JILSOFT REVENUE

COLLECTION PROPOSAL
March 2021

Mobile: +233 (0) 246753709 | +233 (0) 508967394 | +233 (0) 247616433

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INTRODUCTION

COMPANY PROFILE

Jilsoft Technologies was established in 2016 to provide information

technology solutions for small to medium-sized businesses. Our mission from
the very first day has been to cultivate professional relationships with our
clients to provide effective and reliable information technology solutions for
their needs. The team at Jilsoft Technologies is equipped with a highly
developed skillset, developed over years of experience not only in information
technology but also in business processes across a range of industry sectors.
This business experience makes us uniquely positioned to offer solutions
promising greater operational efficiency, productivity gains and cost savings
for each of our clients, regardless of their industry.

As an established technology-intensive company, we pride ourselves on

providing a comprehensive suite of solutions comprising of infrastructure
consultancy, on/offsite services, custom software and web development,
software and web application testing, and enterprise architecture consulting.
Our team consistently delivers state-of-the-art solutions in various areas
including, but not limited to, integrated business solutions, system
applications, product development, Internet/Intranet applications and
communication & network management services.
At Jilsoft Technologies, we guarantee rapid, reliable and robust information
technology solutions that work.

HOW DO I GET IN TOUCH WITH JILSOFT

Office Number: 0246753709 / 0508967394

Email: Jilsofttechnologies@gmail.com
Corporate Address. Binny Plaza. Galloway Junction, Koforidua, ER.

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STAFF STRENGTH

SN0 STAFF NAME QUALIFICATION POSITION

.

1 ARTHUR PRINCE BSC COMPUTER SCIENCE GENERAL MANAGER

2 BASHARU MALIK BSC COMPUTER SCIENCE BRANCH MANAGER

(ODA)

3 ISAAC GYASI NIMAKO HND COMPUTER SCIENCE SENIOR

PROGRAMMER

4 ABBEO EDWARD BSC COMPUTER SCIENCE PROGRAMMER

5 JACOB KOMLA MORTTY BSC INFORMATION TECHNOLOGY PROJECT MANAGER

Our Mission

To consistently provide internationally competitive, low maintenance, robust

and highly available customized software solutions that exceed user
expectations leading to their ultimate satisfaction.

Our Vision

To be recognized as the leading provider of corporate and government

software solutions in the region.

Our Services

Jilsoft Technologies offers a wide range of services including the below:

 Software development & customization
 Web development and design
 Dedicated help desk
 On-site software advisory and consultation and review services
 Software project management and pre-implementation studies
 Mobile Apps

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  Networking And Hardware

PAST RECORDS AND ACHIEVEMENTS

Within the past years, Jilsoft Technologies have been able to provide the
following software solutions to institutions across the country.
1. Revenue Contractor
2. School Accounting System
3. School Terminal Report Generation System
4. Church Management Software
5. Micro Finance System
6. Lab Management Software
7. Inventory Management Software
8. Human Resource Management Software
9. Siren Management Software
10. Revenue Collection Software
11. Transport Management System
12. Hotel Management Software
13. Invoice Management Software
14. Membership Management Software
15. Payroll Management System

EXECUTIVE SUMMARY
For government to match in performance with the growth and expectations of its
constituents, it must dramatically increase its fiscal depth without incurring costly
recurring overheads. Automated systems have been proven to be capable of introducing
massive efficiencies to business processes that can result in increased revenue.
Applying technological solutions towards the strategic goals for government will be a key
step towards transforming government into an entity that can keep abreast of the needs,
requirements and expectations of today's modern world.
The benefits of computerizing revenue collection are many but there are some aspects,
detailed below, that are especially important to a computerized revenue collection
system or otherwise appear to be unachievable using traditional solutions.

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It is clear that there are many organizations that should be included in the collection
system but for one reason or the other, have been able to avoid or evade paying taxes
due to the assemblies. These organizations represent a significant potential source from
which revenue can be generated.
With the current manual system of revenue collection, it is not always clear when and
where under-collection is taking place. When payments are missed or are collected late
without penalty, cash flow is adversely affected, resulting in reduced or late revenue that
can be reduced using an automated system.

