Inception Phase: 100%
Inception is getting everything ready for the project and learning about what needs to be done. It also covers getting to know and work with the contractors (FIS-LG CNS) and sorting out financial business processes.
- FMIS project was officially kicked off
The official kick-off meeting of FMIS project was taken place in MEF meeting hall. The meeting was presided over by his excellency Mr. Minister of Economy and Finance (MEF) with the presence of many MEF’s leaders, heads of MEF’s departments and representatives from provinces, the FIS-LG CNS Joint Venture as the main contractor and Oracle as its sub-contractor. On this occasion, all parties have shown their expectations as well as strong commitment to implement FMIS project successfully
- Completed development Project Management Plan
The project management plan was jointly developed by MEF and FIS-LG CNS for the effective management and successful implementation of FMIS.
FMS management plan includes the plan for all work stream and responsibilities of both parties, proposed project management methodology and risk management also the Schedule of Deliverables of each phase.
This project plan will be reviewed and refined at the end of each phase of project.
Elaboration Phase: 100%
This refers to deciding how the FMIS and email systems will be designed and made to fit with financial business processes.
- Established Change Management Organization
Change Management Organization including:
- Change Management Team in Central (covered by 8 representatives from Departments in MEF)
- Change Management_ communication network (at MEF central and Municipal and Provincial Treasuries)(gathered by 70 representatives of 24 Municipal and Provincial Treasuries )
- Started understand and review current business process
Understanding the current business process to obtain which is done in the current business process, who is responsible for which process then find out the GAP between the current business process and the To- Be business process
- Conduct stakeholders’ survey and interview with project’s sponsors
To understand the current status (the role, responsibilities), the awareness of officers/ leaders at Provincial Treasuries about FMIS project and also expectation of project’s sponsors
- Analyze business processes, detailed the “To-be” business requirements
Analyze business process and detail “To-be” requirements to clear requirement of business that leads to the building To-be business process responding the requirement of a fully functioning Financial Management Information System
- Completed stakeholders’ survey and interview with project’s sponsors
To clear understanding of the current status, the awareness of FMIS project and expectation of project’s sponsors then making the Stakeholders analysis
- Conducted CM Workshop
Providing the overview of FMIS Change management and Training Methodology to all Change Management _Communication Network from Central to provincial.
- Conducted Induction & Envisioning Workshop
This workshop completed on 23 April with the providing the general knowledge of FMIS functionality and the initial awareness of People Soft system applied for MEF and the provincial Treasuries.
- Sign off updated Project Management Plan
The FMIS Project Management plan with the updated plan for all work stream in FMIS and responsibilities of both parties, proposed project management methodology and risk management, Schedule of Deliverables of each work stream in each FMIS phase is completed and agreed to sign off. This is the basis for both MEF and FIS LG-CNS mapping to implement .
- Issued FMIS Project Newsletter #01
FMIS Project Newsletter is issued monthly from now till end of the project, which updates on new, exciting events and changes taking place with regards to FMIS project.
FMIS Project Newsletter with the encourage to audience to ask questions and get involved in many of up-coming communication events and training sessions.
- Complete building the document of current business process AS- IS
Complete building the whole current business process in detail: which process is conducted, how to do, who does, how about the procedure, the work flow…………
- Issue Newsletter 2
The Newsletter 2 is mentioned about: FMIS master plan, Current Business Process development, To-Be Business Process Preparation, Communication Plan development, and other activities.
- Meeting between top management of MEF and FMIS working group
On 12th, June, 2014, FMWG conducted an MEF senior management meeting about the To-Be business process design, and H.E Dr Aun Pornmoniroth, Minister of Ministry of Economy and Finance, gave recommendations on three options that FMWG has developed. Senior Management chose the third option for guidelines of the To-be business process design for FMIS’s implementation, meaning that each business process in the FMIS will have two steps: Add (Input data and Information) and Confirm (Approve), to ensure the implementation of FMIS in Cambodia in 2015 is representative of international best practice.
- Received 2 severs
MEF received two servers from the contractor for setting up the development testing and training environments.
