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Government e-Accounting Seminar Amman - Jordan Fouad Nakhle August 6 th , 2006

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Page 1: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Government e-Accounting Seminar

Amman - Jordan

Fouad Nakhle

August 6th, 2006

Page 2: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Gov e-Accounting Seminar - Jordan

AGENDA

Introduction about OraclePublic Sector PressuresHow Oracle Delivers?Accounting & Financial PlanningBudget PreparationBudget ExecutionCommitment & Encumbrance AccountingPayables ManagementReceivables ManagementCash ManagementAsset ManagementCustomer ReferencesQuestions & Answers

Page 3: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Largest Enterprise Software Co.

65,000 Employees

20,000 Consultants

12,000 Developers

> 12 B$ Revenue

Founded in 1977

140+ Countries

More than 200,000 customers worldwide

Business Application SoftwareTechnology Infrastructure

Introduction about Oracle

Page 4: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Oracle Middle East Operations

600+ Employees

Support, Training, Consulting, Sales

>18 Offices in MEA

16 Years of Business

1500+ EBS References in MEA

100% Oracle Corporation

Strong / Corporate Partners

Oracle in Middle-East & Africa

Page 5: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

ü Opened officially June, 2005ü Establish an expertise centre to:

– Provide pre-sales consultancy to Oracle’s growing customer base in the Middle East & Africa

– Consulting Services to customers across Europe with focus on the telecommunications market and wireless applications

ü Sales Operation – Jordan & Levantü Staffed by Jordanian IT professionals

– About 40 employees– 60 employees and more – End FY06

Hashemite Kingdom of JordanOracle Jordan

Page 6: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Public Sector PressuresOperational Cost Mgmt• Which work processes can

I automate to reduce administrative workload?

• What is the best way to manage my procurement process?

Increasing Accountability• How can I improve tracking

and reporting of public funds?• What is the best way to enforce

proper approval and document key decisions / awards?

Citizen Centricity• What is the best way to improve

responsiveness to citizen demands?• How should cases be distributed to

improve workload and consistency of outcomes?

Data Security and Access• How can I automate collaboration

and still protect sensitive data?• What is the best way to provide

controlled, remote access to centrally managed information?

ConstituentsSuppliers CivilianServices

Page 7: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

How Oracle Delivers?

Page 8: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

VISIBILITYDeliver Better Business Information

CONTROLAttain Sustainable Compliance

EFFICIENCYImprove Business Processes at the Lowest Cost

The Finance Imperative in Public Sector

Page 9: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Transforming the Finance Organization in Public Sector

Con

trib

utio

n to

Res

ults

Financial LeadershipLow High

High

Low

Proactive LeadershipPushing Daily Role-Based InformationSetting Expectations w/ Real-Time Facts

Proactive LeadershipPushing Daily Role-Based InformationSetting Expectations w/ Real-Time Facts

FunctionalExecutionData ProcessingBookkeepingNumber Crunching

FunctionalExecutionData ProcessingBookkeepingNumber Crunching

Reactive ManagementPost Period ReportingAfter the Fact AnalysisFunding Daily Operations

Reactive ManagementPost Period ReportingAfter the Fact AnalysisFunding Daily Operations

Page 10: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

PARAMETERS/DIMENSIONS

KPIs LINKSGRAPHS

TABLE

Page 11: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Oracle Discoverer is an intuitive ad-hoc query, reporting, analysis, and Web-publishing tool that empowers business users to gain immediate access to information from data marts, data warehouses, and online transaction systems.

Some important user friendly features:•Build, Modify, and format Reports•Drag-Drop Layout•Point & Click Simplicity•Wizard Driven, Interactive hints•Dynamic drill, pivot•100% HTML•Centralized Metadata•SQL Function (Analytical, financial, Arithmetic, Logical)

Other reporting tools that can be used for (non) standard reporting are:- FSG reporting tool- Oracle reportsBesides this Oracle provides a vast amount standard report included in the modules

Reporting CapabilitiesAnalysis & Control

Page 12: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

XML PublisherProfessional Quality Financial Reports

XML Publisher

FSG Report as XML OutputFSG Report as XML Output

Report TemplateReport Template

Published FSG Report!

