IMF Team brIefed on GIFMIS

A team from the International Monetary Fund (IMF)   has been briefed on the status of implementation of the Ghana Integrated Financial Management Information system (GIFMIS) Project. It formed  part of the working visit of the Fund to Ghana to gather data to determine how the economy  is being managed.
Mr Shiraj Tanko, Project Accountant made the presentation. Find   an abridged version of the presentation


ABRIDGED VERSION OF THE TECHNICAL PRESENTATION OF GIFMIS AT   A MEETING  HELD ON  MONDAY, FEBRUARY 17,2014  WITH AN IMF TEAM ON COUNTRY ASSESSMENT OF THE ECONOMY
 
1.0    Public Financial Management (PFM) Information Systems;  
1.1    A harmonized Chart of Accounts (CoA) ; Developed in 2011,  based on the Government Finance Statistics (GFS 2001) Manual for the purposes of  budget preparation, execution, accounting, financial reporting , and audit.  The budgets for 2012 to 2014 financial years were prepared using the harmonized CoA on the Activate Budget preparation system.  
1.2    Procure to Pay (P2P) Rollout: All the 33 MDAs and the 10 Regional Treasuries are using P2P for the consolidated funds.  P2P is able to track and capture the arrears attributable to the consolidated funds more accurately than in the previous years, when there was no P2P system. In future years, it is expected that the expenditure payment arrears will decline due to Commitment Certification and other system control processes in the P2P system.
1.3    Extending network connectivity to outstanding Spending Units (SUs) in Accra:   210 Spending Units  (SUs) out of 250 SUs (84% achievement)  have been connected  to the GIFMIS system. This is 110% increase over 2012.   Completion of connectivity and going live at 40 additional SUs in Accra are expected by June 30 2014. 
1.4    System Rollout to MMDAs:  7 pilot Metropolitan, Municipal and District Assemblies (MMDAs) deployed on consolidated fund resources in Aug 2013.  Capture of all funds (IGF, Statutory, and Donor funds) in 7 pilot MMDAs by March 31 2014, Roll-out of the system in stages; 22 largest MMDAs by Quarter 2 and 50 next largest MMDAs by Quarter 4.

2.0    Installation and deployment of hardware and software infrastructure;
2.1    Programme Based Budget (PBB); The installation  process of the  Hyperion software has started  . The contract is expected to be completed by June 30 2014.
2.2    Payroll upgrade and integration: Upgrade completed  Jan 2014.  The integration process with GIFMIS has started.   The Ghana Education Service (GES)’s    pay roll has been selected  for the   conduct  of Stress Test and is expected to be completed by March 2014. The entire Govt. payroll run on upgraded oracle platform by March 31 2014. 
2.3    Servers and software for Local ICT infrastructure (non-oracle tools for system security, monitoring & helpdesk),  contract  awarded and signed in December 2013 for  the Procurement and installation. Technical Committee has been formed to frame the modalities.
2.4    Human Resource Management Information System (HRMIS)   Installation and deployment of hardware and software infrastructure – HRMIS Core  has begun , 10 HR Functional  and 7 IT support staff were identified and trained in December 2013 to support the project .  System Acceptance Test, 1 st June – 31 st July, 2014 System Go Live by 31 st August, 2014  and Commencement of 1 st year support for the Pilot MDAs, from 1 st Sept , 2014 – 31 st August, 2015. 
2.5    Real Application Clusters (RAC) Data Guard and other Management Tools: RAC provides application in clusters to enhance continuity and to prevent ‘down turn’. Implementation is in  next stages are: (i) complete RAC implementation in Qtr. 1 of 2014 and (ii) migration of Integrated GIFMIS on main GIFMIS Server in April 2014.
 
Integrating  Payroll, HRMIS, and PBB into GIFMIS will help in efficient budget and expenditure management, which is one of the key goals of PFM reform.
 
3.0    Interface with  other public  systems; 
3.1     SWIFT-Bank of Ghana- went live in Oct 2013. (The Society for Worldwide Interbank Financial Telecommunication (SWIFT) provides a network that enables financial institutions worldwide to send and receive information about financial transactions in a secure, standardized and reliable environment).
3.2    EFT rolled-out to all the MDAs and 10 Regional Treasuries was done in November and December 2013 respectively, and have gone live.  (Electronic funds transfer (EFT) is the electronic exchange, transfer of money from one account to another, either within a single financial institution or across multiple institutions, through computer-based systems).
Bank of Ghana (BOG) is resolving the transaction reference. Once it is done, the automatic reconciliation will be done in EFT.
3.3 Interface with Ghana Revenue Authority (GRA) System –Total Revenue Integrated Processing System (TRIPS) & Ghana Customs Management System (GCMS) is at various stages of development and implementation 

4.0    Business Continuity Plan (BCP) including Disaster Recovery (DR) : The technical specifications developed..  Assembled the Incident Management Team (IMT) in Jul 2013. BCP Technical Committee has accepted the BCP Report. The necessary procurement completed is expected  by first quarter of  2014
5.0    Internally Generated Funds (IGF) on board GIFMIS (1st on GL followed by P2P)  Teams have been formed to prepare the activities and the timeline for the rollout of these funds on a pilot basis (by March 31 2014) and   full rollout by end June 2014.
6.0    Fixed Assets and Accounts Receivable: Teams also have been formed to prepare the activities and the timeline for the rollout of Fixed Assets and Accounts Receivable. 
The training on Account Receivable (Revenue)  has been held for  the  Ghana Revenue Agency (GRA)  Revenue through Account Receivable is expected to go live in GRA on Feb 10 2014 and full  rollout to be completed by June 30 2014. 
7.0    Service Desk (Help Desk) It consists of 3 dedicated staff who provide user-support. 
8.0    PFM BUSINESS PROCESSES AND CONTROL SYSTEMS (BUDGET REFORM STRATEGIC), using the Programme Based Budget  (PBB)  will ensure transparency in the government budget process. Budget Working Group (PBWG) have been set up in all MDAs. Each Budget Working Groups consisting of at least two (2) officers from each Budget Cost Centre was formed in all MDAs. The groups are to facilitate the preparation for full roll out of PBB.
9.0    CASH MANAGEMENT STRATEGIC SEGMENT  New Loan and Fiscal Agency Agreement (between the Minister of Ministry of Finance-MoF   and the   Bank of Ghana-BoG)    was  signed in August 2013.  stock taken  of GoG Bank accounts at both BoG and Commercial Banks . Out of 6255 commercial banks, 5000 banks have been identified for rationalization.  As of date, 1700 bank accounts have been closed.
10.0     PFM BUSINESS PROCESSES AND CONTROL SYSTEMS: The Controller and Accountant General’s Department (CAGD) IPSAS Compliance Working Group (ICWG)   was  set-up in Dec 2013 with 9 members comprising staff of  CAGD, MoF, and Institute of Chartered Accountants – Ghana. 
11.0    Establishment of  functional Treasury Single Account (TSA)  This include IGFs/Commercial Bank Accounts. At present, TSA only covers GoG budget funding from the national budget.  Full TSA covering all funds is expected to be achieved by end of 2014
        
SUMMARY
 
GIFMIS has facilitated (will facilitate) the following:
 
•Heads of institution will now have access to generate various budget execution reports for use in monitoring and control
 
•Budgetary control is now being exercised over goods /services and investment
 
•Payroll control will be achieved with the integration of GIFMIS to the payroll
 
•EFT will facilitate bank reconciliation and will be automated thereof.