Construction Phase: 100%
Building the FMIS to reflect the design requirements from the Elaboration Phase. It also covers building the main computer center (called Main Data center or DC) and a backup center (DRC) which is a copy of the DC and is used if a problem closes the DC.
- Issued Newsletter 3
Newsletter 3 is mentioned about: top management meeting regarding To-Be business process, new Chart of Account, workshop about To-be business process, To-be business process development, and other activities.
- A Better Understanding of Current Business Process of Provincial Treasury and Communication on FMIS
At the end of August and beginning of September, the FMIS ITD team conducted the site visits to some provincial treasuries to understand about current Business Process and about FMIS communication.
- The understanding getting from this site visit about current business process and challenges which is the additional main inputs for FMIS system design
- The beginning of executing face-to-face communication from this site visit and the next site visit (from September to November) will be executed
- The construction completion of Data Center, Disaster Recovery Center, and training rooms
The construction of Data Center, Disaster Recovery Center, and training rooms is completely finished. Currently, the working group is installing electricity system and IT equipment which was imported and arrived at the MEF. The Infrastructure team also continues to import other equipment and supply items for the next stage, which need to be cleared through customs and excise office.
- Meeting between related General Department’s top management and FMWG’s chairman and members on“ Challenging Issue of Current Business Process”
On 1st and 26th September, 2014 H.E. Dr. Hean Sahib, Secretary of State of Ministry of Economy and Finance (MEF), convened meetings with relevant general departments to discuss and sort out any challenges of the current business process practice which are not logical for designing and keeping the international best practice of FMIS as other countries in the region and globe. The challenges that impeded FMIS system design have been sorted out, however some problems considered as negative effect on budget preparation and execution will be brought into Public Financial Management Reform Program (PFMRP) as a policy issue and be solved by MEF’s senior management.
- Developed the Communication Strategy and Plan and Stakeholder Analysis
The Change Management team and the consultant are working very closely to recheck the draft “Communication Strategy and Plan” and review the “Stakeholder Analysis” that is the fundamental tool to develop the strategy for managing stakeholder during the implementation of change management. The documents were finished in late September; however, they are not the deliverables for FMIS project based on the contract.
- Issued Newsletter 4
Newsletter 4 is mentioned about: site visit to provincial treasuries, change impact analysis, overview of FMIS solution and other activities.
- Finalization of Chart of Account’s 8 Segments
A new CoA for FMIS has been finalized on this day. The COA applied for FMIS is designed with 8 segments, they are: Operating Unit, Administrative, Program, Function, Economic, Fund, Geographic, and Project Segments are designed and built which is convenient for computerization, software solution design and FMIS interfaces with other systems and also meets the requirements of information extraction for management purpose.
- Workshop about To-Be Business Process preparation
On 23-24-25, June, 2014 the contractor’s Business Process team conducted workshops to share the draft To-Be business process to key general departments and briefly presented the capacity of FMIS to automate many tasks that are currently performed manually
- Completed mission on infrastructure survey and face-to-face communication as first step
The Change Management and Infrastructure complete the mission to visit 25 capital-provincial treasuries to enhance face-to-face communication focusing on FMIS project implementation and survey the location for setting up the database server and IT equipment for FMIS system.
- PeopleSoft Training for Public Financial Management : General ledger Rel 9.2
This course is for FMIS working group. The training is about PeopleSoft General Ledger Rel9.2 and it will provide step by step on how to implement, use and maintain the system. It will show how to organize the business units , general ledger, and managing the chartfield
- FMIS technical training, Junos International Routing
This course will be provided to ICT team. It takes 2days, and provides knowledge and administration skill to trainee such as Protocol-independent routing feature; Load balancing and filter-based forwarding, OSPF, BGP, IP tunneling and high availability (HA) features.
- Issued Newsletter 5
Newsletter 5 is about Site survey on infrastructure of provincial treasuries and communication, FMIS intended benefits, FMIS solution (Accounts Payable module), centralized supplier information in FMIS, and FAQ.
Transition Phase: 100%
This phase makes sure everything is working and fully tested. It also sorts out getting everything ready for implementing FMIS and what to do with all the bits and pieces of existing systems and their data.
