Manage General Ledger Blueprint

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SIFMIS To-Be Business Process Model
RVSG: SIFMIS Business Process
Manage General Ledger To-Be Business Process

Model
1
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PROJECT IDENTIFICATION
Project Name Project Number
SIFMIS
Customer Name Customer Number
RIVERS STATE GOVERNMENT
SAP Project Manager Customer Project Manager
Mr. Erko Amon
DOCUMENT IDENTIFICATION
Author Document Location (repository/path/name)
QCG LIMITED Project RVSG Shared Drive
Version Status Date (YYYY-MM-DD) Document

Classification
2.0 Draft 2017-07-14 Confidential
REVISION HISTORY
Version Date Revised by
2.0 2017-07-26 Ihemeje Ndubuisi Hero
1.0 2017-07-14 Mark Etim, Odudu Ukpanah
Project SIFMIS - Solution Design Document
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REVIEW AND APPROVAL
Finance Coordinator
Project Manager
QCG Limited Partner
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TABLE OF CONTENTS
1.0 Sub-Process Overview Manage General Ledger ........................................................................... 8
1.1 Sub Process Description & Objectives .................................................. Error! Bookmark not defined.
1.2 List of Activities .................................................................................................................................... 10
1.3 Summary of Key Changes ................................................................................................................. 10
2.0 Sub Process Detailed Design .................................................................... Error! Bookmark not defined.
2.1 Create and Maintain GL Account ............................................................ Error! Bookmark not defined.
2.1.1 Activity Overview ..................................................................................... Error! Bookmark not defined.
2.1.2 Activity Flow ............................................................................................. Error! Bookmark not defined.
2.1.3 Key Changes ....................................................................................................................................... 14
2.1.4 Change Impact/Benefits .................................................................................................................... 14
2.2a Process GL Transactions (Park Journals) ....................................................................................... 15
2.2a.1 Activity Overview ..................................................................................... Error! Bookmark not defined.
2.2a.2 Activity Flow ............................................................................................. Error! Bookmark not defined.
2.2a.3 Key Changes ....................................................................................................................................... 17
2.2a.4 Change Impact/Benefits .................................................................................................................... 18
2.2b Process GL Transactions (Post Journals) ............................................. Error! Bookmark not defined.
2.2b.1 Activity Overview ..................................................................................... Error! Bookmark not defined.
2.2b.2 Activity Flow ............................................................................................. Error! Bookmark not defined.
2.2b.3 Key Changes ....................................................................................................................................... 22
2.2b.4 Change Impact/Benefits .................................................................................................................... 22
2.3 Manage Recurring Journals .............................................................................................................. 23
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2.3.3 Key Changes ....................................................................................................................................... 25
2.4 Analyze and Clear General Ledger Account ................................................................................... 27
2.4.3 Key Changes ....................................................................................................................................... 29

2.5 Cash Journal (Petty Cash).................. 22
2.5.1 Activity Overview.... 22
2.5.2 Cash Journal Assignment 22
2.5.3 Setting up the Cash Journal. 22
3.0 Risks and Controls ........................................................................................................................... 393
4.0 Key Performance Indicators for the Manage General Ledger Sub-Process ................................ 40
5.0 Configuration Management History ................................................................................................. 40
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Abstract
Introduction
The Federal Government of Nigeria has applied for financing from the International Development Association (IDA)
and is receiving a grant from the European Union (EU) to assist some states to implement the State Employment and
Expenditure for Result (SEEFOR) Project in the Country. The overall objective of the project is to enhance
opportunities for youth employment and access to socio-economic services whilst improving the effectiveness of
public expenditure management systems in the participating states.
Rivers State, a beneficiary of this credit/grant has embarked on the implementation of the State Integrated Financial
Management Information System (SIFMIS) subcomponent of the SEEFOR Project and in recognition that the basis of
a valid procurement of SIFMIS is a robust business requirements specification which addresses the needs of the
implementing agencies, the State has requested that the existing business requirements specification prepared by the
RIV-FMS consultants be updated to cover budget preparation, budget execution and reporting and HRMIS with
payroll module.
Symbols Used
Automated Process Decision Document Predefined process Manual Operation Data
Payroll
Payroll
Off-page reference Direct Data Stored Data