Page 13: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

From This…

Page 14: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

…to this

Page 15: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

…and this

Page 16: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

VISIBILITYDeliver Better Business Information

CONTROLAttain Sustainable Compliance

EFFICIENCYImprove Business Processes at the Lowest Cost

The Finance Imperative in Public Sector

Page 17: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Compliance Management

Risk Management

Performance Management and Reporting

Training

Learning Management

Business Process and Controls

Enterprise Content Management

Security and Identity Management

Development

Integration

Automation

BIDashboards CPM

Documentation

Records Management Legal Discovery Change Management

Transactions Monitoring

Encryption Auditing Separation of Duties Identity Mgmt

Data ManagementData Warehousing

Master DataSystem Mgmt Storage

Backup/Recovery

Data Quality

ü Efficiency

ü Control

ü Visibility

Oracle Delivers ControlOracle Sustainable Compliance Architecture

Page 18: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

• Notify journal posting problems and automatically route for correction / approval or rejection

• Reduce fraud

Workflow-Driven ProcessesTailor Business Rules to Your Unique Processes

Page 19: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Head of Department

Controller

Administrator

ü Multi-Level Approach to System Securityü Store all data in central locationü Authenticate user and grant access based on pre-defined limitsü Technology proven against 15 official security standards

“Limited”

“Proprietary”

“Public”

VirtualVirtualPrivatePrivate

DatabaseDatabase

Secure Data StorageProtect Your Confidential & Proprietary Information

Page 20: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department
Page 21: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department
Page 22: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department
Page 23: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

AUDIT TRAIL AT TRANSACTION LEVEL : JV, INVOICE, PAYMENT.

Page 24: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Support for Global FunctionalityOperate in One World with One Solution

• No Language Boundaries- Support for 30 languages- Multi-lingual external documents- All languages installable

in same Unicode instance

• No Currency Boundaries

• No Legislative Boundaries- Customers operating in 100+ countries- Support for statutory & customary local requirements

Page 25: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

VISIBILITYDeliver Better Business Information

CONTROLAttain Sustainable Compliance

EFFICIENCYImprove Business Processes at the Lowest Cost

The Finance Imperative in Public Sector

Page 26: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Oracle E-Business SuiteCentral Data Model and Business Flows

• Common data model enables a single source of truth

• Comprehensive suite of applications designed to work together

• Robust set of integration services based on open standards

• Modular deploymentby business flow

• Single global instance implementations

Citizens/

Customers,

Suppliers,

Products, …

Citizens/

Customers,

Suppliers,

Products, …

DevelopMarket

Sell

Order

Plan

Procure

MakeFulfill

Service

Maintain

Finance

HR/Payroll

Projects

Contracts

Page 27: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Integrate w/ 3rd Party and Legacy SystemsStandardized Open Integration Platform

• 1000’s of Public API’s

• Integration Repository

• Web Services, B-B, EAI

• 900 Business Events

• 150 OAG Messages

• Industry Specific Protocols

• OAS10g Transformation and Message Delivery Services

Citizens,

Suppliers,

Products, …

Citizens,

Suppliers,

Products, …

Page 28: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Runs on a Single Global InstanceData Center Consolidation

• Eliminate IT costs associated with duplicate datacenters, redundant hardware, multiple databases

• Reduce errors, simplify operations and speedtransaction time with a single copy of data

• 30 Languages, Multiple Currencies, Statutory & Customary Local requirements

•• Eliminate IT costs associated with duplicate dataEliminate IT costs associated with duplicate datacenters, redundant hardware, multiple databasescenters, redundant hardware, multiple databases

•• Reduce errors, simplify operations and speedReduce errors, simplify operations and speedtransaction time with a single copy of datatransaction time with a single copy of data

•• 30 Languages, Multiple Currencies, Statutory & 30 Languages, Multiple Currencies, Statutory & Customary Local requirementsCustomary Local requirements

Page 29: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Requisition-To-Pay Sample

Page 30: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Government Resource Planning (GRP) Solution

Human Resources,

Payroll & PensionProcurement Citizen

Relationship Management

Facilities ManagementMaterial

Management

Projects Management

GFMIS

Page 31: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

ORACLEGFMIS SOLUTION

General Ledger

Journal EntriesBalancesAccounting Entries

Commitments

Payments

Receipts

Reconciliation

Budget

Budget Inquiry

Budget Maintenance

Releases

Cash Management

Receivables

Payables

Purchasing

Fixed Assets

DepreciationCapitalisationAdjustments

Budget Preparation

Page 32: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Accounting Accounting & &

Financial PlanningFinancial Planning

Page 33: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

International Public SectorAccounting Standards

•Cash Basis : Recognition of transactions when cash is received or paid.

