IMPLEMENTATION IN KENYA
BUS-1-8540-3/2013
November 2015
TABLE OF CONTENTS
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LIST OF ABBREVIATIONS AND ACRONYMS
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ABSTRACT
The Government of Kenya’s IFMIS is an Enterprise Resource Planning (ERP) Software. ERP
applications are large-scale computer software and hardware systems that attempt to integrate all
data and processes of an organization into a unified system housed in a centralized database which
is accessed through a secure network. ERPs have capabilities for handling enterprise wide business
shipping, invoicing, and accounting. They can also aid in the control of business activities like
sales, marketing, quality control, and human resource management. ERP functionalities are
managed through a system of modules, which allows for flexibility in implementing various
functions. This not only plays an important role in streamlining the efficiency and effectiveness in
the management of public financial resources, but further contributes to fighting corruption
government institutions.
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CHAPTER ONE
1.0 Introduction
The introduction of Integrated Financial Management Systems (IFMIS) has become a core
the budget management and accounting system for a government. It consists of several core sub-
systems which plan, process and report on the use of public resources. The scope and functionality
of IFMIS can vary across countries, but sub-systems normally include accounting, budgeting, cash
management, debt management and related core treasury systems. In addition to these core
subsystems, some countries have chosen to expand their IFMIS with non-core sub-systems such
as tax administration, procurement management, asset management, human resource and pay roll
systems, pension and social security systems and other possible areas seen as supporting the core
In 1996 the GoK, through the Accountant General’s Department undertook an in-depth analysis
of financial management and audit, people management and organisation and financial
management information systems in the government, and established the way forward in
Department developed a project proposal for IFMIS emphasizing the need to address the problems
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1. Poor record management
6. Improved efficiency
The development of an IFMIS commenced with diagnostic reviews to identify issues and problems
of finance and accounting in GoK. This review was carried out in three phases. The first two phases
were undertaken between 1997 and 2000. In 1997, DFID provided some development assistance
to GoK for “Strengthening Government Finance and Accounting Functions”. This was carried out
in two phases which concentrated on team building and investigating the issues, problems,
deficiencies and needs. Subsequently, a Comprehensive Project Framework (CPF) was developed.
The DFID CPF set out to improve the performance of GoK finance and accounting functions,
especially in financial management control and audit, financial management information system
and people management and organizations. Specifically, the following issues had been identified
4. AIE holders lack up to date and accurate information for effectively monitoring and controlling
expenditures
5. Revenue streams are poorly identified and collection rates are low
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6. Mobilisation of donor funds is poor, causing delays in implementing projects
9. There is no objective or effective mechanism for disseminating budgets to the district level
IFMIS implementation in Kenya commenced in 2003, originating from gaps and weaknesses
within the SIBET system that was in use at the time. It was felt that there was need to introduce
among others, and the establishment of interfaces with the Central Bank payment information
system, Kenya Revenue Authority and the Ministry of State for Public Service for payroll and
human resource management modules. The GoK therefore procured an integrated financial
computer package, Oracle Government Financials for the Public Sector by State Informatics Ltd
of Mauritius and Simba Technology Ltd of Kenya. The GoK Strategy to Revitalize Public
Financial Management, by the PFM Reform Coordination Unit at the Ministry of Finance in 2006
recognized IFMIS contribution to the six PFM reform pillars to improve the government’s
capability and systems to utilize public financial resources towards Economic Recovery Strategy
In 2006, the Ministry of Finance sought to procure the services of a consultant to undertake a
diagnostic review of the Integrated Financial Management Information system. A Contract was
given to M/S Information Technology Associates Limited for provision of consultancy services to
the IFMIS project in January 2007 for 20 weeks. This contract was to perform a situational analysis
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of the extent of implementation of IFMIS and prepare an action plan and recommendations for fast
2. Purchase Order and Accounts Payable modules – rolled out in 24 out of 43 accounting units
3. Budget module set up but was not in use due to an inadequate SCOA structure and inability to
produce printed estimates in a format acceptable to the users, especially reflecting personnel
4. Cash management module was initially set up in 2006 but did not go beyond testing. The local
5. The financial analyser module had not been set up, and this was attributable to lack of
6. Hardware procured was not aligned to IFMIS requirements, and were allocated to ministries
for non-IFMIS use. The report made recommendations that GITS should take over the
9. It was unlikely that customized manuals could be produced without being derived from an
business processes for each functional area be undertaken and used as the basis for customized
user manuals
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10. The business process re-engineering was also useful to identify areas that require policy, legal
11. The location of the IFMIS office in the AGD gave the perception that IFMIS is an accounting
project. The report recommended that each of the project components, eg budget, GITS,
procurement oversight authority, accountant general, internal auditor general and controller
and auditor general should establish office facilities to support their respective modules.