Terminator Connector of events Manual Input
<Process Name>
<Function/Role/
Responsibility>
<Function/Role/
Responsibility> Responsibility Responsibility>
Responsibility
<Function/
<Function/
Role/
Role/
>>
<Function/Role/
Responsibility>
<Function/Role/
Cross functional flow chart showing roles and responsibilities, each functional band represents area of responsibilities and tasks to be carried out
Abbreviation
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The following abbreviations are used in this document.
1. BP- Business Process

2. RVSG-Rivers State Government
3. FAAC- Federation Accounts Allocation Committee
4. IGR- Internal Generated Revenue
5. MDA- Ministry Department & Agencies
6. MoBEP- Ministry of Budget and Economic Planning
7. N/A- Not Applicable
8. PS- Permanent Secretary
9. AG- Accountant General
10. SAP- System Application and Product ( SIFMIS Software)
11. DFA- Director of Finance
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Manage General Ledger (Economic Segment)
Process ID: GL100

Process Name: Manage General Ledger
Process Owner: MDAs
Process Description:
The General Ledger (GL) is the source of all external reporting within an organization and is critical for timely and
accurate preparation of financial statements. The Chart of Accounts (COA) defines the logical set of rules in which
financial information are stored within the General Ledger.
The Manage General Ledger Sub-process aims to define and capture all financial data across the organization in
order to produce reports for external stakeholders. Most of the information captured by this sub-process will be as a
result of outputs from other financial (and non-financial processes) across the organization. All the financial
transactions of a business, basically primary postings, are typically updated within a GL software application and can
be integrated with all the other operational areas of a company (e.g. purchasing, sales, production, cost allocations
etc) to ensure that the accounting data is always accurate and complete.
The key objectives of this sub-process are to:

Ensure that RVSG has a consistent basis for capturing financial information across the Group
Collate the data of all financial transactions resulting from the operations of various RVSG functions. E.g.
Revenue and Procurements.
Provide accurate and timely information in financial statements
Manage Petty Cash entry centrally from each MDA.
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Manage General Ledger
Process GL Transactions
1.2
Plan, Create & Maintain Perform Statutory

Manage Recurring Analyze and Clear General
General Reporting
Journals Ledger Acccounts
Ledger Accounts
1.1 1.3 1.4
Process Transactions
From Sub ledger
(Automatic
Reconciliation with GL)
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1.2 List of Activities
Activities Comment
Create & Maintain GL Account This is to create additional accounts within the COA.
Also, maintenance tasks on accounts within the
General Ledger (e.g. description on accounts) are
handled within this activity.
Process GL Transaction This creates an accounting document using the Double

