Training

Training is considered as a significant part of GFMIS project, the system will not gain its real value unless its users were trained properly on how to use it, that is reason why the project team had dedicated much time to plan and implement the training during the past two years.

Among the factors that have been taken into consideration during the design of training is to train the project team itself, which is represented by the contractors who implement the system, in addition to a number of selected members from the Ministry of Finance and other ministries. Each one of these selected members should comprehend the schematic design of the system before its implementation.

Therefore; the project began with certified training courses from ORACLE, IBM and EMC.
These courses are designed to update the implementing teams with the latest developments on the system hardware and software, in addition to all the technical aspects required by these advanced applications.

The plan of the training program included the training of the team who will assist in the installation and storage of all communications equipment in the system. This training included On-Job Training, and this had provided the team with the actual experience that they will need to maintain and manage the system in the future.

Among the most important groups that must be trained is End Users group, who will be mainly using the system on a daily basis starting from the “Go Live” date. This training had been designed to provide the users with the necessary knowledge and experience that will enable them to perform data entry and verification, prepare and review reports, submit accounts, to manage projects and personnel, to manage expenditure as well as to prepare and allocate the budgets.

Managers, who will oversee the financial and budget related functions, will be subjected to training, since they will use GFMIS for information management and planning, and will be held accountable for the results. The training will focus on their specific needs as managers and on GFMIS functions that will provide them with the information they need and the information that will require review & approval.

Training Courses:
The functional training has been divided into 12 subjects; each will be covered within one or more training courses to be delivered to GFMIS users. The training courses subjects are: :

  • Procurement Management
  • Payment Management
  • Position Management
  • Project Management
  • Revenue Management
  • Budget Preparation
  • Budget Allocation
  • Cash Management
  • Cash Ceiling Requests
  • Cash Flow Planning
  • General Ledger (Accounting to reporting)
  • Internal and external debt

Training materials development
The development of training materials for each course was considered as a major challenge, given the complexity that characterized the system.
Each trainee will receive up to three distinct training manuals in each training course that will a specific part of the course topic. .

Current Activities:
In Feb 2010, the training process for GFMIS End-Users started and it will go on till the end of the year 2010. INTRACOM IT Services, in cooperation with the Ministry of Finance, had provided the training courses and is preparing for the system Go-Live date, after which GFMIS will be used on a daily basis in the pilot budget institutions. GFMIS users had been subjected to training on GFMIS different functions, such as procurement, revenues, project management, position management, budget preparation & implementation and financial planning.

Four runs of procurement management training course and two runs of Project Management & Position Management training courses were performed, in addition to many runs in Budget Implementation and Revenue Management.

At the end of each course, each trainee is requested to take an exam, in addition to performing an assessment over the internet. The results of the assessment and exams are saved and analyzed to determine the effectiveness of the training.

Moreover; each trainee is rated carefully by trainer based on several factors such as attendance, participation, completion of exercises and the comprehensive understanding of all course topics, which will provide an indication of the readiness of the trainees to use the system. Furthermore; the trainers will have a regular visitation program to the trainees to maintain the relationship between trainers and trainees and provide any necessary support or answer any questions.

The project training aims to:

  • Qualify GFMIS users to use the system effectively.
  • Enhance the competency of GFMIS users through providing them with the skills and knowledge needed to work on the system in an efficient and effective manner.
  • Support and promote the acceptance of the new system by the users.

Project Training Courses:

  • GFMIS Key Users training
  • Certified training courses and its related workshops
  • Technical Training
  • Functional training on business procedures
  • On job training
  • GFMIS End-Users training

End User Training
End-users training courses material was developed to include:

  • Introduction to the basis for using GFMIS
  • Theoretical training on GFMIS business processes
  • On-hand training on GFMIS

The requirements applied to implement end-user training plan:

  • Prepare a training plan for GFMIS end-users.
  • Develop training programs according to the training needs.
  • Determine the training courses for each employee, according to his/ her defined roles and responsibilities in GFMIS.
  • Develop training manuals
  • Prepare rooms specially equipped for training in the MoF Training Centre.
  • Almost two months are required to implement the training plan.
  • A total number of 470 employee will be trained from all pilot budget institutions.

Training courses evaluation:
The Web-Quiz was adopted in order to:

  • Subject the trainees at the end of the course to a web quiz.
  • Measure the trainees acquired knowledge from the training courses.
  • Assessment of the practical and theoretical knowledge gained by the trainees.
  • Assessment of the overall training process.