Human Resource Management Information System


BRIEF BACKGROUND 

At a Mission of the DPs, it was agreed that the HR component of GIFMIS should be activated to make the financial management project more holistic, more especially because of the increasing wage bill of the Government and the increasing desire for improved performance. 

It was thought necessary to add HRMIS to GIFMIS to ensure that Human Resource Management is linked to the payroll for effective planning and controls. 


 

RATIONALE FOR THE HRMIS 

1.To establish a comprehensive, common Human Resource database of all public service employees with the view to strengthen controls around: 

• Entrance 

• Exit 

• Promotions and 

• Positions across the various service groups

 

2. To mitigate the problems associated with the current system through the use of a common technology platform for HRMIS of all the public services of Ghana. 

3. To address the problem of: 

• Multiple stand-alone HRMIS in the public service, which do not facilitate composite data analysis of HR. 

• Unreliability of HR information for planning, capacity utilization, deployment, promotion and efficient payroll management. 

4. To address the problem of generating a reliable employee report. 

5. To improve establishment controls and impact the integrity of the payroll. 


 

SCOPE OF THE HRMIS PROJECT 

• The project is being implemented in 3 phases. 

• Phase 1 will end with the current GIFMIS project. 

• Phase 1 will cover core/Fundamental HR elements or Modules, which include: 

i. Establishment Control / Position Management 

ii. Employee Profile Management 

iii. Employee Cost (Compensation & Benefits) management 

iv. HRMIS Integration with payroll 

 

Phases 2 & 3 will be implemented only upon: 

a. Successful implementation of Phase one 

b. Confirmation of availability of funds 

c. Government priority at the time 

 

Phase 2 will cover Secondary HR modules, which include: 

• Recruitment and selection 

• Training and Development 

• Absence Management 

• Termination 

• Postings/ Transfer/ Secondment 

 

Phase 3 will cover other HR modules, referred to as Talent Management, including: 

• Performance Management 

• Career and Successful Planning 

• Competence Management 

• Learning Management 

• Time Management 


 

STATUS OF IMPLEMENTATION 

A HRMIS Steering Committee Constituted with membership drawn from: 

• Public Services Commission (PSC).

• The Office of the Head of Civil Service (OHCS). 

• Local Government Service Secretariat (LGSS). 

• Ghana Education Service (GES).

• Ministry of Finance and Economic Planning (MoFEP).

• Ghana Statistical Service (GSS). 

• Advance Information Technology Institute- Kofi Annan Centre of Excellence (AITI-KACE).

• National Information Technology Agency (NITA).

• Controller and Accountant General’s Department (CAGD). 

• GIFMIS Secretariat. 

 

4. Developed White Paper and Presentation on Position Management. 

5. Developed HRMIS Functional & Technical Requirements. 

6. Selection of Pilot MDAs for the first phase : 

• Public Services Commission (PSC).

• The Office of the Head of Civil Service (OHCS). 

• Local Government Service Secretariat (LGSS). 

• Ghana Education Service (GES).

• Ghana Statistical Service (GSS). 

• Ghana Health Service  (GHS).

• Ghana Police Service. 

• Ghana Prisons Service.

7. Intensification of sensitization programmes 

8. Undertaken detailed Business Processes on the three areas: 

i. Position/Establishment Management. 

ii. Employee Profile Management.

iii. Employee Cost Management. 

 

Programme Based Budget

 


Introduction

Programme Based Budget 

The Reform is expected to change the Budget classification from Activities to Programmes and introduce performance information in our budget system.  It is expected to:

• Ensure stronger Linkage between public spending and determined results.

• Ensure improved efficiency in the allocation and utilization of resources.

• Focus on more strategic budget information to promote understanding and debate in parliament. 

• Improve accuracy of budget information. 

• Shift emphasis of budget management from activities to delivery of outputs/ results.


Design and Deployment 

As part of efforts to improve the entire budget system, the GoG requires a budget preparation software that will be responsive to their requirements. The new system should: 

• Seamlessly integrate with the GIFMIS 

• Include strategic planning process in the budget and: 

• Improve consistency of data in both applications and effectiveness in the entire budget preparation and management cycle 

• The proposed system will allow Ministry of Finance to reduce the time associated with preparation and producing Budget information, as well as the production of management reporting, either internal or external. 


Focus  

• Trained critical mass of staff of all MDAs in the preparation of Programme Based Budgeting. 

• Provided Technical support to MDAs in the preparation of 2014-2016 Budget using the PBB format. 

• 2014-2016 Budget prepared and approved (appropriation act) in PBB format. 

• Assessment/ Evaluation of PBB Implementation.  


Status – on track 

• Budget Process Workflow Definition completed. 

• Meeting/ Consultations with key stakeholders – GIFMIS, FWSC, MOF PID. 

• Analysis (60%) and Design (40%) completed. 

• Standardization of MDAs operations. 

• Budget Process Workflow Definition completed. 

• Meeting/ Consultations with key stakeholders – GIFMIS, FWSC, MOF PID. 

