REPUBLIC OF RWANDA

Ministry of Finance and Economic Planning (MINECOFIN)

THE INTEGRATED FINANCIAL MANAGEMENT INFORMATION SYSTEM (SMARTFMS)

REPORT ON THE TRAINING OF ICT OFFICERS

HELD AT THE TRAINING ROOM OF THE OFFICE THE AUDITOR GENERAL KIMIHURURA 13th 15TH APRIL 2011

Issued: May 2011

SmartFMS Implementation

Training of ICT Officers

Table of Contents
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Introduction........................................................................................................................................................... 3 Background to the training ................................................................................................................................... 3 Training Objectives............................................................................................................................................... 4 Workshop Organization ........................................................................................................................................ 5 Participants Attendance ........................................................................................................................................ 5 Topics Covered ..................................................................................................................................................... 6 Presentation Materials........................................................................................................................................... 8 Outcomes of the Training ..................................................................................................................................... 8 Recommendations................................................................................................................................................. 8 Training Evaluation and Feedback ................................................................................................................... 8 Open discussions and Way Forward ............................................................................................................... 10 Conclusion ...................................................................................................................................................... 10

ANNEXES ................................................................................................................................................................. 11 I List of Participants............................................................................................................................................ 11

Page 2

SmartFMS Implementation
1. Introduction

Training of ICT Officers

The Government of Rwanda (GoR) has been undertaking a number of key reforms in Public Financial Management in accordance with the objectives of the 2020 Vision. In order to enhance financial accountability and transparency, the Ministry of Finance and Economic Planning (MINECOFIN) implemented the Integrated Financial Management Information System (IFMIS) called the SmartFMS. The GoR under MINECOFIN has implemented the SmartFMS since 1st July 2010 and this has covered 87 budget agencies that include 25 Central Government Ministries, 35 Line Agencies, 30 Districts and 4 Provinces. There are a number of over 700 end-users currently using the SmartFMS across the Government. 2. Background to the training During the month of November 2010, a delegation of 5 MINECOFIN staff led by the Accountant General undertook a study tour of 2 African countries that have successfully implemented the IFMIS. These included the Governments of Gambia and that of Uganda. The main objective of the study tour was to share experiences with the counterpart staff in government that would enhance their knowledge of the challenges and success factors for implementation of an IFMIS. Following this study tour, the delegation shared the lessons learnt and one of these was that ICT technical staff were able to support the IFMIS functional end-users who were mainly of the accounting background. The ICT staff mainly constituted the following: Database Administrators Network Administrators They learnt that these ICT officers would ably support the end-users given that the latter would not easily diagnose any issues and differentiate them between application, database and network. Gaining from this experience, the report from the study tour recommended that the ICT officers from the various budget agencies should undergo training that would enable them obtain a reasonable appreciation of the SmartFMS to the extent that they are able to support the end-users. It was also further noted that this would provide leverage to the limited support available in the support teams. In addition, the ICT officers would also provide support during the 2nd phase of the SmartFMS implementation. It was with this background that MINECOFIN, organized a 1-day training of ICT officers that was carried out from the 13th 15th April 2011. The training was conducted at the training room of the Auditor Generals Office located at Kimihurura sector.

Page 3

SmartFMS Implementation

Training of ICT Officers

In this regard, the MINECOFIN takes this opportunity to thank the administration of the OAGs office for granting them permission to utilize this training facility. 3. Training Objectives The main objectives of the workshop were highlighted as follows:a) b) c) d) To sensitize the participants on the current implementation of the IFMIS To provide an overview on the SmartFMS key business processes To share ICT challenges that have been experienced To equip them with skills that enable them to support data collection and provide technical support to issues that may arise during this implementation

Page 4

SmartFMS Implementation

Training of ICT Officers

4. Workshop Organization The Coordinator for ICT-MINECOFIN, Mr. Emmanuel Bagilizina, was the overall coordinator in organizing the workshop and was supported by staff from ICT Department and the Training Management Group (TMG) of the SmartFMS team. The key preparatory activities and the assignment of responsibilities to these groups were spearheaded by the persons indicated below:-

ID 1. 2. 3. 4. 5. 6.