Entry accounting principle (equal amounts for debits
and credits).
Direct Posting of accounting journals into the GL.
Manage Recurring Journals This manages postings that are repeated periodically.
These are typically for amortization of pre-payments
over a period of time.
Analyze and Clear General Ledger Account This enables the matching (or allocation) of debits and
credits to each other. As such, balance sheet accounts
are enabled to relate inflows (debits) to their
corresponding outflows (credits) e.g. invoice and
payment etc.
Manage Petty Cash Account This will enable the proper recording of all cash journal
entry from each MDA for their Overhead cost.
Key Changes
The degree of change within this sub process and its activities is significant due to a restructuring of the chart of
accounts, and limited access to direct GL transactions. In the new process, the General Ledger will largely be
accessed by a select few employees, while most others will work within other sub-systems which automatically
reconcile with the GL.
Key design principles and changes in this sub-process are:
Common chart of accounts will be used by all RVSG MDAs including All accounts used in the entire
autonomous agencies would be available in one single chart of accounts. Accounts required by various MDAs
would be activated at company code level
Centralized creation of all GL account creation for all MDAs GL accounts would first be created at the chart of
accounts level and then activated at the requesting company code level
Majority of postings will be generated from sub-ledgers - Not more than 10% of business transactions will be
through direct GL postings.
System users will be restricted from postings based on the amounts involved Authorizations would be set for all
users.
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This activity creates and maintains accounts within the organisations chart of accounts.
All MDAs will use GL accounts from a centrally maintained chart of accounts . When a new account is required by an
MDA, an application request form is filled and submitted to the MoBEP. This request require may MoBEP either to
create a completely new account on the Chart or give the MDA permissions to make postings into an existing account
that is most suitable.
There are two levels at which an account can be created in SAP:
Create account at Chart of Accounts Level when a MDA has made a request for a GL account that is not
available in the Chart of accounts, a completely new account is created in the chart itself. When created at this
level, the account is potentially available to all other MDAs because they all use the same COA.
Create account at Company Code Level when a MDA has made a request for a GL account that is already in
the chart; the account can simply be enabled for the particular MDA that made the request.
The basic principle however remains that all MDAs will use the same chart of accounts, but they will have access only
to accounts that have been enabled within their company code.
Documents (Input/output)
Name Input Output

Request for Economic Code
(GL Account)
Create Economic Code
Approve Creation of
Economic Code
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Roles & Responsibilities
No Roles Responsibilities
1 MDAs Director of Finance Request for Economic Code (GL Account)
2 PS MoBEP Approve Creation of Economic Code
3 Director Budget MoBEP Create Economic Code
Requirements Mapping to the SIFMIS (SAP)
Process Activity Description Solutions / Role Sifmis

step module
GL100-01 Request for New Request for a New Economic Code Solution- Manual MDAs
Economic Code (GL Account) Role MDA
GL100-02 Receive Request Receive Request from MDA Solution Manual MoBEP
Role - Director of
Budget MoBEP
GL100-03 Approve Request Approve Creation of Economic Code Solution Manual MoBEP
Role -
PS/Commissioner
MoBEP
GL100-04 Create Code Create Economic Code Solution System MoBEP
Role - Director of
Budget MoBEP
GL100-05 Send Economic to Forward New Economic code to MDA Solution Manual MoBEP
MDA Role - Director of
Budget MoBEP
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Process Map.
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Key Changes
A single chart of accounts will be used across all MDAs

The responsibility for maintaining and creating new GL accounts for all MDAs will now be centralized at MoBEP
2.1.4 Change Impact/Benefits
Simplification of RVSG consolidation and reporting activities

Common basis for group wide management reports
Compact and easy to manage chart of accounts without duplications
Enforcement of Chart of Accounts standards across the RVSG when creating or adding new accounts
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Park Journals
Process ID: GL101
Process Name: Park Journals
Process Owner: MDAs
This activity makes it possible to prepare an accounting journal to be saved on the system for future posting. To
create a parked document, users create posting journals directly on SAP and can save it for later review and approval
by a more senior colleague.
It will be possible to create posting documents in 2 key ways:

Call up reference document Copy pre-defined journal templates in preparing a posting document. The pre-
defined journal can then be updated accordingly
Create new posting journal A blank journal is created and modified
After documents have been prepared the posting is simulated to check for errors. On parking a journal, a financial
accounting document number is generated which will be called up when the final posting will be done. The parked
document (with the document number) is then printed out from the system and sent to the final reviewer who uses the
document number to call up the parked document if necessary.
Name Input Output