•Accrual basis : Recognition of transactions when they occur.

Modified Accrual AccountingRecognition of expense transaction on accrual

basis. Expensing of fixed assets in year of purchase

GeneralLedger

Set of Books(Accrual)

Combined Basis of Accounting

Set of Books (Cash)

…a stepwise change of accounting

Page 34: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Program ActivityFunction AccountDepartmentHead Unit Project

Oracle allows access control on one segment

Oracle allows access control on combination of multiple segments (dependencies)

Segments of the Chart of Accounts

Flexible Chart of Accounts

1 Database30 segments

25 alphanumeric characters per segment

• Build virtual CC, location, etc for adhoc consolidation

• Design roll-up groups

• Insert cross-validation, security rules

Future

Page 35: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Easily Maintained Chart of Accounts

Page 36: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Account Hierarchy ManagerSimplify Chart of Accounts Maintenance

• Intuitive graphical user interface

• Clear view of complex hierarchy

• Flexible ‘what-if’reporting

Drag & drop Drag & drop accountsaccounts

See changes See changes immediatelyimmediately

Easily create Easily create new accountsnew accounts

Page 37: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

• Drill down from General Ledgerto sub-ledgers

• Display accounting impact of transactions in General Ledgerand in sub-ledgers

– T-account format– Trial balance format

Payables Assets

ProjectsProperty Manager

Receivables

Purchasing Inventory

Sub-LedgersSub-Ledgers

GeneralLedgerGeneralLedger

Ledger Drilldown and IntegrationEnhance the Reconciliation and Analysis Process

Page 38: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Budget PreparationBudget Preparation

Page 39: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

ParliamentBud

get

Estimat

esBudget Ceilings

Ministry of Finance

( Budget & Planning)

BUDGET PREPARATION PROCESS

Voted Budget

Line

Ministries

Hospital Laboratory

Institutions

Ministry of Internal Affairs

Ministry of Health

PlanningDivision

Local Governments

Consolidated

Budget Estim

ates

Cabinet Approved BudgetGovernment-wide Budget

Budget

Estimate

s

Budget Ceilings

Budget

CeilingsTop level

Government

Page 40: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Automated Budgeting Process

AccountsPay/Benefit PlansPositionsHistory

ActualsBudgetsStatisticsIncrementsAdjustments

ProjectionsFormula

ConstraintsFormula

MaximumsCapsSeverity Levels

AllocationPattern

Even SpreadHistoricalDefined Curve

WorksheetCreation

Budget GroupsPeopleNotifications Distribute

Worksheet

Budget worksheets created ‘filled’ out with applied ‘assumptions’

Accounting Dept

Purchasing Dept

General Admin Dept

Page 41: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Budget Groups …

BUDGET PREPARATION PROCESS

Gov.

Min.

Finances

Min.

Health

Min. Educ

TreasuryDir. Plan.

HospitalsDir. Plan

Dir.

Budget

Budget Groups

Government1st Level

Ministries2nd Level

Spending Units3rd Level Unlimited Levels

(Parent - Child)

Budget Structure

Key Building Blocks of

Review GroupCapital Exp.

Cross-ministerial Economic Sector

Budget Preparation: Spending Units

• Range of Accounts• Budget Ceilings• Distributed Worksheets• Consolidation at

higher level• Ceiling Validation

Page 42: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Activity Based Budgeting

ü Objectives by Agencies/Cost Centres

Govern.

Educ.

Health

Finances

AdminAdmin. Hospitals

Dir. Plan

Schools

Obj1Obj3

Obj2Obj4

Obj5Obj7

Obj8 Obj8 Obj9

Obj6

BUDGET PREPARATION PROCESS

Page 43: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Activity Based Budgeting

ü Objectives by Agencies/Cost Centres

Govern.

Educ.

Health

Finances

AdminAdmin. Hospitals

Dir. Plan

Schools

Obj1Obj3

Obj2Obj4

Obj5Obj7

Obj8 Obj8 Obj9

Obj6

BUDGET PREPARATION PROCESS

ü Objectives, Results & Activities

Eradic.

