Albanian Financial Management Information System (AFMIS)

The scope of integrated Albanian Financial Management Information System (AFMIS) is to maximize the efficiency and transparency of budget planning, execution, and reporting.

The AFMIS Working Group was established in May 2016 to supervise the implementation of AFMIS, EAMIS, and IPSIS solutions, coordination of project activities, and strengthening of internal capacity. The NAIS appointed dedicated technical specialists to support the MoFE, DDFFA, and DoPA teams, and is hosting existing systems in the national data center. NAIS is also providing network connectivity to all line ministries and agencies through GovNet platform.

Key business priorities of AFMIS are:

Linking strategic planning and budgeting
Improving the medium-term planning and budget preparation process
Strengthening programme budgeting
Improving selection, planning, funding and management of public investments
Monitoring the performance of programmes and investment projects according to financial and non-financial indicators
Evaluating projects’ efficiency and effectiveness
Sharing of budget and project information among all stakeholders
Introducing a flexible multi-dimensional reporting system with analytical tools
Based on this improved access to data, project implementing institutions shall be assigned more responsibility for the project implementation process from identification to execution and monitoring

AFMIS Interfaces

Another core team will be responsible for maintaining the reliable and secure data exchange through a number of interfaces developed for the interconnectivity of AFMIS modules (MTBP, PIM, BPPM), as well as the linkages with existing/new PFM systems (AGFIS, EAMIS, IPSIS, HRMIS/Payroll, and other government systems). The team will include functional experts trained on interfaces, web services (Application Program Interfaces), and data exchange protocols. There will be a Team Lead reporting to the Head of AFMIS Unit regularly (weekly or more frequently) on the activities of the core team.

The following interfaces are currently included in integrated AFMIS data model:

Interface with existing Albanian Government Financial. Information System (AGFIS).
Interface with External Assistance Management Information System (EAMIS).
Interface with IPS Information System (IPSIS).
Interface with Human Resources Management Information System (HRMIS) and Payroll system.
Interfaces with Tax (GDT), Customs, Public Procurement (PPA) and other government systems.

AFMIS will be linked to existing Albanian Government Gateway (GG) Enterprise Service Bus (ESB) based on Microsoft BizTalk platform maintained by NAIS (since 2012) to communicate with other government systems. There are 30+ government systems already connected through the Albanian Government Gateway.

Roles and Responsibilities

Ensure reliable operation of all AFMIS interfaces (internal/external) for secure automated data exchange to support daily operations and reporting needs.
Monitor the operational status of all interfaces, and develop plans for expansion needs.
Build capacity to maintain/develop web services (APIs) to link existing/new systems.
Periodically assess the functional/technical risks of all interfaces, and prepare mitigation measures.
Manage the interactions with AFMIS solution providers for the maintenance of interfaces.

Stakeholders for AFMIS are particularly Prime Minister’s Office, the Ministry of Finance, the Ministry of Economic Development, line ministries and other budget institutions, and the donor community. The National Agency for Information Society is a stakeholder for the technical implementation.

AFMIS Modules

Another core team will be responsible for operational support and expansion of core AFMIS module capabilities (MTBP, PIM, BPPM) to align application software with possible changes in business needs and reporting requirements. The team will include business analysts trained on specific module functionality and interact with solution providers to reflect the MoFE business needs during system enhancements. There will be a Team Lead reporting to the Head of AFMIS Unit regularly (weekly or more frequently) on the activities of the core team.

Public Investment Management (PIM) Module

Roles and Responsibilities

Ensure effective use of the PIM module to support the public investment management needs of the MoFE and other MDAs.
Build capacity on business process mapping and reengineering (using available software solutions, as much as possible) to assist the MoFE units for the optimization of PIM module capabilities.
Support the definition of new software functional requirements and process improvements (if needed) for the PIM module.
Support the design of reports to be generated by the PIM module, web portal and data warehouse for multi-year monitoring of all public investments and results (key performance indicators).
Interact with the solution provider of the PIM module to resolve functional issues during warranty and/or post-warranty periods.
Evaluate periodically the risks of PIM operations, and propose mitigation measures.
Identify the needs for integration / interfaces of the PIM module with other systems / modules and follow up the developments in this regard.
Collaborate with the Training Specialist for the preparation of the PIM training plan for the MoFE staff and other government institutions, and monitor the PIM training activities.

