Bekal Interns Report

DADU INTERNSHIP PROJECT REPORT DOCUMENT
DAMBI DOLLO UNIVERSITY

COLLEGE OF ENGINEERING AND TCHNOLOGY
DEPARTEMENT OF COMPUTER SCIENCE
INTERNSHIP PROJECT REPORT
COMPANY NAME – EAST BORANA ZONE FINANCE AND
DEVELOPMENT OFFICE
Interns name ID NUMBER

Bekalu Wondawok nsr/284/20
Advisor name Ms.Leti Wakuma

SUBMISSION DATE
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Table of Contents
Acknowledgment.............................................................................................................................1
ABSTRACT....................................................................................................................................2
CHAPTER ONE..............................................................................................................................2
DESCRIPTION OF THE PROJECT...............................................................................................2
1. 1 Introduction...............................................................................................................................2
1.2 About the organization..............................................................................................................3
1.2.1 MISSION.........................................................................................................................3
1.2.2 VISION...........................................................................................................................3
1.3 Statement of the problem...........................................................................................................4
1.4 Hypotheses of the study.............................................................................................................4
1.5 Objectives of the study..............................................................................................................5
1. 1.5.1GENERAL OBJECTIVE................................................................................5
2. 1.5.2 SPECIFIC OBJECTIVES...............................................................................5
1.6 Scope of the study......................................................................................................................5
1.7 Limitations of the study.............................................................................................................5
1.8 Significance of the study...........................................................................................................6
CHAPTER TWO.............................................................................................................................7
3. IBEX SYSTEM.......................................................................................................7
2.1 Achievements of IBEX system..................................................................................................7
2.2 Challenges of IBEX System......................................................................................................7
2.3 Features of IBEX system...........................................................................................................8
2.4 The workflow of IBEX system..................................................................................................8
2.5 Launching the Budget Module................................................................................................10
2.6 IBEX Home Page....................................................................................................................10
2.7 The Budget Module Main Screen............................................................................................11
2.71 The Menu Bar........................................................................................................................12
2.72 The Toolbar...........................................................................................................................13
2.8 The Budget Tree, Chart of Accounts and Reports Tabs..........................................................14
4. 2.81 The Budget Tree............................................................................................14
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5. 2.82 The Chart of Accounts...................................................................................15

