ENROLMENT INTO THE INTEGRATED PAYROLL AND PERSONNEL INFORMATION SYSTEM(IPPIS)

A Necessary Change

Why Change?

ChangeTo Make Different in Some Particular: ALTERTo Make Radically Different: TRANSFORMTo Give a Different Position, Course or Direction-- Websters Collegiate Dictionary

EXTERNAL FACTORS FOR CHANGE

INTERNAL FACTORS FOR CHANGE

WHAT IS IPPIS?

THE ACRONYM IPPIS SIMPLY MEANS-

INTEGRATED PAYROLL AND PERSONNEL INFORMATION SYSTEM (IPPIS)

BACKGROUNDThe Integrated Payroll and Personnel Information System (IPPIS) is one of the Federal Government Financial Reform programmes conceptualized as a central payment process for all civil servants whose payroll is drawn from the Consolidated Revenue Fund (CRF) and to provide efficiency in personnel records keeping

. The Scheme was designed to improve the effectiveness and efficiency in the storage of personnel records and administration of monthly payroll in such a way to enhance confidence in staff emolument costs and budgeting. It was also envisaged that the system will be implemented according to best practices obtainable in other parts of the world where Information Communication Technology (ICT) is used to improve management reporting.

OBJECTIVES

IMPLEMENTATION OF THE IPPIS PROJECTThe Pilot Phase implementation financed by the World Bank commenced in February 2006 at the Bureau of Public Service Reforms upon the approval of the Federal Executive Council (FEC). While the project went live in April, 2007 with Seven (7) Pilot MDAs, its management was transferred to the Office of the Accountant General of the Federation (OAGF) in October, 2008. Extended by additional eleven (11) MDAs in 2009 to optimize the 55,000 licences.Phase II service wide implementation of all MDAs drawing their Personnel Cost from CRF commence in September, 2012 in batches and is being financed by the Federal Republic of Nigeria;

iii).Office of the Auditor General for the Federation Audit and Control Oversight

iv).Office of the Head of Civil Service of the Federation - Human Resource Administrator

v).Budget Office of the Federation, Federal Ministry of Finance Preparation of Payroll Warrant

CONTROL AGENCIES

Maintenance and control of the IPPIS database which contains the personnel records of all federal civil servants;Supervision and management of IPPIS implementation for attainment of its set objectives;Prescription of standard and uniform infrastructure for the capturing of employee biometric data and processing of payroll

Prescription of internal control and guidance and ensuring their compliance by operators of IPPISOrganization of periodic training for operators/users of IPPISAttending to queries and complaints arising from IPPIS implementation; andAnalyzing reports generated by the MDAs and BOF with a view to identifying areas that need further attention.

Maintaining detailed personnel records of Federal Civil Servants;Keeping records of career progression i.e. movement of all staff, either by way of promotion/demotion, transfer or termination of appointments; andLiaison with MDAs and pool Officers in the compilation of personnel records.

OFFICE OF THE AUDITOR GENERAL FOR THE FEDERATIONOffice of the Auditor General for the Federation is responsible for post audit control oversight. It examines closely all financial transactions that are recorded and performed with IPPIS by the operators to ensure compliance with laid down rules and regulations.

BUDGET OFFICE OF THE FEDERATION (BOF)BOF is responsible for Payroll warrant releases using the information generated through the IPPIS platform;Plans the recurrent expenditure to be incurred on personnel emoluments Compares actual monthly salary payments with budget.

OTHER STAKEHOLDERS

GAINS OF IPPIS IMPLEMENTATION As at August 2013 Personnel emolument/budget of 195,501 employees in 246 MDAs on the IPPIS platform totalling N22,309,582,772.17 are now based on actual and not estimates as practised in the past; The system has also facilitated prompt deductions and remittances to the accounts of all third party stakeholders/beneficiaries such as Pension Fund Administrators; Fed Govt Staff Housing Loans, National Health Insurance Scheme; National Housing Fund; Fed Inland Revenue Service; State Boards of Internal Revenue; Cooperative Societies; Trade Unions/Association; Credit Offering Companies etc (on-line, real time); There is also improvement in management reporting since information on personnel paid through IPPIS are obtained easily and promptly;

Financial/personnel variances are easily accessible and available;Planning/budgeting for training of personnel can now be done easily since IPPIS is also a personnel management tool;From April 2007 when the Scheme commenced to July 2013, over N118 Billion has been saved as a result of the difference between the amount Government would have released to those MDAs based on appropriation and actual amount released and paid through IPPIS since payment are made directly to beneficiaries accounts;

A total of over 50,000 non-existing workers have been removed from the Nominal Roll of the MDAs.In addition, having realized the gains through IPPIS, personnel cost of MDA in 2012 was slashed by N5.0 Billion across board. Despite this reduction, the affected MDAs are still paying without recourse to request for virement or extra allocation. This amount could have been paid to unauthorized staffAgain, over 10,000 staff were removed from the payroll as result of retirement, resignations, withdrawal of service, death, etc between April, 2007 and December, 2012;

As at ,August 2013 246 Agencies including Teaching Hospital and Federal Medical Centres have been enrolled into IPPIS with over 195,501 officers on the payroll while other Agencies have been sensitized and some are currently enrolling; Many of the Departments and Agencies having realized that personnel cost was no longer coming to them for direct disbursement, embarked on recruitment to utilize their approved manpower/personnel budget; Between September, 2011 and August 2013 when the Phase II implementation commenced, over 40,000 staff had been employed by the MDAs thereby reducing unemployment rate in the country;

Over 1000 personnel in IPPIS MDAs have been trained on its Application and use of Computer for management reporting as well as in the use of Oracle software for personnel cost payment;

Summary of Savings on the Project Since Inception (2007 to Date)1 PHASE 1 ( 7 PILOT MDA ) APRIL 2007 17,575,731,812.79 2 PHASE 1B (9 MDA'S) JULY 2009 56,080,769,937.78 3 PHASE 2 BATCH 1A (18 MDA )SEPTEMBER 2011 19,182,965,872.00 4 PHASE 2 BATCH 2 (40 MDA)JANUARY 2012 4,556,104,568.00 5 PHASE 2 BATCH 3 ( 27 MDA ) MAY 2012 2,290,518,257.68 6 PHASE 2 BATCH 4(7 MDA'S) OCTOBER 2012 696,200,030.99 TOTAL 100,382,290,479.24

ON-GOING PROGRAMMES CONTEnrollment of the Nigerian Police, and other Para-military agencies are on going.The enrollment of the staff of Universities teaching hospital & Federal Medical Centres across the federation is also on going.

CHALLENGESChange management issue has also arisen in many MDAs; with a notion that introduction of IPPIS would take away their opportunities; thus, many MDAs are reluctant to supply the needed information for their Agencies to be included in the programme; - a stand that is contrary to the spirit of accountability in public service; Many individual supply wrong information including DOB, DOFA, Account No, Bank and Unmatched names in their Banks and IPPIS, etc.Connectivity Issues but being worked out with Messrs Galaxy Backbone

SUSTAINABILITY OF THE IPPIS PROJECTOrganisation of periodic training for operators/users of IPPIS

Retention of trained IPPIS staff.

MDAs should be at all level ready to supply necessary information when required by IPPIS secretariat.

CONCLUSIONI WISH TO CONCLUDE THAT IPPIS SERVES AS A SOURCE OF RELIABLE AND DEPENDABLE REPORTS FOR QUALITATIVE DECISION MAKING BY GOVERNMENT, ESPECIALLY ON MANAGEMENT OF FEDERAL CIVIL SERVANTS.

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