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WOCCU Microfinance Software Evaluation Framework
Weight Rating
Functionality and Expandability 5.00 0.00 310
Functional completeness, appropriateness, and integration 0.00
Accounting Package 0.00
Loan Portfolio Tracking 0.00
Deposit Monitoring 0.00
Client Information 0.00
Expandability and institutional growth 0.00
Flexibility 5.05 0.00 490
Customer-centric vs. Account-centric 0.00
Institutional Types 0.00
Lending Methodologies 0.00
Loan Interest Types 0.00
Savings and Deposit Account Types 0.00
Deposits interest types 0.00
Loan Repayment Types 0.00
Payment Frequencies 0.00
Multiple branches and/or regions 0.00
Multiple languages 0.00
Multiple currencies 0.00
Usability 5.29 0.00 90
Ease of use and user-friendliness 0.00
User interface 0.00
Reporting 4.71 0.00 165
Reports 0.00
Report Generation 0.00
Standards and Compliance 5.00 0.00 70
Accounting soundness and standards 0.00
Governmental and supervisory adherence 0.00
Administration and Support 4.70 0.00 235
Security 0.00
Backup and recovery 0.00
Fault tolerance and robustness 0.00
End-of-period processing 0.00
Support infrastructure and maintenance 0.00
Version control and upgrade strategy 0.00
Technical Specifications and Correctness 4.55 0.00 100
Technology and architecture 0.00
*** Performance 0.00
Number and date handling 0.00
Costs 5.00 0.00 65
Pricing and Costs 0.00
OVERALL RATING 0.00
Costs
Technical Specifications and Correctness
Administration and Support
Standards and Compliance
Reporting
Usability
Flexibility
Functionality and Expandability
0 1 2 3 4 5
Functionality Page 3
Functionality and Expandability
Topics and Criterias Weight Rate Comments Weighted rating Subsection weight Subsection avg rating
Functional completeness, appropriateness, and integration
1 Accounting Package Ability of the software to perform a full range of accounting
1.1 Integrated with the savings and portfolio tracking system, or stand-alone 5 0
1.2 Level of integration—direct (changes made in savings and/or portfolio tracking system
immediately affect the proper accounts) or indirect (accounting package is separate, necessitating
a periodic update of accounting data) 5 0
1.3 Complete, consistent, flexible and user-definable chart of accounts (number of digits, levels, and
formats) 5 0
1.4
Tracking of cash flow, revenues, and expenses by several sources or profit/cost centers (donor,
account, branch, product, etc.) in addition to consolidated tracking of this information 5 0
1.5 Ability to perform cost/profitability analysis by product, branch/region, client, etc. 5 0
1.6 Cash vs. accrual—if accrual, proper provisioning of receivables 5 0
1.7 Loan loss provisioning and reserves 5 0
1.8 General Ledger 5 0
1.9 Trial Balances (permits backvalued transactions, reversal etc) 5 0
1.10
Permits entry of nonportfolio or deposit related income and expenses 5 0
1.11
Full range of standard financial reports (balance sheet, income statement, cash flow, etc.) 5 0
1.12
Track and apply overhead expenses 5 0
1.13
Asset and liability management facilities 5 0
1.14
Payroll module 5 0
1.15
Fixed assets module 5 0
1.16
Treasury Functions 5 0
Sub-section total 80 0
2 Loan Portfolio Tracking Ability of the software to monitor and manage loan portfolio
2.1
Integrated with accounting system, deposit monitoring, and/or customer information system 5 0
2.2 Permits the addition and modification of loan products 5 0
2.3 Historic data on products 5 0
2.4 Forced deposits (linked to deposit monitoring) with ability to block access to forced savings (where
appropriate) 5 0
2.5 Linking of forced savings to loans or “membership” 5 0
2.6 Collateral (cash and noncash) tracking 5 0
2.7 Guarantor tracking and number of guarantors per loan 5 0
2.8 Identifying and cross-referencing of group guarantees 5 0
2.9 Loan officer specific information (active portfolio, delinquency, number of clients, etc.) 5 0
2.10
Correct portfolio aging mechanisms 5 0
2.11
Proactively informs the users of potential problems (delinquency, cash standing, productivity, etc.) 5 0
2.12
Delinquency management facilities 5 0
2.13
Delinquency calculation methodology 5 0
2.14
Handling of early, late, partial, and extra payments 5 0
2.15
Credit scoring capabilities 5 0
2.16
Advanced functionality such as credit cards or smart cards 5 0
Sub-section total 80 0
3 Deposit Monitoring Ability of the software to handle deposit accounts
