user specification document for lga planning, budgeting ...pdf.usaid.gov/pdf_docs/pa00mt3m.pdf ·...

March 2017

This publication was prepared by the President’s Office – Regional Administration and Local Government (PO-

RALG) and the Public Sector Systems Strengthening (PS3) Activity located in Dar es Salaam, Tanzania, under

Contract AID-621-C-15-00003 with USAID/Tanzania.

USER SPECIFICATION DOCUMENT FOR LGA

PLANNING, BUDGETING AND REPORTING

(PLANREP) SYSTEM

The USAID/Tanzania Public Sector Systems Strengthening Activity (PS3)

The overarching goal of the USAID/Tanzania Public Sector Systems Strengthening Activity (PS3) is to support the

Government of Tanzania in strengthening the public system to promote the delivery, quality, and use of services,

particularly for underserved populations. Led by Abt Associates, PS3 is implemented in partnership with the

Benjamin William Mkapa Foundation, Broad Branch Associates, IntraHealth International, Local Government

Training Institute, Tanzania Mentors Association, and the University of Dar es Salaam and Urban Institute.

March 2017

Contract No: AID-621-C-15-00003

Recommended Citation: March 2017. User Specification Document for LGA Planning, Budgeting and

Reporting (PLANREP) System: PO-RALG and USAID/Tanzania Public Sector Systems Strengthening Activity.

USER SPECIFICATION DOCUMENT FOR


(PLANREP) SYSTEM

DISCLAIMER

The contents of this report are the sole responsibility of PO-RALG and PS3 Activity, and do not necessarily

reflect the views of USAID or the United States Government.

i

CONTENTS

Acronyms.................................................................................................................. ii

AUTHORSHIP AND REVISIONS........................................................................ iii

1. Introduction ...................................................................................................... 1

1.1. Methodology ......................................................................................................................... 2 1.2. Scope ....................................................................................................................................... 2 1.3. Assumptions .......................................................................................................................... 2 1.4. Operating Environment ..................................................................................................... 2 1.5. Chart of Accounts ............................................................................................................... 2

2. Functional Requirements ................................................................................ 7

2.1. Planning and Budgeting ....................................................................................................... 7 2.2. Expenditure and EPICOR Linkage................................................................................. 10 2.3. Reports (Monthly, Quarterly and Annually) .............................................................. 11 2.4. Procurement ....................................................................................................................... 13 2.5. Extension to Service Providers ...................................................................................... 13

3. NON-FUNCTIONAL REQUIREMENTS .................................................... 15

3.1. General System Requirements ....................................................................................... 15 3.2. Management ........................................................................................................................ 15 3.3. Operations ........................................................................................................................... 15 3.4. Security ................................................................................................................................. 17 3.5. Scalability .............................................................................................................................. 18

4. User Requirement Collection Cards ........................................................... 19

ANNEX: Sample Reports ..................................................................................... 79

List of Tables Table 1: Segments of the Current COA .......................................................................................... 4 Table 2: Segments of the Proposed COA ....................................................................................... 5

List of Figures Figure 1: Proposed Chart of Account Under the Proposed Improved PlanRep .................. 3 Figure 2: Quarterly Financial Progress Report- Own Source Revenue (LGA’s) ................ 79 Figure 3: Quarterly Financial Progress Report- Transfers (LGA’s) ........................................ 80 Figure 4: Quarterly Financial Progress Report-Expenditures (LGA) ..................................... 80 Figure 5: Quarterly Financial Progress Report- Sectors (LGA’s)............................................ 81 Figure 6: Quarterly Financial and Physical Progress Report for LGA Development

Activities ....................................................................................................................................... 81 Figure 7: Financial Report: Actual Allocations and Expenditures............................................ 81

ii

ACRONYMS

BOD Burden Of Disease

CCHP Comprehensive Council Health Plan

CCP Comprehensive Council Plans

COA chart of accounts

DHIS 2 District Health Information System

GFS Government Finance Statistics

HCMIS Human Capital Management Information System

HFR Health Facility Registry

IFMS Integrated Financial Management System

LAN Local Area Network

LGA Local Government Authority

LGRCIS Local Government Revenue Collection Information System

MoFP Ministry of Finance and Planning

MoHCDGEC Ministry of Health, Community Development, Gender, Elderly and Children

MTEF Medium-Term Expenditure Framework

PlanRep Planning, Budgeting and Reporting

PO-PSM President’s Office – Public Service Management

PO-RALG President’s Office – Regional Administration and Local Government

PS3 Public Sector Systems Strengthening

RS Regional Secretariat

SBAS-5 Strategic Budget Allocation System

SDP service delivery points

SP Strategic Plan

UCC University Computing Centre

VPN virtual private network

iii

AUTHORSHIP AND REVISIONS

Date Document

Version

Document Revision

Description

Document Author

17 October 2016

v1

The first draft was revised based on

outcomes from the stakeholders’

workshop on user requirements

and on data gathering, analysis and

validation for the PlanRep System.

The workshop was held from 24

October to 2 November 2016 at

the Flomi Hotel, Morogoro.

President’s Office –

Regional

Administration and

Local Government

(PO-RALG) and

USAID/Tanzania

Public Sector

Systems

Strengthening

Activity (PS3)

Approval Date Approved

Version

Approver Role Approver

1

1. INTRODUCTION

Planning, Budgeting and Reporting (PlanRep) is a standalone system that acts as a planning, budgeting

and reporting tool for Local Government Authorities (LGAs). It was developed to assist LGAs in

planning, budgeting, projecting revenue, and tracking funds received, and in actual implementation and

financial and non-financial reporting.

PlanRep acts as the main information source for integration of community plans and the LGA strategic

plan for a specific financial year. Within PlanRep, councils are able define their Medium-Term

Expenditure Frameworks (MTEFs) in relation to their Strategic Plans (SPs), which include objectives,

targets, and activities.

PlanRep is also used in preparing the line items for councils’ development and other charges in the budget

by identifying funding sources and amounts for each activity. It contains tools required for preparing the

Comprehensive Council Health Plan (CCHP).

Despite these developments in reforming the government planning and budgeting framework, the current

implementation of PlanRep faces some challenges. PlanRep is currently being distributed as a standalone

tool, and each user accesses the system locally on his or her workstation. As a result, users often have

different versions of PlanRep, and this produces data in different formats and creates inconsistent

database structures. (The Project Charter contains further detail on challenges encountered in

implementing PlanRep.) These consistency issues interfere with the uploading of budgets into the

Strategic Budget Allocation System (SBAS), the Ministry of Finance and Planning’s budgeting system.

The inconsistencies also impact the data being uploaded into the Epicor Integrated Financial Management

System (IFMS) at the President’s Office – Regional Administration and Local Government (PO-RALG).

As a result, LGAs must manually upload their annual budgets into Epicor and the SBAS, a process that

takes months and is riddled with human error.

To address these issues, PO-RALG together with the USAID-funded Public Sector Systems

Strengthening Activity (PS3) project came up with an intervention to improve PlanRep in a way that will

ensure efficiency, accountability, consistency, uniformity and quality of work (plan, budget and report).

This joint team will adapt PlanRep into an easy-to-use, centralized, web-based system for planning,

budgeting and reporting, integrated with the current Local Government Revenue Collection Information

System (LGRCIS), Human Capital Management Information System (HCMIS), DHIS2, IFMS –Epicor

9.05, Ministry of Finance and Planning (MoFP)-SBAS systems, and other sector systems.

To execute the improvement of PlanRep, the PO-RALG and PS3 developed a project charter that details

all stages and resources needed for this task. One of the first tasks in the charter was to gather and analyse

the system requirements. This work involved participants from the PO-RALG (central ministry, affiliated

institute, Regional Secretariat (RS), LGAs, wards and villages); representatives from sector ministries

(Ministry of Health, Community Development, Gender, Elderly and Children (MoHCDGEC), Ministries

of Education, Agriculture, Livestock and Fisheries); and representatives from the President’s Office –

Public Service Management (PO-PSM), the University Computing Centre (UCC), and PS3. The

participants had a variety of skills, including planning, information and communication technology, and

public administration, and included health secretaries and experts in economics and finance.

2

1.1. Methodology

The methodology employed to gather user requirements included the following:

Desk review – review budget guidelines and policies

Review existing system requirements – based on health sector

Interview business owners – planners, statisticians, and health secretaries

User stories – business owners explained steps of planning and budgeting

1.2. Scope

This document covers functional and non-functional requirements. Non-functional requirements refer to

how the system works, while functional requirements refer to what the system should do.

1.3. Assumptions

The requirements specified in this document are based on these assumptions:

PlanRep will be interoperable with other systems that will feed data into it.

Users will have enough time to review and test the system.

The needed financial and human resources will be available.