6. 2.83 The Reports Tree...........................................................................................15
CHAPTER THREE.......................................................................................................................16
7. Entering Budget Data............................................................................................16
3.1 Managing a Budget Structure..................................................................................................16
3.2 Editing a Budgetary Institution................................................................................................17
3.3 Deleting a Budgetary Institution............................................................................17
3.4 Copying and Pasting a Budget Structure.................................................................................18
3.5 Budget Ceilings.......................................................................................................................18
8. 3.5.1 Entering Budget Ceiling Information...........................................................18
3.6 Commitments...........................................................................................................................19
3.7 Managing Budget Phases.......................................................................................19
9. 3.7.1 Budget Phases...............................................................................................19
3.8 Data Migration.........................................................................................................................20
3.8.1 Migrating Budget Data.........................................................................................................20
3.8.1.1 Exporting Budget Data...............................................................................................20
3.8.2 DATA MIGRATION...........................................................................................................21
3.8.2.1 Importing Budget Data from IBEX............................................................................21
3.9 Creating a New Budget Year...................................................................................................21
3.11 Account Module....................................................................................................................22
3.12 ADDING NEW Bank Account.............................................................................................23
3.13 Budget Control.......................................................................................................................23
10. 3.1.1 Purpose of budget control.............................................................................24
11. 3.132 Rule of budget control.................................................................................24
CONCULUSION...........................................................................................................................24
References......................................................................................................................................25
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Acknowledgment
First of all I thank God for helping me to do this internship project. I am incredibly grateful to
my internship supervisor, Abebayew Aweke for his invaluable guidance and support throughout
my internship. From the moment I started, Abebayew took the time to get to know me and
understand my goals for the internship. They provided me with clear direction and expectations,
and were always available to answer my questions and provide valuable feedback.
Throughout the internship, Abebayew provided me with invaluable insights and advice that
helped me to grow as a professional. Their constructive feedback helped me to improve my skills
and approach to my tasks, and their encouragement kept me motivated and focused. I am deeply
thankful for Abebayew Aweke’s time and effort and for their commitment to my success. And I
would also like to express my appreciation to my colleagues and the staff at EAST BORANA
ZONE FINANCE OFFICE for their warm welcome and assistance during my internship. It was
a pleasure to work with such a talented and supportive team. From the moment I arrived, my
colleagues were quick to introduce themselves and make me feel welcome. They were always
willing to share their knowledge and expertise, and were patient in answering my questions and
helping me to understand the companies work.
In addition to my colleagues, the staff at EAST BORANA ZONE FINANCE OFFICE was
always helpful and efficient in assisting me with any needs or questions I had. I am grateful for
the opportunity to work with such a dedicated and professional team.
ABSTRACT
The aim of this thesis is to assess the impact of integrated budget and expenditure system
software implementation on customer and end user satisfaction. The study was conducted to
evaluate the improvement made by implementing IBEX system and challenges that face the
functionality of the IBEX system. In addition the study tests the relationship between
independent variables such as waiting time, cost saving, data accuracy and budget transparency
and the dependent variables, customer and end user satisfaction. To achieve the objectives of the
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study, descriptive and explanatory type of research design was used through the sampling
technique, purposive and stratified random sampling. Data was collected through questionaries’
from many employees of EAST BORANA ZONE sectors.
Furthermore the results of IBEX system allowed the organization to reduce its various cost and
saved human energy.
CHAPTER ONE
DESCRIPTION OF THE PROJECT
Introduction
This report is a description of my 8 weeks internship carried out as a compulsory component of
the third year's course at DADU. In the following chapters, an overview of the Internship
Company and details of my works are given. Afterwards, I explain tasks and give specific
technical details about the tasks. Finally, a conclusion is drawn from the experience. IBEX is an
acronym (abbreviation) for integrated budget and expenditure system. Is application software
that has been designed and developed to automate the public finance at gov’t level.
It supports both desktop (no network) and web application (on the network). It requires web
browser to access and it only properly function on internet explorer.it is comprised of seven
modules those are;-
1. Administration
2. Budget
3. Budget control
4. Budget adjust
5. Account module
6. Account consolidation
7. Disbursement
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Ibex is developed by decentralized support activity project (DSA) with the cooperation of
MOFED (Ministry of Finance and Economic Development) in 1997 E.C. The application was ‘a
truly integrated financial management system that addresses the core functions of financial
management (Budgeting, Accounting and Disbursements) in the short term, and is flexible
enough to allow for the inclusion of non-core functions in the future. Unlike BDA and BIS,
IBEX is an integrated application that used to perform budget processing, budget controlling
activities, transaction registers, activities of budget transfer and supplement and finally generates
necessary reports. In all zones of Oromia including East Borana Zone, IBEX is on operation with
the modules of Account, Budget Control and Budget Adjustment in order to serve their potential
customers (zone sectors). However, the effects of the implementation of this financial
management system, IBEX are not yet assessed formally among the customers and end users.
Therefore, the researcher was initiated to assess and evaluate the effectiveness of the
implementation of IBEX on customer and end user satisfaction in East Borana Zone Finance
office.
1.2 About the organization

1.2.1 MISSION
Sustainable economic development by emplacing appropriate management system through
participation of development partners on planning and implementing so that to assure transparent
and accountable working system in order to proven equitable resource allocation and wise use.
1.2.2 VISION
In the year 2015 by emplacing institutionalized working system which is guided by planning so
as to become transparency and accountable economically enhanced community through.
1.3 Statement of the problem

Before the implementation of integrated budget and Expenditure system, east Borana zone
finance and economic development office had been working manually to serve their customers
when the requests of expenditure come from public body ,accountant will check manually
whether an approved budget is executed or not. According to business processing re-engineering
reform, the waiting time for single customer should not exceed more than five minutes to be
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served. However, since the work is manual and paper based it increasing the customers waiting
time and which resulted in dissatisfaction of customers. The annual report obtained from east
Borana zone finance and economic development office proved that since the last two years east
Borana zone finance and economic development office fully implemented IBEX application to
save time(waiting time of customers, energy, and cost) and also reduced improper budget
utilization among public bodies. In addition the system also simplified the complexity of
transaction process. The IBEX was implemented by mitigating implementation risks specially
meeting government requirements ,narrowly defining scope to meet established timelines , and
being implemented in the most cost effective and sustainable manner.
1.4 Hypotheses of the study

In order to investigate customer and end user satisfaction from IBEX system in terms of waiting
time, Data accuracy, and budget transparency and cost reduction, the following hypotheses were
tested based on 5% significance and 95% confidence level:
H1o: Data accuracy of IBEX system will not have positive relationship on end user and customer
satisfaction.
H1a: Data accuracy of IBEX system will have positive relationship on end user and customer
satisfaction.
H2o: Waiting time will not have negative relationship on end user and customer satisfaction.
H2a: Waiting time will have negative relationship on end user and customer satisfaction.
H3o: Cost reduction will not have positive relationship on end user and customer satisfaction.
H3a: Cost reduction will have positive relationship on end user and customer satisfaction.
H4o: Budget transparency will not have positive relationship on end user and customer
satisfaction.
H4a: Budget transparency will have positive relationship on end user and customer satisfaction.
1.5 Objectives of the study