SHORT FALLS OF MANUAL OR CENTRALIZED SYSTEMS

A dramatic increase in the size of the current revenue base suggests practical problems
mostly in additional overheads and resources required in scenarios where a manual or
centralized system is to be utilized.
Problems such as high costs for collection, fraud, underpayment and leakages in
revenue could be made worse by massively expanding the current taxable base without
the use of adequate computerized solutions.
The problems of tracking and identifying fraud or rogue revenue collectors are only
compounded by the usage of manual or centralized systems due to the resources and
overheads needed to monitor and control such problems.
A decentralized, automated revenue collection system allows for increased and timely
access to information that would otherwise take too much time and effort to generate
from the available hard copy records.

FAULT TOLERANT TECHNOLOGY

In order to be able to reach as many people as possible, an automated revenue
collection system must be able to function effectively in areas where there are no roads,

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electricity or telephone services without which the reach and adaptability of the system
will be adversely affected resulting in reduced potential revenue.
Receipt related fraud can be effectively checked by automating all aspects of the cash
collection process. This implies that there is a correlation between fraud control and
fault tolerance because each aspect of the revenue collection that is not automated is a
potential area in which fraud can occur by bypassing programmed checks and balances
in the automated revenue collection system.
An automated system should also be readily able to run on commonly available batteries
and should be capable of surviving prolonged power outage or complete loss of power by
recovering to a reasonable known working condition without loss of critical data when
power is finally restored.

IT BENEFITS TO GOVERNMENT
Government can mobilize additional revenue by increasing collection efficiency as well
as by expanding its revenue base. With increased reach and fiscal depth, the many
challenges facing government can be addressed in some measure simply by having
access to more financial resources.
As such, the primary aim of computerized revenue collection must be to dramatically
increase cash receipts in order to effectively sustain the utility and generate an
acceptable return on investment related to the system.

 Increased Collection Efficiency

Leakages that occur because of untimely collection, fraud and under-collection could be
reduced by streamlining and automating the revenue collection process.
Penalties may be automatically applied to late payments. Daily reporting of cash
receipts and due payments to be collected should be automatically generated by the
system.

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  Control of the Collection Process
The process of revenue collection can be tightly controlled to avoid fraud, evasion and
under-collection. Daily reconciliations will have to be made for each collection officer.
The system should be able to automatically remind the collection officer when payments
are due and monitor the level of bad and doubtful payments presented by the collection
officer, alerting supervisors to possible problems.
Fraud control can be enforced by ensuring the collection device ceases to operate if
reconciliation is not performed for a specified time. Further collection will be stopped
and supervisors will be immediately alerted to recover the collection device and monies
owed.
 Efficient Time Utilization
The revenue collection process must mitigate any delays in payments by factoring in the
cost of the delay in payment. Actual transactions should immediately alert the collection
officer of amounts due, automatically recording actual spot collection amounts. Late
collections then become the problem of the payee instead of the revenue collecting
organization.
 Minimal Training Required
Little training is needed to utilize and interact with the revenue collection solution to
avoid time consuming, costly and difficult bottlenecks in the collection process such as
training of the collection officer.

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JILSOFT REVENUE COLLECTION

Jilsoft Revenue Collection System is used by District and Municipal Assemblies to

manage information regarding House Owners, Administrators, Office staff, and other
Assemblies use this platform to communicate and perform tasks.

This enables all authorized users to search for information regarding House Owners and
their records. District and Municipal Assemblies have the option to purchase either
readymade software or software that’s tailor-made to their needs.

Jilsoft Revenue Collection System assists District and Municipal Assemblies in keeping
all information related to the different departments of the Assembly in one place. The
System provides users with a log in credentials for accessing the files. The system is
designed to automatically organize information as its input into the system.