Production Phase: 100%
This is where FMIS is made ready and turned on for the Users in MEF. Initially just a couple of areas of MEF (GDNT and GDB) will use the FMIS while also using their existing systems (a final check that everything is working correctly) before the other MEF Users and then the 23 provinces are connected in a phased program of connections. Support to Users in the form of a technical, FMIS and transactions/reporting Help Desk will be available at the same time.
User training will be provided to everyone using FMIS well before they have to start using it and all Users will also have User Manuals to look up and help during those early learning times.
- Presentation on “Benefits of FMIS”
The main objectives of the presentation are 1. Mobilize support and strengthen the participation of the leaders for implementation of change management, 2. Present a testimony to the progress and real result of FMIS’s implementation, 3. Display the ability to address key problems of budget execution and management through FMIS system demonstration, 4. Indicate the benefits of FMIS through sectional management of MEF leaders, 5. Collect comment and recommendation from the MEF’s senior leaders as an input and a path to continue implementing FMIS successfully.
- Exit Meeting on Audit Report at Information Technology Department
Internal Audit delegates of Ministry of Economy and Finance (MEF) led by H.E Chea Vuthna, Director General of General Department of Internal Audit met with Director of Information Technology Department (ITD) to discuss on the auditing result abiding by the standard audit procedure on 12th February 2015 at 9:00am, ITD big meeting room of MEF.
- To-be Business Processes was singed off
The To-Be Business Processes have been signed off by relevant General Departments-Departments for getting an official approval from management of Ministry of Economy and Finance (MEF).
- Discussion on the FMIS END USER identification
For the FMIS go-live in July 2015, the Joint Team is performing actively to complete the key activities according to plan. On 26 March, 2015 the FMIS Working Group (FMWG) conducted the meeting on “Discussion on the FMIS END USER identification” with key General Departments-Departments, under the lead of H.E. Dr.Hean Sahib, Secretary of State of Ministry of Economy and Finance and FMIS Project Director.
- Public Financial Management-Technical Working Group Meeting
On 12th May 2015, General Secretariat of PFM Committee (GSC) conducted a meeting on “Public Financial Management-Technical Working Group Meeting”, big meeting room, building D of Ministry of Economy and Finance (MEF). The meeting was chaired by H.E. Dr.Aun Pornmoniroth, Minister of MEF and was attended by all representatives from Development Partners (DPs), General Departments of MEF, and all Line Ministries.
- Meeting on "Phases and activities of Financial Management Information System”
Project team (FMIS) organized a meeting on "Phase and the activitis of Financial Management Information System (FMIS)" under the leader of HE Dr. Hean Sahib -Secretary of the Ministry of Economy and Finance and President of Project Management Team FMIS On July 01, 2015 9:00 am in the auditorium building "D" floor of the Office of the Ministry of Economy and Finance. The meeting was attended by leaders of the General Department of the key stakeholders, the General - the other relevant departments of the Ministry of Economy and Finance, the National Accounting Council, working FMWG, and all the relevant officials.
- Financial Management Information System (FMIS) Go-Live 1 Ceremony
On 20thJuly 2015, 3:00 pm at meeting hall of building D, ground floor, Ministry of Economy and Finance held Financial Management Information System (FMIS) Go-live 1 presided over by H.E. Dr. Aun Pornmoniroth, Minister of Economy and Finance. This event was participated by top management and relevant officials of Ministry of Economy and Finance (MEF), Line-Ministries, Development Partners, and representatives of FIS-LG CNS Joint Venture (FMIS Supplier).
- Face-to-Face Communication with 12 Provincial Treasuries for FMIS Project Implementation
From August 13 to September 11, 2015 Change Management Team and Infrastructure Team of IT Department of FMWG conducted missions to 12 provincial treasuries, 2 provincial treasuries were visited per week
- Conducted a retreat at Sihanouk Province
From 23 to 26 August 2015, FMIS Project Management Working Group (FMWG) of Information Technology Department (ITD) conducted a retreat at Sihanouk Province. The main topic of this retreat was on “Policy Options for Current and Future Implementation of FMIS and PFMRP Related Issues”. This retreat was led by Maun Prathna, Director of ITD and permanent deputy FMIS project director, as an honor representative of H.E. Hean Sahib, Secretary of State of Ministry of Economy and Finance and FMIS project director, with participants from FMWG of ITD and representatives of World Bank.