Malaria

# Cases

Treated

Result3

# Aware.

Programs

Train

Personnel

Inform

Public

Activity4Activity5

Mobile Units

EquipmentPayroll

Med.

Supplies

Trg Cost Cost5Cost7 Cost8 Cost9 Costx

Advert.

Costs

Technical & Financial Evaluation

• Input• Unit rate• Quantities• Frequency of activity

Performance Follow-Up

Accounting Flexfieldxx-xxxxx-xxx-xxx-xxxxx• Admin. structure.• Expenditure Type• Economic Function• Source of Funds /donor• MTEF: Obj.-Result-Act.

Page 44: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Budget ExecutionBudget Execution

Page 45: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Budget Department

Prepare monthly

spending plan for 12 months

Annual budget figures As (Salaries, FA, etc)Budget Director

MoF

Line Ministry

MOF Cash Management Dept.

Prepare consolidated plan for government-

wide budget execution

BUDGET EXECUTION PROCESS

Page 46: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Monthly request for release of budget allocation

Verify funds availability and Authorize release .

BUDGET EXECUTION PROCESS

Line Ministry

MOF

•MoF•Cash Mgt.Dept

Cash mgt. Departmentapproves the ceiling for spending

Authorized amount to spend

Page 47: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Check Funds against Financial Plan

Create Release

View Results

Reserve Funds

$$

Rejected

Release

Manual / electronicApproval

Commitment/Issued Releases:

Transfer from reserved amount to released

BUDGET EXECUTION

Budget AdminLine Ministry

Budget DirectorBudget Dept

MoF

Reservation:Transfer from budgeted

amount to reserved

???

Release Process

Approved

Verify Release

Rejected

Available Funds = Financial Plan – Reserved – Released

Page 48: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Commitment Commitment & &

Encumbrance AccountingEncumbrance Accounting

Page 49: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Budget Commitments Actuals Funds Available5000

5000

0

0

0

0

5000

5000

InvoiceInvoice

PurchaseOrder

PurchaseOrder

RequisitionRequisition

Budgetary Control & Procurement Cycle

Page 50: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Budget Commitments Actuals Funds Available5000

5000

0 1500

1500

0

0

50003500

3500

InvoiceInvoice

PurchaseOrder

PurchaseOrder

RequisitionRequisition

Budgetary Control & Procurement Cycle

Page 51: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Budget Commitments Actuals Funds Available5000

5000

0 1500

(1500)1500

1500

0

0

50003500

3500

InvoiceInvoice

PurchaseOrder

PurchaseOrder

RequisitionRequisition

Budgetary Control & Procurement Cycle

Page 52: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Budget Commitments Actuals Funds Available5000

5000

0 1500

(1500)1500

(1500)

0

0

1500

1500

50003500

3500

InvoiceInvoice

PurchaseOrder

PurchaseOrder

RequisitionRequisition

Budgetary Control & Procurement Cycle

Page 53: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

• Once the Requisition is created, the available funds holds a Commitment

Funds AvailableOnline Inquiry

• Once the Purchase Order is created, the system creates an Obligation

• Once the Invoice is matched to Purchase Order, the Actual is created

Page 54: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Define Your Budget Organization

Page 55: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Payables ManagementPayables Management

Page 56: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Tip of the Total Cost IcebergThe Paper Premium

Source: Gartner Inc., Invoicing and Payments: The Payer Value Proposition and Oracle Corp.

Manual cost @ 8.50 / invoiceElectronic cost @ 3.44 / invoice

0

$1,000,000

$500,000

$1,500,000

$2,500,000

$2,000,000

1 Year 2 Years 3 Years

CumulativeCost Difference

• $2.0 Billioncompany with100,000 invoices / year

• Wastes $1.5 Millionover 3 years

• Electronic transactions cost 60% less

Page 57: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Funds CheckingCreate Purchase order

Reserve Funds

System/Paper Approval Verify

Expenditure Type

CommitmentAccounting

CommitmentPROCURE-to-PAY PROCESS

Spending Unit Line Ministry

FinancialController

???