1.4. Operating Environment

PlanRep shall operate on a web-based platform through a virtual private network (VPN) with encryption

to connect users to the central server. The PO-RALG in Dodoma has a central server, so it will be

important to review this service to find out whether it will be appropriate to host PlanRep. If it is, the two

might feasibly be connected through the Wide Area Network last mile connection, which was built using

fibre cables, ADSL copper, VSAT technologies and broadband radio. The PO-RALG central server hosts

the Centralised Integrated Financial Management System, which is based on Epicor; the Human Capital

Management Information System, based on Lawson2; and a Local Government Revenue Collection and

Information System (LGRCIS) and BEMIS. However, for the LGAs and RS to use this network to its full

extent, they will require a stable Local Area Network (LAN) in all departments.

1.5. Chart of Accounts

As PlanRep is redesigned, it will be very important for the changes that we are proposing to be reflected

in the chart of accounts (COA) structure. This structure is a systematic arrangement of financial variables

linked with accountability levels in segment form. It defines the segment structure and characteristics for

each segment used within an authority. The application uses COAs to control account entry.

IFMIS/Epicor 9 maintains one main chart of account with eight segments that fully complies with

Government Finance Statistics (GFS) Code 2001, which was developed from the GFS of 1986.

Two major changes are being proposed in this requirement gathering in order to improve PlanRep. The

first is to extend plans and budgets up to service delivery points (SDPs). In this case we propose to

include individual service provider codes in PlanRep. The second improvement is to create a space

wherein each planning and budgeting unit will clearly specify the service outputs that it wants to deliver.

Hence, it is important to effect these changes in the chart of accounts, so that when plans and budgets

have been completed it will be easy to export to Epicor for budget execution. Figure 1 depicts the

3

proposed structure of charts of accounts based on the changes that have been proposed in order to

improve PlanRep. The chart of account will start with specifying administration units, including region,

LGA and cost centre (departments). The yellow highlighted boxes show the two major changes that we

are proposing on the chart of accounts. In this case, immediately after specifying their objectives, the

planning units will need to specify service outputs that will be delivered, and match these with the total

budget that has been earmarked for this service output. Targets for each service output will be specified

immediately after outputs have been specified. We propose that activities to achieve the pre-identified

targets should be linked to specific SDPs; hence, codes for SDPs should come after the targets. It is

proposed that immediately after specification of activities, the fund sources and fund type should come

next, and then specification of the inputs (GFS code) and the amount that is being budgeted for each input

(GFS code).

Figure 1: Proposed Chart of Account Under the Proposed Improved PlanRep

Tables 1 and 2 represent segments of the current and proposed new charts of account. The new chart of

account proposes that the segment that was appearing as “project” in the old chart be converted to

“service output/programme.” In this case, the road development project that was specified under the

“project” segment will now be placed under the “service output/programme” segment, and attached with

its total budget.

4

In the “old” (current, existing) chart of accounts, the national objectives segment is merged with targets.

However, in the new proposed COA it is proposed that objective should be linked to output, and then

linked to targets. In this case targets will be set with reference to service outputs.

Table 1: Segments of the Current COA

Segment.

No.

Segment

Components Character Description Clarification

1 Vote 2 Vote A code representing the region as identified by

ACGEN. E.g., 72 stands for Dodoma Region.

2 Council 4 Council Each council has its own code., e.g., 3014 Kondoa

DC.

3 Cost centre 4 Cost centre

A code representing a sub vote with a

sector/department. E.g., 507B stands for Primary

Education Operation.

4 Fund type 1 Fund type

It is an accounting classification regarding the

nature of expenditure, recurrent and non-

recurrent. E.g., 1 stands for Recurrent and 2 for

Development – Local.

5 Fund source 1 Fund source Shows the provider of funds – e.g., block grants

(2), LGDG (4), RWSSP (N).

6 Project 4 Project National Projects (e.g., Roads Development

programme (4101), SEDP (4390))

7 Activity 6 Activity

Activity codes are generated for each target in

MTEF on which inputs are identified. It is a

combination of Objective, Target, Target Type

and Activity, e.g., B01S03.

8 GFS 6 GFS codes GFS codes, e.g., 21010-Salaries/Civil Servant

Total 28

5

Table 2: Segments of the Proposed COA

Segment

No

Segment

Component Character Clarification

1 Vote/region 2 A code representing a region as identified by ACGEN

2 Council 4 Each council has its own code, e.g., 3014 Kondoa DC.

3 Cost centre 4 Sub vote with the sector department, e.g., 507B Primary

Education Operation

4 Objective 1 National predefined objectives will be specified here

(A,B,C,D,E,F,G).

5

Programme/

project/service

output

4

Specify Service Output to be produced by service provider and

Total Programme/Project/Service Output Budget attached

here

6 Target 3 What are the targets that will be defined as a combination of

objective and targets (e.g., A01, B01, E01 …)?

7

Service provider/

service delivery

point

6 Facility code will be defined here.

8 Activity 6

Activity codes are generated for each target in the MTEF in

which inputs are identified. It is a combination of Objective,

Target, Target Type and Activity. E.g., E01C01, CO1D01,

A01S01.

9 Fund source 1 Indicates provider of funds, e.g., block grants (2), LGDG (4),

RWSSP (N).

10 Fund type 1 Nature of expenditure: recurrent and nonrecurrent.

E.g., 1 is for Recurrent; 2. Development – Local.

11 Input/GFS code 6 GFS codes, e.g., 210101 Civil Servants

Total 38

7

2. FUNCTIONAL REQUIREMENTS

The functional requirements detail what the system SHALL do in response to the user’s requests. This might

include calculations, technical details, data manipulation and processing, the system’s behaviour, and other

specific functionality that defines what a system is supposed to accomplish.

2.1. Planning and Budgeting

Req ID Description Level Sectors

REQ001 System shall provide a feature to define and manage

financial years. National – PO-RALG All

REQ002 System shall provide a feature to initialise budget process. National – PO-RALG All

REQ003 System shall restrict export of previous budget to the new

budget. All All

REQ004 System shall provide a feature for setting activities

calendar. National – PO-RALG All

REQ005

System shall provide a feature for registering and

maintaining list of regional administrative areas using

unique identifier.

National – PO-RALG All

REQ006 System shall keep history of all transactions performed on

each administrative unit. All All

REQ007 System shall provide a feature for attaching sector planning

and budgeting guidelines.

National – PO-

RALG/MoF All

REQ008 System shall provide a feature for registering and

maintaining list of cost centres. National – PO-RALG All

REQ009 System shall be able to register and produce a list of

priority areas and related interventions. National – >LGA All

REQ010

The system shall provide a feature for service outputs to

address women’s specific needs, such as access to

productive and reproductive services, e.g., land, water,

energy, reproductive health.

All All

REQ011 System shall be able to register and produce a list of

objectives. National – PO-RALG All

REQ012 System shall provide a feature for entering and maintaining

performance indicators (baseline data). National – >LGA All

REQ013 System shall provide a feature for defining Burden Of

Disease (BOD) formulas.

National –

MoHCDGEC/DHIS2 Health


maintaining list of development projects.

National – MoFP/PO-

RALG All


maintaining list of funders.


RALG All

REQ016 System shall provide a feature to capture activities outside

the budget. All All

REQ017 System shall provide a feature for entering/importing

ceilings per votes and related sub votes by funding source.


RALG All


maintaining list of national policies and strategies.


RALG All


maintaining list of sub votes.


RALG All

8


REQ020

System shall provide a feature for generating ceilings per

votes and related sub votes based on the previous year’s

ceilings.


RALG All

REQ021

System shall provide a feature for confirming entered

ceilings and attached guideline by sending notifications to

users.


REQ022

System shall provide a feature for automatic apportioning

of sub vote ceilings to cost centre ceiling using defined

guideline.


REQ023 System shall provide a feature for entering cost centre

ceilings by sub votes and funding source and type. Cost centre All

REQ024 System shall provide a feature for confirming cost centre

ceilings by sending notifications to cost centre users.


RALG All

REQ025 System shall provide a feature for entering projection of

own source revenue by cost centre. Cost centre All

REQ026

System shall provide a feature for entering revenue

projection of block and development grants by cost

centre.


RALG All

REQ027 System shall provide a feature for entering revenue

allocation by cost centre. Cost centre All

REQ028

System shall provide feature to force users to enter/select

funding source, priority areas, interventions, national

target, output indicators, and amounts in other

charges/development budget form and sector outside

council accounts.

National – >LGA All

REQ029 System shall provide feature to force users to enter/select

expected priory service output.

REQ030

System shall provide a feature for entering cost centre

plans and budget, then produce draft Comprehensive

Council Plans (CCP).

LGA All

REQ031 System shall provide a feature for submitting cost centre

CCP to head of departments. LGA All

REQ032 System shall provide a feature for returning cost centre

CCP for rework. LGA All

REQ033 System shall provide a feature for consolidating (compiling)

cost centre budget by sector. LGA All

REQ034

System shall provide a feature for tracking the review and

comments of CMT, Standing Committees and RS

(including Council/Regional Sector Team).

