Ministry of Finance

IBEX/IFMIS Project Office

IFMIS – Integrated Financial Management Information

System
USER TRAINING MANUAL – IT SUPERVISOR

Addis Ababa, Ethiopia

Sene, 2013

IFMIS for PFM Efficiency, Effectiveness and Transparency Page 1

Introduction

As we all know sites are complaining about self user approval set up, to solve this the project
office is planning to decentralize to site IT User Management to perform any self service
related setup for the site only. Based on thisthe Main purpose of this document is to provide
detail steps needed to do set ups for self-service related setups by respective sites.
The document emphasis detail steps to define new departments, attaché Supervisor to their
respective requester and entering department head, property admn and store clerk in the
planner forms.

1.1 Attaching Supervisor to Requester and Department Head

Oracle application has provided oracle purchase requisition approval hierarchy to approve
Purchase requisition in Oracle applications.

Supervisor Hierarchy: - In the Supervisor Hierarchy, Purchase Order approval process moves
through Employee supervisor.
 
For Example: - If A is the employee and this supervisor is B and B supervisor is C. When A
will submit the Purchase Requisition then it moves to first B for Approver and after approved
from B it move to C for Supervisor. In the same case, If B will submit the Requisition then It
moves to C for Approval.
Navigation: Self user Approval Set Up -> Purchase Requisition Approval
Set Up

For this document, the following employees will be used as

- Erena, Belay Tariku-------As Requester

- CHEFEKIE, YEMENZEWORK AWGICHEW ----Department Head

- Amde, Mr. KassaMoges--------Procurement CTL

Prerequisite: Select an employee already created for whom you are going to make
Supervisor assignment

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 - There should be previously defined Department or location.

Use the previous employee created in the system to make assignment. Then follow the
following steps:
Note:-

1. Enter Requester name or Number.

2. Choose find button and Employee Assignment Window will be opened.

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 3. Enter CF as JOB For requester
4. Enter Supervisor Name or Worker Number Under supervisor Tab
5. In the DFF, enter Location Name in the location Field

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 6. Save you work
To Attach Supervisor for Department Head first we have to ask Procurement department
who is Procurement CTL ( For this document CHEFEKIE, YEMENZEWORK AWGICHEW is
selected as Department Head)

7. Enter Employee Name or Number for Department Head

8. Choose find button and Employee Assignment Window will be opened

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 9. Enter PS as JOB For requester
10. Enter Supervisor Name or Worker Number Under supervisor Tab
11. In the DFF, enter Location Name in the location Field the same with Requester
location
12. Save you work

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 1.2 Attaching Supervisor to Requester and
Department Head

Oracle application Has provided oracle purchase requisition approval hierarchy to approve
Purchase requisition in Oracle applications.

Supervisor Hierarchy: - In the Supervisor Hierarchy, Purchase Order approval process moves
through Employee supervisor.
 
For Example: - If A is the employee and this supervisor is B and B supervisor is C. When A
will submit the Purchase Requisition then it moves to first B for Approver and after approved
from B it move to C for Supervisor. In the same case, If B will submit the Requisition then It
moves to C for Approver.
Navigation: Self user Approval Set Up -> Purchase Requisition Approval
Set Up

For this document, the following employees will be used as

- Erena, Belay Tariku-------As Requester

- CHEFEKIE, YEMENZEWORK AWGICHEW ----Department Head

- Amde, Mr. KassaMoges--------Procurement CTL

Prerequisite: Select an employee already created for whom you are going to make
Supervisor assignment

- There should be previously defined Department or location.

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 .

Use the previous employee created in the system to make assignment. Then follow the
following steps:

13. Enter Requester name or Number.

14. Choose find button and Employee Assignment Window will be opened.

15. In the DFF, enter Location Name in the location Field

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 16. Save you work
17. Enter Employee Name or Number for Department Head

18. Choose find button and Employee Assignment Window will be opened

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 19. In the DFF, enter Location Name in the location Field the same with Requester
location

20. Save you work

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 1.3 Entering Department Head, Property Admn and
Store Clerk in the Planner Form

After Requester and department head connected through HrSupervisorform , planner form
should be entered for department head, property admn and store clerk, There are some
rules we have to consider when we enter the form,

A. Rule for Department Head:

1. Enter Name
2. Description
3. Select Employee Name

4. Enter DFF Details

 Location Code/Department
 Application- INV

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Note: One Department Head employee name should be entered only for one Location
/Department

B. Rule for Property Admn/Final Approver for INV

Final Approver for Inv

1. Enter Name
2. Description
3. Select Employee Name
4. Enter DFF Details
 Location Code should be Organization prefix

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  Store
 Application-INV

C. Rule for Inventory Store Clerk

1. Enter Name
2. Description
3. Select Employee Name
4. Enter DFF Details
 Location Code
 Store Keeper
 Store
 Application –INV
D. Rule for Final Approver for FA

1 Enter Name
2 Description
3 Select Employee Name

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 4 Enter DFF Details
 Application -FA

E< Rule for Inventory Store Clerk

-FA Store Clerk

5. Enter Name
6. Description
7. Select Employee Name
8. Enter DFF Details
 Location Code
 Store Keeper
 Application -FA

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