The objectives of this study is below this :-
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1.5.1GENERAL OBJECTIVE
The general objective of the study was to assess the impact of integrated budget and expenditure
system software implementation toward customers and end users satisfaction.
1.5.2 SPECIFIC OBJECTIVES

Specifically the study would achieve the following objectives:
1. To evaluate whether the IBEX system made improvement or not.
2. To measure customer and end user satisfaction from the IBEX system (waiting time, cost
reduction, data accuracy and budget transparency).
3. To identify the challenges that the IBEX system faced in area.
1.6 Scope of the study

The research was focused on East Borana Zone Finance and Economic Development Office,
NEGELLE town so as to assess the implementation of Integrated Budget and Expenditure
System on customer and end user satisfaction. The study was delimited to only East Borana Zone
sectors of government employee; those have been using East Borana Zone Finance and
Economic Development Office.’’
1.7 Limitations of the study

Geographically, the study was focused to only East Borana zone finance and economic
development office, which is found in Negele town. So, the study did not generalize the rest
Oromia zones. In addition, the researcher did not get more literature specially, empirical review
and published references. So, the quality of the research may be affected due to the lack of
empirical review and published references.
1.8 Significance of the study

Integrated Budget and Expenditure system software is a real functional application for financial
management that mainly manages transactions, expenditures and budget control. The study is
useful for the management of East Borana Zone Finance and Economic Development Office by
providing information about the actual benefits and challenges of IBEX system that enabled
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them to measure customer and end user satisfaction of the office. Also it will have many
advantages for any financial institutions of NEGELLE’’ town by providing useful information
on financial management system. In addition, the study will give feedback for the developer of
the Ibex application software incase further improvement is needed.
Finally, the study will serve as an initiation and preliminary work or a stepping stone for those
who are interested to conduct a detailed and comprehensive study regarding the IBEX system.
The Toolbar found beneath the

Menu Bar on the main screen, is
used to perform
almost all functions in the IBEX
application. It is comprised of
the controls listed in
the table below:
T he Toolba r
6

used to perform
the table below:
T he Toolba r
used to perform
the table below:
7
T he Toolba r
used to perform
the
found beneath the Menu Bar on the main screen, is used to perform almost all functions in the
IBEX application. It is comprised of the controls listed in the table below:
8
CHAPTER TWO
IBEX SYSTEM
The Integrated Budget and Expenditure System (IBEX) is a financial management system that
was introduced in Ethiopia in 2011. It is a computerized system that integrates all aspects of the
budget process, from planning and execution to monitoring and reporting. The system is
designed to improve the efficiency, transparency, and accountability of the government's
financial management.
The development of IBEX was initiated in 2007 by the Ministry of Finance and Economic
Development (MoFED), with the support of the World Bank. The system was piloted in a few
selected agencies in 2010 and was fully rolled out to all government agencies in 2011.
2.1 Achievements of IBEX system

IBEX has been credited with a number of achievements, including:
1. Improved budget planning and execution: IBEX has helped the government to improve
its budget planning and execution by providing a more integrated and transparent view of
the budget process.
2. Enhanced budget monitoring and reporting: IBEX has also helped to improve budget
monitoring and reporting by providing real-time data on budget execution. This has
enabled the government to identify and address any problems early on.
3. Increased budget transparency and accountability: IBEX has made the budget process
more transparent and accountable by providing public access to budget information
through the IBEX website.
2.2 Challenges of IBEX System

Despite its achievements, IBEX has also faced a number of challenges, including:
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1. Lack of capacity: Some government agencies have struggled to use IBEX effectively
due to a lack of capacity.
2. Technical problems: IBEX has also experienced some technical problems, which have
disrupted the system's operation.
3. High cost: The cost of implementing and maintaining IBEX has been high.
Overall, IBEX has been a positive development for Ethiopia's public financial management
system. The system has helped to improve the efficiency, transparency, and accountability of the
government's financial management. However, more needs to be done to address the challenges
facing IBEX, such as the lack of capacity and technical problems . The main product and service
of IBEX is a computerized financial management system that integrates all aspects of the budget
process, from planning and execution to monitoring and reporting. The system is designed to
improve the efficiency, transparency, and accountability of the government's financial
management.
2.3 Features of IBEX system

IBEX is used by all government agencies in Ethiopia to manage their budgets. The system
provides a number of features that help to improve budget management, including:
1. Budget planning and execution: IBEX provides a central system for planning and
executing the budget. This helps to ensure that the budget is aligned with the
government's strategic priorities and that resources are allocated efficiently.
2. Budget monitoring and reporting: IBEX provides real-time data on budget execution.
This enables the government to identify and address any problems early on.
3. Transparency and accountability: IBEX makes the budget process more transparent
and accountable by providing public access to budget information through the IBEX
website.
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2.4 The workflow of IBEX system