LGA->RS All

REQ035 System shall provide a feature for tracking the approval of

Full Council Meeting . LGA All

REQ036

System shall provide a feature for entering regional

assessment, and produce summary and analysis reports

and assessment criteria report.

RS All

REQ037 System shall provide a feature for returning sector CCP

for rework if not accepted by region. RS All

REQ038

System shall provide a feature for submitting sector CCP

to Sector Ministry and PO-RALG for revision and

acceptance.

LGA – >national All

REQ039 System shall provide a feature for producing national plans

and budget printout by council and region. RS – >national All

REQ040 System shall provide a feature for entering Sector Ministry National All

9


assessment criteria, and track assessment criteria.

REQ041 System shall provide a feature for performing self-

assessment. LGA All

REQ042 System shall provide a feature for tracking assessment

criteria history. LGA All

REQ043 System shall provide a feature for validating assessment

criteria that have not been met. LGA All

REQ044 System shall provide a feature for returning sector CCP

for rework if not accepted. LGA – >RS All

REQ045 System shall provide a feature for approving sector CCP. LGA All

REQ046 System shall provide a feature for producing summary and

analysis printouts.

National – > Service

Providers All

REQ047 System shall allocate conditional revenue to specific

targets. All All

REQ048

System shall allow entering the PE, OC and development

budgets associated with the framework (government block

grants).

All ALL

REQ049 System shall compare the projected revenue with the

actual funds received. All All

REQ050 System shall allow introducing national targets based on

selected priority area and intervention. National All

REQ051 System shall enforce entry of situational (baseline) data. SP/LGAs All

REQ052

System shall provide feature to view situational (baseline)

data that was used for planning versus targets categorised

by sectors and service output.

All All

REQ053 System shall provide a feature to enter funds allocation. All All

REQ054 System shall allow entering additional/ supplementary

budget at LGA and national level. All All

REQ055 System shall allow entering of budget reallocation at LGAs

and national level. All All

10

2.2. Expenditure and EPICOR Linkage


REQ056

System shall provide a feature to read and copy funds

received, expenditure, commitments and reallocation,

carried-over funds, and supplementary budget data from

Epicor.

National –

MoFP/PO-RALG All

REQ057

System shall provide a feature to save funds received,

expenditure, commitments and reallocation, carried-over

funds, and supplementary budget from Epicor.

National –

MoFP/PO-RALG All

REQ058

System shall allow entering carried-over budget and

exchanging carried-over funds and expenditure between

Epicor and PlanRep.

All All

REQ059

The system shall show the combination of fund allocation

and expenditure to facilitate the narration of physical

implementation.

All All

REQ060

System shall be able to produce funds received,

expenditure, commitments and reallocation printouts by

cost centre.

National –

MoFP/PO-RALG All

REQ061 System shall allow allocation of funds and forward to

Epicor for entry and approval. All All

11

2.3. Reports (Monthly, Quarterly and Annually)

2.3.1. Implementation Performance Reporting (Progress Report and

CDR)


REQ062 System shall be able to send Implementation performance

report notification to cost centres. All All

REQ063 System shall provide a feature for entering physical

implementation report. Cost centre/SP All

REQ064

System shall provide a feature for submission of cost centres’

implementation performance report to head of department for

revision and acceptance.

Cost centre/SP All

REQ065 System shall provide a feature for returning cost centre

implementation performance report for rework. Cost centre/SP All

REQ066

System shall provide a feature for consolidating cost centre

implementation performance report into sector implementation

performance report.

Cost centre/SP All

REQ067 System shall be able to send notification that a council has

submitted implementation performance report. All All

REQ068

System shall be able to send notification to RMT informing

them to start the assessment process based on planning and

budgeting activities calendar.

RS All

REQ069 System shall provide a feature for entering region assessment

for technical progress report by council. RS All

REQ070 System shall provide a feature for returning council quarterly

implementation performance report for rework. LGAs All

REQ071

System shall provide a feature for submitting council

implementation performance report to Sector Ministry and PO-

RALG for revision and acceptance.

LGAs All

REQ072

System shall be able to send notification to PO-RALG and

sector ministries informing them to start the assessment

process based on planning and budgeting activities calendar.

PO-RALG and

sector ministries All

REQ073 System shall provide a feature for uploading evidence (e.g.,

pictures). All All

REQ074 System shall provide a feature for entering sector ministry

assessment for technical progress report.

PO-RALG/sector

ministries All

REQ075 System shall provide a feature for returning council

implementation performance report for rework. LGAs All

REQ076 System shall provide a feature for approving sector

implementation performance report.

PO-RALG /sector

ministries All

REQ077 System shall be able to produce summary and analysis printout

and assessment criteria printout. All All

REQ078 System shall produce reports at targets level. All All

REQ079 System shall produce reports at activity level. All All

REQ080 System shall enter inspection reports on physical

implementation of development targets. Cost centres/SP All

REQ081 System shall allow linkage of activities with ruling party

manifesto and procurement activities. All All

REQ082 System shall identify type of procurement methods. All All

REQ083 System shall provide a feature to enforce entry of breakdown

of all procurement activities (at input level). All All

12


REQ084

System shall provide a feature to enforce selection of input

showing type of input (GFS codes, description of GFS codes

and expenditure nature).

All All

REQ085 System shall allow user to customise items to be included in the

report. All All

REQ086 System shall allow feature to force users to allocate funds

received to the respective activities. Cost centres/SP All

REQ087 System shall produce cumulative reports. All All

REQ088

System shall produce new/modified printouts:

a. Combined Technical and Financial Performance

Implementation

b. Cost analysis

c. Operation Plan (action plan, procurement plan, and cash

flow)

d. Capacity-building plan

e. Compliance to national guidelines

All All

2.3.2. Financial Reporting (Council Financial Reporting)


REQ089 System shall be able to send financial reporting notification to RMT

based on planning and budgeting activities calendar. RS All

REQ090 System shall provide a feature for entering region assessment for

financial report by council. RS All

REQ091 System shall provide a feature for returning council financial report

for rework. RS – >LGA All

REQ092 System shall provide a feature for submitting council financial report

to sector ministry and PO-RALG for revision and acceptance.

PO-RALG

and sector

ministries

All

REQ093 System shall provide feature to upload attachment confirming

acceptance and approval (acknowledgement letter). All All

REQ094 System shall be able to send notification informing that a council has

submitted quarterly financial report. RS All

REQ089

System shall be able to send notification to sector ministry and PO-

RALG informing them to start the assessment process based on

planning and budgeting activities calendar.

PO-RALG

and sector

ministries

All

REQ090 System shall be able to produce financial summary, analysis printout

and financial assessment criteria printout by council and by region. All All

REQ091 System shall provide a feature for entering sector ministry

assessment for financial report by council.

Sector

Ministries All

REQ092 System shall provide a feature for returning council financial report

for rework.

PO-RALG

and sector

ministries

All

REQ093 System shall provide a feature for approving sector financial report.

PO-RALG

and sector

ministries

All

REQ094

System shall be able to produce financial summary and analysis

printout and financial assessment criteria printout by council, region

and national.

All All

13

2.3.3. Other Reports


REQ095 System shall generate budget submission forms as per budget

guideline (list of forms required appears in Annex). All All

REQ096 System shall provide a feature for uploading extract of guideline

and directives. National All

REQ097

System shall develop brief summary of physical and financial

report of donors-funded projects for donors, committees and

other users as deemed necessary.

All All

REQ098 System shall generate automated staff report (Tume ya Utumishi

wa Umma) – from Lawson. All All

REQ099 System shall generate implementation report for party manifesto. All All

REQ100 System shall generate itemised carried-over budget reports at all

levels. All All

REQ101 System shall generate a consolidated carried-over budget report

at national level. All All

REQ102 System shall generate itemised additional/ supplementary budget

reports at all levels. All All

REQ103 System shall generate a report that combines all of budget at all

levels. All All

REQ104 System shall generate funds-allocated report. All All

2.4. Procurement

Req ID Description Sectors Level

REQ105 System shall produce Annual Procurement Plan and Budget. All LGAs

REQ106

System shall extract information related to procurement

services, goods and works from Annual Operational Plan and

Budget.

All Cost

centre/LGAs

REQ107 System shall consolidate council procurement plan. All All

REQ108 System shall produce material requirement reports for the

development of procurement plans. All All

2.5. Extension to Service Providers


REQ109 System shall be expanded to include individual service provider plans

and budget.

Service

Provider All

REQ110

System shall provide a room to specify service output per cost centres

that will be matched to budget, baseline data (target indicator) and

achievement.

Service

Provider All

REQ111 System shall provide report on allocation and expenditures of funds

per each service provider.

