2/3/2023

FINAL REPORT

System for Installation of the Water Supply Information System (WSIS)

Prepare by INTAPS Consultancy plc

January 2023
 Addis Ababa, Ethiopia

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 Contents
Introduction...................................................................................................................................................... 3

Designing the WSIS............................................................................................................................................ 4

The WSIS Application Family.............................................................................................................................. 6

WSIS Administrator (Security management System)........................................................................................ 8

WSIS Billing Management System.................................................................................................................... 8

WSIS Mobile Application................................................................................................................................ 9

WSIS Payment Collector System..................................................................................................................... 9

WSIS Customer Service System....................................................................................................................... 10

WSIS Report Generator................................................................................................................................ 12

WSIS Installation in Jimma............................................................................................................................... 15

Way Forward................................................................................................................................................... 19

Maintenance............................................................................................................................................... 19

Support............................................................................................................................................................ 20

Rollout............................................................................................................................................................. 20

User feedback.................................................................................................................................................. 20

Warranty Service............................................................................................................................................. 21

Conclusion and Recommendation.................................................................................................................... 22

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 System Title: WSIS (Water Supply Information System)

System Period: March 21, 2022 to January 31, 2023

Client: Jimma Town Water Supply & Sewerage Enterprise

Contractor: INTAPS Consultancy plc.

Introduction: INTAPS Consultancy plc was contracted by Jimma Water Supply to develop a Water Supply
Information System (WSIS) for the Water Utilities. The WSIS System was implemented based on the
requirements in the technical document in the Terms of Reference prepared by Jimma Water Supply.

Objectives: The primary objective of the WSIS System was to design and implement a system that would
help manage and monitor the water supply information in Water Supply utilities. The system was also
meant to improve the efficiency and effectiveness of water supply services in the targeted areas.

Methods: The System was carried out in several phases, including requirements gathering, system
design, development, testing, and implementation. The System team used the Agile methodology to
ensure that the system was developed in an iterative and flexible manner.

Results: The WSIS system was successfully developed and implemented within the specified System
period. The system has significantly improved the efficiency and effectiveness of water supply services in
the target areas. The system has also provided the water utilities with a centralized platform for
managing and monitoring their water supply information.

Conclusion: INTAPS Consultancy plc was able to successfully deliver the WSIS System as per the
requirements set forth in the Terms of Reference. The system has had a positive impact on the water
supply services in the target areas and has provided the water utilities with a centralized platform for
managing and monitoring their water supply information. The System was carried out on time and
within budget, and the client was satisfied with the results.

Recommendations: The WSIS system should be regularly maintained and updated to ensure that it
continues to meet the needs of the water utilities. Further improvements can be made to the system
based on user feedback and changing requirements.

Signed: Dawit jack, ____________________________

System Manager, INTAPS Consultancy plc

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 Introduction
NTAPS Consultancy plc successfully installed its software product, the Water Supply Information System
(WSIS), for Jimma Water Supply. The WSIS system was implemented based on the requirements
outlined in the technical document provided by Jimma Water Supply in the Terms of Reference.

INTAPS's project team conducted preliminary investigations to lay out a clear system execution plan,
resulting in the inception report. The WSIS system covers critical business processes such as customer
services, finances, payroll, inventory, fixed assets, meter reading, billing, and payment collection. The
version installed in Jimma Town Water Supply includes innovative features such as online payment
collection, GPS mapping of customer location, water meter mobile reading, offline payment collection,
support for pre-paid meters, and built-in financial accounting.

The implementation process involved tasks such as data migration from the old billing program,
processing of existing paper data, installation of equipment and software, customization of software,
and knowledge transfer. INTAPS arranged the implementation activities to minimize disruption caused
by the transition to the new system.

INTAPS software technical team handled the installation of the software on the servers and desktop
machines, configuration of parameters, and migration of data from the old billing database system.
Technicians and laborers were hired to install the network and datacenter, while the database expert
handled the data migration.