- Issued Newsletter 6
Table of content: What you should do to support the project FMIS official Stage 2, Expansion of introducing FMIS system to the Provincial Treasury and the realization of the benefits of FMIS system faster than expected? What's new on change management activities? Q&A (Quiz).
- Issued Newsletter 7
Table of content: News, How can you support Go-Live 2 and upcoming Rollout? What’s new on change management activities? FMIS knowledge sharing Line Ministries information, Q&A (Quiz).
- Activities of FMWG for Round I
04.January.2016Activities of FMWG going to support and conduct on the job training at 16 capital-provincial treasuries for round I starting from 04th January to 29th February 2016.
- 2016 Budget for National and Sub-National entities have been entered into FMIS
18.January.2016On 18th January 2016, budget allocation team cooperating with officials of general department of budget and general department of sub-national administration has uploaded 2016 budget for national and sub-national entities into FMIS.
- Successful Test on Interfacing between FMIS, National and Commercial Banks
February.2016Within February 2016, interfacing team has been testing the process with national and commercial banks in obtaining Bank Statement and putting in place of the security matrix in obtaining the data by using different technologies based on the capacity of the bank such as using PKCS#7, Web Services, or FTP in sending and receiving the data.
- Activities on training by FMWG
01.February.2016FMWG has been conducting trainings to end-users at 9 capital-provincial treasuries on 4 modules including: - Cash Management - Account Receivable - Account Payable - General Ledger
- Ministry of Economy and Finance Top Management Approved on Standard of Operating Procedure (SOP) Document
05.February.2016Top Management of Ministry of Economy and Finance has approved on SOP S001-S009 (From Requisition to Payment) after a lot of efforts of business analyst, change management teams and with cooperation with officials of general department of budget and general department of national treasuries to document SOP successfully for publications.
- Meeting on Interfacing with ASYCUDA
09.February.2016Working group of Information Technology Department and of General Department of Customs and Excise have opened up a meeting on interfacing data between FMIS and ASYCUDA on 09th February 2016 in order to improve the data to be more accurate for national revenue generating from customs.
- Activities of FMWG for Round II
15.February.2016From 15th February to 25th March 2016, FMWG went to support and conduct on the job training at 9 capital-provincial treasuries for round II.
- Meeting between General Department of Budget (GDB) and General Department of National Treasury (GDNT)
23.February.2016Meeting between GDB and GDNT about standard of operating procedure in FMIS.
- Internal meeting on change management, challenges, and finding solutions on FMIS usage
01.March.2016Working Group of Information Technology Department had internal meeting on change management, challenges, and finding solutions on FMIS usage on 01-02 March 2016. Working group has gathered and exchange information on problems and challenges after coming back from the training at 24 capital-provincial treasuries, in order to draft for action plan in solving the problems.
- Ministry of Economy and Finance meeting on Steering Committee Secretariat
03.March.201603 March 2016, Ministry of Economy and Finance (MEF) conducted a meeting on Steering Committee Secretariat of PFM led by H.E Dr. Aun Pornmuniroth Minister of Economy and Finance with representatives of line ministries and general departments of MEF. The agenda was discussed on: 1. Progress Report on PFM of the year 2015 2. Discuss on the implementation of PFMRP platform 3 of the royal government of Cambodia (CAP3) that will be held at Sofitel Hotel on 21-22 March 2016 under honorable presence of Samdech Akeak Moha Sena Padey Techo Hun Sen Prime minister of the Kingdom of Cambodia.
- Meeting with General Department of Budget (GDB) on Monitoring Quality and Accuracy of Report in FMIS
10.March.2016A meeting with GDB on monitoring quality and accuracy of the reports produced from FMIS, that was prepared by contractors. The meeting had the objectives to discuss on problems and find solutions with to strengthen FMIS usage towards efficiency.