Service

Provider All

REQ112 System shall develop consolidated financial and physical report from

service providers.

Service

Provider All

REQ113 System shall develop income and expenditure reports or forms from

service providers (facility level) – from LGRCIS and Epicor.

Service

Provider All

15

3. NON-FUNCTIONAL REQUIREMENTS

The non-functional requirements are requirements that specify criteria that can be used to judge the

operation of a system. They specify criteria (quality characteristics) that judge the operation of the system

rather than specific behaviour.

3.1. General System Requirements

There are a number of general requirements that are not business process-specific but are important from

the perspective of overall system functioning. These requirements describe system capabilities that are

necessary to support the design of PlanRep, and how the systems should work.

Number Functional Description

REQ114 The system should support all the latest standard technologies.

REQ115 The system should be flexible to interface or integrate with other systems.

REQ116 The system should facilitate the presentation of data in tables, graphically, or in reports.

REQ117 The system should support data export/import to readable formats, e.g., CSV, RTF, PDF.

REQ118 The system should be developed using industry standard development tools, which can be

supported by local expertise.

REQ119 The system should provide a feature for bilingual setup (English and Kiswahili).

REQ120 Should be module-based.

3.2. Management


REQ121 The system should maintain transaction log history (audit trail).

REQ122 The system should enable configuration of user-based roles to control access to data and system

features.

REQ123 The system should enable system administration by local staff.

REQ124 The system should provide software updates and schedule of future releases and lists of new,

changed, and dropped features.

REQ125 The system should provide a unique version number for each revision.

REQ126 The system should be easy to start up.

REQ127 The system should include a menu for setup with different users’ privileges.

3.3. Operations


REQ128

The system should be able to back up data automatically, at a schedulable frequency, and the

backup data should be held at an offsite location so that it is recoverable in the event of a system

or hardware failure.

REQ129 The system should support synchronous and asynchronous updates, allowing the ability to work

offline and upload later.

REQ130 The system should accommodate loss of connectivity to components (work in off-line mode).

REQ131 The system should be deadlock-free. Deadlock connotes a situation in which two or more

competing actions are each waiting for the other to finish, and thus neither ever does.

16


REQ132 The system should enable access to the central system from all lower levels with proper

authorisation/access level.

REQ133 The system should provide real-time response to transactions submitted by connected devices up

to the configured national volume level.

REQ134 The system should not require high bandwidth only devices, and should accommodate client

devices with low bandwidth or irregular connectivity.

REQ135 The system should provide adequate data capacity for archiving data.

REQ136

The system should provide access to technical support for the application functions and technical

system performance management indicated. At a minimum, the help desk must be accessible

during normal business hours LOCAL time.

REQ137 The system should provide training and system access for internal technical support (such as

super user training).

REQ138

The system should include on-line tutorials and context-sensitive help. The contents of tutorials

and context-sensitive help should be capable of being easily changed by the administrator to cater

to legislative changes.

REQ139 The system should be user-friendly and intuitive to use for experienced and inexperienced users.

REQ140

The system should have recovery procedures specified for all known or possible failure

conditions of the PlanRep. Recovery systems are required that will:

Recover the PlanRep within a reasonable period (continuity plan)

Inform the user as to the source of the problem

Inform the user as to the state of the transactions when service is restored

Leave no transactions in “mid-air.” Data directly affected by the PlanRep failure should be capable

of recovery to a consistent state.

REQ141 The system should be centralised, web-based, and work in both the intranet and internet

environments.

REQ142 The system should support browser compatibility.

REQ143 The system should not require local governments to pay additional application software license

fees.

REQ144

The system should include monitoring tools at the central location – reporting activity and

possible problems happening in real time, in order to assure efficient processing. These shall

support:

Centralised client and server logging/event monitoring

Geo-located user activity logging and event monitoring

"Before critical" event notifications ("server CPU is above 70% for the last 15 minutes,"

"memory near full")

Automatic heuristics tests on clients (check network quality and speed if main servers are

not responding)

Clients can report server-unreachable problems to monitoring service if it is set up on a different

location (network) than the main infrastructure.

REQ145

The system should be fully documented, including: user’s manual, installation guides,

administration manuals and other documents, supported by preparation of training manuals and

setup of the hardware and software used in training classes.

REQ146 The system should support users with a knowledgeable and responsive help desk, with remote

access to computers for quick diagnosis and solution of issues.

REQ147 The system should provide a menu of service options with navigation between options and sub

options.

REQ148 The system should be based on a system of unique identifiers, preventing the creation of

duplicates, and issuing warnings if users try to do so.

17


REQ149

The system should be error tolerant and provide error handling with clear explanations on how

to overcome the error. Users should be able to see the error described in a business-meaningful

way. Each error should also have an associated error number to aid the Helpdesk. All errors

encountered as well as being reported to the user should be recorded for quality management

and reporting purposes.

REQ150 The system should ensure that only complete transactions are saved to the database; incomplete

pieces to be rolled back.

REQ151 The system should be easily scalable to cater to “peak” processing volumes.

REQ152 The system should enforce processing of transactions in a sequential “workflow” way.

REQ153 The system should accommodate a large number of concurrent (100s) users and multiple (100s)

users with reasonable response time.

REQ154 The system should allow all official notes to contain configurable logos.

REQ155 The system should be available at all times, 24/7.

REQ156 The system should be easily supported and maintained.

3.4. Security


REQ158 The system should be able to manage security, access, and authorisation functions in much simpler.

REQ159 The system should provide comprehensive security features such as in-built intrusion detective and

preventive features.

REQ160 The system should provide additional delegation of administrative rights, controls, enhanced audit,

and other capabilities that would provide greater security in a way that is easy to manage.

REQ161 The system should provide for automatic routine data integrity checks (validation rules) and data

cleaning.

REQ162 The system should provide a system administrator point of control that will manage all configured

security features of the system.

REQ163 The system should be protected against information leakage and hooking.

REQ164 The system should require each user to be authenticated by role before gaining access.

REQ165

The system should provide unique user accounts with passwords (flexible password control) to

control access to the system through the user account setup process, and should align with

national policy and standard operating procedures.

REQ166

The system should force users to change their passwords at regular intervals specified by the

system administrator, e.g., every 90 days. The system should ensure that password histories are

maintained and that passwords are sufficiently secure that they cannot be guessed by other end

users. Passwords should, at a minimum, be required to include both alphabetic and numeric

characters.

REQ167 The system should provide system users with module-based access control to the various system

modules through the user account setup process.

REQ168

The system should restrict access to data based on the user's relationship to organisation, module-

based access, message type access, and organisation-specific data-sharing relationships defined for

data exchange purposes.

REQ167 The system should support definitions of unlimited roles and assigned levels of access, viewing,

entry, editing, and auditing.

REQ169 The system should be role-based, with sufficient security and protection based on defined roles and

users granted permissions.

REQ170 The system should be kept up to date on security updates.

REQ171 The system should provide encrypted communication between components.

REQ172 The system should provide alert/notification of security breaches to users.

REQ173 The system should be authenticated over all modules for the entire duration of the session, and

users will not be asked to log in again while the session stays active.

18


REQ174

The system should permit management of user accounts and their access roles. It will provide tools

for creating the accounts, deleting them, updating user information, resetting passwords and

removing locks from locked accounts. The module will be available only to system administrators.

3.5. Scalability

Scalability is the ability to cater to greater demands required of and/or imposed upon the system (e.g.,

support increased number of users and products) without affecting any of the other Quality of Service

parameters. Scalability allows for increased load on the system without affecting the basic elements of the

system.


REQ175 The system should easily be scaled to support large transaction volumes and many users, beyond

5,000 concurrently.

REQ176 The system should support an unlimited number of registered users.

REQ177

The system should be tested and enhanced as required, using the appropriate system development

tools, to support increasing numbers of system users as necessary to provide nationwide support

of the activity.

REQ178 The system should enable a task to be canceled and rolled back to its previous state.

REQ179 The system should be able to archive data/records that have reached a certain age specified by

administrators.

REQ180 The system should allow conversion of different currencies to a standard currency at the prevailing

exchange rate.

REQ181 The system should support a range of data entry devices and form factors.

REQ182 The system should display item master appropriate for each corresponding administrative level.

REQ183

The system should enable flexible sorting and search criteria (with wild card search capability) for

accessing transactions by any data element including item number, requisition, vendor, date,

location, status, etc.

REQ184 The system should provide appropriate calculations at time of data entry.

REQ185

The system should provide atomic updating of a record. Atomicity prevents updates to the

database occurring only partially, which can cause greater problems than rejecting the whole series

outright.

REQ186 The system should enable a task to be interrupted and resumed.

REQ187

The system should have a consistent “look and feel” for all modules. This includes standardisation

of data entry screen, function keys, query procedures, and on-screen and hardcopy report format,

common icons – for example, for “search.”