The WSIS system has been installed and is now fully operational, providing Jimma Town Water Supply
with a comprehensive and automated solution for water supply services. INTAPS is confident that the
system will effectively serve the needs of the water supply utility and help improve its business
processes.

Throughout the System implementation period, INTAPS Consultancy plc worked closely with Jimma
Water Supply ICT Team to ensure that the WSIS system met the requirements set forth in the Terms of
Reference. The System was carried out in several phases, including requirements gathering, system
design, development, testing, and implementation. The System team utilized the Agile methodology to
ensure that the system was developed in an iterative and flexible manner.

In this report, we will provide a detailed overview of the WSIS System, including its objectives, methods,
results, and conclusions. We will also provide recommendations for future improvements to the system.

INTAPS would like to thank Jimma Water Supply for their cooperation and support during the
implementation process and looks forward to a long and productive partnership.

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 Designing the WSIS
The design phase of the WSIS System involved developing a detailed architecture and plan for
the system. The System team worked closely with Jimma Water Supply to understand their
specific requirements and to ensure that the system was designed to meet their needs. The
following steps were involved in the design phase.

Requirements Gathering: The System team gathered requirements from Jimma Water Supply
to understand their specific needs and to ensure that the system was designed to meet their
requirements.

System Architecture: The System team developed a comprehensive system architecture that
outlines the structure, components, and relationships between different parts of the system.

Database Design: The System team designed a database that would store all the data related to
water supply information. The database was designed to be scalable, secure, and reliable.

User Interface Design: The System team designed a user-friendly interface that would allow
water utilities to easily manage and monitor their water supply information.

Workflow Design: The System team designed a workflow that would streamline the processes
involved in managing water supply information.

The design phase was critical to the success of the WSIS System, as it provided a solid
foundation for the development phase. The System team worked closely with Jimma Water

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 Supply to ensure that the system was designed to meet their requirements and to provide
them with a comprehensive tool for managing their customer service work.
Figure 1: Infrastructure design

The WSIS Application Family

Now that we have explained the major process in the WSIS System, we will provide a brief
description of each WSIS components, the technology employed to develop them and the sub-
modules within each sub-system

As briefly noted on the introduction section of this document, WSIS is a suite of applications
working together to provide the user with a unified and valuable output. WSIS has seven
applications that work integrally, and these applications have sub-modules of their own. This
granularity makes the complexity this application handles abstract to the user. The seven
applications that make up the WSIS family are:

 WSIS Administrator (Security Management System)

 WSIS Billing Management System
 WSIS Mobile Application System
 WSIS Payment Collector System
 WSIS Customer Service System
 WSIS Financial Accounting System
 WSIS Report Generator

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 Relationship between WSIS System Modules

Customer TECHNICAL JOB Mobiread

Application Bill MANAGEMENT BILLING
of Quantity
New Connection

Bills
Payment for
Material Customer Service
Transaction Bills
COLLECTION
MATERIAL
MANAGEMENT

Bill Settlement
FINANCIAL
Employee Data Inventory and fixed ACCOUNTING
asset Transaction
Financial
Transaction
Payroll Financial
Transaction
PAYROLL
HRM

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 WSIS Administrator (Security management System)
The Administrator (Security Management System) is a component of the WSIS family that is
used to manage and secure the access and usage of the other applications in the system. Its
main functions include:

 Authentication and authorization of users.

 Management of user accounts and permissions.
 Implementation of password policies and login procedures.
 Monitoring and recording of system activity for auditing purposes.
 Restriction of access to sensitive data and resources.
 Enforcing security measures to protect the confidentiality and integrity of data.

The overall use of the Administrator (Security Management System) is to ensure the secure
operation of the WSIS system and to protect sensitive information from unauthorized access or
manipulation.

WSIS Billing Management System

The Billing Management System is a component of the WSIS family that is used to manage and
process billing information. Its main functions include:

 Generation of invoices for customers based on usage or services provided.

