FMIS Advisor 2

Project background

The Consultant primarily support activities under Component 2- Expanded Core Financial Management Information Systems. This component aims at supporting increasing efficiency and automation of public finance processes through the expanded use of the Financial Management Information System (FMIS) implemented under PFM I to additional Government Departments, Agencies and State Governments (where applicable) . Objective of the assignment The objective of this role is to provide technical support and advisory services to the implementation of public financial management reforms with specific focus on the use of FMIS. With the support of the National Treasury team, the Consultant will drive the further adoption and expansion Financial Management Information System (FMIS) capabilities across core Treasury processes and support the decentralization of the system. C. SCOPE OF SERVICES • The scope of responsibility will cover: • Roll-out and deepen the use of FMIS, including roll out of modules such as fixed assets, payroll, budget and e-procurement. • Support for the PFM reforms in general, development and implementation of PFM policies and procedures, capacity building for staff, quality control for policy and general pronouncements and presentations/reports, monitoring and evaluation and other related matters • The FMIS Advisor’s key activities relating above responsibilities will include the following: • Provide technical assistance to the Secretary Department of Finance and Administration (DoFA)and the Assistant Secretary Treasury Comptroller to coordinate and guide the implementation of public financial management reforms and in resolving issues pertaining to the FMIS roll-out. This coordination will involve various streams of activities necessary to make the roll out of the FMIS successful including but not limited to, Training, Acceptance Testing, data migration, Change Management, User authorizations/ security in FMIS and business process reengineering. • Work with the PFMII ICT Advisor to ensure that the local area network and the wide area network supports the efficient and effective use of the FMIS system. • In line with the FMIS rollout strategy, assess readiness for expansion of the FMIS system to Departments and Agencies in terms of institutional structures, staff availability, capacity and skills, financial management processes and systems (manual or otherwise) and controls, site infrastructure and power, implementation risks and make very specific recommendations to address gaps. • Business Process Re-engineering: provide technical support to review PFM processes and Government-on-Line business requirements to determine any necessary validation or re-engineering. • Implementation: prepare and update the Project Plan, the training content/materials and plan, and the change management plan to ensure that the weaknesses and recommendations in the original or modified form, are carried out and implemented. • Quality Assurance and OAT (Operational Acceptance Testing): Carry out quality review and assurance to the FMIS Implementation phases including but not limited to the following: • Data collection, validation and conversion • Equipment and solution deployment • Site and infrastructure preparation • Testing scripts and User Acceptance testing • Training (including training materials) and change management • Handling of implementation issues • Participation in implementation teams/working groups/ steering committee meetings. • Coordinate with Budget Department to ensure an FMIS system supports the requirements of budgeting and payroll. • Provide the necessary support and guidance to the Assistant Secretary Treasury in order to ensure that all system documentation expected from the FMIS Supplier is delivered or developed including establishing criteria to be applied to review and evaluate all such documents. • Monitoring: the Advisor will draw-up a monitoring framework and periodically monitor and assess the state of implementation particularly focusing on qualitative improvements; the Advisor will review improvements in institutional capacity and training, overall adaptation and use of the FMIS, improvements in financial management processes and systems controls and reporting, and improvements in all aspects of the PFM necessary to meet the overall objectives. Resulting from this process, the Advisor will: • Determine areas that may lag or new areas that require attention and make recommendations for improvements • Raise issues (technical or otherwise) that may impede progress • The Advisor will develop a plan by which the Government-on-Line will gradually take over full support of its PFM Systems to reduce the Government-on-LIne dependency on external consultants, increase ownership and allow National and State Treasury Staff to manage with the limited resources. Suitable officers / employees should be identified and trained to make this happen. This plan shall be discussed with the Secretary DoFA and approved for implementation. In drawing up this plan, the Advisor will among others: • Assess the state of readiness of National and State Government to take over in terms of staff capacity. • Determine actions and time required to cover the gaps for example in terms of training, staff recruitment, etc. • Determine work plans and milestones to implement these actions. The work plan shall include monitoring meetings with the Steering Committee. The Advisor will help to monitor the implementation of the agreed plan. • Advise on suitable Governance structures required for the management of all the implementation phases of the FMIS. • Throughout the duration of the Project, assisting the Assistant Secretary Treasury to identify risks to the FMIS rollout activities and formulate strategies to mitigate such risks. • Where necessary, review for quality and alignment, technical specifications or Terms of reference to be used in the procurement of PFM related resources. • Provide technical inputs to the IFMIS implementation contracts, procurements and financial management teams Key Deliverables No. Key Deliverable Timing/Frequency 1 FMIS Technical Advisory and Rollout Support: Provide technical advice and planning support for FMIS rollout to Departments, Agencies, and National and State Governments, including rollout plans, readiness assessments, technical support submissions and recommendations. Support progress towards IR-4 – FMIS rolled out to sectoral Departments . Throughout the assignment; plans and technical submissions updated or provided as required. 