REQ188 The system should exchange data with other approved systems (DHIS, LGMD, LGRCIS, Epicor,

Lawson, BEMIS, ARDS, Health Facility Registry (HFR), Water MIS etc.).

REQ189 Talk about what kind of infrastructure is needed for deployment of PlanRep.

19

4. USER REQUIREMENT COLLECTION

CARDS

Sn Function Planning and Budgeting

1 Requirement No REQ001

2 User Requirement System shall provide a feature to define and manage Financial years

3 Process Name Identification of the planning and budgeting Financial year

4 Step No 1

5 Task Configure the current financial year

6 Trigger Identification of planning and budgeting Financial year as per the MoF planning

and budgeting calendar

7 Description of Task

Identification of planning and budgeting Financial year as per the MoF planning

and budgeting calendar shown in MOF Guidelines For the Preparation of

Plans And Budget

8 Is it Automated No

9 Responsible Function Planning and Budgeting

10 Input Documents MOF Guidelines For the Preparation of Plans And Budget

11 Who Prepares the input Ministry of Finance

12 Reports/Outputs

13 Who is the Primary

Consumer of the output? All departments at council level

14 Any other relevant

Information



2 User Requirement System shall provide a feature to initialize budget process

3 Process Name Initialize Planning and Budgeting version

4 Step No 2

5 Task Initialize the initial Planning and Budgeting version for particular financial year

6 Trigger

7 Description of Task The system to initialize the initial Planning and Budgeting version for

particular financial year

8 Is it Automated YES


10 Input Documents

11 Who Prepares the input

12 Reports/Outputs


Consumer of the output?

Sector ministry, region and all departments at the council level


Information

20



2 User Requirement System shall restrict exportation of previous budget to the new budget

3 Process Name Restrict exportation of previous budget to the new budget

4 Step No 3

5 Task Restrict exportation of previous budget to the new budget

6 Trigger

7 Description of Task The system to restrict exportation of previous budget to the new budget



10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

All Departments at the council level


Information



2 User Requirement System shall provide a feature for setting activities calendar

3 Process Name Prepare calendar for planned activities as per national planning guidelines

4 Step No 4

5 Task

6 Trigger

7 Description of Task Prepare calendar for planned activities as appear in the national planning

guidelines



10 Input Documents Planning guidelines

11 Who Prepares the input PO-RALG

12 Reports/Outputs Activities calendar

13

Who is the Primary

Consumer of the

output?

PO-RALG


Information

21



2 User Requirement System shall provide a feature for registering and maintaining list of regional

administrative areas using unique identifier

3 Process Name Registering and maintaining the list of regional administrative areas(Regions,

Councils, Wards, Villages and service providers)

4 Step No 5

5 Task

6 Trigger Registering and maintaining the list of regional administrative areas for

particular defined Financial year

7 Description of Task Registering and maintaining list of regional administrative areas and service

providers using unique identifier for particular financial year

8 Is it Automated NO


10 Input Documents


12 Reports/Outputs List of regional administrative areas and service providers

13

Who is the Primary

Consumer of the

output?

PO-RALG


Information



2 User Requirement System shall keep history of all transactions performed on each administrative

unit

3 Process Name Keep history of all transactions performed on each administrative unit

4 Step No 6

5 Task

6 Trigger


Maintain history of all transactions performed on each administrative unit and

service providers like merging two or more administrative units, moving one

administrative unit or service providers and deleting administrative units and

service providers



10 Input Documents

11 Who Prepares the input All departments at the council level

12 Reports/Outputs History of all transactions performed on particular administrative unit and

service providers

13

Who is the Primary

Consumer of the

output?

All entities responsible for planning and budgeting


Information

This process will be used to keep history for any changes in administrative

areas

22



2 User Requirement System shall provide a feature for attaching sector planning and budgeting

guidelines

3 Process Name Upload current version of Planning guidelines e.g. CCHP guideline

4 Step No 7

5 Task

6 Trigger Planning guidelines e.g. CCHP guideline


Upload the current version of Planning guidelines e.g. CCHP guideline to allow

system users to access the document within the system



10 Input Documents Planning guidelines e.g. CCHP guideline

11 Who Prepares the input Sector ministries, MOF and PO-RALG

12 Reports/Outputs Planning guidelines e.g. CCHP guideline

13

Who is the Primary

Consumer of the

output?

Head of department at council level, Heads of cost centre and RMT


Information



2 User Requirement System shall provide a feature for registering and maintaining list of cost

centres

3 Process Name Registering and maintaining list of cost centres

4 Step No 8

5 Task

6 Trigger

7 Description of Task Registering and Maintaining the list of cost centres



10 Input Documents List of cost centres


12 Reports/Outputs List of cost centres

13

Who is the Primary

Consumer of the

output?

Head of department at council level and Heads of cost centre


Information

23



2 User Requirement System shall be able to register and produce a list of priority areas and

related interventions

3 Process Name Register priority areas and related interventions

4 Step No 9

5 Task

6 Trigger

7 Description of Task Register and produce a list of priority areas and related interventions as per

planning guidelines





12 Reports/Outputs List of priority areas and related interventions


Consumer of the output?

Heads of cost centre


Information



2 User Requirement

The system shall provide a feature for service outputs to address women

specific needs such as access to productive and reproductive services e.g. land

,water, energy, reproductive health etc.

3 Process Name

Register service outputs to address women specific needs such as access to

productive and reproductive services e.g. land ,water, energy, reproductive

health etc.

4 Step No 10

5 Task

6 Trigger


Register service outputs to address women specific needs such as access to

productive and reproductive services e.g. land ,water, energy, reproductive

health etc.



10 Input Documents Planning guidelines specifically on women needs


12 Reports/Outputs List of services outputs that address women specific needs

13

Who is the Primary

Consumer of the

output?



Information

24



2 User Requirement System shall be able to register and produce a list of objectives

3 Process Name Register list of fixed objectives as per planning guidelines

4 Step No 11

5 Task

6 Trigger

7 Description of Task Register list of fixed objectives as per planning guidelines





12 Reports/Outputs List of objectives

13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall provide a feature for entering and maintaining performance

indicators (Baseline data)

3 Process Name Enter and maintain performance indicators (Baseline data)

4 Step No 12

5 Task

6 Trigger

7 Description of Task Entering and maintaining performance indicators (Baseline data)



10 Input Documents Performance indicators


12 Reports/Outputs List of indicators

13

Who is the Primary

Consumer of the

output?

Head of departments and Heads of cost centre


Information

25



2 User Requirement System shall provide a feature for defining Burden Of Disease (BOD) formulas

3 Process Name Define Burden Of Disease (BOD) formulas

4 Step No 13

5 Task

6 Trigger

7 Description of Task Define Burden Of Disease (BOD) formulas for CCHP



10 Input Documents Disease burden Report from DHIS 2

11 Who Prepares the input PO-RALG/MOHSW

12 Reports/Outputs BOD formulas

13

Who is the Primary

Consumer of the

output?

PO-RALG/MOHSW


Information



2 User Requirement System shall provide a feature for registering and maintaining list of

development projects

3 Process Name Registration and Maintenance of development projects

4 Step No 14

5 Task

6 Trigger

7 Description of Task Registration and Maintenance of development projects as provided by MOFP


9 Responsible Function MOFP

10 Input Documents Disease burden Report from DHIS 2

11 Who Prepares the input MOFP

12 Reports/Outputs List of development projects


Consumer of the output? MOFP


Information

26



2 User Requirement System shall provide a feature for registering and maintaining list of funders

3 Process Name Registration and Maintenance list of funders

4 Step No 15

5 Task

6 Trigger

7 Description of Task Registration and Maintenance of development projects as provided by MOFP



10 Input Documents


12 Reports/Outputs List of funders

13

Who is the Primary

Consumer of the

output?

All departments at the LGA level


Information



2 User Requirement System shall provide a feature to capture activities outside the budget

3 Process Name Capture activities outside the budget

4 Step No 16

5 Task

6 Trigger

7 Description of Task Provide a feature to capture activities outside the budget ( these are activities

that were not included in the planning processes)



10 Input Documents

11 Who Prepares the input Head of departments and cost centre

12 Reports/Outputs List of activities that were outside the budget

13

Who is the Primary

Consumer of the

output?

All departments at the LGA level


Information

27



2 User Requirement System shall provide a feature for entering/importing ceilings per votes and

related sub votes by funding source

3 Process Name Entering/importing ceilings per votes and related sub votes by funding source

4 Step No 17

5 Task

6 Trigger

7 Description of Task Entering/importing ceilings per votes and related sub votes by funding source

as provided by MoFP



10 Input Documents


12 Reports/Outputs Ceilings per votes and related sub votes by funding source

13

Who is the Primary

Consumer of the

output?