3.1
Integrated with accounting system, deposit monitoring, and/or customer information system 5 0
3.2 Permits the addition and modification of deposit types 5 0
3.3 Historical data on products 5 0
3.4 Voluntary deposits (with some tracking of or information about forced savings—linked to portfolio
tracking) 5 0
3.5 Permits different account types (fixed deposits, savings, shares, checking accounts) 5 0
3.6 Advanced functionality such as ATMs, wire transfers, and smart cards 5 0
3.7 Tax withholding functionality 5 0
3.8 Dormancy for inactive accounts 5 0
3.9 Identification of beneficiaries in case of death or incapacitation 5 0
3.10
Option for jointly held accounts 5 0
Interest Calculation Methods used 5 0
360/365 days year 5 0
Transactions between accounts of one member, between accounts of different members 5 0
Sub-section total 65 0
4 Client Information Ability of the software to maintain and track the client data
4.1 Strong search capabilities 5 0
4.2 Maintains customer information such as name, family information, age, gender, address (home
and business), and type of business, as well as impact information 5 0
4.3
Tracks clients at different levels, from individual to group to center to village bank and so on 5 0
4.4 Able to maintain group and/or village bank information 5 0
4.5 Facilities to check customer behavior—i.e., credit and deposit status and history (either from
external or internal sources) 5 0
4.6 Historical data on customers 5 0
4.7 Aggregation of customer data (by region, area, economicactivity, loan officer, etc.) 5 0
4.8 Able to track clients at different stages of the process 5 0
4.9 Tracks nonclient information, especially guarantors 5 0
4.10 Performs account transfer functionality (from forced to voluntary or vice versa, one geographic
location to another,etc.) 5 0
4.11
Identifies potential duplicates (i.e., double entry of clients) 5 0
Possibility to define additional fields, such as National Id Number, customer groups etc. 5 0
Sub-section total 60 0
Section total 285 0
Expandability and institutional growth
5 Expandability and Institutional Growth Support of the horizontal and vertical institutional growth.
5.1 Modules available to support new products and services (e.g., demand deposits, credit cards,
mortgage loans, lines of credit, and money transfers, in addition to standard microfinance
services) 5 0
5.2 Can move with the organization from informal (NGO) to formal financial institution (appropriate
reports, treasury functions, etc.) 5 0
5.3 Number of terminals it can support efficiently—with reasonable response times 5 0
5.4
Number of clients, accounts and transactions it can handle with reasonable response times 5 0
5.5 Performs account transfer functionality (from forced to voluntary or vice versa, one geographic
location to another,etc.) 5 0
Sub-section total 25 0
Section total 25 0
TOTAL 310 0
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Flexibility Page 4
Flexibility
Topics and Criterias Weight Rate Comments
1 Customer-centric vs. Account-centric Software of this nature can view the world as starting either
1.1
Allows a customer to have more than one account and account type (deposit, credit, etc.) 5
1.2 Allows the tracking and maintenance of customer data such as contact information, gender,
marital status, business activity, etc. 5
1.3 Allows detailed information about each account to be stored, such as account type, usage of
funds, amount, etc. 5
Sub-section total 15 0
2 Institutional Types Types of institutions the system is designed to support or
2.1 Full-service banks 5
2.2 Limited-service banks 5
2.3 Cooperative savings and credit societies/unions 5
2.4 Microfinance institutions 5
2.5 Limited liability companies 5
2.6 Foundations or trusts 5
2.7 Other 5
Sub-section total 35 0
3 Lending Methodologies The different types of microfinance loan approaches the
3.1 Individual clients 5
3.2 Solidarity groups with individual loans 5
3.2 Solidarity groups with group loans 5
3.4 Village banks with individual loans 5
3.5 Village banks with group loans 5
3.6 Other 5
Sub-section total 30 0
4 Loan Interest Types The different types of loan interest rate calculations the
4.1 Flat 5
4.2 Declining balance, equal payments (interest + ...) 5
4.3 Equal basic payments, declining interest 5
4.4 Discounted from the loan 5
4.5 Capitalized 5
4.6 Variable rate 5
4.7 Stepped rate 5
4.8 Commissions and fees 5
