Term of Reference
For Information Technology (IT) Consultant
(Software) for FCGO IT Systems
1. Background

Organization and its functions: Financial Comptroller General
Office (FCGO),as the major organization under the Ministry of
Finance, is the main agency responsible for the Public Financial
Management (PFM) system of Government of Nepal (GoN). The treasury
operation is the pivotal function of this office as the central
level function. In order to manage the treasury, it also carries out
the functions mentioned in the Financial Procedure Act, 2055 (B.S.)
and Financial Procedure Regulation, 2064 for this office. Actually
these laws for this office have mandated the major functions. As per
the said law this office mainly oversees budget implementation,
treasury administration, budget expenditure implementation, cash and
budget management, expenditure and revenue accounting, expenditure
and revenue tracking, other receipts management, human resource
management, strengthening the accounting system and preparation of
consolidated financial statements of the government.
There are District Treasury and Controller Offices (DTCOs) in
75 districts under this office. The DTCOs release the budget and
manage the fund for the expenditure and control the accounts for the
offices operating under the line ministries of GoN. Presently DTCOs
have been releasing funds using the monthly reimbursement system in
15 districts and making the payment through implementing the
Treasury Single Account (TSA)in 60 districts. There is also plan to
implement TSA in those 15 districts in the coming fiscal year.
 E-Governance Approach: FCGO has adopted the e-Governance approach
for its business operations. In this endeavor, various functions
have been digitized and thus replaced the manual process of the
operations. For this, there is a Management Information System
(MIS), which has computerized networks for the recording, reporting
and business processes as well as other PFM works of spending units
through the DTCOs.
There are two levels of Computerized MIS in FCGO and DTCOs,
which are as follows:
–
–
Financial Management Information System (FMIS) in FCGO
Treasury Single Account District Expenditure Control
(TSA/DECS) in DTCOs
The FMIS has been used to produce the
accounts of GoN for more than a decade.
budget
System
publication
and
In addition to this, there are two systems namely Computerized
Government
Accounting
System
(CGAS)and
Revenue
Management
Information System (RMIS). CGAS is used planned to be executed in
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Paying Offices (POs) of GoN to capture transactions and their
accounting, book keeping,expenditure reporting and revenue. For the
time being CGAS has been piloted in all 75 DTCO's and 16 Paying
Offices of Kaski district. In the current FY FCGO is planning to
extend the use of CGAS to few ministries and other offices which are
ready to use it. RMIS interfacing system, which has been piloted in
3 districts of Kathmandu valley. This system is designed to capture
the entry level revenue data through a single online system operated
by FCGO and used by banks, paying offices and DTCOs.
After the introduction of new Charts of Accounts (CoA) based on
Government Finance Statistics (GFS) 2001 code in 2068/69, the
following information systems have been redesigned and updated to
make them compatible with GFS 2001 codes.

Budget Management Information System (BMIS): This software is
used in formulating annual budget in Ministry of Finance (MoF).
The data required for budget formulation is also supported by the
Line Ministry Budgeting System (LMBS) used at ministries level
and FMIS at FCGO. The budget has been published based on the
updated BMIS using GFS 2001 codes starting from the FY 2069/2070.