Moreover, it retrieves instantaneous information. This system is preferred amongst

Assemblies as it provides them with an error-free system. The system is beneficial for
Assemblies who want to maintain an effective flow of work. Jilsoft Revenue Collection
System helps Assemblies function more productively and provides them with a range of
organizational advantages for them to implement in conducting their daily tasks.

MAJOR FEATURES OF JILSOFT REVENUE MANAGEMENT SYSTEM

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MODULES DETAILS
As per the basic requirements of Assemblies we analysed that JE-RCS Standard Desktop
or Enterprise Version 1.1 application should consist of the following modules. However,
Jilsoft has room for further customization based on your specific/unique requirement(s).

1.0 Database Portal

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 1.1 This module allows Administrators keep the records of House owners;
Name, Valuation Codes, House Numbers, Contacts, suburb, Property Value etc.

1.2The systems administrator is given privileges to assign property usage values,

description, usage type, impost rate, and impost rate category.

1.3 This module gives the user privileges to update an account on the system

2.0 Billing Portal

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The billing module allows the generation of yearly bills using the rate impost and the
rateable values and automatically generates areas and sums up the total bill..

2.0.1 Payment Portal

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The payment portal as well accepts GCR details of property owners and payments being
made within a specific year.

A cash book is generated out of the GCR entries.

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 2.1Bills, ledgers and Revenue Collection
 House Owner Record Keeping
 Automated ID Generator
 House Owner Account processing
 Automated Bill Generation
 House Owner Reporting System( Bill )
 Daily, Monthly, Term cash Book Generator
 House Owner Control
 House Owner Payments
 Debtors And Creditors List (Detail And Summary)
 House Owner Statement
 House Owner list
 Property Count

3.0Report Portal

Bill Sheet

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 3.1 Revenue Balance

Revenue balance gives a summary of the bill, Amount paid and balance brought forward.

3.2 Owner Statement

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This report generates overall detailed transaction for each and every property within the
municipality.

3.2Register Book

The register book is used by collectors to record various collections of property rate per
house owner or property and records GCR No., date of collection and their respective
amounts paid.
3.3 Property Count

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Property Count gives summary of properties in a suburb with the expected revenue, the
amount realised and the balance.

3.5 Revenue Summary

Property Summary gives summary of properties per class with their balances brought
forward and the expected revenue

4.0Audit Trail
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5.0 Online Bill Checking

6.0 PERMITS
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 6.1 BUSINESS OPERATING PERMIT (BOP)

7.0 BUILDING PERMIT

The basic requirement for a building permit include an application form; a town and
country planning application with two sets of site plan; certificate and an official letter
showing the status of the land; or a land title registration which can be obtained from the
Lands Commission. However, this process has been computerised and integrated into
the Jilsoft revenue collection system and it captures all the necessary procedures to
acquire a building permit.

APPLICANT PICKS UP
APPLICATION FORM AT
CLIENT SERVICE UNIT
CLIENT SERVICE NOTIFIES DAY 1 WORKS DEP’T GENERATE BILLS
APPLICANT BY SMS/ CALLS BASED ON PLANS
FOR COLLECTION SAME DAY

APPLICANT MAKES PAYMENT

SIGNING OF APPROVED BUILDING AT REVENUE OFFICE AND
PERMIT BUILDING PERMIT OBTAINS RECEIPTS
PROCESS SAME DAY

CLIENT SERVICE SENDS SMS TO

SPATIAL PLANNING
APPLICANT ACKNOWLEDGING
COMMITTEE MEETING
RECEIPT & INDICATES DATE OF
INSPECTION

7.1 Building Permit Registration

TECHNICAL SUB – INSPECTION TEAM
EMBARKS ON
COMMITTEE MEETING
INSPECTION OF SITE
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This form allows client service to input applicant details such as owner name, suburb
building is located, contact details, purpose of building and a date of submit of the
application for consideration

Applicant makes payment at revenue office/ cash office and obtains receipts.

Building Permit Report

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Building permit registration report, Inspection Report, Approved permits report, signed
permit report, collected permit report are all generated at the building permit report
centre.