4.9 Penalty fees for late payments 5
4.10 Other (user definable, etc.) 5
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Flexibility Page 5
Taxes on interest paid 5
Loans insurance 5
Sub-section total 60 0
5 Savings and Deposit Account Types The different types of savings products the system can
5.1 Passbook (with or without passbook) 5
5.2 Term deposits (i.e. certificates of deposit) 5
5.3 Group savings 5
5.4 Group insurance fees 5
5.5 Off-book group savings 5
5.6 Demand deposits 5
5.7 Overdraft accounts 5
5.8 Current accounts 5
5.9 Checking accounts, checking operations 5
5.10 Penalties and fees for frequent withdrawals 5
5.11 Shares, calculation of dividends 5
Sub-section total 55 0
6 Deposit Interest Types The different types of savings interest calculation methods
6.1 Day of deposit to day of withdrawal 5
6.2 Minimum daily balance 5
6.3 Minimum monthly balance 5
6.4 Minimum quarterly balance 5
6.5 Average daily balance 5
Average monthly balance 5
Other (user definable, etc.) 5
Conformna Method 5
Interest rate changes (backvalued, future-valued etc) 5
Sub-section total 45 0
7 Loan Repayment Types The ability of the software to handle different common loan
7.1 Term loans with constant payments 5
7.2 Term loans with constant principal 5
7.3 Irregular (free schedule) payments 5
7.4 Single payment 5
7.5 Balloon 5
7.6 Selection of initial and subsequent payment dates 5
7.7 Other (user definable, etc.) 5
Payment methods:
7.9 § Cash (different currencies where appropriate) 5
7.10 § Check 5
§ Credit card 5
§ Smart card 5
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Flexibility Page 6
§ Money order 5
§ Other 5
Special payment modifications:
§ Permits the suspension of penalty fees 5
§ Permits deferment of loan payment 5
§ Permits grace periods 5
§ Permits refinancing (recalculation of payment amounts) of loan 5
Sub-section total 85 0
8 Payment Frequencies The ability of the software tohandle frequent payments as
Payment frequencies supported:
8.1 § Daily 5
8.2 § Weekly 5
8.3 § Biweekly 5
8.4 § Semimonthly 5
8.5 § Once every four weeks 5
8.6 § Monthly 5
8.7 Quarterly 5
§ Other (user definable, etc.) 5
Days (or weeks) of the year supported:
§ 365 5
§ 360 5
§ 332 5
§ 50 weeks 5
§ Other 5
Payment aberrations support:
§ Prepayments (how the prepayments are handled) 5
§ Late payments 5
§ Underpayments 5
§ Overpayments 5
Sub-section total 85 0
9 Multiple branches and/or regions Ability of the software to handle multiple offices, either on a
9.1 § Mechanisms for separating information on an office basis 5
9.2 § Mechanisms for aggregating office level data (on-line, store and forward, etc.) 5
9.3 § Reporting on an office or area basis 5
9.4 § Frequency of updates to head office or area office 5
9.5 § Bank and/or account transfers (intra- or inter-) 5
9.6 Communication lines and equipment necessary (ISDN, dial-up, others) to handle branch
operations 5
Sub-section total 30 0
10 Multiple languages Can the software handle multiple languages or could it
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Flexibility Page 7
10.1 § Supports local language (if written) 5
10.2 § Can support languages on a user basis—multiple languages simultaneously 5
10.3 § All messages are in the language of choice 5
10.4 § All screen information is presented in language of choice 5
10.5 § Multiple language support requires recoding (language is hardcode) or is intrinsic to the
system (language is parameterized) 5
Sub-section total 25 0
11 Multiple currencies Can the software handle multiple currencies or could it
11.1 Supports local currencies and foreign currencies 5
11.2 § Supports payments and disbursements in different currencies 5
11.3 § Supports foreign exchange exposure calculation facilities 5
11.4 § Handles maintenance of value accounts and other inflationary risk mitigation functions 5
11.5 Handles consolidation of reports in different currencies 5
Sub-section total 25 0
TOTAL 490 0
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Flexibility Page 8
Weighted ratings
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Flexibility Page 11
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Usability Page 12
Usability
Topics and Criterias Weight Rate Comments
1 Ease of Use and User-Friendliness Ability of the user to perform needed tasks easily and
§ Amount of training required for users, who provides it? Where and how do people get trained?