Enter Journal Details
Park Journal
Print out Parked Journal
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1 MDAs Account Officer ( Support Enter Journal Details
Account)

step module
GL101-01 Enter Manual Journal Make Manual entry of the Journal Solution- Manual MDAs
details Role Account
Officer
GL101-02 Reference Document Call up Reference document Solution- System MDAs
Role Account
Officer
GL101-03 Create new journal Create a new journal document if Solution- System MDAs
there is no reference document Role Account
Officer
GL101-04 Simulate Check for errors Solution- System MDAs
Role Account
Officer
GL101-05 Park Document Carryout document parking Solution- System MDAs
Role Account
Officer
GL101-06 Store Document Document parked documents Solution- Manual MDAs
Number Role Account
Officer
GL101-07 Print Print out List of Parked Document Solution- System MDAs
Role Account
Officer
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Process Map.
Process GL Transactions (Park Journals)
Account Officer (Support Account)
Start
GL101-05
Park Journal
GL101-01 Yes GL101-02
Does reference Call up reference
Enter Manual
document exist? document
Journal
No
GL101-06
Document details of
No parked journal
GL101-03 manually
GL101-04
Create new posting
Simulate journal
journal
GL101-07
Do errors Print out details and
Yes exist in document? send to reviewer
End
2.2a.3 Key Changes
Less than 10% of the MDAs workforce will have rights to post directly into the GL. This is because most people
will be working in sub-ledgers
Posting rights will be limited based on amount involved
RVSG current manual way of processing documents (Excel) will no longer be required
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Availability of tools to create new journals (account assignments, references) and test postings before the actual
transactions
2.2a.4 Change Impact/Benefits
Minimized errors in postings because very few people will post directly into the GL
Quick creation of accounting documents by referencing old ones
Enhanced control of accounting documents because only one convention of numbering applies to every
transactions
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Post Journals
Process ID: GL102

Process Name: Post Journals
Process Owner: MDAs
This activity makes it possible to prepare new journals or call-up parked journals for final posting into the General
Ledger. Similar to the steps described in parking documents, it is also possible to call up reference documents while
preparing accounting journals. Where a reference document does not exist, a new journal can be created and
completely new entries entered. The journal is simulated to ensure that correct postings have been made. When the
journal has been validated, it is parked for higher authority approval and posting. Details of the parked document,
such as the document number are documented and stored for referencing.
Name Input Output

Call up Parked Journal
Review Park Journal
Post Parked Journal
Store Document Number
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1 MDAs Director of Finance Call up Parked Journal
2 MDAs Director of Finance Review Parked Journal
3 MDAs Director of Finance Post Journal

step module
GL102-01 Make reference to List Make reference to printed parked Solution- Manual MDAs
journal list Role Director of
Finance
GL102-02 Call up parked Specify the parked journal to be Solution- System MDAs
Journal posted Role Director of
Finance
GL102-03 Create new journal Create a new journal document if Solution- System MDAs
there is no reference document Role Director of
Finance
GL102-04 Simulate Check for errors Solution- System MDAs
Role Director of
Finance
GL102-05 Post Document Post Journal document Solution- System MDAs
Role Director of
Finance
GL102-06 Print and Store Store and Print posted documents Solution- System MDAs
Document Number Role Director of
Finance
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Process Map
Process GL Transactions (Post Journals)
Director of Finance
GL102-02
Call up parked
GL102-01 document
Make reference
to printed
Start details of
journal
GL102-04
Simulate journal
Do errors
Yes
exist in
Is journal Yes
document?
parked?
No
No
GL102-06
GL102-05 Print and file
Post journal posted journal
GL102-03
Post entries into
new journal
End
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2.2b.3 Key Changes
Less than 10% of the MDAs workforce will have rights to post directly into the GL. This is because most people
will be working in sub-ledgers
Posting rights will be limited based on amount involved
RVSG current manual way of processing documents (Excel) will no longer be required
Availability of tools to create new journals (account assignments, references) and test postings before the actual
transactions
2.2b.4 Change Impact/Benefits
Minimized errors in postings because very few people will post directly into the GL
Quick creation of accounting documents by referencing old ones
Enhanced control of accounting documents because only one convention of numbering applies to every
transactions
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Manage Recurring Journals
Process ID: GL103