 Calculation and management of customer account balances.
 Handling of payments and collections from customers.
 Tracking of payment history and producing reports for financial accounting purposes.
 Integration with other systems to obtain necessary information for billing processes.

The overall use of the Billing Management System is to accurately and efficiently manage the
billing process for customers, including generating invoices, tracking payments, and maintaining
financial records. This helps to ensure the financial stability and accuracy of the WSIS system.

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 WSIS Mobile Application
The other application within the WSIS Application family is the WSIS Mobile Application. Its is
developed with the latest mobile application development technology, The WSIS Mobile
Application is a component of the WSIS family that is designed for use on mobile devices. Its
primary purpose is to provide access to the services and information offered by the WSIS
system to users who are on-the-go. The overall use of the WSIS Mobile Application includes:

 Customer Reading access to the WSIS system from mobile devices.

 Viewing of Customers account information and billing details.
 Making payments and managing transactions.
 Accessing customer support services and submitting requests.
 Viewing and reading content and Coordinate Data.
 Receiving Incorrect Reading notifications and alerts.

The overall use of the WSIS Mobile Application is to provide users with the convenience and
flexibility of accessing the WSIS system from their mobile devices, allowing them to manage
their Survey Data, Readings, and Personal information content from anywhere, at any time.

Once the expert is back from the field, the data from the WSIS Mobile Application is uploaded
to the WSIS Server Automatically when they are connected to Wi-Fi.

This greatly enhances the accuracy of monitoring data and also creates transparency as the files
within the reports can be geotagged, so that the experts actually go to the farm being
monitored.

WSIS Payment Collector System

The Payment Collector System is a component of the WSIS family that is used to manage and
Collect payments from customer. Its main functions include:

 Acceptance of payments from multiple sources, including online transactions, Bank

Deposit Slip and in-person to payment centers.
 Integration with different payment methods, such as Ebirr, Telebirr, bank transfers, and
mobile wallets.
 Secure storage and processing of payment information.
 Verification and authorization of payments.
 Issuance of receipts and payment confirmations.

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  Management of payment disputes and refunds.
 Integration with financial accounting systems for accurate and timely record-keeping.

The overall use of the Payment Collector System is to provide a secure and convenient method
for collecting and processing payments, enabling the WSIS system to manage financial
transactions efficiently and accurately. It is an essential component for facilitating the
commerce and financial operations of the WSIS system.

WSIS Customer Service System

The Customer Service System in the WSIS family is used to manage a range of services related
to customer support for the water utility. These services include:

1. New Line Customer Service: Process for creating new water service connections for
customers.
2. Ownership Transfer: changing the ownership from the current customer to the new
customer.
3. Connection Maintenance: Management of requests for repair and maintenance of
existing connections.
4. Reading and Billing Error: Correction of errors related to meter readings and billing.

The Customer Service System is designed to provide a centralized platform for managing
customer requests and ensuring prompt and effective resolution of issues. It includes features
such as:

 A user-friendly interface for submitting and tracking requests.

 Automated assignment of requests to customer service representatives.
 Workflow management for efficient and organized resolution of issues.
 Integration with other systems, such as the billing management system, to ensure
accurate and timely resolution of errors.
 Provision of status updates and notifications to users on the resolution of their requests.

The overall use of the Customer Service System is to provide a high level of customer support
for the water utility, ensuring that requests for new connections, maintenance, and error

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 correction are managed in an efficient and effective manner. This helps to maintain customer
satisfaction and loyalty and supports the smooth operation of the water utility.