1.1 Is it convenient or disruptive to operations? 5
1.2 § Quality of user documentation 5
1.3 § Usefulness of on-line help (detail, ability to drill-down through topics, hyperlinks, etc.) 5
1.4 § Straight-forwardness of operations 5
1.5 § Easy error correction 5
1.6 § Program does not bomb out or crash when the user does something unexpected 5
1.7 § Prompts or guides user to correct actions 5
1.8 How easy it is to set-up and maintain the system (change a/c types, bs codes etc) 5
Sub-section total 40 0
2 User Friendliness For the most part, ease of use can be determined through the
2.1 § Graphical vs. text-based user interface (e.g., Windows vs. DOS) 5
2.2 § Physical appearance, layout, and logic of screens and menus 5
2.3 § Screens flow logically and consistently 5
2.4 Appropriate information displayed for each level or type of user 5
2.5 § Provides a mechanism for mass data entry 5
2.6 § Consistent language and verbiage throughout 5
2.7 § Error messages in “user-ese” not “tech speak” 5
2.8 § Consistent and logical use of color to assist user where possible 5
2.9 § Keyboard and mouse access to all major functions 5
2.10 § Follows general platform standards (Microsoft for PCs, etc.) 5
Sub-section total 50 0
TOTAL 90 0
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Usability Page 13
Weighted rating
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Reporting Page 14
Reporting
Topics and Criterias Weight Rate Comments Weighted rating
Adequacy and accuracy of the standard reports produced by
1 Reports the system. Includes how easy and useable the different
reports are.
General
1.1 § CGAP suggested reports 5 -
1.2 § Micro-Banking Bulletin standard reports and report formats 5 -
1.3 Consolidated, as well as separated, reporting capabilities 5 -
1.4 § User modifiable report formats 5 -
1.5 § Reports according to audience (manager, operations, supervisory, etc.) 5 -
1.6 § Report formats are clear and readable 5 -
1.7 § Budget vs. actual reporting is possible 5 -
1.8 § Prompts or guides user to correct actions 5 -
Management reports:
1.11 § Key statistical summaries 5 -
1.12 § Cash-flow projections 5 -
1.13 § Branch office and loan officer performance 5 -
Operational reports:
1.21 § Daily listings 5 -
1.22 § Daily delinquency reports 5 -
1.23 § Portfolio quality reports 5 -
Financial reports:
1.31 § Trial balance 5 -
1.32 § Daily sub-ledger reports 5 -
1.33 § Daily transaction reports 5 -
1.34 § Monthly, quarterly, and annual financial statements 5 -
1.35 § Ratios and trends 5 -
1.36 § Clear, correct calculations of ratios and indicators 5 -
1.37 § Audit trail 5 -
1.38 § Accounts for inflation and subsidy adjustments 5 -
Customer reports:
1.41 § Statements 5 -
1.42 § Balances 5 -
1.43 § Queries 5 -
Sub-section total 125 0
The mechanism through which reports are created. Does the
2 Report Generation system provide standard (“canned”) reports and does it allow
the user to generate additional reports without requiring
assistance from the software vendor?