Process Name: Manage Recurring Journals
Process Owner: MDAs
This activity gives the ability to amortize pre-payments into expense accounts over a period of time.
Prepayments are usually lump sums of money paid to last for an agreed duration. Upon receipt of the prepayment
details, the invoice is processed. When it is unclear to the users responsible if an invoice should be a pre-payment or-
not, they can clarify with a Cost controller who makes the decision. After charging a cost to a pre-payment account, an
amortization schedule is prepared by creating a recurring document to be processed every period end. This recurring
document specifies all the GL postings that must be repeated periodically to amortize from assets into expense
accounts (or liabilities to revenues if applicable)
The period end processor is then notified of the recurring document with necessary details to create a batch session
to be included in month end activities. At the end of the month, the batch session is run and postings are automatically
made into the relevant accounts.
Name Input Output

Approve Recurring invoice
Raise Recurring Invoice
Run Batch Posting
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1 MDAs PS/Commissioner Approve Recurring Invoice posting
2 MDAs Director of Finance Raise Recurring Journal
3 MDAs Director of Finance Post Recurring Journal

step module
GL103-01 Verify if Payment Verify payment plan to be used Solution- Manual MDAs
should be treated as Role
prepayment PS/Commissioner
GL103-02 Prepare Amortization Prepare payment schedule Solution- Manual MDAs
schedule Role
PS/Commissioner
GL103-03 Budget Check Check for Budget availability Solution- Manual MDAs
Role
PS/Commissioner
GL103-04 Approve Recurring Posting of recurring journal invoice Solution- Manual MDAs
Journal will be approved first Role
PS/Commissioner
GL103-05 Send Approved Send approved schedule for Solution- Manual MDAs
Schedule for posting processing Role
PS/Commissioner
GL103-06 Receives Schedule Collect payment schedule Solution- Manual MDAs
Role Director of
Finance
GL103-07 Create recurring Process document for posting Solution- System MDAs
document sessions Role Director of
Finance
GL103-08 Run Batch session Post recurring document Solution- System MDAs
posting Role Director of
Finance
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Process Map
Key Changes
Recurring documents will now be periodically posted at month end. Postings will no longer be made into future
periods
Bulk execution of large number of recurring documents in a single system command
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Integration of recurring postings with month-end activities
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Process ID: GL104

Process Name: Automatic and Manual General Ledger Account Clearing
Process Owner: MDAs
This activity gives the ability to match debit and credit entries on GL accounts.
GL Accounts that have been created with the Open Item Management functionality activated have the feature of
having their open item entries cleared. This functionality is usually activated for customer and vendor accounts to
enable paid items to be cleared out of such accounts. These accounts can either be cleared automatically or
manually. Automatic clearing is performed using the automatic clearing program where a set of parameters are used
to select GL accounts to be cleared. Where an account is not cleared automatically or just one GL account is to be
cleared, the manual process where affected items are selected is used. During processing, opposite entries are
entered into the system to clear that particular entry from the GL account.
Name Input Output

Request for Open Item
Clearing
Approve Open Item Clearing
Clear Open Item
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1 MDAs Director of Finance Request for Open Item Clearing
2 MDAs PS/Commissioner Approve Open Item Clearing
3 MDAs Director of Finance Clear Open Item

step module
GL104-01 Display GL Accounts Display GL Accounts details for Solution- System MDAs
details clearing Role Director of
Finance
GL104-02 Enter automatic Enter automatic clearing program Solution- System MDAs
clearing program parameters for clearing Role Director of
parameters Finance
GL104-03 Execute test run Execute test run Solution- System MDAs
Role Director of
Finance
GL104-04 Correct Errors Make Adjustments Solution- System MDAs
Role Director of
Finance
GL104-05 Execute automatic Execute automatic clearing program Solution- System MDAs
clearing program For selected clearing items Role Director of
Finance
GL104-06 Send entries for Send entries for Approval Solution- Predefined MDAs
Approval Role Director of
Finance
GL104-07 Approve Manual GL Approve Manual GL Solution- System MDAs
Clearing Clearing Role
PS/Commissioner
GL104-08 Enter manual Enter manual selection parameters Solution- System MDAs
selection s Role Director of
Finance
GL104-09 Select and process Select and process open items to Solution- System MDAs
open items to clear clear Role Director of
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Finance
Process Map
2.4.3 Key Changes
Automatic clearing of several GL accounts will be performed at one time based on 2 criteria allocation field and
amount
Accounts clearing will first be tested before actual execution
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Faster clearing (transaction matching) of open items in accounts
Process ID: GL105

