DESIGN AND IMPLEMENTATION OF FINANCE MANAGEMENT INFORMATION SYSTEM FOR A PUBLIC INSTITUTION CASE STUDY OF NIGERIA POLICE

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ABSTRACT

The work presents a design of a computerized finance management information system for Nigeria Police.  A computerized finance management information System for Nigeria Police is concerned with the computerization of finance records appraisal of finance in order to achieve the aims and objectives of the organization.  This accounts, when and who to promote and retirement in due time.

The financial management information system (FMIS) is a tool that will assist Nigeria Police administrators in interpreting the financial outcomes of operational decision-making. It will help administrators to decide whether their programs financial health is better or worse than during previous accounting periods or past budget periods. The FMIS will also allow administrators to compare their operation with similar operations.

The design was implemented to facilitate the finance Information system for a Nigeria Police.  It will be less time wasting and cheap to run.

It is expected that if full consent is given to this, it will enhance the Information of finance record for the Nigeria Police.

ORGANIZATION OF WORK

            This project work is primarily designed to give an insight to Finance management information system.

            Chapter one talks about introduction to Finance management information system, study of problem and objectives as well as definition of the scope.

            Chapter two comprises the literature review. Chapter three gives the detailed information about the existing (old) system, while chapter four and five deals with the design and implantation of new system.

            Chapter six document the project work, while chapter seven summaries,  conclusion and suggestions were made.

TABLE OF CONTENTS

Title page                                                                                                        i

Certification                                                                                                    ii

Dedication                                                                                                      iii

Acknowledgement                                                                                          iv

Abstract                                                                                                          v

Table of contents                                                                                            vii

CHAPTER ONE

INTRODUCTION                                                                                         1

1.1       Background of the study                                                                    1         

1.2       State of the problem                                                               2

1.3       Purpose of the study                                                               3

1.4       Aims and objectives                                                                3

1.5       Scope of study                                                                                    5

1.6       Limitations of study                                                               5

1.7       Assumptions                                                                           6

1.8       Definition of terms                                                                             7

CHAPTER TWO

LITERATURE REVIEW                                                                  8

CHAPTER THREE

  • Description and analysis of existing system                           15
    • Fact finding method used                                                                   17
    • Organization structure                                                                        19
    • Objectives of Existing system                                                            21
    • Input, Process and Output Analysis                                       22
    • Information Flow Diagrams                                                   26
    • Problems of the Existing System                                            27
    • Justification of the New System                                                         28

CHAPTER FOUR

  • Design of the New System                                                     30
    • Input Specification and design                                                           30
    • Output specification and design                                                         32
    • File Design                                                                                          34
    • Procedure chart                                                                                   36
    • System flow chart                                                                               38
    • System requirements                                                               40       

CHAPTER FIVE

  • Implementation                                                                                   42
    • Program Design                                                                                  45
    • Program Flowchart                                                                 48
    • Pseudo code                                                                                        54
    • Source Program: Test Run                                                      59

CHAPTER SIX       

Documentation                                                                                               60

CHAPTER SEVEN

  • Recommendation                                                                                62
    • Conclusion                                                                                          64

Bibliography                                                                           65

1.0  CHAPTER ONE

INTRODUCTION

The Financial Management Information System (FMIS) is an operational system that supplies the reports and data that are used for the audit of the Custodial Financial Statements of the IRS by the General Accounting  Office (GAO).  A major objective of the custodial Financial reporting system is to be continuously and accurately responsive to regular and ad hoc requests for custodial financial reports.

FMIS is currently in the Control phase of the IRS CPIC process where it is continuously monitored for cost, schedule, and project performance. The IRS ensures that operational systems are executed in a disciplined, well-managed, and consistent manner through timely oversight, quality control, and executive review.

To better understand the IRS compliance with provisions of the Chief Financial Officers (CFO) Act and the system development environment, it is important to understand that the IRS has two separate financial operations, which independently track the funds, and result in six separate financial statements.  One financial operation is Administrative and accounts for the appropriated funds.  The other is Custodial (FMIS) and tracks tax collection.

The Administrative financial operations, information systems, and statements are similar to those found in any large corporation. However, the Custodial financial operations, information systems, and associated statements track tax revenues processed through the lRS pipeline. The pipeline is the IRS’ tax return processing channel that begins at initial receipt of tax returns and remittances and tracks the information/funds through postings on the Master Files, many large databases. 

The Custodial Financial Accounting System is unique in complexity and scope.  FMIS is comprised of two key sub programs, Revenue and Refunds (R&R) and Unpaid Assessments (UA).  Each key component is described as follows:

Revenue and Refunds

This system is used to identify all of the detailed transactions that posted to the Individual Master Files (IMF), Business Master Files (BMF), Individual Retirement Accounts File (IRAF), and Non-Master Files (NMF) during the fiscal year. These detail transactions are broken down into Revenue transactions, Refund transactions, Other Transactions that are part of the fiscal year, and Other Transactions that are not part of the fiscal year. Once these breakouts are done, revenue and refund reversal transactions are matched to the transactions they reverse. Paper and electronic reports are generated and distributed to the Office of the CFO and to GAO. The detailed files provide support for the amounts from the Interim Revenue Accounting Controls System (IRACS). The files are also made available to GAO for sampling and to validate the financial statements.

Unpaid Assessments

The objective of Unpaid Assessments is to continue to provide the users, Chief Financial Officer  (CFO), Research, Compliance, and GAO, with required program changes for reporting, researching and auditing of the financial statements for debit balance and frozen credit modules.  The near term objectives are to support:

Background of Study

The Police Service Commission is the civilian oversight body established under the Nigerian Constitution for the Nigeria Police Force. It has power to appoint, promote, discipline and dismiss all officers of the Nigeria Police Force (NPF) except the Inspector-General of Police (IGP).

The objectives of the Commission are to make the relationship between the public and the police one of trust and confidence instead of suspicion and indifference.

The Commission recognizes the public as essential to ensuring an effective police. The Commission has a charter, which is addressed to the Nigeria Police, civil servants, NGOs, Security Agencies and the general public. Members of the public may challenge or commend the activities of the police through the

Public Access Procedures/grievance redresses mechanism.

The Police Service Commission was established as an executive body for the Federation of Nigeria under section 153 of the Constitution of the Federal Republic of Nigeria 1999, and the Police Service Commission (Establishment) Act 2001

The Chairman of the PSC says the FG is committed towards improving the image of the NPF.

Chief Okeke who spoke in Abuja when he received in audience Members of PPMU Unit said government has continued to do its best to give the nation a disciplined Police Force.

 STATEMENT OF PROBLEM

Owing to:

  • The difficulties people face in keeping information/data.
  • Unwillingness attitude of some police staff when dealing with data/information.
  • Fragile nature of information/data.
  • Error encountered in financial analysis.
  • Mispresentation of financial data.
  • Difficulties people encountered when searching for a given information.
  • Time wasted in searching for information on packed files.
  • Time wasted in sorting files.
  • Important nature of data/information in the growth of any organization.

The need arise for the development of finance management information system for a higher institution.

DESIGN AND IMPLEMENTATION OF FINANCE MANAGEMENT INFORMATION SYSTEM FOR A PUBLIC INSTITUTION CASE STUDY OF NIGERIA POLICE