The Financial Accounting System in the WSIS family is used to manage and control a range of
financial transactions for the water utility. The key functions of the system include:

 Staff salary payment: Management of payroll and salary payments to staff members.
 Bank transfer: Transfer of funds between bank accounts.
 Staff per-diem: Processing of expenses and allowances for staff members.
 Labor payment: Payment for services provided by contractors and other third-party
vendors.
 Local purchase and sales: Management of transactions related to the purchase and sale
of goods and services.
 Staff purchase advance: Advance payment for staff members for purchase of goods or
services.
 Staff purchase advance return: Refund for staff purchase advance returns.
 Staff salary advance (short-term loan): Provision of short-term loans to staff members.
 Staff salary advance settlement: Repayment of short-term loans to staff members.
 Staff long-term loan: Provision of long-term loans to staff members.
 Staff long-term loan settlement: Repayment of long-term loans to staff members.
 Loan payment: Repayment of loans.
 Adjustment for unadjusted balances: Correction of unbalanced transactions in the
financial records.
 Bank reconciliation: Matching of bank records with financial records to ensure accuracy.
 Inventory management: Control and management of inventory levels.
 Fixed asset management: Recording and management of the water utility's fixed assets.
 Financial statements and ledger: Generation of daily, monthly, and summary reports
for financial statements and ledgers.

The overall use of the Financial Accounting System is to provide a centralized platform for
managing financial transactions and controlling the financial operations of the water utility. It
helps to ensure accuracy, efficiency, and transparency in the financial reporting process, and
supports effective decision-making and financial planning. The system generates financial

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 statements and ledgers that provide a clear and detailed picture of the financial performance of
the water utility, enabling stakeholders to make informed decisions.

WSIS Report Generator

The WSIS Report Generator is a component of the WSIS family of applications that is used to
generate various reports related to the operations and performance of the water utility. The
Report Generator provides an interface for users to select the type of report they want to
generate, specify the desired data range, and select the different desired output format. Some
of the key reports generated by the WSIS Report Generator include:

 Billing and Customer Report: Reports related to billing and customer information,
including generated bills, sold bills, unsold bills, and customer statistics.
 Financial Reports: Financial reports provide information on the financial performance of
the water utility, including monthly income reports, expense reports, payable reports,
and receivable reports of the water utility, such as income statements, balance sheets,
and cash flow statements.
 Customer Service reports: Reports that provide information on customer-related
activities, such as new customer connections, customer billing information, and
customer service requests.
 Operation reports: Reports that provide information on the operational performance of
the water utility, such as meter readings, water usage, and maintenance activities.
 Inventory reports: Reports that provide information on the levels of inventory, such as
stock levels, inventory movements, and inventory value.
 Staff reports: Reports that provide information on staff-related activities, such as staff
payroll and expenses, staff loans, and staff performance.

The Report Generator module is designed to be user-friendly, enabling users to generate and
view reports in real-time. It integrates with other systems within the WSIS family, such as the
billing management system and the financial accounting system, to provide accurate and up-to-
date information for the reports. The reports can be generated and exported in a range of
formats, including PDF, Excel, and HTML, for easy sharing and distribution.

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 The overall use of the Report Generator module is to provide water utility stakeholders with a
comprehensive and transparent picture of the financial and operational performance of the
water utility. This enables stakeholders to make informed decisions and supports effective
decision-making, planning, and continuous improvement.

Figure 1: Collection Summary Report By Single Cashier

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 Figure 2: Balance sheet

Figure 3: Income Statement

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 Figure 4: trial balance

WSIS Installation in Jimma

The WSIS system installation in JIMMA typically involves the following steps:

1. Requirements gathering: The first step is to understand the specific needs and
requirements of the JIMMA water utility, including the type of data that needs to be
stored and the number of users who will be accessing the system.
2. Infrastructure setup: The next step is to set up the necessary infrastructure, including
servers, databases, and networking components. This includes configuring the servers to
meet performance and security requirements and setting up the databases to store the
data.
3. Data set: Before installation, a comprehensive data set needs to be collected and
prepared. This includes customer information, billing data, financial transactions, and
other relevant data that needs to be stored in the WSIS system.
4. Servers: The WSIS system requires a set of servers to run the various applications and
store the data. The servers can be physical or virtual and must be configured to meet
the performance and security requirements of the water utility.