The Integrated Budget and Expenditure System (IBEX) in Ethiopia follow a well-defined
workflow that involves various stakeholders, including the Ministry of Finance and Economic
Development (MoFED), government agencies, and the public.
The overall workflow of IBEX can be divided into the following stages:
Stage 1: Budget planning
The budget planning stage begins with the development of the government's medium-term fiscal
framework (MTFF). The MTFF is a three-year budget plan that outlines the government's fiscal
policy objectives and targets. Once the MTFF is approved by the government, MoFED issues
budget guidelines to all government agencies. The budget guidelines outline the overall budget
allocation for each agency and the key priorities for the upcoming fiscal year. Each agency then
develops its own budget proposal based on the budget guidelines issued by MoFED. The agency
budget proposals are submitted to MoFED for review and approval.
Stage 2: Budget execution
Once the budget is approved, the government agencies begin executing the budget. This involves
allocating funds to various programs and activities, and then disbursing the funds to the
implementing entities. The government agencies are responsible for monitoring the execution of
the budget and ensuring that the funds are used in accordance with the approved budget.
Stage 3: Budget monitoring and reporting
MoFED monitors the execution of the budget on a regular basis. This involves collecting data
from government agencies on their budget spending and comparing it to the approved budget.
MoFED also prepares budget reports on a regular basis. These reports are presented to the
government and the public to provide information on the execution of the budget.
Stage 4: Public participation
IBEX is designed to be a transparent and accountable system. As such, the public is encouraged
to participate in the budget process. The public can participate in the budget process by providing
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feedback on the government's budget proposals and by monitoring the execution of the budget.
The public can also access budget information on the IBEX website.
The IBEX workflow is designed to ensure that the government's budget is managed efficiently
and effectively. The workflow also ensures that the public is able to participate in the budget
process and monitor the execution of the budget.
2.5 Launching the Budget Module

IBEX is designed to work on the Internet Explorer (versions 5.5 and above) web Browser for
Windows. To log into IBEX, follow the following steps:
1. Open Internet Explorer on your computer by either clicking on the Internet Explorer shortcut
on your desktop, or by going to start menu.
2. Enter the correct URL for the application in the address bar near the top of the page and click
‘Go’ or enter. A correct URL will look like this:
3. You should be directed to the IBEX login page which looks like this:
4. Enter your username and password, and click the ‘Login’ button. If this is the very first time
you are logging into the application, you will be asked to change your password. This is done for
security purposes so that only you know what your password is. If this is not your first time and
you entered your username and password correctly; you will be directed to the IBEX Home
page.
2.6 IBEX Home Page

After you have successfully logged into the IBEX application, you will be directed to the IBEX
Home Page which will look like this:
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Figure 1: IBEX Home Page
The Home Page shows the currently logged on user, a drop down list to select the preferred
language before launching a module, and a list of modules that the logged on user is authorized
to access. Depending on the user’s security permissions, he/she may only have access to one or
more modules. In the figure above, the ‘Admin’ user is authorized to use the ‘Administration,
‘Accounts’, ‘Accounts Consolidation’, ‘Budget’, ‘Budget Adjustment’, ‘Budget Control’ and
‘Disbursement’ modules. Click on the ‘Budget’ module link, and you will be directed to the
IBEX Budget Module Main Screen. You can also click on ‘Logoff’ to return back to the login
screen and ‘Change Password’ to change your password. These links are located at the top right
corner of IBEX screens.
• To change your password, enter the current (old) password in the Current Password’ field, a
new password in the ‘New Password’ field and enter the new password again in the ‘Confirm
New Password’ field, then click on ‘Apply’.
• Once you have successfully changed your password, you will be directed back to the IBEX
Home Page. To return back to the IBEX Home Page without changing your password, click on
‘Home’ at the top right corner of the page.
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Figure 2: Change Password Screen
2.7 The Budget Module Main Screen

The IBEX main screen is comprised of six main sections. These are illustrated on the picture
below:
Figure 3: The Budget Module Main Screen
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2.71 The Menu Bar

The Menu Bar contains the ‘Administration’, ‘Data Migration’, ‘Language’, and ‘Help’ drop
down menus. To access any of the items under the contents of the Menu Bar, first click on the
Menu Bar item, and once the drop down menu appears, click on the item of your choosing.
Below are short descriptions of the Menu Bar items.
Table 1: Menu Bar Items
2.72 The Toolbar