Process Name: Journal Reversal Entries
Process Owner: MDAs
Once in a while, a document is entered and posted incorrectly. It must be reversed and re-entered correctly. Users
can make errors when they enter documents. As a result, the document created contains incorrect information. In
order to log the adjustments, the incorrect document must first be reversed. The document can then be re-entered
correctly.
The system provides a function to reverse General Ledger, customer, and vendor documents both individually or in a
mass reversal. When you reverse a document, you have to enter a reversal reason that explains the reversal. The
reversal reason also controls whether the reversal date is allowed to be different to the original posting date.
Documents with cleared items cannot be reversed.
Name Input Output

Request for Document
Reversal
Review Reason for Reversal
Approve Reversal
Post Reversal
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1 MDAs Account Officers Request for Document Reversal
2 MDAs Director of Finance Review Reversal Reason
3 MDAs Director of Finance Send for Approval
4 MDAs PS/Commissioner Approve Reversal
5 MDAs Director of Finance Post Document Reversal

step module
GL105-01 Request for Account Officers can Request for Solution- Manual MDAs
Document Reversal Document Reversal Role Account
Officers
GL105-02 Review Reversal Users most specify reason for Solution- Manual MDAs
Reason reversal Role Director of
Finance
GL105-03 Send for Approval Forward to a Higher Authority for Solution- Manual MDAs
Approval Role Director of
Finance
GL105-04 Approved Approve Reversal Solution- Manual MDAs
Role
PS/Commissioner
GL105-05 Post Document Carryout Reversal Posting Solution- System MDAs
Reversal Role Director of
Finance
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Process Map
Key Changes
All document reversal will pass through approval process before reversal can be carried out.
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FA009: Payments Remittance
Process ID: FA009

Process Name: Payments Remittance
Process Category: Expenditure Control
Process Owner: Remittance
Documents (Input/Output)
Name Input Output

Payment Receipt
Payment Report
1 Director of Treasury (DT) Create payment voucher
Process payment
Generate payment receipt
2 AG Approve payment voucher with
payment instructions
Requirements Mapping to the SIFMIS
Process Activity Request description solutions Sifmis

step module
FA 09- Create Creates payment vouchers from approved Solution - GL
01 payment mandates System
voucher
Role DT
FA 09- Vouchers Voucher is approved with Payment Solution - GL
02 Approved Instructions given System
Role- AG
FA 09- Amend Payment vouchers are amended as per Solution - GL
03 Vouchers instructions. System
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Role- DT
FA 09- Payment Payment is processed through Electronic Solution -
04 Processed Funds Transfer System
Role-
Treasury
FA 09- Payment Payment receipt report generated and send Solution - GL
05 receipt to AG System
report
Role- DT
Process Map.
Key Changes.
FA 09-03 Payment is processed from TSA by Treasurer through Electronic Funds Transfer.
Payment from TSA is better for fund management as AG will have a good idea of fund availability
at every moment in time, also EFT payment gives a better payment control as deductions are
effected immediately, and account postings initiated.
FA 09-04 Payment receipt report generated from the system and sent to AG. Receipt reports is
needed to validate payments made went through and to ensure postings are made based on
receipts. The receipt report should make fund and account management simpler and more
accurate as deductions are effected immediately, it also makes reconciliations easier.
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FA010: Loan/Interest Repayment

Process ID: FA010
Process Name: Loan / Interest Repayment
Process Category: Expenditure Control
Process Owner: Debt Management Department (DMD)
Process Description:The process reconciles loan activities of the state.
Documents (Input/Output)
Name Input Output

