MDAs

Information Communication Technology Agency

EDO STATE GOVERNMENT

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Information Communication Technology Agency

Enterprise Resource Planning

ERP software applications can be used to manage product planning, make purchases, maintain and keep track of inventories, interact with suppliers, provide customer service, and track orders.

In Edo state, ERP Financial helps to integrate the business processes of the Government and automates the transaction of government while complying with national and international standards set by International Public Sector Accounting Standards (IPSAS) and Public Financial Management. It has also made decision making and reporting easy for government.

The Agency through the deployment of Oracle ERP is also one of the few states of the federation that has complied with the Government Integrated Financial Management Information System (GIFMIS) and State Integrated Financial Management Information System (SIFMIS).

ERP Financial Unit of the Edo ICT Agency was established after the State Government purchased the ERP solution Oracle 12.1g in the last quarter of 2009 with the following Modules:

 

 

  1. Procure to Pay
  2. Fixed Asset
  3. Account Receivables
  4. General Ledger
  5. Inventory and
  6. Cash Management

The Unit had 13 members of staff in 2009 but has grown to staff strength of 24.

  • Update newly assigned systems to work with oracle.
  • Creating new users in oracle and ensuring that they are able to use the apps.
  • Create and assign responsibilities to new and existing users.
  • Create and update suppliers/contractors so that they are available for oracle P2P transaction.
  • Create and update banks and bank accounts so that they are available for oracle payment transaction.
  • Create, set up and update approval/hierarchies in Approval Management Engine (AME) and Purchasing for MDAs
  • Setting up and updating approval/hierarchies for MDAs
  • Setting up and enabling relevant taxes in the apps
  • Run various reports for MDAs
  • Conduct trainings (both in house and for Subject Matter Experts) periodically.
  • Conduct QA on vouchers inputted into Oracle.
  • Provide support to new MDAs/staff in new roles
  • Provide Second line of support to MDAs
  • Second line response to issues/challenges from MDAs
  • Creating items for inclusion in inventory.
  • Track assets
  • Manage assets
  • Manage all income receipts to the government
  • Manage banks
  • Monitoring the distribution of call circulars to ensure they conform to oracle templates
  • Liaise with MBPED to distribute of call circulars to MDAs
  • Move approved and supplementary budgets to Oracle using Hyperion and Web EDI or Desktop Integrator
  • Create new budgets for new MDAs in oracle apps
  • Perform inter-fund transfer for MDAs
  • Assign code to budget line items that are not in the budget as against old and new budget for the year ahead
  • Conduct trainings for Subject matter Experts (SMEs
  • Conduct fund check to avoid budget overshoot
  • Run various reports for MDAs
  1. Create and manage inventory items
  2. Update items inventory
  1. Guide SMEs through oracle application in raising requisition and Pos
  2. Create banks, bank branches and bank accounts for MDAs to enable transactions in the application.
  3. Creating and enabling relevant taxes in the apps

Issues and Solutions

  1. Completion of the Re-implementation of Oracle in line with the New National Chart of Account
  2. Encouragement/enforcement of the use of Oracle apps by Subject Matter Experts (SMEs).
  3. Basic Oracle training for SMEs and intermediate training for first-level support staff.
  4. Political will and support for use of Oracle apps.
  5. Replacement and re-enforcements of assets and infrastructure for use of and easy execution of SIFMIS project.

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