The Toolbar found beneath the Menu Bar on the main screen, is used to perform almost all
functions in the IBEX application. It is comprised of the controls listed in the table below:
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Table 2: Toolbar Controls
16
T he Budget Tree , Cha rt of

Acc ounts a nd Reports
Tabs
The first thing a user must do
on the main screen is select a
budget year from the ‘Year’
drop down menu on the top left
hand corner of the toolbar.
On the left side of the IBEX
main screen is a frame that
contains the ‘Budget Tree’,
‘Chart of Accounts’ and
‘Reports’ tabs. Only one of
these trees is visible at one time.
17
To navigate between these

screens click on the ‘Budget
Tree’, ‘Chart of Accounts’ or
‘Reports’ tabs at the top of this
frame.
The budget structure will be
displayed in the ‘Budget Tree’
pane after a budget year has
been selected from the ‘Year’
drop down menu on the left
hand corner of the Tool Bar.
2.8 The Budget Tree, Chart of Accounts and
Reports Tabs
The first thing a user must do on the main screen is select a budget year from the ‘Year’ drop
down menu on the top left hand corner of the toolbar. On the left side of the IBEX main screen is
a frame that contains the ‘Budget Tree’, ‘Chart of Accounts’ and ‘Reports’ tabs. Only one of
these trees is visible at one time. To navigate between these screens click on the ‘Budget Tree’,
18
‘Chart of Accounts’ or ‘Reports’ tabs at the top of this frame. The budget structure will be
displayed in the ‘Budget Tree’ pane after a budget year has been selected from the ‘Year’ drop
down menu on the left hand corner of the Tool Bar.
2.81 The Budget Tree
Figure 4: The Budget Tree
The budget tree is at the heart of

the IBEX application. It
represents the budget
classification of a given region,
in the selected year, in a
hierarchical structure referred
19
to as a tree. But since all

Budgetary Institutions do not
report their financial
transactions directly, a
Reporting Unit (RU) is
designated as the Budgetary
Institution
that is allowed to submit
financial reports. Reporting
Units are bolded on the budget
tree. To select a RU from the
budget tree, simply browse the
tree by expanding the
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nodes (to expand a node, simply

click on the name) and click on
a highlighted BI.
The table below describes the
icons and nodes on the Budget
Tree using an instance on
the 1997 Federal Budget
Structure. The Federal
Government is treated as a
region for
budgetary and accounting
purposes. It also has the zone
and wereda codes always set to
zero.
The budget tree is at the heart of the IBEX application. It represents the budget classification of a
given region, in the selected year, in a hierarchical structure referred to as a tree. But since all
21
Budgetary Institutions do not report their financial transactions directly, a Reporting Unit (RU) is
designated as the Budgetary Institution that is allowed to submit financial reports. Reporting
Units are bolded on the budget tree. To select a RU from the budget tree, simply browse the tree
by expanding the nodes (to expand a node, simply click on the name) and click on a highlighted
BI. The table below describes the icons and nodes on the Budget Tree using an instance on the
1997 Federal Budget Structure. The Federal Government is treated as a region for budgetary and
accounting purposes. It also has the zone and wereda codes always set to zero.
2.82 The Chart of Accounts

The Chart of Accounts tree shows the standard Chart of Accounts used by the IBEX application.
To access the Chart of Accounts tree, click on the ‘Chart of Accounts’ tab at the top of the frame
on the left hand side of the main screen.
Figure 5: Chart of Accounts Tree
2.83 The Reports Tree

The Reports tree is used to organize the reports available within the application in a logical
manner. To access the reports tree, simply click on the ‘Reports’ tab at the top of the frame on
the left hand side of the main screen.
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CHAPTER THREE
Entering Budget Data
Ma naging a Budget Struc

ture
Creating a Budgetary Institution
1. Click on the node on the
Budget Tree under which you
want to create
a new BI.
2. Click on the ‘New BI’
button on the toolbar.
3. The ‘NEW BUDGETARY
INSTITUTION’ screen as
shown below
24
will appear in the content frame.

3.1 Managing a Budget Structure
Creating a Budgetary Institution
1. Click on the node on the Budget Tree under which you want to create a new BI.
2. Click on the ‘New BI’ button on the toolbar.
3. The ‘NEW BUDGETARY INSTITUTION’ screen as shown below will appear in the content
frame.
Figure 6: New BI Screen

4. Enter the information for the new BI in the input fields. While some fields are required, others
are not. A BI name in each language available in the module is required. Refer to Appendix A at
the end to learn more about registering a new BI name using Ge’ez fonts. The previous year’s BI
code is not required. The user can also choose to make the newly created BI a reporting unit.
5. Once you have entered all required information, click on ‘Save’ to commit your changes. The
new settings will automatically be reflected in the budget tree.
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3.2 Editing a Budgetary Institution