• Analysis (60%) and Design (40%) completed. 

• Standardization of MDAs operations. 

 


Challenges 

• Institutional Arrangement. 

• Appointment of Programme Managers. 

• Capacity of MDAs. 

• Non existence of dedicated Budget Staff. 

• Non availability of baseline data. 

• Getting Parliamentary Select Committees to focus on outputs/ results rather than activities. 

• Allocation of Compensation of Employees Cost to Programmes. 

• Weak M&E Mechanism.  

 


Next Step 

• Complete the design and deployment for  the preparation of 2015 – 2017 budget.

• Review and deepen the implementation process of PBB.

• Engagement of Sector Specialists.

• Recruitment of dedicated staff.

• Implement our change management and communication plan.

• Review of Manuals/ Guidelines.  

• Training of Budget Staff on New Software.

• Roll-out of PBB to MMDAs.

• Strengthen M&E systems in MOF and MDAs.  

 

 

 

 

 

GIFMIS Financial

 


 Description 

The Ghana Integrated   Financial  Information  Management System (GIFMIS) is based on Oracle E Business Suite R12.1.3 version with major financial modules as below.

• Purchasing - for Purchase Requisition, PO, SRA 

• Accounts Payable - for logging Invoices/ PVs, creating accounting and tracking liabilities, including multi-year commitments. 

• Cash Management- Managing Bank Account, Bank Transfer, Bank Reconciliation, Cash Pooling and  cash forecasting, etc. 

• General Ledger- Repository of all accounts 

• Accounts Receivable- for tracking revenue 

• Fixed Assets register-for tracking assets  


Scope of GIFMIS 

1. Institutional Scope

•GIFMIS to be deployed to all Ministries,Departments and Agencies(MDAs)  and Metropolitan,Municipal and  District Assemblies(MMDAs) 

2. Funds to be covered by GIFMIS  

•Consolidated Fund 

•Donor Funds 

•Statutory Funds 

•IGFs 

•Any other public funds 

 

3. Systems Integrate/Interface with: 

•Programme Based Budgeting (PBB) 

•Payroll & HuRMIS (PSC) 

•CS-DMRS (DMD-MoFEP) 

•E-Monitor  (Non-Tax Revenue- MoF) 

•PIMS (PID- MoF) 

•TRIPS & GCMS (GRA)  

•T-24& SWIFT (BoG)  

•E-Procurement (Public Procurement Authority

 


 

Update 

1.Procure to Pay (P2P) Rollout

As at 30 April, all the 33 MDAs and the 10 Regional Treasuries are using P2P for the consolidated fund. 

 

2.Network Connectivity to Outstanding Spending Units (SU s) in Accra:

As at April 30 2014, there are 230 identified SUs in Accra. Out of this, 189 have been connected (82%). The balance left to be connected is 41 SUs (which are using TPCs to process their transactions). Network connectivity has been extended to 72 headquarters SUs that are using the TPCs, since the last Mission of Oct to Nov 2013.

 

3. Payroll upgrade and integration

This  was completed and went live in Jan 2014.  Post Production Support completed. April 2014 payroll run completed on the R12 instance.

 

4. SWIFT and Electronic Fund Transfer (EFT) and Electronic Bank Reconciliation Swift.

EFT & SWIFT went live in all MDAs  in Oct 2013 and in all the 10 Regional Treasuries in Dec 2013.EFT is running at all MDAs and the Regional Treasuries but without automatic reconciliation.

 

5. Implement Business Continuity Plan (BCP) including Disaster Recovery (DR).

The Technical Team has initiated the work on implementing the recommendations of the BCP Report. Final list of infrastructure requirements  was prepared and  it is currently being reviewed

 

6.TRIPS and GCMS:  

TRIPS: Number of discussions was held between GIFMIS Technical Team and Commercial Banks and updates were done. Sample file tested and the feedback sent to TRIPS Team. TRIPS has sent the file to GIFMIS through File transfer Protocol (FTP) server.

 

7. Ghana Customs Management System (GCMS):

BoG has provided a test instance for their Automated Clearing House (ACH) transfer of GCMS collections. Testing has been done, linkages have been established, and the 2 systems are exchanging files. 

8. Accounts Receivable 

 ‘Revenue through Account Receivable went live in GRA at the end of Feb 2014.

 

9. Bringing on board in GIFMIS other public  funds 

• Internally Generated Funds (IGF): Substantial progress has been made. pilot MDAs – MoH and MoE  - went live (expost basis) on March 24 2014 

• Donor Funds: Ministry of Finance and GIFMIS have been selected as pilots to implement GIFMIS Project on ex-ante basis.

 

10. Fixed Assets on board GIFMIS

Substantial progress has been made. Inventory of property, plant & equipment has been completed for the 5 pilot MDAs. Information gathering meetings were conducted with the 5 pilot MDAs from Jan 31 to Feb 15 2014 and 10 additional MDAs in April 2014

 

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