DEPARTMENT OF BUDGET AND MANAGEMENT. Enhanced Public Financial Management Assessment Tool for Local Government Units (PFMAT for LGUs) Software

Transcription

1 epfmat DEPARTMENT OF BUDGET AND MANAGEMENT Enhanced Public Financial Management Assessment Tool for Local Government Units (PFMAT for LGUs) Software User s Guide

2 Contents About epfmat... 1 Systems Requirements... 2 Installing the PFMAT Software... 3 Getting Inside PFMAT Software... 4 Inside PFMAT... 5 I. Toolbars...5 II. Navigation...5 III. Layout/Menu Navigation...6 IV. Data Capture Tabbed Navigation...6 Data Capture... 7 Import/Export Data

3 E N H A N C E D P F M A T F O R L G U S S O F T W A R E About epfmat Enhanced Public Financial Management Assessment Tool for Local Government Units (PFMAT for LGUs) Software The PFMAT for LGUs is a self-assessment, evidence-based instrument which describes the characteristics of an open and orderly PFM system. It is a diagnostic tool which establishes the indicators that will help the LGUs identify the strengths and weaknesses in their PFM system as bases for improvement measures. (DBM Local Budget Circular No , October 12, 2012) To facilitate the PFM assessment undertaken by the LGUs using the PFMAT, a software version of the tool has been developed under the auspices of the European Commission (EC) Grant for PFM Reforms. The software has been further enhanced as part of the institutionalization of the PFMAT and PFMIP under the European Union (EU) funded project, Support to the Local Government Units for More Effective and Accountable Public Financial Management. The enhancements to the software include a Data Management Module which would facilitate the analysis of the results of the assessments undertaken by the LGUs at the regional and national levels. 1

4 E N H A N C E D P F M A T F O R L G U S S O F T W A R E Systems Requirements Operating System Minimum Requirements Recommended Requirements Windows 8 Standard and Pro editions CPU: 1 GHz or faster RAM: 1 GB CPU: 1 GHz or faster RAM: 2 GB Windows 7 Ultimate, Professional, Home Premium* CPU: 1 GHz or faster RAM: 1 GB CPU: 1 GHz or faster RAM: 2 GB Windows Vista Ultimate, Business, Home Premium (Service Pack 2)* CPU: 1 GHz or faster RAM: 1 GB CPU: 1 GHz or faster RAM: 2 GB Windows XP Professional, Home Edition (Service Pack 3)* CPU: 700 MHz or faster RAM: 256 MB CPU: 700 MHz or faster RAM: 2 GB Version stated is the minimum requirement. This software may also work with later versions of Windows Operating Systems. 2

5 E N H A N C E D P F M A T F O R L G U S S O F T W A R E Installing the PFMAT Software The PFMAT software CD installer comes with a pre-generated system folder containing all necessary files and libraries to run the system. PFMAT Installer The system can be installed by copying all files under the PFMAT folder to the local disk. Installation Instructions 1. Insert PFMAT CD installer in your computer and Browse the CD. 2. Select the folder, then right click folder and click COPY. 3. Open My Computer from Desktop, double click to open and paste PFMAT folder copied from CD. Creating Shortcut in your Desktop 1. Open PFMAT folder copied in Drive C. 2. Select and right click, and click Create Shortcut. 3. Drag created to Desktop. 3

6 Getting Inside PFMAT Software 1. To RUN PFMAT, double Click from Desktop. 2. Login Window will open (see figure 1 below) Figure 1 - Login Window Default Username and Password For full access Admin Access Username : Admin; Password: password Data Entry only Username : Encoder; Password: pfmat To Change Password click 3. Enter Username and Password to launch the system After entering the correct account name password, click on the Ok button (or press the Enter key), and the PFMAT Configuration Form will be launched (see figure 2 below). Configuring PFMAT Figure 2 Configuration Form Before you can use PFMAT Software, you need to configure settings for LGUs where the system is installed. One time configuration only. 1. To configure, select Region, Province then select City/Municipality. 2. Once the settings have been configured, click SAVE. 4

7 Inside PFMAT I. Toolbars Navigate Record set ; Current record, Next and Previous Record Show All records Create New Record Delete Current Record Search / Find Sort Record II. Navigation Data Capture is used to Encode PFM data by office (Planning and Development, Budgetm Treasurer, General Services, LCE and Accounting Import and Export is used to Export or save data into Excel, Tab format and other formats as required to submit encoded data. List of reports and summary Configuration is used to cconfigure settings for LGUs where the system is installed 5

8 III. Layout/Menu Navigation Layout or Menu can also be used to navigate the different sections, pages and forms in PFMAT software. The menu navigation can be found in the upper section left-most side of the page (see figure 3 below). Figure 3 Layout/Menu Navigation IV. Data Capture Tabbed Navigation Figure 4 below shows how to navigate different data capture forms by responsible units and indicators. Section for group of Indicators Indicator Sub-Indicator Score per subindicator Summary of scores per indicator Indicator Printable Form Figure 4 Data Capture tabbed navigation 6

9 Data Capture Before encoding PFM data make sure that LGU Configuration has been setup since the system will automatically generate a unique LGU code based on the LGU and Year of administration. To encode data, see numbered steps in figure 5 below: 1. Click Data Capture from top navigation menu. 2. Under Data capture form, from Toolbar, select YEAR from Dropdown Menu and click save U Figure 5 Sample data table input form and auto scoring 3. Unique Record ID will automatically be generated to avoid duplicated entries. The ID format is LGUCODE-YEAR (ex ). 4. To encode data, select desired Responsible Unit from the Tabbed Menu, then select indicator. Encode Data in the data table form and the systemwill automatically generate the score (see Figure 6 below). 2 U 1 Figure 6 Sample data table input form and auto scoring 7

10 Import/Export Data To export encoded data: 1. In the navigation menu, click the icon. Export Window will open. Two (2) data file are required to be exported (1) Summary Tables and (2) Data Tables. 2. Export Data I. Summary Table Click Summary Table Icon Summary Table page will open Click Export Icon Records to File window will be prompted. In the filename, type a filename format using LGU_YEAR_SUMMARY_TABLE, in the Save as type select Filemaker Pro Runtime Files (*.fmpur) and click Save. II. Export Data Tables Click Data Table Icon Summary Table page will open 8

11 Click Export Icon Records to File window will be prompted. In the filename, type a filename format using LGU_YEAR_DATA_TABLES, in the Save as type select Filemaker Pro Runtime Files (*.fmpur) and click Save. 9

12 To import encoded data: 1. In the navigation menu, click the icon. Export Window will open. Two (2) data file are required to be exported (1) Summary Tables and (2) Data Tables. 3. Import Data I. Summary Table Click Summary Table Icon Summary Table page will open Click Import Icon In the Open File Window, select saved exported file and click Open 10

13 In the Import Field Mapping Menu. If the Source Fields and Target Fields doesn t match, under arrange by select Matching Names then click Import. After Import Process import confirmation dialogue box will be prompted; just click OK. II. DataTable Click DataTable Icon Summary Table page will open Click Import Icon In the Open File Window, select saved exported file and click Open 11

14 In the Import Field Mapping Menu. If the Source Fields and Target Fields doesn t match, under arrange by select Matching Names then click Import. After Import Process import confirmation dialogue box will be prompted; just click OK