simple such as: ‘The company is limited by guarantee of members and does not have a share capital. The liability of members is limited to Euro 1 (in local currency). The usual rules about related parties will apply, and the director(s) will be related parties in the usual way. Whether or not a member falls into the definition of related party will depend on the circumstances. Payments to members can only be by way of remuneration, as no dividends are possible.

Company limited by shares
At a later stage a company limited by shares can be registered and are then sub-divisions of HR&S Sweden.

Accountability management

Accountability management

Bank account signatories

Signatories
Two members of the RISE Centre operations team are signatories of the bank account. These are the team-leader and the deputy team-leader or the accountant.
Pre-arrangements with the bank shall make it possible for the signatories to provide their statements electronically.

Bank account withdrawals

Withdrawal by RISE Centre
The team-leader provides a request to HR&S CEO when withdrawals are required.
Withdrawal from the bank account by the RISE Centre requires authorisation by HR&S CEO and the signatures from both signatories. The withdrawal request states the purpose for the withdrawal, which programme it refers to and wich agreements it is supported by. Thus the request compiles all the costs it shall cover.
Within two months after the date of the withdrawal, receipts for all costs are compiled by the accountant and shared with HR&S CEO and both signatories.

Withdrawal by RISE Member/Loan-taker
The loan-taker provides a request to the RISE accountant when withdrawals are required.
Withdrawal from the bank account by a RISE Member/Loan-taker also requires authorisation by HR&S CEO and the signatures from both signatories. The withdrawal request states the purpose for the withdrawal, which programme it refers to and wich agreements it is supported by. Thus the request compiles all the costs it shall cover together with a statement presenting how the loan will be paid back and when. 
Within two months after the date of the withdrawal, receipts for all costs are compiled by the loan-taker and shared with HR&S CEO and both signatories.

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Payment
Payments are made by the accountant and the team-leader together and the receipts are compiled.
Payment shall be made in a manner so that it is shown on the bank account statement, possibly by a check.

Procurement

When major procurements are to be done by loan-takers, the loan-taker shall request the team-lear and/or the accountant to join when the transaction is made. 

Guarantee

Loan-takers provide a guarantee for the re-payment of a loan. It is still a soft loan and the guarantee stands in propotion to the business ability of the loan-taker.

Communication & infrastructure

  1. The aim is that each RISE Centre has good communication and work infrastructure.

Cost

Kenya

  1. Decent smartphone – 190 EUR
  2. Prepaid internet card- depends on the subscription package. The monthly one ranges from 8 EUR for 3GB.
  3. Standard laptop -340 EUR
Uganda
  1. Decent smartphone- 200 EUR
  2. Prepaid card/data- 5GB monthly data at 12 EUR
  3. Standard laptop – 350 EUR

Togo

  1. Decent smartphone- 200-300 EUR
  2. Prepaid card/data- 3-4-5GB monthly data at ~23 EUR
  3. Standard laptop – 550-600 EUR

Internet connection

The big difference between satellite internet and internet that comes from telemast (3G, 4G) is the range. Satellite is enough all over the world, while the masts are limited.
The speed of data traffic differs. Data traffic via satellite is much slower, and is primarily a solution for communication.

Satellite
Can always reach. By having a connection to satellite, we only need to keep the antenna free of obstacles. Satellite internet is stable.
IECT Sweden is the Swedish part of French IEC Telecom, specialize in satellite internet and offer products from quality brands such as Inmarsat, Thuraya and Iridium. The technology works maritime on land, and in the air. Services are aimed at both companies and individuals. Can offer encryption for businesses.  where this is interesting, such as the military. What is the difference between satellite and telemast?

Computer

Electricity

Service & maintenance

Safe guarding

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