- Information Technology Department meeting with officials of General Department of National Treasury
11.March.2016Discussion on FMIS usage in the framework of implementing change management strategies on 11 March 2016, top management and officials of information technology department and officials of general department of national treasury had a discussion together in order to solve challenges and urge for a better usage of FMIS.
- Revising Structure of FMIS Project Management Working Group (FMWG) Phase II
January.2017H.E Hean Sahib, Secretary of State of Ministry of Economy and Finance and Chairman of FMIS Project Management Working Group, led a meeting on revising structure of FMWG Phase II with relevant stakeholders from different general departments. In the new structure, general secretariat of FMIS project management working group has been created for a better support on all the processes of the project
- Preparation of FMIS Project Management Working Group Phase II with Line Ministries
January.2017General Secretariat of FMIS Project Management Working Group had a meeting on guiding for creating FMIS implementing working group at 10 line ministries. The group consists of director, deputy director, permanent deputy director, change management, business development, and IT team.
- Launching Ceremony of FMIS Phase II Implementation
February.2017Launching ceremony of FMIS Phase II implementation was conducted on 22nd February 2017 under honorable presence of H.E Dr. Hean Sahib, Secretary of State and FMIS Chairman of FMIS project management working group with presences of top management and officials of Ministry of Economy and Finance, representatives from Line-Ministries, 25 Capital-Provincial Economy and Finance Departments, and development partners. FMIS Phase II will be implemented at 10 line ministries including Ministry of Economy and Finance, Ministry of Education Youth and Sports, Ministry of Health, Ministry of Agriculture Forestry and Fisheries, Ministry of Labor and Vocational Training, Ministry of Women Affairs, Ministry of Posts and Telecommunication, Ministry of Civil Service, Ministry of Environment, Ministry of Industry and Handicraft.
- FMIS Raising Awareness
February.2017From February until March 2017, General Secretariat of FMIS project management working group conducted FMIS raising awareness at 10 line ministries and received great supports. Those line ministries include Ministry of Economy and Finance, Ministry of Education Youth and Sports, Ministry of Health, Ministry of Agriculture Forestry and Fisheries, Ministry of Labor and Vocational Training, Ministry of Women Affairs, Ministry of Posts and Telecommunication, Ministry of Civil Service, Ministry of Environment, Ministry of Industry and Handicraft.
- Business Process Study at line ministries
February.2017After raising awareness, general secretariat of FMIS project management working group continued to study business process at the 10 line ministries continuously in order to draft workflow of the current procedure which will be a foundation for developing standard of operating procedure.
- Refreshment Training to Capital Provincial-Treasuries officials
April.2017General secretariat of FMIS project management working group conducted refreshment training on FMIS usage on all modules including General Ledger, Account Receivable, Account Payable, and Budget Allocation to capital provincial-treasuries in order to strengthen their capacity and help solve any challenges. The training was conducted from 18th April to 06th May 2017 at University of Economy and Finance with 114 participations.
- Workshop on Change Management and Standard of Operating Procedure
April.2017In order to increase knowledge to FMIS, implementing working group on change management and benefits of SOP as well as to have a better understanding on their roles and responsibilities, general secretariat of FMIS project management working group cooperating with World Bank experts conducted a workshop on change management and standard of operating procedure on 27-28 April 2017.
- Mission to Monitor on FMIS Usage at Provincial Treasuries
April.2017After implementing FMIS Phase I for over a year, World Bank team went for a study and monitor on FMIS usage at 8 provincial treasuries including Tbong Kmum, Kompong Cham, Kompong Thom, Siem Reap, Odor Meanchey, Banteay Meanchey, Battambong, Kompong Chnang, from 20-26th of April.
- Change Impact Assessment with Line Ministries
May.2017Ahead of FMIS implementation at Line Ministries, change management team is preparing to study on change impact to ensure that the implementation at line ministries will go smoothly. The team met with representatives from line ministries on 16th May in order to explain further on the whole process and set schedule to gather important information at the ministries from 17th May onward.