P Murphy, IFMIS Nairobi Workshop, November Managing IFMIS [P. Murphy]

P Murphy, IFMIS Nairobi Workshop, November Managing the IFMIS Current Role of Key Financial Managers & Users New Roles in an IFMIS oUsers oSuper- users oApplication Support Roles oICT support Roles

P Murphy, IFMIS Nairobi Workshop, November Treasury/ Acc Gen MoFEP MDA/LG Accounting Officer Budget Plan/ Budget Macro Chief Acc Procure- ment Bud Manager Ex Audit Cash Man Fin Rep Fin Man Payroll Liabilities/ Assests Current Key System Users & Organisation Int Aud.

P Murphy, IFMIS Nairobi Workshop, November PFM & the Integrated Financial Management System Macro Model Government Sector Monetary Sector Real Sector Revenue, Expenditure, Financing Framework MTFF/MTEF Tax Policy Debt/Asset Strategy PSIP Aid Mobilization Strategy Priorities Tax RevenueEntreprenurial/Property Income Fees/Charges/Sales Land/Asset/Stock Sales Capital Transfers Investment Income Salary & Wages Employer Contributions Other Goods/Services Interest payments Subsidies/Transfers Fixed Assets Stocks Land Capital Transfers Lending less Repayments - Local Govt - Pub Enterprises - Financial Inst - Other Domestic Financing from - Monetary Authorities - Banks - Other Foreign Financing - IDA’s, Govts & Other Rev Authority Ministry of Finance Executing MDAs Ministry of Finance Ministries, Finance, PC, Donors

P Murphy, IFMIS Nairobi Workshop, November Budget Manager Supports MTEF Dialogue including MDA Strategic Budgeting Dialogue & Scenario. Analysis, Enable multi-year budget preparation, at MDA level. Make available in-year Budget Execution information. Stores values for calculation etc Facilities forecasting of baseline Cash Flow. Budget Analysis, Consolidation, Presentation and Authorisation. Budget Release & Variation. Supplementary Budgets Users (Transactional Users/Analysts/Authorisation/Reports ) Managers (Decision Making/ Information Users) Support (In-house) MoF Macro Unit Users -MTFF/MTEF MoF Budget Officers (Sector/FRame) MoF Finance Officers (Debt/Investment) MoF (Revenue Unit) MDALG Budget/Planning Officers MDALG PS/Accounting Officer/Dept Heads Internal Agencies Macro/MTEF Manager Budget Director Budget Techniques Manager External Agencies Public/DPs/Investors/ Creditors etc Budget Application Support Group -Classification -Access -Budget -Principles/Standards (ICT Support Group) Management of the Budget Module (In House)

P Murphy, IFMIS Nairobi Workshop, November General Ledger Facilitates Framework for System: Organisation parameters Chart of Accounts/Classification Capture Budgets and non-financial data, Bank account details, Fiscal years Journals and postings Database for all transactions and Financial Reporting Examples of Key System Modules Users (Transactional Users/Analysts/Authorisation/Reports) Managers (Decision Making/ Information Users) Support (In-house) MDALG Accountants/Internal Auditors. MDALG PS/Accounting Officers/Dept Heads. AccGen Users – Consolidation & Financial Reporting AccGen Users - (Aid Accounting, Payroll, CF Revenue, Financing etc) AccGen etc Chief Accountants Chief Internal Auditors AccGen (FR Unit) AAG AccGen Application Support Group -CoA/Dat Integrity -Access -Controls/Reporting -Principles/Standards (ICT Support Group)

P Murphy, IFMIS Nairobi Workshop, November Cash Management Provides means to forecast cash outflows, inflows and financing requirements. Monitor actual flows during execution and update forecasts. Provide reconciliation between Bank and IFMIS records. Purchase Order & Commitment Control Enables tracking of complete procurement cycle: request for quote; receipt of quote; issue of purchase order; entering commitment; entering GRN and invoice; matching entries; generating entry Accounts Payable Accounts Payable Contains "vendor" database Defines payment methods and user approval levels Generates payments Prints cheques & Posts payments to GL Other Modules Accounts Receivable, Asset Management, Liability Management, Payroll, Inventory Management, Multi Currency Manger etc Other Key System Modules System Manager Set up entities, users and define user access permissions.

P Murphy, IFMIS Nairobi Workshop, November IFMS ICT Support Structure ICT Operations Data Centre Hardware Environment Operating Systems Database Help Desk Manned by 2 personnel Remote Sites Basic on site Technical Support 1 st line of support Maintenance / Development Contractor Responsibility DB and Apps. Hardware Communications – LAN & WAN Maintenance – Govt Responsibility Generators Suppliers AC suppliers 2 nd line of support Remote Support Hardware Operating System Database + Applications WAN 3 rd line of support

P Murphy, IFMIS Nairobi Workshop, November Application -Required Roles & Responsibilities Facilities Managers Ensure Access Ensure availability for appropriate use Ensure reliability Problem resolution Routine Maintenance Upgrades / updates Security Data backups Ensure systematic expansion Ensure functionality of interfaces to external systems Application Managers Manage users & permissions Ensure availability for appropriate use Manage central functions – setup, chart of accounts, report customization Ensure reliability Problem resolution Routine Maintenance Upgrades / updates Security Ensure systematic expansion Ensure functionality of interfaces to external systems End Users Manage & Operate Business Processes Data entry Validation Authorization Outputs Integrity Data Centre PersonnelFMS and IFMS Accts.Defined Users