1. BY: Mr. Peter M. Kahiro IFMIS Department (The National Treasury)
IFMIS & VMS
BY:
Mr. Peter M. Kahiro
IFMIS Department
(The National Treasury)

2. Introduction
Expectations…..

3. Agenda What is IFMIS Why Government adopted IFMIS IFMIS Modules
VoteBook Management system (VMS)
Data capture related Issues
Uploading data in the ledger
Moving data from Ledger to IFMIS
Securing your VMS

4. IFMIS – Integrated Financial Management Information system.
What is IFMIS
IFMIS – Integrated Financial Management Information system.
IFMIS is therefore an aggregation of various ICT module into a large data repository that facilitates information processing in an effective and efficient manner
What is to be integrated
Hyperion, KRA, CBK, eCitizen, GHRIS, Debt Management, Pensions System, EPROMIS, County ICT Systems, VMS, Registrar of Companies system

5. What is IFMIS (IFMIS Overview)

6. What is IFMIS (IFMIS Overview)

7. Why Government adopted IFMIS
1. Legal Reasons
IFMIS is anchored on Article 226 of the Kenya Constitution 2010
Other supporting legal basis include
Article 227, PFM act section 12 (e), Executive order No. 6 of 6 March 2015 and PPAD act 2015
2. Business Reasons.
-DA’s to List business reasons

8. IFMIS - Modules Fixed assets HR (Includes Payroll) CASH Management
Planning and Budgeting (P2B)
Account Payables (Expenditure Module)
Account Receivables (Revenue to Cash)
Communication
iProcurement (e-Procurement)
ICT to Support
Record to Report

9. IFMIS – A more technical look
IFMIS supporting Elements
-Hardware
Processor, Memory, Display Units, IO devices, Connectivity
Software
Operating systems, Web browsers, Database, Applications, Miscellaneous applications
Its Important to note that all the above are available in the VMS module which is a simplified version of the IFMIS VoteBook

10. VoteBook Management system (VMS)
The VMS is a simplified version of the IFMIS operations at the P2P (account payables module)
The current VMS was developed in FY 2012/2013
Its developed using vba language however data encryption is through
Why do you think VMS was developed(enumerate the benefits)

11. VoteBook Management system (VMS)
The VMS acts as a receptor of AIE generated from IFMIS
The Expenditure occurs at the VoteBook level however, for the purpose of preparing the finial books of Accounts, the Vouchers from the VMS are “captured” into the IFMIS general ledger.
Note. Error In data capture in VMS means that books of accounts at IFMIS level cannot Balance
Common Errors
Common SCOA errors
Creating Codes that AIE didn’t have
Failure to De-commit Commitments at the closure of Financial Year

12. Configuring VMS
1. Open a blank Microsoft Access and Click the home button

13. Configuring VMS
2. Click the home button and choose access options

14. Configuring VMS
3. Choose Trust center

15. Configuring VMS
4.. Choose Trust center Settings

16. Configuring VMS
5.. Choose Trusted Locations

17. Configuring VMS
6. Browse the Locations of “VMS” (target path location)

18. Configuring VMS
7. Pick the Location as shown here and click then OK button

19. Configuring VMS
8. Add Subfolders associated with the VMS location

20. Configuring VMS
10 . Once Location is added Successfully it should appear as shown below

21. Configuring VMS
11 . Now Move 7za file to Program files (Observe the Paths Carefully)

22. Configuring VMS
12 . Now Move 7za file to Program files (Observe the Paths Carefully)

23. Configuring VMS
13 . Now Move Router and Cmdlg32.ocx file to system32 folder

24. Configuring VMS
The system is now ready for use however it can be enhanced by creating a shortcut to the desktop

25. Other files and Folder
There are several file and folders created by VMS that are quite Important
BackupXXXX
This contains Ms Access application files Created by VMS and which assist in the recovery of data incase of system failure.
The files are created per each successful execution of the Dvbk file
Exports
This contains the exported file, the file is encrypted any changes or attempt to open it renders it unreadable (please do not interfere with this file, “No” returns shall be deemed to have been received from your station if the file is unreadable)

26. There are basically 4 simple steps
Operating VMS
There are basically 4 simple steps
Capture AIE
Make Payments / Commitments
Generate Reports
Upload Returns

27. Operating VMS 1 2 3

28. 4 Operating VMS User Name is your Personal Number
Ledger.treasury.go.ke:880
Login into the online Ledger system
Choose file to Upload
Upload and observe failure of success of your file
User Name is your Personal Number
Password is ‘welcome’ for starters

29. Moving VMS data into IFMIS
Previous setup
Download
online report
test
Upload process
IFMIS GL
Discard

30. Moving VMS data into IFMIS
FY2016/17 and Beyond
Online Data
upload
Oracle SOA
process
IFMIS GL
Discard

31. Moving VMS data into IFMIS (Oracle perspective)
FY2016/17 and Beyond

32. The following should be provided on the bare minimum to ensure VMS
Securing VMS
Ledger.treasury.go.ke880
The security of Information is quite important in ensuring data integrity
The following should be provided on the bare minimum to ensure VMS
Physical security
Ups, Lockable office, guards
Logical Security
Passwords, antivirus etc.

33. The future of securing information system and other emerging computing environment is the key breaking science of the future

34. Thank you all for attending
Q & A
Thank you all for attending