Training of TDO-s for web portal and Electronic archive

Starting from September, all TDO’s with the support of Business Process Directorate in General Treasury Department are training respective BIs for the implementation of the electronic archive of all supporting documents for their transactions executed in AGFIS.  

For this purpose, AFMIS team is carrying out a series of training with TDO-s for the implementation of electronic archive through web portal. Almost 30 TDOs have been trained, while the remaining six will be trained in the coming weeks.

 

With the support of Business Processing Directorate, almost 60 budget institutions have been trained consisting in 360 trained employees. IT department has completed the configuration in web portal for 30 budget institutions and will continue with others. While at the same time, NAIS and IT department at MOFE and those in other institutions are working closely to ensure access to web portal to respective institutions.  This process is expected to be a bit long, as all structures involved are geographically far from each other and located in different districts of Albania.    

Integration and testing with other systems (INSTAT, eKonsultimet, QPZ) NAIS, DDGG, INSTAT, QPZ and Vendors have been undergoing during October

AFMIS and HRMIS integration in progress

AFMIS team is working jointly with HRMIS toward the development of integration between two systems AFMIS and HRMIS. Pilot testing will follow with the aim to going live with this interface in 2020.  This development will help in automating the payment of salaries for civil servants. 

Changes to the Treasury Bill transfer process have been discussed with AKSHI, DoPA and the Joint Venture that maintains the HRMIS system and an initial evaluation was made that required the development of a separate module for these operations. It was agreed that at this stage, only posting the treasury bill is necessary.
 For this, a testing period was granted, and successful tests have been made, in posting dummy data from HRMIS to AFMIS via the GG interface.

Now the implementation phase will begin, and according to the agreements between the institutions the time to go live will be communicated.

The planned changes will make possible posting the treasury file from HRMIS to AFMIS by replacing the existing functions of HRMIS.

 

AFMIS integration with other systems

AFMIS is expected to be integrated with other systems, herein we are updating on the status of some of them.

The communication on QBZ/IPSIS interface is in process and the fields are agreed with PM legal Department, QBZ institution, IPSIS and NAIS teams. The communication is followed in at technical and vendor level. QBZ vendor has delivered the API document. IPSIS JV is developing the web service end point and API document which should be shared with QBZ vendor in order integrate both to GG and follow with testing phase.
Treasury department at MoFE has concluded a technical solution with APP for the integration of EPS with AGFIS.

The software company is working with the implementation of the technical solution. Integration of APP (Albanian Procurement Portal) with AGFIS is very important component because it will ensure that only budget institutions that have available funds can undertake procurement process. On the other hand, this integration enables every user of the Public Investment Module Management in AFMIS to get information from APP about stages of procurement and funds available for a specific project.

AFMIS Training sessions

A series of training sessions have taken place for AFMIS. On 6th of May AFMIS team started the PIM and MTBP module training with LM.

On 5th of June started the training of TDOs/ Web Portal and AGFIS for Electronic Archive at MoFE and it was completed on 28th of June according to the training plan.

While another series of training took place on 4th of July.  It was the training of AGFIS online BI’s started the training on Electronic Archive for justified financial documentation attachment. The training is completed successfully on 12 July 2019.

The training process was considered very challenging due to the big number of staff to be trained (all line ministries, central institutions, Treasury District Offices (36 TDO’s) and all general government institutions (around 1370 budgetary institutions around Albania)) and low capacity of Treasury department. Nevertheless this challenge was overcome thanks to the rigorous and strict planning of training ahead in time.

Legal Bases for AFMIS usage

Directives to enforce the mandatory use of new AFMIS are prepared from AFMIS team. The Draft of Council of Ministers Decision on regulating and enforcing AFMIS usage by all public government entities was prepared by MoFE and sent for comments to Ministry of Justice and NAIS (National Agency for Information Society).

On July 25th, 2019, the Council of Ministers approved the DCM for AFMIS. The DCM covers MTBP, PIM, BPPM , Web Portal and Electronic Archive. This DCM will enter into force after two weeks as per the regulation of publication in Official Gazette. 

On 29th of August Minister of Finance and Economy issued the Instruction nr.24 “For electronic archive implementation on budget execution process by general government units” 

System interaction modules

AFMIS is a very complex system with a considerable number of modules and lively interaction. The system is expected to communicate and exchange data with HRMIS/Payroll and Treasury in order to modernize and rollout HRM/Payroll modernization/rollout and activation of Treasury interface. Several meetings have taken place between DOPA and MoFE as well as NAIS which will be responsible for ensuring or procuring a technical solution. A technical solution is already been designed and testing will follow in September.

Another system that is expected to communicate and integrate with AFMIS/AGFIS is the e-Procurement interface. With regard to data exchange it will serve for ” available funds check at output level “and “procurement stages process for Investment Management”. 

An interesting feature is planed for AFMIS. It is related to the use of Digital Signature platform in AFMIS/Web Portal. It would make the identification of users more secure and authenticated.  

 Treasury will go live on September 9th with 4 institutions. The list of the institutions that will go live will be priory shared with AFMIS Directorate and IT Team at MoFE

 

On September 23rd, will start MTBP and PIM live/piloting with three selected Ministries. The selection of Line Ministries that will be the first piloting MTBP module, will be based on a consultation with the IPSIS team from PM office, in order to guarantee testing even the integration of MTBP module with IPSIS.