2.1 § Batch report generation 5 -
2.2 § Ad-hoc report generation 5 -
2.3 § Canned reports 5 -
2.4 § User-defined reports 5 -
2.5 § Report generation tool (crystal reports, etc.) 5 -
§ Report information can be dumped into a file readable by standard word processing or
2.6 spreadsheet software 5 -
2.7 § Printer and paper size requirements 5 -
2.8 § Reports are generated frequently and are useful to intended audience 5 -
Sub-section total 40 0
TOTAL 165 0
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Standards and Compliance Page 15
Standards and Compliance
Topics and Criterias Weight Rate Comments
The topic area asks whether the accounting portion of the
1 Accounting Soundness and Standards software product meets generally held standards and process
accounts in a sound and consistent way.
1.1 § Accounting package can be modified to meet local legal requirements 5 0
1.2 § Adheres to GAAP and/or IAS provisions 5 0
1.3 § Adheres to French accounting principles (where appropriate) 5 0
1.4 § On-line or batch ledger updates 5 0
1.5 § Posting order for partial or late payments 5 0
1.6 § Categorizing current vs. delinquent loans 5 0
1.7 § Accrual vs. cash 5 0
§ Existence of accounts to handle interest and principal due but not received separate from
1.8 “accrued” 5 0
1.9 § Software ceases to accrue interest on late loans 5 0
1.10 § When savings interest is accrued, posted, and compounded 5 0
Sub-section total 50 0
The activities of many microfinance institutions are under the
purview of governmental and supervisory regulators. Whether
2 Governmental and Supervisory Adherence
a software package meets these requirement and regulations
is the focus of this topic.
2.1 § Meets government/supervisory regulations 5 0
2.2 § System can be easily modified to meet changes or additions to regulatory body requirements 5 0
2.3 § Supports reporting requirements of central bank 5 0
2.4 § Integrated into the national payment system 5 0
Sub-section total 20 0
TOTAL 70 0
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Administration and Support Page 16
Administration and Support
Topics and Criterias Weight Rate Comments Weighted rating
Built-in safeguards of the system to prevent illegal or
1 Security accidental alteration of the data files.
Look for presence of major security procedures.
§ Different levels of user access with functions reserved for specific user levels (integrated into
1.1
the user interface) 5 0
1.2 Supports different user views based on user permissions and types 5 0
1.3 § User passwords 5 0
1.4 § Does the system prompt users to change their passwords on a regular basis? 5 0
1.5 § Users restricted to specific activities 5 0
§ Inherent security of the database and system architecture, protecting the system from both
1.6direct attacks and “back door” entry, the isolation of the database, and proper firewalling 5 0
1.7§ Encryption of the database and passwords 5 0
1.8§ Notification of file violations 5 0
1.9§ Audit trail on transactions that identifies user 5 0
1.10 § System violation log 5 0
1.11 § Time-of-day or terminal access restrictions 5 0
1.12 § Self-auditing program 5 0
1.13 § Off-site data storage of records 5 0
Sub-section total 65 0
Provisions to store completed transactions, balances, and
statements safely, and to restore this information if
2 Backup and Recovery
necessary. Ability of the software to accurately recover from
an accidental or improper shutdown.
2.1 § Automatic end-of-day processing, with built-in recovery mechanisms 5 0
2.2 § Length of time required for backup 5 0
2.3 § Full vs. incremental backups 5 0
§ Does system provide for (or require) full backups on a regular basis—such as weekly or
2.4 monthly 5 0
§ When restarting the system, correctly completes or restarts transactions or activities to avoid
2.5 duplication of entries or lost data 5 0
2.6 § How difficult and timely is the recovery process 5 0
2.7 § System keeps track of current status and activity for both the central processing and each user 5 0
§ Does the system have archival facilities for off-loading old, unused data (to keep the database
2.8 from growing exponentially) 5 0
Sub-section total 40 0
Ability of the system to either recover after a crash (either
software or externally induced) or remain on line during such
3 Fault Tolerance and Robustness an incident. Since information is the primary resource for
managing any financial organization, it is imperative that the
software maintains the information integrity of the data.
