2. INTRODUCTION
• About the system
• The architecture-client server architecture
• The access levels-web based system can be accessed remotely
• Why this system:
• GPL license-free to use and distribute
• Less cost of customization code is available
• Bug free compared to other ERPs
• Consultation is readily available sometimes at no cost-
• Professions experts available including developers
3. Check List
General Issues
-Installation on ZRB SERVERS-DONE
-Training Users of all departments
a)Stores-Done
b)Procurement-Done
c) Asset Management-Not done
d)Accounts –Remaining ssets and budgeting
4. Continued General Issues
• Integration of Various modules under one system-done
• Migration of data from previous system-done
• Users Creation an credentials-done
• Automated system backup-done
• Ability to restore from backup-done
• Integration to existing Zitas done pending testing
• Security Levels , Access, levels and encryption-done
• System speed and availability-speed ok, availability is fully available depending on Lans downtime
• Reports: System documentation,UAT documentation training manuals, post implementation
review
• Audit trails across all modules-done
• Data export and import-done
5. ACCOUNTING
• ZRB chart of accounts-done
• Cash account management-done
• PBB Budgeting-done
• Fixed assets register including depreciation, and asset disposal-done
• Deprecation and accumulated depreciation-done
• Budget processing and linkage to respective ledgers-done
• How to process payment vouches and approvals–done
• Importation of master files: suppliers, inventory list, customers, fixed assets-done
• How to process direct expenses and importation of cashbook transactions and journals-done
• -How to process payroll journals in accounting system-done
• How to reverse transactions in the journals-done
• Procurement process; order-GRN-Invoice and approval setup-done
• -Multi currency setup-done
• Approval of debit and credit transaction: done
• Stores and stock management-done
• Bank reconciliation-done
6. CONTINUED ACCOUNTING
• Std reporting done
• Receipts of goods and services –done
• Payment to vendor-done
7. HUMAN RESOURCE MANAGEMENT AND
PAYROLL
• Payroll Management
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Details of employee Grade and salary
Salary register
Employee deductions such as loans, ZSSFB, Income tax
Allowances such as transport
Printing Payment Slips
Loans management
Pension Summaries
NSSF Summary for the month
8. DOCUMENT MANAGEMENT
Document management
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Tax Audit and Investigation processes
- Auditing process from Case preparation to Final report
- Debt collection process from liabilities details collection to tax clearance
Legal and board affairs
- Agreements and Legal Documents Preparation
- Board Meeting management
- Budget Report Preparation processes
- Court Cases management
- Exemptions management
- Legal Advice Preparation
- Management Meeting management
- Departments action plan
9. E-PROCUREMENT
• Incoming Registry documents workflow from entry to the respective
department through the commissioner
Outgoing Registry documents workflow
Documents storage of various entities such as Clients, Vendors,
employees, library, etc
Document search functionality including meta data and full text search
Document capturing from scanners
Internal document Distribution between various departments and units
to allow collaboration
Access levels in documents
Vehicle Request for Transport and return
Vehicle Major Repair
Vehicle Maintenance
11. eProcurement cycles
• - Vendors purchase and download of tender documents
- Tender Clarifications
- Tender Closure
- Bid Documents Opening
- Bidding Evaluations
- Evaluation Report
- Rejection Letters
- Award Letter
- Contract Preparation
- Contract Signing
Various procurement processes
- International Competitive Bidding (ICB)
- Minor Value Procurement (MVP)
- National or International Shopping
Contract management
12. HUMAN RESOURCE
• Human Resource
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Employee Records (Type, Designation, Department,
Recruitment process
Organisation structure
All posts – vacant and occupied
Post history of occupancy
13. HUMAN RESOURCE
• Employee further training
Further training candidates selection
Field attachment management
Policy documents
Employee documents - Qualifications and Certifications, medical etc
Performance Records and appraisal
Leave Management - types, entitlement, approval workflow, leave roster etc
Internship enrollment
Recruiting
Employee photo, pension type, contract type, bank etc
Staff List and vacancies
HR (OPF) files