Activity Overall Coordination and Key Facilitator Review and Update of Training Materials Preparation of letter of invitations and follow up on participation Coordination of Logistical arrangements Monitoring and Evaluation ICT Infrastructure Technical Support

Responsible Person Emmanuel BAGILIZINA Robert Mutyoba / Alexis Kamuhire Robert Mutyoba / Pierrot Cyubahiro Willy Twishime / Pierrot Cyubahiro Robert Mutyoba / Alexis Kamuhire Felix Mubiligi / Rose Uwimana / Emma Karara / Jose

5. Participants Attendance The targeted participants were staff that were involved in the support of the ICT infrastructure in the various budget agencies and these were identified as 1 (one) staff from each of the 25 Central Government Ministries, 35 line agencies, 30 districts and 5 provinces including Kigali City. A total of 90 participants were targeted. The actual attendance was 72 representing audience. The full list of participants is provided as annex II to this report. 80% of the target

Page 5

SmartFMS Implementation

Training of ICT Officers

Participants from the Central Government Ministries attending one of the training sessions

6. Topics Covered The participants were presented with a number of topical discussions that were very interactive and insightful and these covered the following:No 1. 2. 3. 4. Subject Overview of IFMIS Implementation High-level overview of SmartFMS processes Network topology and communication protocols Implementation Challenges and solutions Presenter Robert Otala Sylvain Tabazi Emmanuel Bagilizina Emmanuel Bagilizina Title IFMIS Advisor Database Administrator ICT Coordinator MINECOFIN ICT Coordinator MINECOFIN -

The detailed presentations have been posted to the Ministry website.

The key issues presented to the participants included the following:a) The current status of the SmartFMS implementation. This provided participants with an update on why the GoR made the choice for SmartFMS and the budget agencies where it has been fully implemented. It presented the plan for the further rollout and the key critical success factors among which included the following: Effective project management, communication of all project issues and sustained commitment at all levels across Government Incorporation of IFMIS implementation across Government mainstream activities Identification and planning of all IFMIS recurrent costs

Page 6

SmartFMS Implementation
b) Overview of key business processes

Training of ICT Officers

This provided an overview of the core applications or modules currently available on the SmartFMS and these included the following: Budget Preparation Cash planning Purchasing and commitment control Payment processing (Central Treasury) Payment processing (Budget Agency managed accounts) Receipts management Bank reconciliation and reporting

Implementation challenges highlighted included the following: Network connectivity (bandwidth and stability) Inaccurate and Incomplete budgeted End users inputs and posting errors

c) The ICT network topology in a diagrammatic presentation was as below.

The key message was that for end-users using various platforms, the set-up would require their access rights to MINECOFIN to be authenticated through access using the Virtual Private Network (VPN) d) The End-user guide to accessing the application via VPN. This was a hands-on session on the steps and procedures that the SmartFMS user has to take in order to access the application through the VPN e) Minimum requirements for accessing the application. This presented the required hardware and software specifications that the laptop/desktop of the SmartFMS user should have that should support the application

Page 7

SmartFMS Implementation

Training of ICT Officers

7. Presentation Materials Participants were provided with the following materials during the training:a) Presentation of the status of the Project Implementation b) Presentation on the SmartFMS Key business processes c) MINECOIFN network topology and end-user User guidelines to accessing the SmartFMS application via the VPN d) VPN required settings and ports e) ICT infrastructure Assessment Questionnaire f) Password policies 8. Outcomes of the Training The objectives of the training were achieved and these could be measured as follows:a) The participants obtain an overall appreciation of the key business processes of the SmartFMS b) The participants are aware of the current implementation challenges and how they can support end-users in their respective budget agencies 9. Recommendations The participants had the following recommendations to make:a) MINECOFIN should undertake field visits aimed at providing On-site support to application users experiencing challenges. b) MINECOFIN should create an ICT mail group to share updates and technical challenges c) MINECOFIN should support institutions to procure adequate ICT equipment like routers and servers. d) Speed up installation of the fiber optic in the districts. e) ICT officers should be updated on the new features of the system. 10. Training Evaluation and Feedback The participants were required to provide feedback on the effectiveness of the training delivered by completing an evaluation form, a copy of which is annexed to this report. The evaluation form provided a number of selected criteria against which to assess and ratings were to be made by the participants as below:1 2 3 4 Poor Less Satisfactory Good Above Average

Page 8

SmartFMS Implementation

Training of ICT Officers

5 Excellent Of the 130 participants 80 responses were received representing 62% of the participants. The results from the evaluations were as follows:Evaluation and Feedback from ICT Officers: 13th 15th April 2011
No. 1. 2. 3. 4. Evaluation Criteria Overview of the IFMIS Implementation Overview of SmartFMS key business processes Network topology and communication protocols Implementation Challenges and solutions Average Rating for Functional Training 5. 6. 7. 8. 9. 10. Training duration Reliability of Internet Connection Quality of Training Materials Time Management Quality of Meals Training Venue facilities Average Rating for Training Facilities Overall Rating Rating 4.1 4.1 4.1 4.0 4.1 3.4 4.2 4.3 3.3 3.5 4.0 3.7 3.9

It can be concluded from the evaluation, that the overall training was Average given the overall rating of 3.9. The areas in which relatively low scores were recorded have been identified and the main reasons are briefly given below. The comments from the training management group are provided. Training Duration Participants mentioned that the 1-day training were not adequate given the amount of information that they needed to learn. Reliability of Internet Connection The Internet connectivity was fairly stable however intermittent failures were experienced during the practical demonstrations.