1. Click on the node on the Budget Tree which you want to edit.
2. Click on the ‘Edit BI’ button on the toolbar.
3. The ‘EDIT BUDGETARY INSTITUTION’ screen as shown below will appear in the content
frame with the selected BI’s information.
Figure 7: budgetary institution

4. Make all desired edits. You can only change the BI Code if there is no detailed financing
information recorded for the BI.
5. Click on ‘Save’ to commit your changes. Your changes will automatically be reflected in the
budget tree.
3.3 Deleting a Budgetary Institution

1. Click on the node on the Budget Tree that you want to delete.
2. Click on the ‘Delete BI’ button on the toolbar.
3. The application will ask you if you are sure you want to delete this BI. If so, click ‘Yes’.
Otherwise, click ‘No’. Your changes will automatically be reflected in the budget tree.
Keep in mind:
a) You can only delete a BI that has no child nodes beneath it.
b) You cannot delete data in the approved or recommended phases.
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3.4 Copying and Pasting a Budget Structure

It is often the case that budget structures are the same at various levels on the budget tree. For
example, a woreda budget structure is often the same, but there might be hundreds of wereda’s in
a region. Rather than entering the same budget structure for each wereda, it is better to use the
Copy/Paste’ functionality to copy the same budget structure to all wereda’s. To copy and paste a
budget structure:
1. Click on the node on the budget tree above the budget structure you want to copy from.
For example, to copy the structure beneath a wereda, click on the wereda node.
2. Click on the node on the budget tree below which you want to paste the copied budget
structure.
3. Click on the ‘Paste’ button on the toolbar. The copied structure will appear below the
node you selected on the budget tree. Keep in mind:
a. You can only copy budget structures between nodes at the same level. This
includes:
i. Wereda to Wereda
ii. PB to PB
iii. Program to Program
iv. SA to SA
v. SP to SP
b. Copying only copies the budget structure without the details included in the
original structure.
3.5 Budget Ceilings

The Budget ceiling is a figure set by Federal MOFED, Region BoFED or Wereda OFED to the
public bodies under their jurisdiction to prepare the upcoming fiscal year’s budget. Each public
body is notified of their ceiling when they receive the budget call.
3.5.1 Entering Budget Ceiling Information

1. Select a functional or sub-functional grouping from the budget tree.
2. Click on the ‘Ceiling’ button on the toolbar.
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3. The ‘BUDGET CEILING SUMMARY’ screen will appear, showing

4. Ceiling information for all public bodies under that functional or sub-functional
classification.
Comm itme nts

Commitments are allocations of
various funds that are registered
against sub-agencies
and projects.
Entering a N e w Com m it m e nt
1. Click on the sub-agency or
project from the budget tree for
which you
want to register a commitment.
2. Click on the ‘Commitment’
button on the toolbar.
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3. The ‘CREATE
COMMITMENT’ screen
appears in the content frame.
Figure 14: Create Commitment Screen
4. On the commitment page,

you can select if you would like
to register a
commitment as assistance or
loan by clicking on the
‘Assistance’ or
‘Loan’ radio buttons at the top
of the screen. You can only
register
29
‘Assistance’ for recurrent

budgets. The ‘Loan’ option will
be disabled
for all recurrent budgets. You
can register either assistance or
loan for
capital budgets.
5. Click on the donor/creditor
name in the select box. The
appropriate
account code will automatically
populate the ‘Account Code’
input box.
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6. Enter a commitment
amount.
3.6 Commitments
1. Commitments are allocations of various funds that are registered against sub-agencies
and projects. Entering a New Commitment
2. Click on the sub-agency or project from the budget tree for which you want to register a
commitment.
3. Click on the ‘Commitment’ button on the toolbar.
4. The ‘CREATE COMMITMENT’ screen appears in the content frame.
5. On the commitment page, you can select if you would like to register a commitment as
assistance or loan by clicking on the ‘Assistance’ or Loan’ radio buttons at the top of the
screen. You can only register ‘Assistance’ for recurrent budgets. The ‘Loan’ option will
be disabled for all recurrent budgets. You can register either assistance or loan for capital
budgets.
6. Click on the donor/creditor name in the select box. The appropriate account code will
automatically populate the ‘Account Code’ input box.
7. Enter a commitment amount.
8. Enter a used amount if required. The ‘Balance’ is automatically calculated.
9. Click on ‘Save’ to save the commitment.
3.7 Managing Budget Phases

The budget phases recognized by the Budget Module are the requested, recommended and
approved budget phases.
3.7.1 Budget Phases

The Budget Module facilitates the sequencing of budget preparation. It implements the following
high-level steps.
1. Budget requests are entered into the IBEX application.
31
2. By default the first phase of data entry is the ‘Requested’ phase.