Medium-Term Budget Planning (MTBP) Module

Roles and Responsibilities

Ensure effective use of the MTBP module to support the multi-year budget planning needs of the MoFE units and other Ministries, Departments, and Agencies (MDAs).
Build capacity on business process mapping and reengineering (using available software solutions, as much as possible) to assist the MoFE units for the optimization of MTBP module capabilities.
Support the definition of new software functional requirements and process improvements (if needed) for the MTBP module.
Support the design of reports to be generated by the MTBP module, web portal and data warehouse for the operational budget planning.
Interact with the solution provider of the MTBP module to resolve functional issues during warranty and/or post-warranty periods.
Evaluate periodically the risks of MTBP operations, and propose mitigation measures.
Identify the needs for integration / interfaces of the MTBP module with other systems / modules and follow up the developments in this regard.
Collaborate with the Training Specialist for the preparation of the MTBP training plan for the MoFE staff and other government institutions, and monitor the MTBP training activities.

Budget and Program Portfolio Monitoring (BPPM) Module

Roles and Responsibilities

Ensure effective use of the BPPM module to support the budget and program portfolio monitoring needs of the MoFE and other MDAs.
Build capacity on business process mapping and reengineering (using available software solutions, as much as possible) to assist the MoFE units for the optimization of BPPM module capabilities.
Support the definition of new software functional requirements and process improvements (if needed) for the BPPM module.
Support the design of reports to be generated by the BPPM module, web portal and data warehouse for monitoring the performance of budget execution and strategic programs.
Interact with the solution provider of the BPPM module to resolve functional issues during warranty and/or post-warranty periods.
Evaluate periodically the risks of BPPM operations, and propose mitigation measures.
Identify the needs for integration / interfaces of the BPPM module with other systems / modules and follow up the developments in this regard.
Collaborate with the Training Specialist for the preparation of the BPPM training plan for the MoFE staff and other government institutions, and monitor the BPPM training activities.

AFMIS Web Portal

One of the core teams will be responsible for web portal operations, including the data warehouse platform and data analytics, interactions with budget institutions, and web publishing. The team will include data analysts/scientists, web portal functional experts, and other specialists trained on portal operations, and interactions with all budget institutions. There will be a Team Lead reporting to the Head of AFMIS Unit regularly (weekly or more frequently) on the activities of the core team.

Data Warehouse & Data Analytics

Roles and Responsibilities

Ensure effective operation of data warehouse platform (linked to BPPM and other modules), and multi-dimensional data analytics tools (e.g. business intelligence, data mining) to support daily reporting, performance monitoring, and decision support needs of the MoFE and other MDAs.
Build capacity on data warehouse capabilities and the development of queries, and dashboards.
Support the design of reports and dashboards to be generated from the data warehouse.
Interact with the solution provider of the Data Warehouse to resolve functional and reporting issues during warranty and/or post-warranty periods.
Evaluate periodically the risks of data warehouse operations, and propose mitigation measures.
Identify the needs for extraction, transformation, and loading (ETL) of data from relevant systems, and development of web services (Application
Program Interfaces) to automate data exchange.
Collaborate with the Training Specialist for the preparation of the Data Warehouse training needs for the MoFE staff and other institutions, and monitor relevant training activities.

Budget Institutions

Roles and Responsibilities

Ensure reliable and secure access to AFMIS web portal for 1,500+ budget institutions to support daily operations (linked to AGFIS and other modules) and reporting needs.
Build capacity on web portal operational support and use of digital signature/seal, in collaboration with NAIS and AFMIS solution provider.
Support the expansion of web portal capabilities, and interconnectivity with other systems.
Interact with the AFMIS solution provider to resolve functional issues of the web portal and user interface for budget institutions during warranty and/or post-warranty periods.
Evaluate periodically the risks of web portal and cybersecurity, and propose mitigation measures.
Collaborate with the Call Center to monitor the quality of service and response times for the resolution of functional issues reported by the budget institutions using the web portal.
Collaborate with the Training Specialist for the preparation of the web portal training needs for the budget institutions and the MoFE staff, and monitor relevant training activities.