Time Management The time allocated for the various activities was not adequate to allow
participants conceptualize the subject matter. There was less time allocated for the interactive sessions. Below is the feedback comments that were made by the participants and recommendations proposed:-

Page 9

SmartFMS Implementation
11. Open discussions and Way Forward

Training of ICT Officers

The participants raised the following issues and the specific responses from the trainers are given below:Issue i) There is need for additional training in order to have a complete understanding of the processes Response Training plans shall be made to address this request There was still a challenge for those using Mozilla however IE had resolved this. MINECOFIN team would provide appropriate solution and advise This was part of the topics for discussion and a complete presentation was made

ii) Why Mozilla Firefox (The latest version cannot work with the IFMIS?) iii) What are the prerequisites to use SMARTIFMIS?

12. Conclusion The 1-day training of the ICT-Officers was necessary as it provided a basis e for sensitizing the participants on the implementation status of the SmartFMS and challenges that are experienced.

Page 10

SmartFMS Implementation
ANNEXES I List of Participants

Training of ICT Officers

a) Group 1 Ministries : 13th April 2011

No 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Name UZAMUKUNDA Christine UMURERWA Joyense MUTABAZI Jean Ren NZIBAZA Evaritse MUVANDA A Joseph RUTAYISIRE Celestin BIKEKAYABO J Damascene HARERIMANA Emmanuel ISHIMWE Jean dAmour KAYUMBA Theogen UKURIKIYIMFURA Laurien BAMBANZA Emmanuel MOSOZI Werner NGWINONDEBE Chantal MULISA Fred NIKUBWIMANA Didier HARELIMANA Zacharie BWANAKWELI Chantal SENDEGEYA Lambert NIYITEGEKA Jean Marie Budget Agency MINICOM MININFRA MINIFOM NPPA Senate Ombudsman Office MINEAC MINAFFET Parliament MINEDUC OAG MINIJUST Supreme Court MINIYOUTH PRESIREP MINECOFIN MINELA MININTER MINADEF MIDIMAR Position IT Expert IT Officer IT Expert Software Expert Network Administrator ICT Manager IT Expert IT Expert IT Expert IT Expert IT Officer Web-Based Consultant IT Expert Networks Engineer ICT Expert ICT Expert System Administrator IT Expert Solutions bambanza@gmail.com wernermoszi@gmail.com cngwinondebe@yahoo.com fmulisa@presidency.gov.rw didier.nikubwimana@minecofin.gov.rw zacharieh@yahoo.com chakweli@yahoo.com lsendegeya@minadef.gov.rw nijeanmarie@midimar.gov.rw 0788-754888 0788-526172 0788-753744 0788-578659 0788-433341 0788-300686 0788-304495 0788-685540 0788-842864 Email Address_1 and 2 christineu@minicom.gov.rw uzchristine@yahoo.com joyeuse.umurerwa@mininfra.gov.rw remutabazi@gmail.com evariste.nzibaza@nppa.gov.rw muvanda@yahoo.com joseph.muvanda@parliament.gov.rw rutayisire.celestin@ombudsman.gov.rw bdamascene@mineac.gov.rw damabike2002@yahoo.fr eharerimana@minaffet.gov.fr Damouri.ishimwe@parliament.gov.rw kayumbatheogene@mineduc.gov.rw lauk@oag.gov.rw / 0788-633310 0788-761805 / 0788-534383 0788-664429 0788-750231 0785-150072 0788-802335 / 0788-447569 0785-312673 0788-450600 0788-473757 Mobile No

