Roles and Responsibilities

Head of General Secretariat

– To manage and Monitor the implementation of project action plan, project contract, quality assurance, work performances, and risk

– To ensure a stable transition and success in FMIS implementation

– To overall monitor and evaluate on the progress and performances of FMIS project ensuring that all the indicators of the project are met

– To monitor and manage on the project supporting tasks and strengthen the usage of FMIS Phase I & II

– To collaborate with general departments, external entities and the working group to solve any problem or challenge

Deputy Head of General Secretariat

– To prepare medium term training plan for FMWG and FIWG

– To encourage to have capacity building for officials of Ministry of Economy and Finance and Line Ministries on FMIS usage

– To encourage to have capacity building for officials managing and implementing the project on IT and change management

– To monitor on supporting work and strengthen the use of FMIS Phase I & II

– To collaborate with general departments, external entities and the working group to solve any problem or challenge arise during project implementation

– To engage in preparation for FMIS Phase II bidding document for ICT equipment supplies by managing preparation of technical terms and conditions of the equipment to put in the bidding documents and evaluating on the technical specification of the companies’ bidding documents

– To monitor on the building of ICT infrastructure and the implementation of FMIS at line ministries

– To promote the preparation of business process and change management

– To promote mechanisms to ensure the sustainability of FMIS project management

– To monitor and evaluate on the current business process and prepare the to be business process (via FMIS) at line ministries

– To prepare action plan for FMWG and budget plan for FMIS Phase II

– To promote and monitor on the awareness, strengthen support, and increase ownership on using FMIS to C-PTs and C-PEFDs

– To help managing project implementation when the head of the secretariat is absent and perform other duties as specified by the Secretariat Head.

 Administration and Planning

– To manage general affairs of the Department of Information Technology and electronic file management

– To collaborate with relevant general departments and entities under the Ministry of Economy and Finance in preparing and implementing COA, TSA, planning, budget classification, budget entities, and formulating medium-term expenditure framework as inputs for the implementation of FMIS

– To collaborate with relevant stakeholders to review and advise the preparation of laws and regulations relating to FMIS project

– To find and provide inputs on any relevant information for the Ministry’s and FMIS’s website

– To facilitate national and international cooperation on the development of information and communication technology (ICT)

– To facilitate cooperation with other national and international organization in the prevention of any negative phenomena in ICT sectors

– To perform other duties as specified by the Secretariat Head

Business Development and Capacity Building

– To manage and organize trainings, disseminate the use of FMIS, information technology and telecommunication for officials of MEF, LMs and relevant.

– To collect and compile documents related to training and capacity building for FMIS, information technology and telecommunication, and organize electronic mail to disseminate knowledge to officials of Ministry of Economy and Finance as well as the public

– To prepare and evaluate the implementation of strategies and policies on change management and risks management to support on the implementation of FMIS to be more transparent and effective

– To cooperate with suppliers of FMIS in organizing training courses provided by the company and implementation of change management strategy, risk prevention, and impact of the transition from old system to new system

– To manage and update on Ministry of Economy and Finance’s website, social network and email

– To collaborate with University of Economy and Finance and its partner institutions in seeking scholarships to strengthen capacity on information technology and telecommunication both locally and internationally for Ministry of Economy and Finance’s officials

– To produce and publish IEC (information education and communication) materials of FMIS, budget formulation, economic growth and other achievements of Ministry of Economy and Finance through videos, newsletter, bulletin, meetings, workshops etc.

– To study and prepare current business process documents and to be business process document (via FMIS) at line ministries

– To manage and monitor the preparation and development of FMIS Phase II for line ministries

– To provide FMIS training courses to technical officials of Ministry of Economy and Finance and line ministries

– To study on the requirements for adding new modules in FMIS which includes budget preparation, procurement and contract management, inventory, and asset management

– To facilitate in solving any challenges arise during the implementation of FMIS with general department, external entities and the working group

– To perform other duties as specified by the Secretariat Head

ICT Infrastructure

– To monitor the implementation of ICT equipment maintenance and networks of MEF and FMIS implementation maintenance program of ICT technical devices and networks of Ministry of Economy and Finance, and for FMIS usage

– To ensure a smooth operation of the system, both ICT Infrastructure and system security

– To manage the Data Center and Data Recovery Center of the Ministry of Economy and Finance as a result of FMIS project and other related projects

– To manage the use of internet in MEF

– To provide ICT services such as set up computer network, internet network, and file sharing within MEF

– To support ICT network set up to external ICT network

– To update statistics relating to the use of ICT within MEF

– To perform other duties as specified by the Secretariat Head

Software Application

– To manage database and information integration system of MEF as a result of FMIS project and other related projects

– To participate in preparing and compiling technical requirement to be included in the bidding documents of FMIS when the implementation scope is expanded

– To organize coordination and leadership review, and compile current business process documents involving the FMIS of the entities under Ministry of Economy and Finance and line ministries, both national and sub-national level as inputs to develop To-be business process and to improve the procedure in FMIS that was developed by supplier

– To collaborate with ICT Policy and Security and Innovation Office in the implementation of ICT innovation

– To perform other duties as specified by the Secretariat Head

Strategy and Innovation

– To develop policy and strategies documents for MEF on information and communication technology to ensure the implementation and utilization of ICT with accountability, efficiency, effectiveness and safety

– To collaborate with Capacity building and Communication Office to develop capacity development plans and strategies for officials and stakeholders to implement PFMRP and FMIS

– To strengthen the security of the use of ICT for MEF, such as the establishment of security system and the safe maintenance of documents for officials using computers in MEF

– To initiate R&D of new computer software to serve and facilitate the work and roles and responsibilities of Ministry of Economy and Finance.

FMIS Secretariat will closely cooperate with FIWG’s GDs of MEF and FIWG’s LMs in implementing FMIS according to activities and phases which are stated in Project Plan for Phase II implementation. This working group is a bond between FMIS project management working group (FMWG) and FMIS project implementation working group (FIWG) at line ministries and General Departments under Ministry of Economy and Finance.