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 5. Workspace: A secure and functional workspace is necessary for the WSIS system
installation process. This includes a reliable power source, a secure network connection,
and the necessary hardware and software components.
6. Application installation: The various applications that make up the WSIS family, such as
the Administrator (Security Management System), Billing Management System, Mobile
Reading Application System, Payment Collector System, Customer Service System,
Financial Accounting System, and Payroll Management System, need to be installed on
the server and workstations.
7. Data migration: Once the applications are installed, the existing data needs to be
migrated into the WSIS system from the old system (Putsoft). This includes validating
and cleaning the data to ensure its accuracy and completeness.
8. Configuration and customization: The WSIS applications must be configured and
customized to meet the specific requirements of the JIMMA water utility. This may
include setting up the billing and payment systems, configuring the security settings, and
customizing the reports and dashboards.
9. Testing and validation: Before deploying the WSIS system, thorough testing and
validation must be carried out to ensure its functionality and security. This includes
conducting user acceptance testing and performance and security testing.
10. Deployment: After successful testing and validation, the WSIS system can be deployed
and put into production use. This involves training users, setting up support and
maintenance processes, and monitoring the system to ensure its continued effective
operation.

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 The Jimma WSIS installation was used for two training time and one testing campaigns.

Figure 5: Server equipment installed at Jimma

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 Figure 6: Network Infrastructure at Jimma.

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 Way Forward
The WSIS system has reached a stage where it can move forward with maintenance, support,
and rollouts. Some key steps to ensure the continued success of the WSIS system include:

 Maintenance: Regular maintenance and upkeep of the WSIS system is essential to

ensure its reliable and secure operation. This includes updating the software and
hardware, backing up data, and performing security audits.
 Support: Effective support is critical to the success of the WSIS system. This includes
providing users with technical assistance and troubleshooting, responding to service
requests, and providing ongoing training and education.
 Rollouts: The WSIS system can be further rolled out to other regions or water utilities,
allowing it to reach a wider audience and offer its benefits to a larger number of
customers.
 User feedback: Gathering and incorporating feedback from users is essential to the
ongoing success of the WSIS system. This feedback can be used to identify areas for
improvement, develop new features, and enhance the user experience.

By undertaking these key steps, the WSIS system can continue to be an effective and reliable
tool for managing and controlling water utility operations.

Maintenance
Modern software application need continues maintenance if they are to be used continuously.
Continuous maintenance is needed for the following reasons:

 Bug fixes: because of the fundamental nature of software testing, it is impossible to

weed out all defects during the main software development work some bugs will be
discovered while application is in production. Such bugs need to be fixed as they are
discovered
 Minor improvements: some important improvements that can be accomplished with
less than one day professional time.
 Major changes: major changes that are deemed important that needs considerable
professional time to accomplish

INTAPS Consultancy will do provide bug fixes and minor improvements for free during the
warranty period. Major changes will have to be negotiated on case-by-case bases.

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 Support
Users of installed systems will need to technical support to help them with the operation of
WSIS System. INTAPS will provide remote support during the warranty period for free. Support
tasks the require deployment INTAPS experts at the site will be billed when the warranty Period
is expires after the implementation contract is done.

Rollout
To make the best out of the potential of WSIS, the customer need to pay using the installed
WSIS as in different branches as possible and also setup a strong Network installation and
infrastructure.

The rollout should address the following tasks:

 Setting up data centres for main office and three other bills collection Centers.
 Connecting the Main office nodes with the three branch Bill Collection Centers.

INTAPS is assisting the rollout of WSIS every day-to-day activity.

User feedback
The user feedback of the WSIS system can be collected through various methods, including:

 Surveys: Conducting surveys to gather feedback from users about their experience using
the system and their suggestions for improvement.
 User groups: Setting up user groups or forums to provide a platform for users to share
their feedback and collaborate on best practices.
 Support tickets: Monitoring support tickets using Freshdesk to gather feedback on
specific issues or problems users are encountering and tracking how these issues are
being resolved.
 User testing: Conducting user testing to gather feedback on the usability and
functionality of the system and to identify areas for improvement.
 User feedback portals: Providing a dedicated feedback portal where users can provide
their feedback and suggestions, either through an online form such as Telegram or by
email.