System Administrator Systems

Software Developer

Page 11

SmartFMS Implementation
b) Group 2 Line Agencies : 14th April 2011
No 1 2 3 4 5 6 7 8 9 10 11 RUTAGANDA Silas 12 13 14 15 16 17 18 19 NKUNDIMANA Donath 20 21 KARINDA Prime 22 23 RUSANGA Kizito SHEMA Mike WDA RDRC PSC NATUKUNDA Elizabeth NISR INMR NYANDWI J Bosco MUKIZA Charles MUNYENGANDO Jean Baptiste MURENZI G Vincent UZABUMUGABO Placide AZIM James TWAGIRUMUKIZA Leonard CNF NCHE NURC ILPD RNP RHA CDF FER ICT Officer Ag. IT Officer ICT Officer ICT Officer ICT Officer IT Expert ICT Officer Road Engineer Name KALEMA Gordon MUSHANA Jean Damascene MUNYANRUGERERO Viateur RIBAKARE J Dieu MUNYESHYAKA Abdoul Karim NDAYISABA Aimable SINZIKWITA Jean Claude MULINDWA Joseph KAJANGWE H Maurice GASENGAYIRE Yves Budget Agency CNLG RPPA GMO FARG MHC NHRC RBS NURC RCA MINECOFIN Position ICT Officer

Training of ICT Officers

Email Address_1 and 2 ka2kg@yahoo.com jmushana@yahoo.fr / jmushana@rppa.gov.rw mviateur2009@gmail.com ribakorajd@yahoo.fr cmaka10@yahoo.fr ndaimable@gmail.com sinjeko@gmail.com joseph.mulindwa@yahoo.co.uk hamaurice@gmail.com yves.gasengayire@minecofin.gov.rw silasrutaganda@hotmail.com ruts1961@yahoo.fr bocany2002@yahoo.fr mukiza34@yahoo.fr munyejab@yahoo.fr murevg@yahoo.com uzaplacide@yahoo.fr twagiraleonard@yahoo.fr donankunda@yahoo.fr donathankundimana@statistics.gov.rw byecoliz@yahoo.com prime@wda.gov.rw krusanga@gmail.com shemay2k8@gmail.com / /

Mobile No 0785-100518 0788-417751 0788-539869 0788-649091 0788-675605 0788-790046 0788-882605 0788-504573 0788-818876 0788-608303 0788-771765 0788-455836 0788-848854 0783-347928 0788-879771 0788-541124 0788-294011 0788-468070 0788-552732 0785-444551 0788-420655 0788-352344 0788-304562

Network Administrator ICT & DBA IT Officer ICT Officer ICT Officer Asst. IT Officer ICT Officer Network Manager IT Developer

Database Administrator ICT Officer Software & Database Expert IT Manager ICT Manager

Page 12

SmartFMS Implementation
c) Group 3 Districts and Provinces: 15th April 2011
No 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 Name UMUHIRE Cedric CYUBAHIRO Christian MURIYESU Ferdinand MUNYAKAZI Eric MUZIGANYI Gerald TEMA Jean NTABARESHYA Albert Jess NZIGIYIMANA Hyacinthe RUGEMA Christian TUBANENIMANA Fabrice MVUYEKURE Patrice SHUMBUSHO Stanislas HAGUMA Pierre KASANA Godfrey HAGENIMANA Jean de Dieu NSANZIMANA Modeste HARERIMANA Massoud TWAGIRIMANA JMV HARINDINTWALI Simon GASAGURE Joel NKUSI Etienne SENTURO Jean Aime NDIKUBWIMANA Pascal GASIRIKARE Steven NSHIMIYIMANA Levis NSEKALIJE Aloys KAREMERA Bumalo HAKUZIMANA J Berhmas Ildephonse YIRIRWAHANDI Budget Agency Kigali City Kamonyi Bugesera Nyanza Gasabo Gisagara Karongi Ngororero Gatsibo IRST Ngoma Southern Province Western Province Rulindo Nyamagabe Northern Province Kayonza Nyaruguru Rutsiro Rubavu Rwamagana Gicumbi Nyabihu Eastern Province Gakenke Ruhango Musanze Huye Muhanga Position ICT Expert ICT Officer ICT/MIS Officer ICT Officer ICT Officer ICT Officer ICT / MIS ICT Officer ICT Officer Head of ICT ICT / MIS ICT Officer ICT Officer ICT Officer ICT / MIS ICT Expert ICT Officer ICT Officer ICT Officer ICT Officer ICT Officer ICT Officer ICT Officer ICT Officer ICT Officer ICT Officer ICT Officer ICT Officer ICT Expert