It was therefore recommended that an IFMIS project charter be developed that would guide the re-
IFMIS was also recommended. The manual processes were also prone to long bureaucratic steps
that often delayed transaction processing and payments, and led to opportunities for
mismanagement of public funds due to the various approvals required. Only three IFMIS financial
modules were implemented by 2010, namely the General Ledger, Accounts Payables and Purchase
Order. Though these modules had been rolled out, they had been partly implemented with
considerable reliance on manual processes.With only three financial modules in operation by 2010,
public financial management (PFM) in Kenya relied almost exclusively on manual processes
(including expenditure approval and bank reconciliation processes) which undermined the security
In addition, the three modules were separately managed and implemented by respective
departments at the then Ministry of Finance in a silo based framework. This framework
exacerbated the already precarious status due to the independent modular management approach
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restricted to distinct officers operating the system without due cognisance to the integrated nature
of their operations.
At the same time, not all PFM disciplines used the system. In view of the fact that only the three
modules above were in operation, only accountants and procurement officers operated the
system. Finance/budget officers, and accounting officers in charge of their ministries did not have
During this time, the Ministry of Finance was operating two distinctly different Charts of Accounts
– one for budget preparation and one for budget execution. The process of translating between the
two codification structures for purposes of expenditure was manual and prone to errors. At the
same time, the Public Sector Budgeting module could not handle budgeting and reporting. This
latter problem led to the development of a separate stand-alone programme for budgeting
developed under an MSQL programme which could not be integrated with the IFMIS. Financial
reporting on budget and expenditures was thus highly manual and difficult to implement.
Other problems prior to IFMIS Re-engineering included frequent system shutdown due to lack of
professional support and inefficient infrastructure, limited coordination among user departments,
insufficient networking, insufficient strategic focus, limited system ownership and less than
optimal human resource development to support system users. Various source systems such as
debt management, pensions and payroll that should have provided vital information to support the
IFMIS and enhance its reporting capabilities existed independently, with no integration framework
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Due to these system challenges, users and beneficiaries of the system were often frustrated with
its use. The IFMIS system acquired a negative perception amongst users and customers (such as
government suppliers), and was often the scapegoat for general government inefficiencies with
regards to payment processing and transacting and created avenues for corruption. This therefore
led to calls for the re-engineering of IFMIS to reverse this trend and introduce a full cycle end-to-
end integrated approach for better financial service delivery to citizens. In 2010, the Government
developed a Master Plan for IT shared services across the 42 ministries and 175 local authorities.
The government recognized that the investments in the current IFMIS must be balanced with the
requirements of the new Constitution and the need for automation. This called for an automated
The Re-engineering of the Integrated Financial Management Information System (IFMIS) was
initiated in 2011, and guided by the Strategic Plan for the period 2011-2013. This Strategic plans
2. Plan to Budget (P2B): This component is aimed at providing a structured framework for
system, aimed at improving the accuracy and efficiency in the Government’s planning and
budgeting process.
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3. Procure to Pay: This component is aimed at creating an end to end automated process that
recording and classification and reporting of Government revenue. It involves all activities
related to revenue and cash management from generation, collection, recording of revenue
5. Record to Report: This component encompasses all activities that include the updating
and maintenance of the general ledger, the reconciliation of sub ledgers to the general
ledger and closing of books. It also includes recording, control and reporting on fixed assets
6. ICT to Support: The main objective of this component is to provide the technical support
underpinning effective and efficient automation of all the IFMIS processes. ICT to Support
aims to provide the infrastructure and support required for a fully functional financial
management system.
The IFMIS Re-engineering programme adopted a policy direction from “a modular to full cycle
end to end framework”. This approach was crucial in moving away from the silo based
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cognizant of their roles and responsibilities within the entire spectrum of public financial
management.
The programme was successful in undertaking business process reviews of all public financial
management processes. In appreciating that government protocols and procedures are often rigid
and difficult to change, this was a milestone achievement. The Business Process Reviews
facilitated a review and in some cases removal of obsolete process steps that would not be
automated.
The programme activated additional financial modules-Cash Management, Fixed Assets, and
Accounts Receivable in ten pilot ministries. The functions and operations of the existing financial
modules were also stabilized. Approval processes in transaction processing and payments were
An IFMIS Academy was established to enhance capacity of IFMIS users both at the national and
county governments. The IFMIS Academy utilizes an in-classroom and online training framework
in which users can receive continuous training even while back at their offices.