Integration between modules within AFMIS System

Some direct AFMIS integrations within MoF infrastructure shall be allowed if reason of direct integration is increased performance, easier, more efficient integration or technical limitations or other constraints. Same approach applies to all new AFMIS systems.

MTBP and AGFIS Integration, MTBP and PIM Integration, MTBP and BPPM Integration, BPPM and AGFIS Integration.

Master data management

The implementation of AFMIS and integration of its components among each other and with other government systems requires sharing of master data, which shall all use the same codification.

The following scheme illustrates the flows among the AFMIS components:

The following key functions will be supported by the AFMIS Unit:

System and user performance monitoring: The AFMIS Unit will monitor the utilization of system modules and user experiences (number of concurrent users, daily transactions, reporting needs, etc.) on a daily basis, to complement the efforts of the NAIS specialists for monitoring the performance of data center operations and network connections (uptime, server loading, network security, user management, information security, database administration, etc.). The AFMIS Unit will also measure the impact of AFMIS integrated platform on operational efficiency gains, savings through Treasury Single Account (TSA) operations, and other service delivery improvements to demonstrate the benefits of the system and post these benefits regularly on dedicated AFMIS web site. The AFMIS Unit will prepare annual review report to summarize the performance of system operations, results achieved, and emerging needs/issues that require management attention.

Functional and technical support: The AFMIS Unit will provide necessary Call Center and Help Desk functions for 7,000+ internal and external users benefiting from existing web-based platforms managed by NAIS. There will be a functional support team (trained on all MIS modules) responding to user needs on system modules and reporting needs, in addition to the technical support team mapped to NAIS for assistance on technical challenges.

Web portal operations: AFMIS Unit will also manage the web portal operations for reliable access to 1,600+ budget institutions countrywide, as well as the Ministries, Departments, and Agencies (MDAs) located in Tirana. Existing capabilities (digital signature, digital seal, electronic records management, etc.) will be used to enhance the web portal functions for secure access, with support from NAIS specialists.

Data warehouse and web publishing: Data analytics (business intelligence, data mining) and web publishing (data marts, open data portals) will be supported through dedicated teams trained on specific tools available under new AFMIS and IPSIS Modules to support the needs of various MoFE and other government entities. Web publishing from existing databases, and the development of dynamic query options for different users will also be supported.

AGFIS Document Management (so-called “Electronic Archive”) : Whether the existing functionality of AGFIS will be used through the DMS systemhosted in NAIS as a cost efficient solution, or through a completely new DMS (to be proposed by the Contractor), shall be analysed by the Contractor in his/her proposal. It should be taken into account that AGFIS will – in the future be extended to local government budget users – but NAIS is only competent for supporting the central level.

Modernization of information systems: The AFMIS Unit will also monitor the modernization and maintenance needs of existing information systems and databases, and will communicate with existing solution providers during warranty and post-warranty periods to improve system capabilities and assist in the development of new modules or reporting tools. The AFMIS Unit will also be responsible from the maintenance of source codes and audit trails for all MIS platforms.

Change management: The AFMIS Unit will actively participate in the development and implementation of change management plans during the implementation of new system capabilities or transition to modernized platforms.

Training: The AFMIS Unit will provide online and computerized training options for new system users and advanced training for existing users/specialists to ensure knowledge transfer and sustainability of basic system management capabilities.

This post is also available in: Albanian

Albanian Financial Management Information System (AFMIS)

Key business priorities of AFMIS are:

Contents

AFMIS Interfaces

The following interfaces are currently included in integrated AFMIS data model:

Roles and Responsibilities

AFMIS Modules

Public Investment Management (PIM) Module

Roles and Responsibilities

Medium-Term Budget Planning (MTBP) Module

Roles and Responsibilities

Budget and Program Portfolio Monitoring (BPPM) Module

Roles and Responsibilities

AFMIS Web Portal

Data Warehouse & Data Analytics

Roles and Responsibilities

Budget Institutions

Roles and Responsibilities

Integration between modules within AFMIS System

MTBP and AGFIS Integration, MTBP and PIM Integration, MTBP and BPPM Integration, BPPM and AGFIS Integration.

Master data management

The following key functions will be supported by the AFMIS Unit:

Department

Systems

Units

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