Training of ICT Officers

Email Address_1 and 2 cedric@kigalicity.gov.rw cyubahiroc@yahoo.fr fmuriyesu@bugesera.gov.rw munyericla@gmail.com Muziganyi2000@yahoo.fr kazanendatemajean@yahoo.fr Ictkarongidistrict@yahoo.fr nzigiyehycthe@yahoo.fr ruchris10@yahoo.fr tunebro@yahoo.fr mkure2@yahoo.fr ictofficer@southernprovince.gov.rw hgpierre@yahoo.fr kasanagodfrey@yahoo.com jados2@gmail.com nsamo2002@yahoo.fr Harerimana_2000@yahoo.fr vianney185@yahoo.fr Hsimon7@yahoo.fr Joelgas2005@yahoo.com Stevkrw1@yahoo.com senturo2002@yahoo.fr ndikupa@yahoo.fr gas85k@yahoo.com nhlevis@yahoo.fr alonseka@yahoo.fr Kbumalo20@yahoo.com hakuzim@yahoo.fr ildeyiri@yahoo.fr

Mobile No 0788-351458 0788-678545 0788-823134 0788-837031 0788-617239 0788-807478 0788-534669 0788-691571 0788-428507 0788-568125 0788-466112 0788-870185 0788-533884 0788-580984 0788-499611 0788-549890 0788-689511 0788-351929 0788-738010 0788-578284 0788-949680 0788-425094 0788-547103 0788-513343 0788-666165 0788-506720 0788-232666 0788-861584 0788-634903

Page 13

MINISTRY OF FINANCE AND ECONOMIC PLANNING

(MINECOFIN)

TRAINING FEED BACK FORM

MINECOFIN SUPPPORT TEAM

No 1 2 3 4 5 6 7 8 9 10 11 Name BAGILIZINA Emmanuel OTALA Robert MUTYOBA Robert TABAZI Sylvain MWITIYIKI Cyprien KANYARUGENDO Ferdinand MUBILIGI Felix UFITAMAHORO Jose UWIMANA Rose KARARA Emma TWISHIME Willy Position Coordinator ICT IFMIS Advisor FMS DBA Security Admin IT Expert IT Expert IT Expert IT Expert IT Expert Capacity Building Expert Role Overall Coordination Presenter Coordinator, Monitoring and Evaluation Presenter ICT Expert ICT Expert ICT Expert ICT Expert ICT Expert ICT Expert ICT Expert Email Address_1 and 2 emmanuel.bagilizina@minecofin.gov.rw` robert.otala@minecofin.gov.rw robert.mutyoba@minecofin.gov.rw sylvain.tabazi@minecofin.gov.rw cyprien.mwitiyiki@minecoifin.gov.rw ferdinand.kanyarugendo@minecofin.gov.rw felix.mubiligi@miencofin.gov.rw josee.ufitamahoro@miencofin.gov.rw rose.uwimana@minecofin.gov.rw emma.karara@minecofin.gov.rw Willy.twishime@miencofin.gov.rw Mobile No 0788-540577 0782-516882 0782-298720 0788-468901 0788-479644 0783-169139 0788-846868 0788-569835 0788-449682 0788-749917 0788-353280

Training Management and Capacity Building Work Group - MINECOFIN

Page 14

MINISTRY OF FINANCE AND ECONOMIC PLANNING

(MINECOFIN)

TRAINING FEED BACK FORM

Group

Composition

ICT Officers from Ministries, Agencies and Districts

Dates : 13th 15th April 2011

Topics covered: Training Objectives:

Project Implementation, key business processes, ICT infrastructure network protocols, challenges and solutions To sensitize the participants on the current implementation of the IFMIS, share ICT challenges that have been experienced and equip them with skills that enable them to provide technical support to issues that may arise during this implementation

Evaluate the training using the rating below:1 Poor 2 Below Average 3 Average 4 Above Average 5 Excellent

No. A 1. 2. 3. 4.

TOPIC Technical Training Issues Overview of the IFMIS Implementation Overview of SmartFMS key business processes Network topology and communication protocols Implementation Challenges and solutions

Rating

B 5. 6. 7. 8. 9. 10.

Other Training-Related Issues Training duration Reliability of Internet Connection Quality of Training Materials Time Management Quality of Meals Training Venue facilities

Training Management and Capacity Building Work Group - MINECOFIN

Page 15

MINISTRY OF FINANCE AND ECONOMIC PLANNING

TRAINING FEED BACK FORM

Provide any information on any issue that may not have been addressed during the training (Probleme/ Ikibazo)
1

SUGGESTIONS (Recommendations / Ibyifuzo) Please provide any suggestions that you may have to improve on the training provided.
1

Indicate if you may wish to be contacted on the results of this survey. If Yes, Please provide contact details as below:-

Yes

No

Participants Name: Email Address: Mobile Phone Number:

Training Management and Capacity Building Work Group - MINECOFIN

Page 16