3. Data can be entered, edited and deleted in this phase.
4. Requested budget data is ‘Recommended’ at the sub-agency and project level.
5. In the ‘Recommended’ phase, data can be entered, edited and deleted.
6. Requested budget data is archived for reference and a new set of data is created for the
recommended phase.
7. Once all budget data has been requested and recommended, the budget 22is ‘Approved’.
Again, the recommended phase data is archived for
8. Reference and a final set of data for the approved phase is created.
9. Once a budget has been approved you cannot edit or delete existing
10. Data. You can, however, create a new BI.
3.8 Data Migration

The IBEX Budget Module facilitates the export and import of various types of budget data at
different phases. This interaction is done via the ‘Export Budget Data’ and ‘Import Budget Data’
tools located under the ‘Data Migration’ menu on the Menu Bar.
3.8.1 Migrating Budget Data

3.8.1.1 Exporting Budget Data
1. Select a budget year and click on ‘Export Budget Data’ under the Data Migration menu on the
Menu Bar.
2. From the budge tree, select a BI for which you want to export budget data.
3. On the ‘SELECT BUDGET PHASE’ screen, indicate the budget phase you want to export and
click ‘Next’.
32
3.8.2 DATA MIGRATION

3.8.2.1 Importing Budget Data from IBEX
1. Select a budget year and click on ‘Import Budget Data’ under the Data Migration menu
on the Menu Bar.
2. From the budge tree, select a BI for which you want to import budget data.
3. On the ‘SELECT BUDGET PHASE’ screen, indicate the budget phase you want to
import and click ‘Next’.
4. On the ‘SELECT BUDGET TYPE’ screen, indicate the type of budget you want to
import - that is, ‘Recurrent’, ‘Capital’ or ‘Recurrent & Capital’ - and click ‘Next’.
5. On the ‘SELECT SOURCE FILE’ screen, click ‘Browse’ to locate the IBEX export file
on your computer. Once you locate the file, click on the file name once and click ‘Open’,
or double click on the file name.
6. Click ‘Next’ to begin the importing process.
7. On the ‘CONFIRMATION’ screen, verify that the budget data you have chosen is
correct. If so, click ‘Import’. The selected BI’s budget data will be replaced with the
imported data.
A D M I N I S T R A T I V E F U N
C T I O N S
To
the
four
title
33
delete a source of finance, click on

the checkbox on the left end of
row and click ‘Delete’. Remember
that you can only edit the first
default sources of finance. Click
on the checkbox in the column
to select all newly entered sources
of finance.

34
Ne w Budget Yea r
Creating a New Budget Year
1. On the Administration item
on the Menu Bar, click on ‘New
Budget
Year’.
2. An IBEX message will
appear asking the user if he/she
is sure that
they want to create a new
budget year.
3. If the user clicks ‘Yes’, then
the new budget year will be
automatically
35
insert in the budget tree with the

previous year’s structure. The
creating
new budget year function
cannot be undone.
4. Click ‘No’ to exit the
interface. ADMIN ISTRATI VE FUNCTIONS 3.8 New Budget Year
3.9 Creating a New Budget Year

1. Click on the checkbox in the column to select all newly entered sources of finance. New
Budget Year Creating a New Budget Year
2. On the Administration item on the Menu Bar, click on ‘New Budget Year’.
3. An IBEX message will appear asking the user if he/she is sure that they want to create a
new budget year.
4. If the user clicks ‘Yes’, then the new budget year will be automatically insert in the
budget tree with the previous year’s structure. The creating new budget year function
cannot be undone.
5. Click ‘No’ to exit the interface.
3.11 Account Module

The Accounts Module manages the tracking of revenues and expenditures for budgetary
institutions. More specifically the Accounts Module records the financial transactions of
budgetary institutions, captures the aggregated monthly accounting reports and provides
36
accounting reports in the form of ledgers, financial statements, management reports and
transaction listings
M A N A G I N G B U D G E T P H
A S E S
2. Click on the ‘Revenue
Budget’ button on the toolbar.
3. The ‘REVENUE BUDGET
DETAILS’ page will appear in
the
content frame of the main
screen as shown below:
Figure 24: Revenue Budget Details Screen
4. Enter the account code

whose revenue budget you want
to enter
37
details for.
5. One you enter the account
code and the approved budget
amount, the
revised budget field will be
populated with the same amount
as the
approved budget.
6. Change the revised budget
amount to the revised revenue
budget and
clock on ‘Add’.
38
7. The inserted data will be

added to the list right above the
entry fields
with the account codes’
description and a ‘delete’ option
added.
8. Click ‘delete’ to remove a
revenue budget detail item from
the listing.
Click ‘Exit’ to exit the interface.
39
A S E S
the
40