A new Single Chart of Accounts (SCOA) was developed and mapped into the IFMIS. The
development of the new SCOA facilitated the consolidation of both budget and financial
information, and incorporated elements that would support programme based budgeting, and
facilitate analysis of budgets and expenditure by geography, programmes, projects and donor
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1.3 IFMIS Re-engineering Strategic Plan 2013-2018
The subsequent IFMIS Re-engineering Strategic Plan (2013-2018) was developed informed by the
progress of implementation and the changes in the government structure. The focus of the second
Strategic Plan was to ensure optimal use of the system in national and county governments in
contribution towards efficient and effective management of public funds. This Strategic Plan also
addresses the objectives of Public Financial Management Reforms (PFMR). This phase of
addition, greater emphasis has been placed on the support for the optimal utilization of all financial
modules and generation of financial reports from the system. Capacity building for IFMIS users
in national and county governments through the IFMIS Academy is on-going, with measures
initiated to transition the IFMIS training to the Kenya School of Government (GoK, 2014).
The IFMIS Steering Committee (SCI) is the decision making organ that provides policy direction
for IFMIS Re-engineering. The Steering Committee is chaired by the Cabinet Secretary, National
Treasury, and consists of the cabinet secretary Ministry of Devolution and Planning, principal
secretary - National Treasury, principal secretary - Ministry of Information and ICT, Principal
Director general - NIS, and the Kenya ICT Authority (GoK, 2014). The SCI provides overall policy
guidance to the re-engineering process and secures the high level commitment, setting the
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priorities and endorsing resolutions on the direction and progress of the programme. The SCI meets
The Technical Committee on IFMIS (TCI) comprises of heads of user departments at the National
Treasury. It ensures that the re-engineering IFMIS programme is implemented efficiently and
effectively and that it delivers on its desired objectives. The TCI meets as and when required.
The Departmental IFMIS Implementation Units (DIIUs) support the day to day consultative
framework for key activities of the re-engineering process. They consist of designated officers
from user departments nominated by their Heads of Departments. The DIIUs are the first point of
contact in user departments on IFMIS issues, and provide feedback on IFMIS implementation that
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CHAPTER TWO
IFMIS has been a success in the Slovak Republic. The main driving force in the success was the
political will though it was underpinned by some clearly defined timeframe and strategy. Some
clear comprehension of what was required by the government and the other institutions turned out
to be clear examples of what was required as well as a clear cut definition of the tools that needed
to be made use of. This system was defined, tested, configured and then switched on in a timely
manner at the start of the fiscal year. The result of this system in its basic form was enough to pay
for the money invested in less than a year of operation. In determining the effectiveness of the
system, there was a need to do need assessment. This was important to establish the functions of
the new IFMIS for the countries minis try of finance that was also to serve in other organizations
that were related to the government in a feasible manner. The requirements of the system included;
the system ought to function like a bank for all the destined users, the system should have
functionality that manages budgets, records transactions and manages financial resources, the
The Slovak IFMIS was a major achievement given the political climate as well. The
implementation process endured a change in government, but the process was not derailed because
the elected Assembly (Parliament) was committed to a new system and forced the hand of the
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2.2 The Case of Malawi
There has been a series of reforms in the legal and institutional framework for management of
public finances in Malawi. This system has undergone quite some reforms since the first elections
in 1994. The process of incorporating a sound system was spearheaded by sound legislations that
regulated finances, audits, and procurements which were in time for the Malawi budget process.
There are various studies that have indicated that the IFMIS system in Malawi was a success and
relatively well designed. In principle, it provides a good starting point for a sound management of
public finances (Rakner et al. 2004). For example, the World Bank’s 2003 Country Financial
Accountability Assessment for Malawi states: “When compared to most developing countries,
Malawi has a good legal and institutional framework for public sector financial management and
accountability.” (World Bank 2003). Therefore, one could expect that the formal legal and
institutional PFM framework in Malawi should provide in principle for effective fiscal and
expenditure planning, budget preparation, execution, and control in line with the priorities set in
Uganda is a successful case of the implementation of the IFMIS system. There was an initial
implementation of this system that was never to be. The most recent started in 2002 and was set
up with joint World Bank financing. The system, which is based on an Oracle Financials platform,
is a good system though it has some design issues that require a system migration. In the Ugandan
case, the main problem lies in the Chart of Accounts (CoA). The Government signed off on the
CoA and the system was configured, only to discover several months later that there were several
deficiencies in the design of the CoA fields—a discovery that led to months of delays and
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considerable cost overruns. Most CoA’s have this limitation: Once the structure is created, it is
This problem could have been easily avoided, but once the CoA was approved and the software
configured it was too late. The problem was discussed but the cost involved for a rebuild of the
system would have added more than US$6 million to the project cost. This would have meant
going back to the World Bank to negotiate an increase in funding. Rather than go back to the
donor, the system was put into operation with the defects unaltered. The Uganda IFMIS has limped
along ever since, underperforming its potential, with patches and workarounds that only serve to
decrease the efficiency of what could have been an excellent system. Some of the other problems
encountered in Uganda were common to other world systems and included; inadequate planning,
poor communication between the implementing parties, the donors and the government, little
management capacity and resources, changes in the design documents of the system, poor
public financial resources. Other benefits include curtailing wasteful spending and corruption,
enhancing controls and audit procedures as well as strengthening fiscal planning and reporting.