2 FMIS Enhancement and Quality Assurance Support: Provide technical support and quality assurance for FMIS enhancements, interfaces and additional modules, including fixed assets, payroll, budget and e-procurement, as applicable. Support business process review, data migration, testing and review of vendor deliverables. The Advisor shall provide technical advice, oversight and quality assurance and shall not be responsible for system development, configuration or delivery, which remains the responsibility of the FMIS vendor. Throughout the assignment, in accordance with the approved implementation plan. 3 FMIS Monitoring and Reporting: Prepare technical progress reports covering FMIS rollout, implementation, issues, risks and recommendations, including technical inputs supporting IR-4 and PDO-2 – Number of key fiscal documents made publicly available by DoFA within the timeline specified in PEFA Indicator PI-9.1 . Monthly; annually; and final report before completion of the assignment. 4 Capacity Building, Risk Management and Sustainability: Support FMIS training and knowledge transfer; prepare and update the FMIS Risk Management Plan; and prepare and update an FMIS Sustainability and Transition Plan. Throughout the assignment; Risk Plan within 3 months and updated periodically; Sustainability Plan within 6 months, updated annually and finalized before completion. D. QUALIFICATION AND EXPERIENCE The prospective consultant shall be a highly experienced practitioner with a proven record in FMIS Implementation in the public sector internationally. The position will require cross-cultural interpersonal skills to coordinate and negotiate resources across multiple stakeholders in order to achieve positive project outcomes. Mandatory • Minimum Master's degree in public finance, financial management, accounting, information systems, business administration, economics, public administration or related field from a recognized university. • Functional hands-on experience with FreeBalance for at least one government FMIS project. • At least 7 years’ experience in the area of public financial management, including experience with PFM reform processes at a senior level either with Government or large international organizations. • Experience in post conflict environments is desirable. Desirable Qualifications and Experience: • Strong analytical, oral and written communication skills, report writing, and the ability to write for and present to a variety of stakeholder hierarchies; • A proven track record of successful management of application build, testing, implementation and quality assurance activities of large-scale ERP/IFMIS systems in developing countries is required. • Fluency in English. • Experience working in the Pacific. F. DURATION, LOCATION and CONDITIONS of ASSIGNMENT • The Consultant will report of the Assistant Secretary for Treasury. • This is a full-time position for an initial period of Twenty Four (24) Months, based in Palikir, Pohnpei, and may be extended based on satisfactory performance and availability of funding. • Domestic travel may be required from time to time, including overnight travel away from the home office. • The Department of Finance and Administration will provide office space, general office supplies, and office equipment. ANNEX B: CONSULTANT’S REPORTING OBLIGATIONS The Advisor shall submit the following reports during the 24-month assignment: • Monthly Progress Reports: The FMIS Advisor shall prepare and submit a concise monthly progress report covering activities undertaken during the reporting period, progress against the approved FMIS implementation and rollout plan, progress toward relevant PFM II Results Framework indicators, particularly PDO-2 and IR-4, key achievements, emerging issues, risks, corrective actions and matters requiring clarification or decision by the Client. • Annual Progress Reports: The FMIS Advisor shall prepare and submit an annual progress report summarizing progress during each 12-month period of the assignment. The report shall highlight achievements against the approved FMIS implementation and rollout plan, progress toward relevant PFM II Results Framework targets, particularly PDO-2 – Number of key fiscal documents made publicly available by DoFA within the timeline specified in PEFA Indicator PI-9.1 and IR-4 – FMIS rolled out to sectoral Departments, emerging issues and risks, actions taken to address implementation constraints, and recommendations to support successful FMIS implementation and sustainability. • Final Report: Before the end of the 24-month assignment, the FMIS Advisor shall submit a final report documenting all major activities undertaken, achievements against the FMIS implementation and rollout plan, progress against relevant PFM II Results Framework indicators, particularly PDO-2 and IR-4, outstanding issues and risks, lessons learned, knowledge transfer and capacity-building outcomes, sustainability arrangements, and recommendations for the continued implementation and institutionalization of the FMIS.