MOFP


Information

This process will enable Ministry of Finance to enter/import ceilings to a

system



2 User Requirement System shall provide a feature for registering and maintaining list of National

policies and strategies

3 Process Name Registration and maintaining list of National policies and strategies

4 Step No 18

5 Task

6 Trigger

7 Description of Task Registering and maintaining list of national strategies as provided by MoFP



10 Input Documents National strategies


12 Reports/Outputs List of national strategies

13

Who is the Primary

Consumer of the

output?

MOFP


Information

28



2 User Requirement System shall provide a feature for registering and maintaining list of sub votes

3 Process Name Registration and maintaining list of sub votes

4 Step No 19

5 Task

6 Trigger




10 Input Documents Registering and maintaining list of sub votes as provided by MoFP


12 Reports/Outputs List of sub votes

13

Who is the Primary

Consumer of the

output?

MOFP


Information



2 User Requirement System shall provide a feature for generating ceilings per votes and related sub

votes basing on the previous year’s ceilings

3 Process Name Generate ceilings basing on previous year’s ceilings

4 Step No 20

5 Task

6 Trigger

7 Description of Task Generating ceilings per votes and related sub votes basing on the previous

year’s ceilings



10 Input Documents Registering and maintaining list of sub votes as provided by MoFP


12 Reports/Outputs List of sub votes for previous year’s budget

13

Who is the Primary

Consumer of the

output?

Heads of cost centres


Information

This process will enable cost centre users to start planning and budgeting using

previous year ceilings while waiting for the ceilings to be released by MoF.

29



2 User Requirement System shall provide a feature for confirming entered ceilings and attached

guideline by sending notifications to users

3 Process Name Sending notifications message to PMORALG users, Region users, Councils and

service provider users via system and emails

4 Step No 21

5 Task

6 Trigger

7 Description of Task Confirming entered ceilings and attached guideline by sending notifications to

PMORALG users, Region users, Councils and service provider users



10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

PMORALG users, Region users, Councils and service provider users


Information



2 User Requirement System shall provide a feature for automatic apportioning of sub vote ceilings

to cost centre ceiling using defined guideline

3 Process Name Automatic apportioning of sub vote ceilings to cost centre ceiling using

defined guideline

4 Step No 22

5 Task

6 Trigger

7 Description of Task Automatic apportioning of sub vote ceilings to cost centre ceiling using

defined guideline



10 Input Documents


12 Reports/Outputs


Consumer of the output? Heads of cost centre


Information

30



2 User Requirement System shall provide a feature for entering cost centre ceilings by sub votes

and, funding source and type

3 Process Name Entering cost centre ceilings by sub votes and funding source and type

4 Step No 23

5 Task

6 Trigger

7 Description of Task Entering cost centre ceilings by sub votes and, funding source and type using

defined ceilings


9 Responsible Function COST CENTRE

10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

COST CENTRE


Information



2 User Requirement System shall provide a feature for confirming cost centre ceilings by sending

notifications to cost centre users

3 Process Name Sending notifications to cost centre users to confirm cost centre ceilings

4 Step No 24

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

COST CENTRE


Information

31



2 User Requirement System shall provide a feature for entering projection of own source Revenue

by cost centre

3 Process Name Entering revenue projection by cost centre

4 Step No 25

5 Task

6 Trigger

7 Description of Task Entering Revenue projection by cost centre by funding sources



10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

COST CENTRE


Information



2 User Requirement System shall provide a feature for entering Revenue projection of block and

development grants by cost centre

3 Process Name Entering Revenue projection of block and development grants by cost centre

4 Step No 26

5 Task

6 Trigger

7 Description of Task Entering Revenue projection of block and development grants by cost centre



10 Input Documents


12 Reports/Outputs Revenue projection of block and development grants by cost centre

13

Who is the Primary

Consumer of the

output?

COST CENTRE


Information

32



2 User Requirement System shall provide a feature for entering Revenue allocation by cost centre

3 Process Name Entering Revenue allocation by cost centre

4 Step No 27

5 Task

6 Trigger

7 Description of Task Entering Revenue allocation by cost centre



10 Input Documents


12 Reports/Outputs Revenue allocation by cost centre

13

Who is the Primary

Consumer of the

output?

COST CENTRE


Information



2 User Requirement

System shall provide feature to enforce users to enter/select Funding source,

Priority areas, Interventions, National target, output indicators and amounts in

Other charges/development budget form and sector outside council accounts

3 Process Name

Enforce users to enter/select Funding source, Priority areas, Interventions,

National target, output indicators and amounts in Other charges/development

budget form and sector outside council accounts

4 Step No 28

5 Task

6 Trigger


Enforce users to enter/select Funding source, Priority areas, Interventions,

National target, output indicators and amounts in Other charges/development

budget form and sector outside council accounts



10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

COST CENTRE


Information

33



2 User Requirement System shall provide feature to enforce users to enter/select expected priory

service output

3 Process Name Enter/select expected priory service output

4 Step No 29

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Head of departments and cost centres


Information



2 User Requirement System shall provide a feature for entering Cost centre plans and budget, then

produce draft Comprehensive Council Plans (CCP)

3 Process Name Entering Cost centre plans and budget, then produce draft Comprehensive

Council Plans (CCP)

4 Step No 30

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

COST CENTRE


Information

34



2 User Requirement System shall provide a feature for submitting Cost centre CCP to head of

department

3 Process Name Submitting Cost centre CCP to head of department

4 Step No 31

5 Task

6 Trigger



9 Responsible Function

10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

COST CENTRE


Information



2 User Requirement System shall provide a feature for returning Cost centre CCP for rework

3 Process Name Returning Cost centre CCP for rework

4 Step No 32

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

COST CENTRE


Information

35



2 User Requirement System shall provide a feature for consolidating (compile) Cost centre budget

by sector

3 Process Name Consolidating (compile) Cost centre budget by sector

4 Step No 33

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

COST CENTRE


Information



2 User Requirement System shall provide a feature for tracking the review and comments of CMT,

Standing Committees and RS (including Council/Regional Sector Team)

3 Process Name

4 Step No 34

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Head of departments,RMT


Information

36



2 User Requirement System shall provide a feature for tracking the approval of Full Council Meeting

3 Process Name

4 Step No 35

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Head of departments, Full council


Information



2 User Requirement System shall provide a feature for entering Regional Assessment, produce

Summary and Analysis reports and Assessment criteria report

3 Process Name Entering Regional Assessment, produce Summary and Analysis reports and

Assessment criteria report

4 Step No 36

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

RMT


Information

37



2 User Requirement System shall provide a feature for returning sector CCP for rework if not

accepted by region

3 Process Name Returning sector CCP for rework if not accepted by region

4 Step No 37

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

RMT


Information



2 User Requirement System shall provide a feature for submitting sector CCP to Sector Ministry

and PORALG for revision and acceptance

3 Process Name Submitting sector CCP to Sector Ministry and PORALG for revision and

acceptance

4 Step No 38

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs


Consumer of the output? Sector ministries and PO-RALG


Information

38



2 User Requirement System shall provide a feature for producing National plans & budget printout

by council and regional

3 Process Name Producing National plans & budget printout by council and region

4 Step No 39

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Sector ministries and PO-RALG


Information



2 User Requirement System shall provide a feature for entering Sector Ministry Assessment criteria

and track Assessment criteria

3 Process Name Entering Sector Ministry Assessment criteria and track Assessment criteria

4 Step No 40

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

39



2 User Requirement System shall provide a feature for performing self-assessment

3 Process Name Performing self-assessment

4 Step No 41

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall provide a feature for tracking Assessment criteria history

3 Process Name Tracking Assessment criteria history

4 Step No 42

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

40



2 User Requirement System shall provide a feature for validating assessment criteria which have not

been met

3 Process Name Validating assessment criteria which have not been met

4 Step No 43

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall provide a feature for returning sector CCP for rework if not

accepted

3 Process Name Returning sector CCP for rework if not accepted

4 Step No 44

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

41



2 User Requirement System shall provide a feature for approving sector CCP

3 Process Name Approve sector CCP

4 Step No 45

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall provide a feature for producing Summary and Analysis printouts

3 Process Name Producing Summary and Analysis printouts

4 Step No 46

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

42



2 User Requirement System shall allocate conditional revenue to specific targets

3 Process Name Allocate conditional revenue to specific targets

4 Step No 47

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Head of department and cost centre


Information



2 User Requirement System shall allow entering the PE, OC and development budgets associated

with the framework (Government block grants)

3 Process Name Entering the PE, OC and development budgets associated with the framework

(Government block grants)

4 Step No 48

5 Task

6 Trigger

7 Description of Task Entering the PE, OC and development budgets associated with the framework

(Government block grants)


9 Responsible Function Planning and budgeting

10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Head of department and cost centre, RMT, PO-RALG


