This document summarizes a presentation on the Human Resource Management and Administration Unit of the Accountant General's Department in Jamaica. The unit handles various HR functions like recruitment, leave management, and training. It currently has 30 staff administering 7 types of personal loans to civil servants. The unit aims to improve loan processing times, reduce delinquency, and implement an integrated financial management information system to streamline loan processing across departments.

1. Government Financial ManagementGovernment Financial Management
Information System (GFMIS) WorkshopInformation System (GFMIS) Workshop
June 30, 2014June 30, 2014
PresenterPresenter
Laurette Deans JP, B.Sc., Dip.Gen Mgt.Laurette Deans JP, B.Sc., Dip.Gen Mgt.
Accountant General’s DepartmentAccountant General’s Department

2. HUMAN RESOURCEHUMAN RESOURCE
MANAGEMENT &MANAGEMENT &
ADMINISTRATIONADMINISTRATION
UNIT PRESENTATIONUNIT PRESENTATION

3. 
 This Unit is a critical arm of the Accountant
General’s Department (AGD) and which could be
classified as the engine of the Department. Its
functions are diverse and therefore service is
channelled into all the other units within the AGD.
 Some of its main functions are: Recruiting and
Selection, Appointments, Acting assignment, Leave,
Staff Welfare, Training and Development, Office
Service oversight among others.
OVERVIEW

4. 
 Employment - A letter is prepared to the OSC
indicating the post to be filled and the effective date
of employment. The following should be attached :
results of interview, completed P1 or P2 forms
depending on the level being filled, 2 passport sized
photographs, NIS, TRN, Birth, Academic and
Marriage Certificates, Decree Nisi, deed poll etc.
Copy of letter from the Post Operation Committee to
operate post (if applicable).
Current Process

5. 
 The unit undertakes the monitoring role, including
following up on delinquencies, reporting on
disbursements and repayments as well as the status
of the revolving fund.
overview (cont’d)

6. 
 The Ministry of Finance , which generally leads the
process, sends the loan documentation to the AGD
and the latter then disburses the payment to the
relevant Ministry or Department based on the
specified approved sum. The AGD has the
responsibility to manage the disbursement and
repayment processes and provides annual reports to
the MoFP and the Auditor General.
overview (cont’d)

7. 
 The Unit has a staff compliment of thirty (30), which
can be identified from the organizational chart in
figure 1.
overview (cont’d)

8. 
Personal loans Unit Structure
Figure 1

9. 
 The Unit currently administers seven (7) loan types,
which are:
1. Motor Vehicle Loan
2. Motor Vehicle Insurance Loan
3. Motor Vehicle Repair Loan
4. Salary Advance Loan
5. Tertiary Assistance Loan
6. Facility to purchase Computer Loan
7. Miscellaneous Loan
Personal Loan Types

10. 
 The recent appointment of officers to Director
positions has benefitted the Unit as it now operates
as one Loans Unit. This therefore highlights:
 Improved Customer Service -where our customers
are receiving quicker responses to their queries and
request, as well as:a more positive image to our
internal customer.
 closer supervision of functions
Current status

11. 
 Loan processing turnaround time is significant to the
Unit’s operation and so that’s a recurring factor that
we must continue to pursue.
 Vigorously seeking to reduce the high level of
delinquency accounts.
 Improved staff moral – by creating the atmosphere for
motivation, team spirit and acknowledgement in the
performance of their job thereby encouraging a more
comfortable working environment.
Current status (cont’d)

12. 
 Resulting from the Modernization Programme Office (MPO)
initiatives, this Unit, being one of the AGD’s mainly manually
operated, is one of the nine (9) areas singled out for concentration
under the modernization. Consequently, an assessment of the
process flow in carrying out our functions was done to remove
the areas which add no value to the process.
 The standard operating procedure (SOP) is also being addressed,
which will eventually resulted in the revision of job descriptions
for staff.