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Administration and Support Page 17
3.1 § For a networked system, the system remains on-line if the network goes down 5 0
3.2 § Notification to user of transactions not completed 5 0
3.3 § System continues to function properly despite database or operating system errors 5 0
§ System handles major errors “gracefully” by providing users adequate time and information to
3.4 react correctly 5 0
Sub-section total 20 0
Most systems require some sort of administrative
intervention to perform end-of-period processing such as
4 End-of-Period Processing interest calculation on deposits and reporting. This topic
covers how well the system handles the different end of
period procedures.
2.1 § Proper interest posting and compounding 5 0
2.5 § Late fees and penalties are calculated correctly 5 0
2.6 § System correctly “closes the books” and prepares for end of period reporting 5 0
2.7 § Transactions are moved from the journal to the general ledger 5 0
2.8 § Period durations: daily, weekly, monthly etc 5 0
Sub-section total 25 0
5 Support infrastrutcure and maintenance
5.1 § Years in business 5 0
5.2 § Financial strength of vendor 5 0
5.3 Number, size and length of installed systems 5 0
Location of nearest support office 5 0
Response times & levels 5 0
Support hotline 5 0
Number and technical ability of support staff 5 0
Access to source code (if appropriate) 5 0
Support of code changed by institution 5 0
Upgrade support and timeline 5 0
Change request procedure 5 0
Support capabilities (installation, data conversion, customization, training, day-to-day tech
support) 5 0
System manuals and training materials 5 0
Sub-section total 65 0
6 Version control and upgrade strategy
6.1 § Source code maintenance 5 0
Clear versioning of software (versions currently in use, production; functionality supported by
each version) 5 0
Clear upgrade strategy (dev can explain how to upgrade, and time/effort involved) 5 0
Rollout mechanisms used: Big Bang, Parallel 5 0
Sub-section total 20 0
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Administration and Support Page 18
TOTAL 235 0
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Tech Specification Page 19
Technical Specification and correctness
Topics and Criterias Weight Rate Comments
1 Technology and architecture
1.1
§ Architecture (networked/standalone, client-server etc) 5 0
1.2 Database platform used 5 0
1.3 Hardware 5 0
1.4 Operating system 5 0
1.5 Network 5 0
1.6 Development methodology (traditional, OOP…) 5 0
1.7 Programming language 5 0
1.8 Infrastructure (electricity, telephone etc) 5 0
1.9 Source code control 5 0
1.10 Client/member centric vs loan/product centric 5 0
Sub-section total 50 0
2 Performance
2.1 User interface (how quickly is screen updated, lists shown etc) 5 0
2.2 Report generation speed (daily, weekly etc) 5 0
2.3 Multiple users (at which point performance starts to degrade) 5 0
2.4 Performance degradation as database grows 5 0
2.5 Storage requirements of an empty system 5 0
2.6 Client data (space req'd per client) 5 0
2.7 Product data (space reqd per loan/savings product) 5 0
2.8 Maximum limits 5 0
Sub-section total 40 0
3 Number and date handling
3.1 Maximum amounts the system can handle 5 0
3.2 Dates the system can handle (>Y2K) 5 0
Sub-section total 10 0
TOTAL 100 0
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Cost Page 20
Pricing and Cost
Topics and Criterias Weight Rate Comments
1 Pricing and costs
1.1
Base price and pricing policy 5
1.2 Customization and development costs 5
1.3 Additional costs for computer and network hardware 5
1.4 Additional costs for source code 5
1.5 Maintenance and support fees 5
1.6 Administrative costs (internal support) 5
1.7 Installation and training costs 5
1.8 Documentation costs 5
1.9 Conversion costs (moving from old system) 5
1.10 Costs of future upgrades and new releases 5
1.11 Overall costs per user and costs per IT staff 5
1.12 Price appropriate for complexity/functionality 5
1.13 Overall value proposition (functionality as a function of cost) 5
Sub-section total 65 0
TOTAL 65 0
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Cost Page 21
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125324d4-edaa-4a9c-b683-8bda53b87659.xls
