Topic centralised infrastructure decentralised operations for lga ifmis
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UNITED REPUBLIC OF TANZANIA. PRIME MINISTER’S OFFICE REGIONAL ADMINISTRATION AND LOCAL GOVERNMENT. TOPIC: CENTRALISED INFRASTRUCTURE DECENTRALISED OPERATIONS FOR LGA IFMIS. Presentation to DPG – Dar es Salaam October 2012. Presentation Outline. IFMS Model

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TOPIC: CENTRALISED INFRASTRUCTURE DECENTRALISED OPERATIONS FOR LGA IFMIS

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Topic centralised infrastructure decentralised operations for lga ifmis

UNITED REPUBLIC OF TANZANIA

PRIME MINISTER’S OFFICE

REGIONAL ADMINISTRATION AND LOCAL GOVERNMENT

TOPIC: CENTRALISED INFRASTRUCTUREDECENTRALISED OPERATIONSFOR LGA IFMIS

Presentation to DPG – Dar es Salaam

October 2012


Presentation outline

Presentation Outline

  • IFMS Model

  • Proliferation of bank accounts at LGA

  • ICT Centralized Infrastructure decentralized operations

  • Required Support

    • Operationalisation of Epicor 9.05


Proliferation of bank accounts

Proliferation of Bank Accounts

  • Historical Reasons for many Bank Accts

    • Inability to segregate balances

    • Poor Records –> poor reporting

    • Poor control –> misappropriation

    • Poor management –> lack of trust

    • Projects –> proliferation of systems and accounts

  • Problems of many Bank Accts

    • Lack of consolidated view

    • Poor control / diffused responsibility

    • Inability to account properly

    • Inability to reconcile

    • Operating outside the financial system

    • Source of many audit queries


Consolidated bank accounts best practice

Consolidated Bank Accounts – Best Practice

  • Overcomes problems BUT how do we address concerns?

    • Segregate balances (cost center, project, activity..)

    • Strictly limit transactions to designated funds (budget & allocation)

    • Provide instant and accurate reporting to stakeholders on fund utilization

    • Rebuild trust, assure stakeholders


Consolidated bank accounts

Consolidated Bank Accounts

  • So HOWdo we do that?

    • Commitment control against budget and / or allocated funds

    • Limit users to specific account codes

    • Approvals levels

    • Enter, Review, Approve & Post online with segregation of responsibilities - allows any errors to be caught in time

    • Generate online / printed reports on demand

    • Operate with integrity and transparency

    • Sanction inappropriate actions


Topic centralised infrastructure decentralised operations for lga ifmis

ICT CENTRALIZED INFRASTRUCTURE DECENTRALIZED OPERATIONS


Centralised ifmis infrustructure

CENTRALISED IFMIS INFRUSTRUCTURE

PMORALG - Dodoma

Other Approved

Entities

LGA

RAS

Users

Primary

Data

Center

PMORALG

Dodoma

Users

Users

Users

National Network

Backup

Data

Center

AccGen

Dar

AccGen - Dar

Users


Topic centralised infrastructure decentralised operations for lga ifmis

CENTRALISED IFMIS INFRUSTRUCTURE


Key actors roles responsibilities

KEY ACTORS ROLES & RESPONSIBILITIES

RAS

RAS

LGA

LGA

LGA

LGA

AccGen

PMORALG

PMORALG

Maintain Application

Maintain Databases

Maintain Servers

Manage WAN

Technical Support

Application Support

System Administration

Training Content

Mail Administration

Central Website

Monitoring

National Reporting

AccGen

Maintain Backup System

Monitoring

National Reporting

National Accounts

Primary

Data

Center

PMORALG

Dodoma

Backup

Data

Center

AccGen

Dar

National Network

  • LGA

  • Operate & Control Own applications & database

  • Data Entry / Approvals / Reports / Queries

  • Customer Service

  • Internal Audit

  • Manage Local Data

RAS

Monitoring (Regional LGA’s)

Guidance

Regional Reporting


Centralised infrastructure decentralised operations benefit

Centralised Infrastructure Decentralised Operations – Benefit

  • Technical

    • Small core technical support team at the center

    • Standardized infrastructure

    • Easy upgrade / growth of core system (space, processing ability, technology changes)

    • Uninterrupted upgrades

  • Support

    • Easy access to data and hence ease of diagnosing problems

    • Use online tools for guidance, training and support

    • Host training material centrally which is easily accessible

  • Financial

    • Reduced capital investment

      • Terminals & printers only at sites

    • Lower Running Costs

      • Economies of scale

      • Lower maintenance and support costs

11


Topic centralised infrastructure decentralised operations for lga ifmis

ICT CENTRALIZED INFRASTRUCTURE DECENTRALIZED OPERATIONS CHALLENGES & REQUIRED SUPPORT


Epicor ict challenges

Epicor ICT Challenges

  • Geographical locations of LGAs. Technology used (VSAT & Fiber – Good; ADSL & Radio – Bad);

  • Limited financial resources;

  • Unstructured LAN at some LGAs;

  • Fear of centralized infrastructure;

  • Unreliable power supply; and

  • Poor earth resistance;


Required support finance

REQUIRED SUPPORT - Finance

  • Financial Resource is required:-

    • To improve last mile connectivity;

    • For earth resistance rectification;

    • To install and commission structured LAN;

    • To train ICT HR at all levels;

    • To conduct change management session;

    • For system upgrade and update;

    • For payment of licenses and software fees;

    • For payment of connectivity charges currently stand at 90Mil per month; and

    • For adding more MIS system in PMORALG infrastructure


Topic centralised infrastructure decentralised operations for lga ifmis

IMPLEMENTATION OF EPICOR VERSION 9.05


Topic centralised infrastructure decentralised operations for lga ifmis

Application Modules in Epicor 9.05

Epicor 9.05 includes many features and operates through the following Modules:

  • System Management

  • General Ledger

  • Accounts Receivable

  • Cash Management

  • Material Management

  • Accounts Payable


Epicor modules interfaces

Epicor Modules Interfaces

AR

CM

AP

Purchase

General Ledger

Chart of Account

Reports


Classification of funds

Classification of Funds

Funds defined by LGA chart of Account structure are classified by

  • Cost Centre

  • Fund type

  • Fund sources

  • Project codes


Chart of account structure

Chart of Account structure

72–3014-500A–1–2–0000-A01S01–220102 Computer


Various reports in epicor

Various Reports in Epicor


Key stakeholders epicor reports

Key Stakeholders – Epicor Reports


Ifms benefits

IFMS Benefits

The implementation of IFMS is focusing to achieve the following benefits

  • LGAs’ Budget control and monitoring

  • Centralized analysis

  • Transparency and accountability

  • Control and oversight

  • Compliance of reporting standards


Concluding remarks

Concluding Remarks

  • It is observed that, application of computerized accounting in LGAs has a greater impact in better financial management, However IFMS is complex projects (people, processes, procedures, stakeholders involvement, behavior change), and it requires persistent efforts to make it a success.

  • Epicor 9.05 will simplify the accounting transactions where all financial reports including final accounts will be generated from the system


Topic centralised infrastructure decentralised operations for lga ifmis

Thank you for listening


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