Control & Verification

Approve

Approve

SupplierGoods Receipt matching against Purchase Order

Delivery

Spending Unit

Reject

$$Reject

Reject

Page 58: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Invoice Matching & ApprovalPROCURE-to-PAY PROCESS

Invoice Capture

Spending Unit

Match Invoice to Purchase Order

Request for Payment

Financial Controller

Second level Approval•Large invoice amount approval

Paper/System Approval

Match Prepayment to Invoice

Invoice Approval

•Invoice Amount and Quantity•Delivery Status•Advance payment•Payment Terms•Outstanding Balance Line Ministry

Paper/System Approval

•Approved Invoices

•Reversed Commitment

Supplier

Invoices

Page 59: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Approved Invoices

Treasury

Treasury Authorisation•Funds Release Monitoring

Paper/System Approval

Batch Payment

Create Payment Order• Check Cash Availability• Individual or Batch processing by:

- Supplier- Due date

Line Ministry

Paper/System Approval

Payment Orders

Payment ProcessingPROCURE-to-PAY PROCESS

Payments to Supplier

Suppliers

Page 60: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

2-way Invoice Amount PO amount Invoice $ PO $

3-way Invoice Amount ReceivedAmount

4-way Invoice Amount AmountAccepted

+

+Quality Control

Minimize PO-INVOICE Deviations…

Page 61: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Paperless Invoice ProcessingLower Costs, Improve Control with EIPP

Services InvoicesServices Invoices

EDI/XMLEDI/XML

Self BillingSelf Billing(ERS/Consigned (ERS/Consigned Inventory Usage)Inventory Usage)

iSupplier PortaliSupplier Portal Payments

Invoice Invoice Validation, Validation, Control & Control & Exception Exception HandlingHandling

Invoice Invoice Review & Review & ApprovalApproval

InvoicesInvoices

Page 62: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

2, 3 & 4-Way Matching

Matched to Receipt & Inspection Note

Matched to PO

Page 63: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Lower Expense Processing Costs

ElectronicPayment

Workflow-Based ApprovalRouting

ComplianceAuditing &

AP Approval

Credit CardProvider

ApprovalHierarchy

Credit CardFeed

ExpenseReport

Creation

To Employee,Credit Card Provider

Project Time& Expenses

Oracle Projects

Oracle Human

Resources

Daily Business Intelligence

Page 64: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Improve Control Around Travel & Expense Management

Page 65: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Banks & Bank Accounts Management (1)

Page 66: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Banks & Bank Accounts Management (2)• Assign Multiple Bank Accounts to one Bank

• Maximum Outlay can be established per Bank Account

Page 67: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Receivables ManagementReceivables Management

Page 68: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Public Sector ObjectivesResponsible, accountable

management of public resources

Provide better services to clients

Maximize use of new technologies to

facilitate information processing

Centralized revenue management delivers consistent, efficient revenue collection

Consolidated client information offers

holistic case management

Integrated systems improve processing and enable effective

business intelligence

Page 69: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Government programs

such as: income tax, student loans, court

orders, health premiums

Citizen/Client Registry

Revenue Management

Accounts

Billing Payments

Collections

Citizen/Client Interaction Analytics

Accounting System

What is Revenue Management?

Page 70: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Unified suite of business applicationsWhat is Revenue Management?

Other third party systems

Student loans

Income tax Social security benefits

Vehicle duties and fines

Other legacy systems

Page 71: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Bill/Invoice

Presentment

CollectionActivities Receive

Payment(or write-offbad debt)

Orders

Taxes / charges

Contracts

Citizen/CustomerTransactions

CustomerData QualityManagement

CreditManagement

Self-ServiceAccount

Management

Cus

tom

erIn

tera

ctio

ns

Revenue Recognition and Reporting

Business Intelligence

How Oracle can help

Page 72: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Automate Payment ProcessingExpedite Payments for Improved Cash Flow

Reduce Payment Processing Time by 75%

• Eliminate Manual Intervention forReceipt Processing

• Provide Convenience of Electronic Global Payment Processing

• Accept a Variety of Payment Types– EFT– Credit cards– Purchase cards

• Manage the Risk of Fraud• Utilize Intelligent Matching Rules with Global

Lockbox Functionality

Page 73: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Cash ManagementCash Management

Page 74: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Increase Cash VisibilityControl Cash with Bank Reconciliation

CashManagement

ExternalSystems

Formats• BAI2• SWIFT940• EDIFACT• XML

Banks

Reconciliation Open Interface

Bank Statement Open Interface

GeneralLedger

AR

AP

Miscellaneous Transactions

Miscellaneous Transactions

Accounting Entries

Treasury

Payroll

Statements

$$

$$ $$

Page 75: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Increase Cash VisibilityIntegrate with E-Business Suite & External Systems