3. Establishes effective links between key players in accounting and financial management;
provision;
Implementing and maintaining IFMIS is a complex task that involves the Ministry of Finance and
all line ministries. There are many risks involved that go far beyond mere technological risks of
failure and deficient functionality. A 2005 IMF working paper on introducing Financial
explain why IFMIS projects tend to stall in developing countries (Chêne, 2014).
The introduction of IFMIS involves more than the “simple” automation of public finance tasks
and processes. IFMIS imply both efficiency reforms and reforms that change existing procedures.
They should therefore be seen as an organizational reform which deeply affects work processes
and institutional arrangements governing the management of public finance. Failure to undertake
parallel reforms required by IFMIS is one of the reasons that often impede successful
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2. Business processes – IFMIS generally imply fundamental changes in operating procedures
3. Budget and account structure – Implementing IFMIS requires that many government
structures start working with common tools. For the information to be coherent, all
administrative units at national, regional and local level need to adopt a common language
in the form of unified budget classifications and charts of account. This can be a very
lengthy and cumbersome process, which for example took more than five years in Vietnam.
accounts.
IT reforms are perceived as complex, risky, resource intensive and requiring major procedural
changes, often involving high-level officials lacking incentives for reform. Decision makers must
be sold the idea that benefits exceed risks, while the incentive structure that may undermine
political will for reform has to be adequately assessed from the early stage of the project. Similarly,
at the agency level, it is of crucial importance for successful implementation that agencies
recognize the need for a new system (Chêne, 2014).. Change management is therefore a critical
and often neglected aspect of IFMIS reform for overcoming resistance to change from those, who
benefited from the “old” way of doing business, all the way to end users, whose work might be
profoundly altered by the new system. It is important to “sell” the reform through communication,
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education and training, using various channels such as the media, workshops, seminars,
conferences, etc.
Many IFMIS projects have also failed because the basic system functionality had not been clearly
specified from the onset of the intervention. IFMIS must be carefully designed to meet agency’s
needs and functional requirements, including the accounting and financial management tasks the
system should perform. In some cases, interfaces with existing IT systems have to be created to fit
the country’s specific circumstances. As documents on the functional requirements – which will
often serve as a blueprint for later phases of the system – are difficult to rectify at a later stage, it
is of crucial importance to spend enough time on the design phase of the project (Chêne, 2014).
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CHAPTER THREE
3.0 Recommendations
First, the introduction of an IFMIS should be regarded as a component of a wider reform process.
These projects, therefore, should not be viewed as isolated interventions, but should be
accompanied by, and related to, other reforms in public sector financial management. It is also
necessary that the IFMIS objectives and outputs are both relevant and consistent with wider fiscal
policy reforms.
Second, the use of IFMIS needs to be accompanied by strong commitment, sufficient manpower
and financial resources, widespread internal support, and an agenda for effective change
management. Unless these are in place, the chances of success are limited.
Third, the implementation strategy both in terms of functionality and number of entities needs to
be phased. The benefits expected from the system develop only over time, and it will be necessary
to maintain interim arrangements to facilitate various aspects of financial control and reporting.
Country authorities should be prepared for a long implementation path, and one that involves
significant challenges. It will be a complex learning process for all concerned. A number of
difficulties are likely to be encountered en route, but the existence of the previously indicated three
conditions, along with resolute commitment of key stakeholders, should overcome these
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The application of the IFMS requires a high overhead in training across all government ministries
and at different levels of staffing. This training, and the basic computer literacy training that has
to accompany it, has relied primarily on external funding. As a result training has had to be limited
to key users. This calls for budgetary allocation of the same to increase computer literacy among
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REFERENCES
Muigai, Evans (2012). The Effect of Integrated Financial Management Information Systems on
the Financial Management Of Public Sector in Kenya: A Case of the Kenyan Ministries.
An unpublished masters’ thesis presented to school of business of the University of
Nairobi.
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