Payment approval and
bank voucher
Payment Receipt
Loans update Report
Bank offer letter
Mandate letter and
standing order
Payment Receipt
1 Head Debt Management Receive loan offer letter and
Department (HDMD) prepare repayment schedule
Reconcile loan after payments
Prepare loan report
2 AG Sign Loan Mandate and
repayment standing order
Process and pay loan
3 HCF Approve Loan and repayment
schedule
Approve loan payment
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Requirements Mapping to the SIFMIS
Process Activity Request description solutions Sifmis

step module
FA 10- Receive bank Receive offer letter from bank Solution- N/A
01 loan offer Manual
letter
Role: HDMD
FA 10- Loan Offer Prepare repayment schedule with offer Solution- N/A
02 Letter and letter to HCF Manual
repayment
schedule Role: HDMD
FA 10- Loan Loan and schedule are approved and Manual N/A
03 Approved all loan documents sent for mandate Role: HCF
signing to AG
FA 10- Bank Bank mandate letter signed and Manual/System N/A
04 Mandate repayment standing order instituted Role: AG
letter and and recorded
repayment
standing
order signed
FA 10- Payment Payment request is approved and sent Manual N/A
05 Request to AG for payment Role: HCF
Approval
FA 10- Loan Loan Payments processed and paid System/
06 Payment through Electronic Fund Transfer Manual
Role: AG
FA 10- Payment Payment receipt is received from AGs Manual N/A
07 Receipt office Role: HDMD
FA 10- Loan Loan Reconciliation after each System GL
08 Reconciliation payment and report sent to HCF Role: HDMD
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Process Map.
Key Changes.
FA 10-01 Head Debt Management Department (HDMD) receives EXCO loan mandate letter to
obtain commercial loan from the HCF.
FA 10-0 2 HDMD Sends loan request to various banks per EXCO mandate terms
FA 10-03 HDMD Receives loan offer letter from bank and submits the best offer to HCF
The HDMD whos an expert in loan facility rates and type should be the person receiving facility
mandate, searching for the loan facility from various banks and advising, so the loan mandate
should be given to the HDMD.
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FA 10-04 HDMD ignores already prepared payment schedule by bank and Prepares repayment
schedule with offer letter on the system and send to HCF. The payment schedule should be
directly computed in the system so there will be alerts when due dates are reached and once paid,
the system reconfigures amounts and displays the next payment amount and due date.
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Cash Journal (Petty Cash)
2.5.1 Activity Overview
This activity gives the ability for each MDA to manage their cash journal for overhead cost.
The MDAs requires special general ledger accounts to handle the cash journal. You want to be able to post to this
account automatically.
2.5.2 Cash Journal Assignment
The cash journal is a tool for managing cash. It supports posting cash receipts and payments (expense).
With this tool you can:
Create a separate cash journal for each currency

Post to customer, vendor, and general ledger accounts
Run several cash journals in each company code (MDA)
Choose a Unique number for cash journal identification (a four-digit alphanumeric key)
2.5.3 Setting up the Cash Journal
To set up a new cash journal for an MDA (company code), you have to enter the appropriate
values for the following fields:
The MDA (company code) in which you want to use the cash journal
The four digit cash journal identification and name
The G/L accounts to which you want to post the cash journal business transactions
The currency in which you want to run the cash journal
The document types for:
G/L account postings
Outgoing payments to vendors
Incoming payments from vendors
Outgoing payments to customers
Incoming payments from customers
Business transactions and Business transaction types will be define for each MDA for Expenses, Revenue, Cash
transfer from Bank and Cash Transfer from Bank.
Page 39 of 40
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Key Performance Indicators for the Manage General Ledger Sub-Process
The performance of this sub-process will be measured using the following metrics.
Performance Measurement Procedure Actual Target Metric