External Systems

Receipts, InvoicesPayments, Invoices,

Expense Reports

POs, Requisitions

Labor, Usages, MiscBudgets, Billing Events

Treasury Deals

Sales Opportunities

Sales Orders

Payroll Expenses

Budgets,Encumbrances

Page 76: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

• Flat File uploaded into the Application to the Interface Table

Capturing Bank Statement Details

• Automatic Reconciliation of the Bank Statement with Transactions & Journals

Page 77: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Automatic & Manual Reconciliation

• You can also do Manual Reconciliation for those lines which remain Unreconciled

Page 78: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Cash Flow Forecasting

• Generate Cash Forecasts for any defined period

Page 79: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Asset ManagementAsset Management

Page 80: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Asset AssignmentsStreamline Asset Ownership & Location Tracking

Know Where Your Assets Are and Who Owns Them- Assign assets to employees- View and control cost center ownership- Track equipment’s physical location

Automated Approval Hierarchies- Cost-center based- Employee based

Self-Service Asset Transfer- Improve process efficiencies - Transfer between locations, employees, expense accounts- Restrict asset transfers at multiple security levels

Page 81: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Robust Financial Control and ReportingComply with Global & Industry Accounting Standards

Depreciation• Choose from hundreds of pre-defined, standard

depreciation methods

• Tailor depreciation calculations with flexible user-defined rules and proration conventions

• Project depreciation expenses with “what-if” analysis to optimize accounting and tax strategies

• Enter unplanned depreciation expense

• Support Short Tax Year accounting (e.g., resulting from mergers and acquisitions)

Depreciation• Choose from hundreds of pre-defined, standard

depreciation methods

• Tailor depreciation calculations with flexible user-defined rules and proration conventions

• Project depreciation expenses with “what-if” analysis to optimize accounting and tax strategies

• Enter unplanned depreciation expense

• Support Short Tax Year accounting (e.g., resulting from mergers and acquisitions)

Page 82: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

New AssetPurchased

GoodsPurchased for CapitalProject

Asset AutomaticallyAvailable inFixed Assets

AutomaticallyCapture CostsRelated toCapital Projects

ProjectsProjects

APAPBarcode ScannerElectronically TransfersTracking Information (CAI)

Accounting InfoAutomaticallyAvailable in GL

GLGL

Fixed AssetsFixed Assets

Multimedia Attachment

Receptionist Reviews Asset Owner’s Picturefor Verification

Asset Management

Page 83: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Retirements

Adjustments

Reports

Online inquiry

Asset additions

ExternalManual Payables/Projects

Transfers

Maintaining Assets

Depreciation

Journal entries

Taxes & LawsInsuranceMaintenance

Page 84: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Oracle Financial Management Solution

Role-BasedPortals & Reports

Role-BasedPortals & Reports

Forecasts vs. ActualForecasts vs. Actual

Performance Metrics

Performance Metrics

Integrated IntelligenceIntegrated Intelligence

LedgerLedgerLedger

Integrated Back-Office OperationsIntegrated Back-Office Operations

BudgetingBudgetingBudgeting Property MgtProperty MgtProperty MgtFixed AssetsFixed AssetsFixed Assets

TaxTaxTaxCash MgmtCash MgmtCash Mgmt

Banks

Citizens/

Business

Suppliers

ACHCheckXML

PortalPayment

XMLBanks

Orderto

Cash

Procureto

Pay

BusinessFlows

Self-

Serv

ice

Inte

ract

ion

Self-

Serv

ice

Inte

ract

ion

Receivables

Payables

Page 85: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Customer ReferencesCustomer References

