BUDGET MONITORING

1. DESCRIPTION

1.1 GENERAL

The budget monitoring system offers an integrated solution for the administration of the Integrated Supply Program so that the using organization is able to control and monitor the expenses budget and the supplies of the beneficiary organizations in general.

Automatic creation of codes of detailed expenses (CDE) of the authorities budget
Import and export of budget data to Microsoft Office applications
Definition and simultaneous administration of multiples uses
Administration of multiple reformations with automatic crediting and charging of reserve funds.
Finalization of every authority budget in printed form.
Full supply monitoring – ειδών ΕΠΠ. Τα είδη του ΕΠΠ θα περιλαμβάνονται στο σύστημα με δυνατότητα συντήρησής των.
Suppliers – contracts administration.
Automatic connection of the authority demand (credit commitment – responsibility assumption) with the contract and bills of the supply.
Documents issuing via the integrated document generator.
Issuing of expenses withdrawal with money amount fixation at the budget CDE.
Printing of beneficiary card, with the responsibilities assumed, contracts signed, cash vouchers issued, as well as data regarding the legal representative, insurance and tax currency etc.
Debt age analysis.
Automating barring to the system in case credit is not sufficient during the procedure.
Printing of all the necessary reports for efficient system administration.
Statistic reports of the general state accounts department (Δ 39)
Report & document generator.
Microsoft Office interoperability (Microsoft Word, Microsoft Excel)

The procedures that are covered by the system are of utmost importance for the proper functioning of a big number of Ministry services and for the beneficiary organizations; their complexity and great volume have made manual monitoring virtually impossible. For this reason, this system is a valuable tool, indispensable for credit monitoring and immediate serving of the beneficiary organizations which also diminishes bureaucracy. Moreover, it allows the ministry financial services to control – monitor the whole procedure in an analytical and concentration level.
The technical specifications of the new systems assure:

Distributed processing (Client / Server)
Database independence.
Windows version independence.
Large exentensibility capabilities.
Easy personnel training.
Ease of use.
Data import/export from/to third party systems.

1.2 FUNCTIONAL SYSTEM DESCRIPTION

The system is comprised of the following functioning units (subsystems):

Budget subsystem
Payment subsystem
Payment administration section
Voucher issuing section (expense withdrawal, supply bill, cash voucher, etc)
System functioning parameters definition subsystem.
Security and access control subsystem.

1.3 BUDGET SUBSYSTEM

The budget management subsystem is the heart of the system. These are its main features:

The budget shows in tree form (bills / analytic bills) with the ability to expand or collapse a bill group. Bill administration (modification, deletion, insertion of analytical bill, refresh etc) can be done simply by mouse selection.
Credit registration can be done either in isolation to a specific bill or in batch using a spreadsheet.
Budget reformation (increase or decrease) and necessary data (date, no. of ruling, ruling) monitoring is available. The system automatically re-calculates reserve fund data and keeps history data of reformings.
Budget data can be exported to a spreadsheet.
Budget CDE data are automatically created.
Budget can be finalized.
Electronic and printed information cover administration and financial needs of the organization i.e.:
Budget issuing of every beneficiary organization.
Analytic overall
Bill balance

1.4 PAYMENT SUBSYSTEM

1.4.1 GENERAL DESCRIPTION

The payment subsystem groups expenses of every beneficiary organization to supply contracts from a specific supplier. Moreover, expense withdrawal requests and supply bills can be connected to specific goods or services.
This way it is possible to monitor analytically or collectively the course of supplies and to watch a specific expense from contract signing to cash voucher issuing.
Moreover, the system features immediate cash voucher issuing either from the service or from the beneficiary organization which makes possible for the service to monitor the course of credit commitment and the responsibilities assumed against which supplier.
Credit sufficiency is monitored at every registration and the system can produce warning or prohibitive messages during registration. This is a feature defined during system parametrization.

1.4.2 PAYMENT MANAGEMENT

Every payment is connected to one or more expenses category. The system allows cash vouchers issuing until the amount mentioned at the contract is reached.
Moreover, increase or decrease of the commitment amount is allowed, monitoring of changes history data and the creation of information print-outs according to the budget.

1.4.3 VOUCHER ISSUING

The system can produce multiple types of vouchers.
The user can create a multitude of vouchers of every type. The effect of every voucher at the budget funds is configurable parametrically, while issuing of a voucher can be cancelled.

1.5 SYSTEM FUNCTIONING PARAMETERS DEFINITION SUBSYSTEM

The system is highly configurable; this is a feature which offers great flexibility, adaptivity and independence. Moreover, it assures meeting of present and future needs of the service.
Some of the entities that can be monitored parametrically from the system are described briefly below:

Functioning to one or more uses.
Shape and growth rate of budget bills.
Voucher types issued by the system. Moreover, definitions for every voucher type include:
- Should it cause commitment or exit
- Should it produce warning or prohibitive message in case of excess.

1.6 SECURITY AND ACCESS CONTROL SUBSYSTEM.

The security and access control subsystem is responsible for authorized users identification in order to allow or forbid user access. Identification is made using user names and passwords in encrypted format.
The system assigns predefined roles to every user to which access privileges are given; for instance, users can have the role of “data entry”, others can have the role of “supervisor” etc.
Access rights are given at an action transaction level (view, find, print, etc) or at whole transactions. Moreover, access to vouchers and reports can be limited to certain roles.