Indicator/Metrics
Number of erroneous journal Number of reversals/ Total
entries within the GL number of posted documents
Number of parked VS posted Total number of parked

accounting journals journals/number of posted
journals
Time taken to approve and post Time interval between when a
parked journal document was parked and
when it was posted
Configuration Management History
Version Date Author Change Description

2.0 June Hero Ndbuisi Ihemeje Updated draft
2017 Elijah Hobson
Mark Etim
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Manage General Ledger Blueprint

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SIFMIS To-Be Business Process Model

RVSG: SIFMIS Business Process

Manage General Ledger To-Be Business Process

SIFMIS To-Be Business Process Model

Project Name Project Number

Customer Name Customer Number

RIVERS STATE GOVERNMENT

SAP Project Manager Customer Project Manager

Mr. Erko Amon

Author Document Location (repository/path/name)

QCG LIMITED Project RVSG Shared Drive

Version Status Date (YYYY-MM-DD) Document

2.0 Draft 2017-07-14 Confidential

Version Date Revised by

2.0 2017-07-26 Ihemeje Ndubuisi Hero

1.0 2017-07-14 Mark Etim, Odudu Ukpanah

Project SIFMIS - Solution Design Document

SIFMIS To-Be Business Process Model

REVIEW AND APPROVAL

QCG Limited Partner

Project SIFMIS - Solution Design Document

SIFMIS To-Be Business Process Model

1.0 Sub-Process Overview Manage General Ledger ........................................................................... 8

1.2 List of Activities .................................................................................................................................... 10

1.3 Summary of Key Changes ................................................................................................................. 10

2.1.1 Activity Overview ..................................................................................... Error! Bookmark not defined.

2.1.2 Activity Flow ............................................................................................. Error! Bookmark not defined.

2.1.3 Key Changes ....................................................................................................................................... 14

2.1.4 Change Impact/Benefits .................................................................................................................... 14

2.2a Process GL Transactions (Park Journals) ....................................................................................... 15

2.2a.1 Activity Overview ..................................................................................... Error! Bookmark not defined.

2.2a.2 Activity Flow ............................................................................................. Error! Bookmark not defined.

2.2a.3 Key Changes ....................................................................................................................................... 17

2.2a.4 Change Impact/Benefits .................................................................................................................... 18

2.2b.1 Activity Overview ..................................................................................... Error! Bookmark not defined.

2.2b.2 Activity Flow ............................................................................................. Error! Bookmark not defined.

2.2b.3 Key Changes ....................................................................................................................................... 22

2.2b.4 Change Impact/Benefits .................................................................................................................... 22

2.3 Manage Recurring Journals .............................................................................................................. 23

2.3.1 Activity Overview ..................................................................................... Error! Bookmark not defined.

2.3.2 Activity Flow ............................................................................................. Error! Bookmark not defined.

Project SIFMIS - Solution Design Document

SIFMIS To-Be Business Process Model

2.3.3 Key Changes ....................................................................................................................................... 25

2.3.4 Change Impact/Benefits .................................................................................................................... 26

2.4 Analyze and Clear General Ledger Account ................................................................................... 27

2.4.1 Activity Overview ..................................................................................... Error! Bookmark not defined.

2.4.2 Activity Flow ............................................................................................. Error! Bookmark not defined.

2.4.3 Key Changes ....................................................................................................................................... 29

2.4.4 Change Impact/Benefits .................................................................................................................... 30

2.5.1 Activity Overview.... 22

2.5.2 Cash Journal Assignment 22

2.5.3 Setting up the Cash Journal. 22

3.0 Risks and Controls ........................................................................................................................... 393

5.0 Configuration Management History ................................................................................................. 40

Project SIFMIS - Solution Design Document

SIFMIS To-Be Business Process Model

Automated Process Decision Document Predefined process Manual Operation Data

Off-page reference Direct Data Stored Data

Project SIFMIS - Solution Design Document

SIFMIS To-Be Business Process Model

The following abbreviations are used in this document.

1. BP- Business Process