Information

43



2 User Requirement System shall compare the projected revenue with the actual funds received

3 Process Name Compare the projected revenue with the actual funds received

4 Step No 49

5 Task

6 Trigger

7 Description of Task Compare the projected revenue with the actual funds received



10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Head of department and cost centre


Information



2 User Requirement System shall allow introducing national targets based on selected priority area

and intervention

3 Process Name Introducing national targets based on selected priority area and intervention

4 Step No 50

5 Task

6 Trigger

7 Description of Task Introducing national targets based on selected priority area and intervention



10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

PO-RALG


Information

44



2 User Requirement System shall enforce entry of situational (baseline) data

3 Process Name Enforce entry of situational (baseline) data

4 Step No 51

5 Task

6 Trigger

7 Description of Task Enforce entry of situational (baseline) data



10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Head of departments


Information



2 User Requirement System shall provide feature to view situational (baseline) data that was used

for planning versus targets categorized by sectors and service output

3 Process Name View situational (baseline) data that was used for planning versus targets

categorized by sectors and service output

4 Step No 52

5 Task

6 Trigger

7 Description of Task View situational (baseline) data that was used for planning versus targets

categorized by sectors and service output



10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Head of departments, Sector ministries, PO-RALG


Information

45



2 User Requirement System shall provide a feature to enter funds allocation

3 Process Name Enter funds allocation

4 Step No 53

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall allow entering additional/ supplementary budget at LGA and

National Level

3 Process Name Entering additional/ supplementary budget at LGA and National Level

4 Step No 54

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Head of departments, cost centres, PO-RALG and MOFP


Information

46



2 User Requirement System shall allow entering of budget reallocation at LGAs & National Level

3 Process Name Entering of budget reallocation at LGAs & National Level

4 Step No 55

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

Sn Function Expenditure and EPICOR Linkage


2 User Requirement

System shall provide a feature to read and copy Funds received, Expenditure,

Commitments and Reallocation, Carried over funds, supplementary budget

data from Epicor

3 Process Name Read and copy Funds received, Expenditure, Commitments and Reallocation,

Carried over funds, supplementary budget data from Epicor

4 Step No 56

5 Task

6 Trigger



9 Responsible Function Expenditure and EPICOR Linkage

10 Input Documents


12 Reports/Outputs CFR and CDR reports

13

Who is the Primary

Consumer of the

output?



Information

47



2 User Requirement

System shall provide a feature to save Funds received, Expenditure,

Commitments and Reallocation, Carried over funds, supplementary budget

from Epicor

3 Process Name Save Funds received, Expenditure, Commitments and Reallocation, Carried

over funds, supplementary budget from Epicor

4 Step No 57

5 Task

6 Trigger




10 Input Documents



13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall allow entering carried over budget and exchanging carried over

funds, expenditure between epicor & PlanRep

3 Process Name Entering carried over budget and exchanging carried over funds, expenditure

between epicor & PlanRep

4 Step No 58

5 Task

6 Trigger




10 Input Documents



13

Who is the Primary

Consumer of the

output?



Information

48



2 User Requirement The system shall show the combination of fund allocation and expenditure so

as to be easier during the narration of physical implementation

3 Process Name Fund allocation and expenditure

4 Step No 59

5 Task

6 Trigger




10 Input Documents



13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall be able to produce Funds received, Expenditure, Commitments

and Reallocation printouts by cost centre

3 Process Name Produce Funds received, Expenditure, Commitments and Reallocation

printouts by cost centre

4 Step No 60

5 Task

6 Trigger

7 Description of Task Produce Funds received, Expenditure, Commitments and Reallocation

printouts by cost centre



10 Input Documents



13

Who is the Primary

Consumer of the

output?



Information

49



2 User Requirement System shall allow allocation of funds allocated and forward to Epicor for entry

and approval

3 Process Name Allow allocation of funds allocated and forward to Epicor for entry and

approval

4 Step No 61

5 Task

6 Trigger

7 Description of Task Allow allocation of funds allocated and forward to Epicor for entry and

approval



10 Input Documents



13

Who is the Primary

Consumer of the

output?



Information

Sn Function Implementation Performance Reporting


2 User Requirement System shall be able to send Implementation performance report notification

to cost centres

3 Process Name Send Implementation performance report notification to cost centres

4 Step No 62

5 Task

6 Trigger

7 Description of Task Send Implementation performance report notification to cost centres


9 Responsible Function Implementation Performance Reporting

10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

50



2 User Requirement System shall provide a feature for entering physical implementation report

3 Process Name Entering physical implementation report

4 Step No 63

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Cost centres and Service providers


Information



2 User Requirement System shall provide a feature for Submission of cost centres implementation

performance report to Head of department for revision and acceptance

3 Process Name Submission of cost centres implementation performance report to Head of

department for revision and acceptance

4 Step No 64

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Head of departments


Information

51



2 User Requirement System shall provide a feature for returning cost centre implementation

performance report for rework

3 Process Name Returning cost centre implementation performance report for rework

4 Step No 65

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Cost centres


Information



2 User Requirement System shall provide a feature for consolidating cost centre implementation

performance report into sector implementation performance report

3 Process Name Consolidating cost centre implementation performance report into sector

implementation performance report

4 Step No 66

5 Task

6 Trigger

7 Description of Task Consolidating cost centre implementation performance report into sector




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Head of departments


Information

52



2 User Requirement System shall be able to send notification informing that a council has submitted


3 Process Name Send notification informing that a council has submitted implementation

performance report

4 Step No 67

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

CMT


Information



2 User Requirement System shall be able to send notification to RMT informing them to start the

assessment process basing on planning and budgeting activities calendar

3 Process Name Send notification to RMT informing them to start the assessment process

basing on planning and budgeting activities calendar

4 Step No 68

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

RMT


Information

53



2 User Requirement System shall provide a feature for entering Region assessment for Technical

Progress Report by Council

3 Process Name Entering Region assessment for Technical Progress Report by Council

4 Step No 69

5 Task

6 Trigger

7 Description of Task Entering Region assessment for Technical Progress Report by Council



10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

RMT


Information



2 User Requirement System shall provide a feature for returning council quarterly implementation


3 Process Name Returning council quarterly implementation performance report for rework

4 Step No 70

5 Task

6 Trigger

7 Description of Task Returning council quarterly implementation performance report for rework



10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

RMT and CMT


Information

54



2 User Requirement

System shall provide a feature for submitting council implementation

performance report to Sector Ministry and PORALG for revision and

acceptance

3 Process Name Submitting council implementation performance report to Sector Ministry and

PORALG for revision and acceptance

4 Step No 71

5 Task

6 Trigger

7 Description of Task Submitting council implementation performance report to Sector Ministry and

PORALG for revision and acceptance



10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Sector Ministry and PORALG


Information



2 User Requirement

System shall be able to send notification to PO-RALG and sector ministries

informing them to start the assessment process basing on planning and

budgeting activities calendar

3 Process Name Send notification to PO-RALG and sector ministries informing them to start

the assessment process basing on planning and budgeting activities calendar

4 Step No 72

5 Task

6 Trigger

7 Description of Task Send notification to PO-RALG and sector ministries informing them to start

the assessment process basing on planning and budgeting activities calendar



10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

55



2 User Requirement System shall provide a feature for upload evidence (e.g. Pictures)

3 Process Name upload evidence (e.g. Pictures)

4 Step No 73

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall provide a feature for entering Sector Ministry assessment for

Technical Progress Report

3 Process Name Entering Sector Ministry assessment for Technical Progress Report

4 Step No 74

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

56



2 User Requirement System shall provide a feature for returning council implementation


3 Process Name Returning council implementation performance report for rework

4 Step No 75

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall provide a feature for approving sector implementation

performance report

3 Process Name Approving sector implementation performance report

4 Step No 76

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

57



2 User Requirement System shall be able to produce Summary and Analysis printout and

Assessment criteria printout

3 Process Name Produce Summary and Analysis printout and Assessment criteria printout

4 Step No 77

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall produce reports at targets level

3 Process Name Produce reports at targets level

4 Step No 78

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Head of departments, cost centre


Information

58



2 User Requirement System shall produce reports at activity level

3 Process Name Produce reports at activity level

4 Step No 79

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Head of departments, cost centre and service providers


Information



2 User Requirement System shall enter inspection reports on physical implementation of

development targets

3 Process Name Enter inspection reports on physical implementation of development targets

4 Step No 80

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

RMT


Information

59



2 User Requirement System shall allow linkage of activities with ruling party manifesto and

procurement activities

3 Process Name Linkage of activities with ruling party manifesto and procurement activities

4 Step No 81

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall identify type of procurement methods

3 Process Name identify type of procurement methods

4 Step No 82

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

60



2 User Requirement System shall provide a feature to enforce entry of breakdown of all

procurement activities (at input level)

3 Process Name Enforce entry of breakdown of all procurement activities (at input level)

4 Step No 83

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall feature to enforce selection of input showing type of input (GFS

codes, description of GFS codes and expenditure nature)