This section indicates green when permit has gone through inspection state,
successfully.

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This demonstrates that the building permit is inspected and then approval is given after
inspection indicating the date the building was inspected.

This state indicates that the technical committee has successfully recommended the
building permit to the spatial committee for approval.

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This state indicates that the permit has been signed and is due for collection.

If the permission requesting for report generation is ticked No, the collection state will
remain inactive as indicated above.

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This portion of the system shows that the application has gone through the inspection
state, committee meeting state, signing state, and collection state successfully.

A certificate in generated from the system and a permit Number is given after all the
necessary requirements are met. Then an sms is sent to the applicant or client stating
that the permit is due for collection.

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 HAND HELD POS DEVICE

Collectors can use the Hand held POS Device to receive revenue payments such as
Market Toll, Toll Booth, and Property Rate etc. This devices issues real time receipt which
prevent fraud and leakages making accountability accurate.

FEATURES OF JILSOFT POS HAND HELD DEVICE

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5.0 Bulk SMS Sender
This allows the Assemblies to send Bulk SMS with customised Sender ID to House
Owners, defaulting Owners, and for any purpose where bulk sms is applicable.

6.0 Backup Utilities

The system has a user friendly backup utility that is able to backup at specified time
interval to local and remote servers (dropbox, box, etc)

7.0 BENEFITS
 Low Cost of Ownership
 Effective communication between House Owners and the Assembly, using SMS
and emails.
 Complete automation of all operations
 Centrally stored information with zero redundancy
 Cost-effective one point solution for total Revenue management

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 SMS NOTIFICATION (OPTIONAL)

Recent research reveals that a faster and secured means of reaching two or more people
is TEXT MESSAGE. In Ghana today, more than 100 million texts are sent daily by GSM
USERS. Thus text message has come to stay in Ghana.

CUSTOMIZED TEXT MESSAGE

It’s a unique offspring of the GSM text message involves sending SMS message using the
name of your Assembly slogan. It’s best in sending message to specific audience in
personalized manner. No mobile network restriction within.

SMS can reach a large audience, group or individual instantly at no network restriction. It
is the newest technology of sending out relevant information to target people. In fact, any
information that is worth disseminating can be done faster and more efficiently through
the use of CUSTOMIZED SMS MESSAGE.

It is our joy to officially present this unique concept aimed at boasting your Assembly and
promoting the image of your Assembly to you.

HOW CUSTOMIZED TEXT MESSAGE WILL BOAST YOUR CAMPAIGN

With CUSTOMIZED SMS MESSAGE, all the target GSM active phone number users are
reached by single click in a matter seconds. The good news is that this message can be
scheduled to be delivered at a future date and time to all active phone users in your
state.

 In Addition House Owners will receive SMS alerts any time payment is done.

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 Bills can also be sent to House owners bearing the Balance brought forward,
Subtotal for the year and the amount due for payment.
 Owners Balances can be sent to them as well as any reminder note.

REQUIREMENT FOR JILSOFT SMS NOTIFICATION

1. Internet Connection
2. Quarterly Payment Subscription For Each SMS Sent

TYPES OF SERVICE DELIVERY

1. Selling of Jilsoft Revenue Management Software to Assemblies to manage their
own revenue collations.
2. Revenue Collection Consultant – Taking control and managing revenue collection
in Assemblies with our software and gadgets at a commission.

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 APPENDIX 1

OUR CLIENTS

1. New Juaben South Municipal Assembly (NJSMA) – Koforidua, Eastern Region.

2. Kwahu West Municipal Assembly (KWMA) – Nkawkaw, Eastern Region.
3. Tano North Municipal Assembly (TNMA) - Duayaw Nkwanta, Brong – Ahafo
Region.
4. Akuapem North Municipal Assembly (ANMA) – Akropong, Eastern Region.
5. New Juaben North Municipal Assembly (NJNMA) – Koforidua, Eastern Region.
6. Kpando Municipal Assembly (KPMA) - Kpando

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