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 By gathering and analysing user feedback, the developers of the WSIS system can better
understand the needs and priorities of users, identify areas for improvement, and prioritize
updates and upgrades to the system. This feedback can also help to ensure that the system
continues to meet the evolving needs of water supply systems and provide water utilities with
the tools they need to better serve their customers and communities.

Warranty Service
As per our agreement with Jimma Water Supply for the implementation of the Water Supply
Information System (WSIS), INTAPS Consultancy plc is committed to providing seamless technical
support to ensure smooth functioning of the system.

In case of any issues with the WSIS system, the Jimma Water Supply team is requested to create a ticket
using the helpdesk system. This will enable the INTAPS technical support team to promptly address the
issue and provide a resolution. Once the issue is resolved, the ticket will be closed.

In addition to the helpdesk system, the INTAPS support team can be reached through the company
website www.INTAPS.com and the WSIS support Telegram channel. User manuals and other relevant
information about the system can also be found on these platforms.

Please note that the Jimma WSIS Telegram group will be used as the primary form of informal
communication, but issues should only be discussed there once a ticket is created for them. INTAPS only
considers an issue as a valid issue if a ticket is created for it. This will ensure that all issues are tracked
and resolved in a timely and efficient manner.

Some common types of warranty services that may be provided include:

 Repair or replacement: INTAPS may provide repair or replacement services for any defects or
malfunctions in the WSIS system, within the warranty period.
 Technical support: INTAPS may provide technical support to assist with resolving any technical
issues with the WSIS system, either over the phone or via remote access.
 Software updates: INTAPS may provide software updates to improve the performance and
functionality of the WSIS system.
 Maintenance: INTAPS may provide ongoing maintenance services, such as regular system
checks and performance optimization, to ensure the smooth operation of the WSIS system
INTPAS will provide the following major free services which are:
o Fix all defects (bugs)
o Make minor changes to WSIS applications
o Remote support the operational sites

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 o At least two training sessions that last up to 5 days each at installation sites.
o Up to three training session for advanced users at INTAPS head office and/or any site in
Addis Ababa
o Technical advice on rollout

The specific warranty services provided by INTAPS may vary based on the needs of the customer and the
specific requirements of the WSIS system. It is important for the customer to review the warranty
agreement carefully and to understand the terms and conditions of the warranty service before
purchasing the WSIS system.

Conclusion and Recommendation

The conclusion and recommendation for the WSIS system implementation in Jimma will depend
on the specific goals, objectives, and outcomes of the System. However, some common
elements that may be included in the conclusion and recommendation are:

Conclusion:

 Successful Implementation: A summary of the successful implementation of the WSIS

system in Jimma, including the training of staff and the resolution of any technical
issues.
 Benefits of the system: A description of the benefits of the WSIS system, such as
improved customer service, more efficient billing and accounting processes, and better
financial control.
 Challenges: An acknowledgement of any challenges faced during the implementation of
the WSIS system, such as technical issues, lack of staff training, or limitations in the
software functionality.

Recommendation:

 Continuous Improvement: Recommendations for continued improvement and

enhancement of the WSIS system, such as additional software updates, improvements
to the reporting module, and the addition of new functionalities.
 User Feedback: Recommendations based on user feedback, such as suggestions for
improved user interface design or additional training sessions for staff.

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  Maintenance and Support: Recommendations for ongoing maintenance and support of
the WSIS system, including the development of a robust system for addressing technical
issues and the provision of ongoing training and support for staff.
 Future Implementation: Recommendations for future implementation of the WSIS
system in other water utilities in the water utilities, including best practices and lessons
learned from the implementation in Jimma.

It is important for the WSIS System team to carefully consider the outcomes of the System in
Jimma and to make recommendations that will help to ensure the continued success and
growth of the WSIS system.

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