Page 86: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Ministry of Water & Irrigation Authority - JordanArab Academy for Banking & Financial Sciences-JordanJordan Valley Authority – JordanKing Abdullah University Hospital – JordanMu’tah University – JordanAbu Dhabi Water & Electricity Authority (ADWEA)Admin des Douanes et Impots Indirects - MoroccoAlexandria Library - EgyptAmerican University of Beirut - LebanonBahrain Defense Forces – BahrainCivil Services Bureau - BahrainCivil Services - JordanDammam Municipality – Saudi ArabiaDepartment of Health & Medical Services - DubaiDepartment of Planning – Abu DhabiDubai Chamber of Commerce & IndustryDubai Civil Defense – DubaiDubai Immigration & Naturalization - DubaiDubai Internet City - DubaiDubai Municipality - DubaiDubai Police - DubaiGovernment of Botswana - BotswanaGovernment of Dubai - H.H. Rulers Court - DubaiIndependent National Electoral Commission - NigeriaJordan Water Authority – JordanKuwait Awqaf Public Foundation – KuwaitKuwait Institute of Scientific Research – KuwaitKuwait University - KuwaitLebanese American University – LebanonMauritius Institute of Education - Mauritius

Ministry of Civil Services - OmanMinistry of Civil Services - BahrainMinistry of Defense - BahrainMinistry of Electricity - EgyptMinistry of Finance & National Economy - BahrainMinistry of Finance – Abu DhabiMinistry of Finance - DubaiMinistry of Finance - NamibiaMinistry of Finance & Planning - KenyaMinistry of Finance Planning & Economic Development -UgandaMinistry of Health – Abu DhabiMinistry of Health – KuwaitMinistry of Health – Saudi ArabiaMinistry of Water & Electricity – Saudi ArabiaNational University of Rwanda - RwandaOffice of Sheikh Mohammed Bin Zayed Al NahyanPrivate Department for H.H. Shaikh Zayed Bin Sultan Al NahyanPublic Authority for IndustriesPublic Authority for Social InsuranceQatar Armed Forces - QatarQatar FoundationSaline Water Conversion Corporation – Saudi ArabiaSaudi Arabian National Guard - Saudi ArabiaSheikh Faisal Bin Qassim Al Thani HQ – QatarSocial Fund for Development - EgyptState General Reserve Fund – OmanTejari.comUniversity of Qatar - Qatar

Some PS References in MEA

Page 87: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

Dubai Government

ü Automating the internal processesü All of the 25 Dubai Government departments using an

Application Service Provisioning (ASP) model on the Dubai Government intranet

ü Enable efficient planning and management for government resources.

ü Will provide access to both employees and suppliers over the internet via self-services portal

We have selected the Oracle E-Business Suite because it offers us the unique combination of a well integrated GRP which uses the internet and a robust Arabized

system that is supported by the strong local presence of Oracle in Dubai” commented Mr. Thani Alzaffin (Director, Government Information Resources Department at H. H.

THE RULER’s COURTOracle Solution:Oracle Internet PlatformOracle FinancialsOracle ContractsOracle Project CostingOracle TreasuryOracle InventoryOracle PurchasingOracle Internet ProcurementOracle HRMSOracle Payroll

This project will reach 40,000 employees across 25 government deThis project will reach 40,000 employees across 25 government departments who will see their partments who will see their productivity increase through the use of an integrated easy to uproductivity increase through the use of an integrated easy to use suite of applicationsse suite of applications

Page 88: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

حكومة البحرین، مملكة البحرین

ü تخطیط حكومى دقیق و ادارة للموارد.

ü وزارة و ادارة بطریقة ال30مطبق على A.S.P

üتجانس فى الدورات المستندیة داخل كل قطاعات الدولة.

حكومیة مع دقة في اتخاذ القرار في الوقت تطبیقات أوراكل االلكترونیة جلبت كفاءة عالیة على مستوى الدوائر ال” .لیة و االقتصاد البحرینیةكما قال الشیخ ابراھیم بن خلیفة الخلیفة، نائب الرئیس ، وزارة الما“ المناسب

: حلول أوراكلھیكلیة أوراكل الداخلیة

ظام األستاذ العامنردین والمدفوعاتونظام الم

نظام المقبوضاتنظام المخازن

نظام المشتریاتنظام أوامر البیع

و بذلك نكون قد وفرنا مالیین الدوالرات, ة في تقنیة المعلومات لقد أكملنا ھذا المشروع في زمن قیاسي، مّتكلین على مواردنا الداخلی. و كسبنا خبرة كبیرة في ھذه العملیة

Page 89: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

A Few of Oracle’s PS Customers

Polizei Bayern

Page 90: Government e-Accounting Seminar - United Nationsunpan1.un.org/intradoc/groups/public/documents/arado/unpan026502.pdf · HR/Payroll Projects Contracts ... Function Head Department

THANKS...

Questions & Answers