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INTEGRATED FINANCIAL MANAGEMENT INFORMATION SYSTEM (IFMIS) FOR MALAWI

Main Goal

The main purpose of implementing IFMIS is to improve financial management in Government.

Specifically, the objectives of implementing IFMIS are to:

  • Control over expenditure in Government;
  • Produce timely financial reports;
  • Enhance transparency and accountability in government.

To achieve this goal Government of Malawi (GoM) is implementing 2 IFMIS applications: one for Central Government and the other for Local Government.

Central Government IFMIS

GoM started Central Government IFMIS implementation since the mid- nineties. Originally, an attempt was made to set up the system using the application software package CODA Financials. However, it was noted that CODA Financials would not be able to support the Government’s requirements.

A decision was made to replace the system and GoM adopted EPICOR based IFMIS which was then being used by the Tanzanian Government.

With technical support from Soft Tech Consultants Limited, Epicor version 7.2 was acquired and customized in 2005. The version was later upgraded to Epicor 7.3.5 in 2008. Government has been implementing IFMIS using this version to date.

The following modules were purchased and implemented: (i) System Manager (ii) General Ledger with FRX Report Writer (iii) Accounts Payable (iv) Accounts Receivable (v) Purchase Order (vi) Cash Management including Consolidated Reconciliation (vii) Multi-Currency Management

(viii) Exchequer System (ix) Commitment Control (x) Revenue Receipting and Accounting System (xi) Active Planner.

Currently, the system has been implemented and rolled out to 56 Ministries, Departments and Agencies (MDAs), also known as votes.

New IFMIS for Central Government

GoM noted that the current version of Epicor is old and is not meeting the changing needs and requirements for improved financial management. GoM, therefore started the procurement of a new IFMIS platform since 2013.

The process started with a Business Process Re-engineering that resulted in the definition of functional and non-functional requirements for a new IFMIS.

Secondly, a rigorous International Competitive Bidding (ICB) process using World Bank procedures was done with an advertisement inviting for bids. Currently GoM is currently finalizing the evaluation process in order to award a contract to a successful bidder.

GoM plans to have a new IFMIS platform operational from 1 July, 2019.

  

Managing Current IFMIS for Central Government

Government shall continue using the current IFMIS platform until a new IFMIS is operational. In order to ensure that the current IFMIS remains operational, a number of strategies have been implemented and some are in pipeline. Some of the interventions are as follows, GoM:

  1. Has developed an IFMIS Protocol;
  2. Has institutionalized daily reconciliation;
  3. Has set up a pre-audit function;
  4. Has revived the Disaster Recovery Site (DRS). Currently IFMIS information is being replicated at an offsite;
  5. Has implemented continuous monitoring of IFMIS transactions through the implementation of Audit Command Language (ACL) data analytics software;
  6. Has upgraded the Government Wide Area Network (GWAN) at Capital Hill by installing new fiber cables and network equipment;
  7. Has operationalized the Multi-Currency functionality in IFMIS;
  8. Started paying salaries through Electronic Funds Transfer (EFT); 9. Recently conducted several end user training in IFMIS;
  9. Is finalizing the interface between Human Resources management Information System (HRMIS) and IFMIS;
  10. Is finalizing the interface between Local Government IFMIS and Central Government IFMIS.

GoM has the following immediate plans for current IFMIS: 1. Rolling out GoM payments through EFT; 2. Improve data replication by introducing replication at virtual machine level using VEEAM.

Local Government IFMIS

Further to Central IFMIS, GoM started implementing IFMIS for Local Government since 2008. Government adopted Microsoft Dynamics (NAV) 2009 R2 Enterprise Resource Planning (ERP) application for Local Government. With technical support from Technobrain Limited, a phased implementation approach was adopted. The phases were: • Phase One- Piloting Phase covered 5 Councils

  • Phase two- Covered 12 Councils
  • Phase three- Covered 5 Councils
  • Phase Four- Covered 5 Councils
  • Phase Five-Covered 8 Councils

Currently the system has been fully implemented in 35 councils and is technically managed by the National Local Government Finance Committee (NLGFC) which is mandated to ensure effective financial management and accountability of Local

Governments while the Accountant General’s Department has an oversight role on the overall system management.

The following modules were purchased and implemented: (i) General Ledger (ii) Procurement (iii) Accounts Payable (iv) Accounts Receivable (v) Stores Management (vi) Revenue Management (vii) Fixed assets Management (viii) Cash Management (ix) Fleet Management (x) Approvals and Workflow (xi) Property Management (xii) Project Management (xiii) Reports

For further information, please contact us through:

The Accountant General,

Department of Accountant General (AGD),

P.O. Box 3040,

Capital City,

Lilongwe 3.

Malawi.

Telephone: +265 1 788 533

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

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Vision

To be an independent assurance and consulting activity respected for the quality and impact of our work in supporting the Ministry to improve Risk Management, Controls and Governance Processes.

Mission

The Mission of the Internal Audit Function is to provide an independent objective assurance and consulting service designed to add value and improve the Ministry’s operations.

Reporting structure

In order to maintain independence and objectivity, the head of internal audit reports functionally to the Chairperson of the Audit Committee and administratively to the Controlling Officer.

The Audit Committee

The Ministry has an audit committee which is composed of five members who are appointed by the Chief Secretary to the Government. These members are non serving civil servants and their appointment is upon meeting specified criteria.

Institutions audited

Under the jurisdiction of the Ministry’s internal audit function are the following:

  • Ministry Headquarters-Treasury
  • The Accountant General’s Department
  • The Department of Economic Planning and Development
  • National Statistical Office(NSO)
  • Sub vented Organizations

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The purpose of this section is to ensure that all equipment in the Ministry is operating, updating of website so that there should be no complaints when logging in. 

To achieve this, the section carries out the following:-

  • Mobilization of resources for updating website;
  • Provide training on basic use of ICT equipment;
  • Maintenance of Software and Hardware

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The purpose of the section is “to provide Human Resources for the Ministry” To achieve this, the section carries out the following functions:-

  • Processing and determining workloads, staffing and grading requirements and appropriate organization structures for the ministry;
  • Planning and development/training of human resources for the ministry;
  • Responsible for the management of personnel records, personal emoluments and recruitment.

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