3 Process Name Selection of input showing type of input (GFS codes, description of GFS codes

and expenditure nature)

4 Step No 84

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

61



2 User Requirement System shall allow user to customize items to be included in the report

3 Process Name Customize items to be included in the report

4 Step No 85

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Sector ministries, PO-RALG,RMT,Head of departments, cost centre and

service providers


Information



2 User Requirement System shall allow feature to enforce users to allocate funds received to the

respective activities

3 Process Name Allocate funds received to the respective activities

4 Step No 86

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

62



2 User Requirement System shall produce cumulative reports

3 Process Name Produce cumulative reports

4 Step No 87

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Sector ministries, PO-RALG,RMT, Head of departments, cost centre and

service providers


Information



2 User Requirement

System shall produce new/modified printouts

a. Combined Technical and Financial Performance Implementation

b. Cost analysis

c. Operation Plan (Action plan, procurement plan, and cash flow)

d. Capacity building plan

e. Compliance to national guidelines

3 Process Name Produce new/modified printouts

4 Step No 88

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Sector ministries, PO-RALG,RMT, Head of departments, cost centre and

service providers


Information

63

Sn Function Council Financial Reporting


2 User Requirement System shall be able to send Financial reporting notification to RMT basing on

planning and budgeting activities calendar

3 Process Name Send Financial reporting notification to RMT basing on planning and budgeting

activities calendar

4 Step No 89

5 Task

6 Trigger



9 Responsible Function Council Financial Reporting

10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

RMT


Information



2 User Requirement System shall provide a feature for entering Region assessment for Financial

Report by Council

3 Process Name Entering Region assessment for Financial Report by Council

4 Step No 90

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

RMT


Information

64



2 User Requirement System shall provide a feature for returning council Financial report for rework

3 Process Name Returning council Financial report for rework

4 Step No 91

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall provide a feature for submitting council Financial report to Sector

Ministry and PORALG for revision and acceptance

3 Process Name Submitting council Financial report to Sector Ministry and PORALG for

revision and acceptance

4 Step No 92

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

65



2 User Requirement System shall provide feature to upload attachment confirming acceptance and

approval (acknowledgement letter)

3 Process Name Upload attachment confirming acceptance and approval (acknowledgement

letter)

4 Step No 93

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall be able to send notification informing that a RMT has submitted

quarterly financial report

3 Process Name Send notification informing that a RMT has submitted quarterly financial report

4 Step No 94

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

66



2 User Requirement

System shall be able to send notification to Sector Ministry and PORALG

informing them to start the assessment process basing on planning and

budgeting activities calendar

3 Process Name Send notification to Sector Ministry and PORALG informing them to start the

assessment process basing on planning and budgeting activities calendar

4 Step No 95

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall be able to produce Financial Summary, Analysis printout and

Financial Assessment criteria printout by council and by region

3 Process Name System shall be able to produce Financial Summary, Analysis printout and

Financial Assessment criteria printout by council and by region

4 Step No 96

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

LGA, RHMT, Sector ministries and PO-RALG


Information

67



2 User Requirement System shall provide a feature for entering Sector Ministry assessment for

Financial Report by Council

3 Process Name Entering Sector Ministry assessment for Financial Report by Council

4 Step No 97

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall provide a feature for returning council Financial report for rework

3 Process Name Returning council Financial report for rework

4 Step No 98

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

68



2 User Requirement System shall provide a feature for approving sector Financial report

3 Process Name Approving sector Financial report

4 Step No 99

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall be able to produce Financial Summary and Analysis printout and

Financial Assessment criteria printout by council, region and national

3 Process Name Produce Financial Summary and Analysis printout and Financial Assessment

criteria printout by council, region and national

4 Step No 100

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

LGA,RMT,Sector ministries and PO-RALG


Information

69



2 User Requirement System shall be able to produce Financial Summary and Analysis printout and

Financial Assessment criteria printout by council, region and national

3 Process Name Produce Financial Summary and Analysis printout and Financial Assessment

criteria printout by council, region and national

4 Step No 101

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

LGA, RMT, Sector ministries and PO-RALG


Information

Sn Function Other Reports


2 User Requirement System shall generate budget submission forms as per budget guideline (List of

forms required attached in Annex)

3 Process Name Generate budget submission forms as per budget guideline

4 Step No 102

5 Task

6 Trigger



9 Responsible Function Other reports

10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

LGA


Information

70



2 User Requirement System shall provide a feature for uploading extract of guideline and directives

3 Process Name Uploading extract of guideline and directives

4 Step No 103

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

LGA,RHMT, Sector ministry, PO-RALG,MOFP


Information



2 User Requirement System shall develop brief summary of physical and financial report of donors

funded projects for Donors, committees and other users as deemed necessary

3 Process Name Develop brief summary of physical and financial report of donors funded

projects for Donors, committees and other users as deemed necessary

4 Step No 104

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

71



2 User Requirement System shall generate automated staff report (Tume ya Utumishi wa Umma) –

From LAWSON

3 Process Name Generate automated staff report (Tume ya Utumishi wa Umma) – From

LAWSON

4 Step No 105

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall generate implementation report for party manifesto

3 Process Name Generate implementation report for party manifesto

4 Step No 106

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

72



2 User Requirement System shall generate itemized carried over budget Reports at all levels.

3 Process Name Generate itemized carried over budget Reports at all levels

4 Step No 107

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall generate a consolidated carried over budget Report at National

level

3 Process Name Generate a consolidated carried over budget Report at National level

4 Step No 108

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

73



2 User Requirement System shall generate an itemized additional / supplementary budget Reports at

all levels

3 Process Name Generate an itemized additional / supplementary budget Reports at all levels

4 Step No 109

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

PO-RALG,MOFP


Information



2 User Requirement System shall generate funds allocated report

3 Process Name Generate funds allocated report

4 Step No 110

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

74

Sn Function Procurement


2 User Requirement System shall produce Annual Procurement Plan and Budget

3 Process Name Produce Annual Procurement Plan and Budget

4 Step No 111

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information



2 User Requirement System shall Extract information related to Procurement services, goods and

works from Annual Operational Plan and Budget

3 Process Name Extract information related to Procurement services, goods and works from

Annual Operational Plan and Budget

4 Step No 112

5 Task

6 Trigger



9 Responsible Function Procurements

10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?



Information

75



2 User Requirement System shall Consolidate Council Procurement Plan

3 Process Name Consolidate Council Procurement Plan

4 Step No 113

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Head of departments


Information



2 User Requirement System shall produce material requirement reports for the development of

procurement plans

3 Process Name Produce material requirement reports for the development of procurement

plans

4 Step No 114

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Head of departments


Information

76

Sn Function Extension to Service Providers


2 User Requirement System shall be expanded to include individual service provider plans and

budget

3 Process Name Expand to include individual service provider plans and budget

4 Step No 115

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Service providers


Information



2 User Requirement System shall provide a room to specify service output per cost centres that will

be matched to budget, baseline data (target indicator) and achievement

3 Process Name Provide a room to specify service output per cost centres that will be matched

to budget, baseline data (target indicator) and achievement

4 Step No 116

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Service providers


Information

77



2 User Requirement System shall provide a room to specify service output per cost centres that will

be matched to budget, baseline data (target indicator) and achievement

3 Process Name Provide a room to specify service output per cost centres that will be matched

to budget, baseline data (target indicator) and achievement

4 Step No 117

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Service providers


Information



2 User Requirement System shall provide report on allocation and expenditures of fund per each

service providers

3 Process Name Provide report on allocation and expenditures of fund per each service

providers

4 Step No 118

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Service providers


Information

78



2 User Requirement System shall develop consolidated financial and physical report from Service

providers

3 Process Name Develop consolidated financial and physical report from Service providers

4 Step No 119

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Service providers


Information



2 User Requirement System shall develop Income and expenditure reports or forms from Service

providers (facility level) – from LGRCIS and Epicor

3 Process Name Develop Income and expenditure reports or forms from Service providers

(facility level) – from LGRCIS and Epicor

4 Step No 120

5 Task

6 Trigger




10 Input Documents


12 Reports/Outputs

13

Who is the Primary

Consumer of the

output?

Service providers


Information

79

ANNEX: SAMPLE REPORTS

Figure 2: Quarterly Financial Progress Report- Own Source Revenue (LGA’s)

80

Figure 3: Quarterly Financial Progress Report- Transfers (LGA’s)

Figure 4: Quarterly Financial Progress Report-Expenditures (LGA)

81

Figure 5: Quarterly Financial Progress Report- Sectors (LGA’s)

Figure 6: Quarterly Financial and Physical Progress Report for LGA Development Activities

Figure 7: Financial Report: Actual Allocations and Expenditures

USER SPECIFICATION DOCUMENT FOR LGA


(PLANREP) SYSTEM