Current status (cont’d)

13. 
 Payment request from the loans Unit is being
channelled through the following areas;
- the AGD’s Accounts Unit
- the RTGS process through the Central Treasury
Management System (CTMS)
- the Treasury Deposit Unit
Current status (cont’d)

14. 
 The following are some objectives to be achieved:
 Processing time for the respective loans portfolio;
providing all necessary correspondence are in place:
- Motor Vehicle Loan - 3 to 5 working days
- Salary Advance loan 3 to 5 working days
- Miscellaneous & Computer -5 to 7 working days
- Tertiary Assistance Loan - 10 to 15 working days
 To have loan payments made through RTGS, thereby
reducing processing time for cheques
Going Forward

15. 
• To increase visitation to MDAs to facilitate
sensitization of Interest calculation,
obtaining information on delinquent
persons, build relationship with Salaries
Officers among other factors.
• Staff rotation to encourage knowledge of
other portfolio and by extension succession
planning
Objectives (contd)

16. 
 More than any thing else to have the well needed
Loans Management Software in place for improved
efficiency

Objectives (cont’d)

17. 
 Given that all the functions of processing a loan is
not confined solely to the AGD, the use of an
integrated system would significantly improved the
flow of collaborating and disseminating of
information. A quick glance of a typical loan process
from an application to payment:
1. application is made from MDA and forwarded
to the MOF –Benefit Administration Unit
2. AGD provides monthly updates of bank balances
on loan portfolios
Main Steps in loan processing

18. 
3. MOF approves loan and forward package (by hand) to
AGD
4. AGD logs package and checks for indebtedness of borrower
5. Any outstanding interest, additional correspondence or past
due amounts must be communicated to applicant
6. Upon receipt of the above, a payment voucher is prepared,
certified and authorised, recorded in payment log and forwarded
to one of the payment areas as indicated earlier
Main Steps in loan processing

19. 
7. In the case of a cheque payment, the Loans Unit
would collect the file along with the payment,
logs it and inform the applicant to collect
payment from the general cashier
8. Once cheque is delivered deduction advice is
also sent out to the individual pay station for
repayment to commence the following month
Main Steps in loan processing

20. 
9. In the case of an RTGS payment the process would
be similar as that of a cheque, however, a payment
request to the bank would be prepared and sent off
for funds to be transfer to the customer’s account.
Similarly a deduction advice would be sent out for
recovery of payment.
10. The repayments to the AGD are currently submitted
by hand along with deduction listing, or via RTGS
followed with email confirmation and listing.
Main Steps in loan processing

21. 
 In order to improve financial information processing and
reporting systems, the idea of implementing an
Integrated Financial Management System (IFMS) could
prove as a positive move throughout the public service.
 For the AGD implementation of this system would aid
major business processes not just within the loans unit,
but throughout the Department’s main servicing areas,
eg Accounts, Pensions HRM&D, RVM, Consolidated
Fund Management, Debt Management, Salaries and
Information Technology, just to name a few.
Advantage of using IFMIS

22. 
 This would make reporting, communicating and cash
management function more effective among the
stakeholders internally and externally.
 The Steps in the Loans processes mentioned earlier clearly
demonstrates that, with IFMIS, the process would be
shortened as once the application is made, it could be
monitored more freely within the system, indebtedness
would be easier to handle as AGD and MDAs would be
using the same system and so the flow of information
would be quicker. Movement of applicant once they are
still within the service, would be easier.
Advantage of using IFMIS

23. 
 Interfacing challenges, where there is a breakdown in
accessing information from other stakeholders over
long periods
 Inadequate financial resources for continued training
development and maintenance of system
Drawbacks in using IFMIS

24. 
Questions

25. 
OUR DESIRE SHOULD BE MOTIVATED TO
ACHIEVE AND NOT A DESIRE TO BEAT OTHERS!!!
A QUOTE FOR YOU

26. 
END