to enter
details for.
amount, the
as the
approved budget.
41

budget and
clock on ‘Add’.
entry fields
added.
the listing.
42
A S E S
the

to enter
details for.
43

amount, the
as the
approved budget.
budget and
clock on ‘Add’.
entry fields
44

added.
the listing.
A S E S
the
45


to enter
details for.
amount, the
as the
approved budget.
46

budget and
clock on ‘Add’.
entry fields
added.
the listing.
Figure 8: Accounts Module
47
A S E S
the

to enter
details for.
48

amount, the
as the
approved budget.
budget and
clock on ‘Add’.
entry fields
49

added.
the listing.
Click ‘Exit’ to exit the interface
3.12 ADDING NEW Bank Account
50
Figure 9: Bank Accounts list
3.13 Budget Control

Is used to control spending depending on an approved budget
3.1.1 Purpose of budget control

1. Records commitments shows unutilized budget( budget not committed).
2. Maintains the adjusted budget by line of item, type of budget, by sub agency/project and
source of finance
3.132 Rule of budget control

1. Expenditure is incurred only if there is an available budget.
2. Actual expenditure does not exceed the adjusted budget.
3. In order to use Budget control our budget phase must be in approve phase.
51
4. The BI Code that use budget control must be RU.
CONCULSION
As we seen in the above three chapters IBEX is more useful and important data base system that
has to process every data according to finance. IBEX is used by all government agencies in
Ethiopia to manage their budgets. IBEX is a valuable tool for the Ethiopian government in
managing its finances. The system has helped to improve the efficiency, transparency, and
accountability of the government's financial management. And we conclude that there is some
problem with in the system so as a computer science student we have to update the system. In
our organization there are a lot of officers (users) which connected to the system directly such
that budget auditor, admin or account creator, secretary and so on ….so those are used only this
app. This app is worked through in SQL database connector and all the data are stored in this.
This internship is makes me feel better and i know what am I and it gave me strength and self-
confidence. And again thanks ‘to all my collagenous and God.
52
References
(France), I. -S. (October 17, 2010 (Final)). Federal Government of Ethiopia Ministry of Finance
and Economic Development. Retrieved from
hrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https://www.pefa.org/sites/pefa/
files/assessments/reports/ET-SNNPR-Oct10-PFMPR-SN-Public.pdf
East AFRITAC (IMF) and World Bank Regional Workshop On Integrated Financial
Management Systems. (February 15-17,2010). Mombasa, Kenya.
53
Thank you
54

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DADU INTERNSHIP PROJECT REPORT DOCUMENT

DAMBI DOLLO UNIVERSITY

Interns name ID NUMBER

Advisor name Ms.Leti Wakuma

5. 2.82 The Chart of Accounts...................................................................................15

DESCRIPTION OF THE PROJECT

1.2 About the organization

1.3 Statement of the problem

1.4 Hypotheses of the study

1.5 Objectives of the study

1.5.2 SPECIFIC OBJECTIVES

1.6 Scope of the study

1.7 Limitations of the study

1.8 Significance of the study

The Toolbar found beneath the

The Toolbar found beneath the

2.1 Achievements of IBEX system

2.2 Challenges of IBEX System

2.3 Features of IBEX system

2.4 The workflow of IBEX system

Stage 1: Budget planning

Stage 2: Budget execution

Stage 3: Budget monitoring and reporting

Stage 4: Public participation

2.5 Launching the Budget Module

2.6 IBEX Home Page

Figure 1: IBEX Home Page

Figure 2: Change Password Screen

2.7 The Budget Module Main Screen

Figure 3: The Budget Module Main Screen

2.71 The Menu Bar

Table 1: Menu Bar Items

2.72 The Toolbar

Table 2: Toolbar Controls

T he Budget Tree , Cha rt of

To navigate between these

2.81 The Budget Tree

Figure 4: The Budget Tree

The budget tree is at the heart of

to as a tree. But since all

nodes (to expand a node, simply

2.82 The Chart of Accounts

Figure 5: Chart of Accounts Tree

2.83 The Reports Tree

Ma naging a Budget Struc

will appear in the content frame.

2. Click on the ‘New BI’ button on the toolbar.

Figure 6: New BI Screen

3.2 Editing a Budgetary Institution

Figure 7: budgetary institution

3.3 Deleting a Budgetary Institution

3.4 Copying and Pasting a Budget Structure

3.5 Budget Ceilings

3.5.1 Entering Budget Ceiling Information

3. The ‘BUDGET CEILING SUMMARY’ screen will appear, showing

Comm itme nts

4. On the commitment page,

‘Assistance’ for recurrent

3.7 Managing Budget Phases