Financial Management Information System (FMIS): This system is
used for compiling entire data of budget release, expenditure,
balances, virement, revenue collection, retention money from
DECS. The FMIS gives consolidated information regarding entire
financial performance of the districts obtained from DTCOs. FMIS
is the means by which the FCGO exercises control over the DTCOs
and ensures that data is accurate, complete and well timed. It is
the main source of reporting of the budget execution, revenue
collection and retention money. FCGO produces different financial
reports at different intervals using such data.
 Line Ministry Budgeting System (LMBS): This is used for preparing
annual budget at the line ministry level. It facilitates to
transfer such data to BMIS used at MoF.
FCGO is responsible for smooth and consistent operation and
maintenance of the following IT systems: FMIS, TSA / Non-TSA DECS,
CGAS and RAS. Moreover, FCGO intends to engage IT consultants
(Software)for the support service of these IT systems.
These Systems have been developed using Oracle 11g as database
engine and Oracle application server as middle tire and Oracle
form report 11g as application development software. The systems
are documented with both technical and user manual as well.
2. Objective of the Consulting Service:
The main objectives of the proposed consultancy service are as
follows:
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2.1
System
Operation:
Operate
the
IT
systems
(FMIS,
Non-TSA
DECS, TSA DECS, BMIS, LMBS, CGAS and RMIS) effectively and
consistently
in
MoF,
FCGO,
DTCOs,
Line
Ministries,
and
paying offices of GoN,
2.2
Installation and upgradation : Install and upgrade the IT
systems in MoF, FCGO, DTCOs and paying offices of GoN,
2.3
Manage change and Security :Modify, enrich and upgrade the
IT systems, and manage security features and database,
2.4
Support and Maintenance of System : Provide support service
for smooth & effective operation and maintenance of the IT
systems,
2.5
Knowledge Transfer and Training: The consultant should be
able to transfer the knowledge and skills for the above
functionalities to the FCGO, DTCOs and POs staffs regarding
operation and maintenance of these systems with the recent
available techniques and assist in providing training and
prepare the training manual and material in hard and soft
copy.
2.6
Assist in the Server Management System of FCGO,
2.7
Manage the Data Flow: The consultant is also required to
manage the data flow arrangement from the software and its
functioning system.
3. Scope of the Services
In order to attain the objectives and carryout the specific roles
and responsibilities the consultant shall cover the following
areas of concern in this job category:
3.1.Review and study of the IT Systems: The consultants are
required to study and review the software platform, backend, front-end, and other technical features of the present
IT systems of FCGO.
3.2. Monitor the functionality of the systems in FCGO: The
consultant should monitor the functionality of the software
component of the IT systems in FCGO and gather the recent
status of the systems. If the systems are not functioning
well, s/he should initiate remedy actions immediately and
inform the chief of the IT section. S/he should work
together with other engineers and technicians of IT section
of FCGO for intact and workable IT systems.
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3.3.Visit DTCOs and various paying offices as and when
required for IT solution and getting the intact and
workable systems: Theconsultant should also visit DTCOs and
various paying offices to monitor the status of the IT
system as and when required and provide support service in
case of non-functionality of the system.
3.4
Modification
and
upgradation
of
the
systems:
The
consultant is responsible for modification and up gradation
of the systems (BMIS, FMIS, TSA-DECS, RMIS, CGAS, BMIS,
LMBIS) in order to accommodate the requirements of FCGO and
MoF.
3.5 Exploring and Fixing the bugs: The consultant should
minutely monitor for exploring the bugs in the system and
fix and neutralize them as soon as possible without any
delay.
3.6 Support Service: The consultant should provide support
service for smooth and consistent operation and maintenance
of the system.
3.7 Training and knowledge transfer: The consultant should
provide training to users according to the requirements on
the systems e.g., BMIS, FMIS, TSA-DECS, LMBS, CGAS and
RMIS. It is also necessary to prepare training material
and update it regularly for the knowledge transfer.
3.8 Enrichment of the systems: The consultant is required to
receive comments and feedbacks from DTCOs and other users
and integrate them into the system as applicable.
3.9
Familiar
with
the
Accounting/Financial
Management
Procedures/ process of the System: The IT Consultant
should make familiar herself/himself with the accounting,
financial management procedures and technical process &
features of the systems for the smooth functioning of the
systems.
4. Specific Responsibilities to be performed by the Consultants
The consultant shall be responsible particularly to perform the
following tasks and responsibilities under the technical direction &
supervision of IT section of FCGO:


IT system Installation and operation: The consultant is mainly
responsible to install and operate the information Technology
(IT) systems and manage the sustainable operation of it. It
includes the FMIS, TSA-DECS, CGAS and RMIS in FCGO, DTCOs and
Paying Offices.
Change and Modifications of the system: Modify and upgrade the
systems as per requirement of the FCGO and MoF. Manage the
software side of any systems added after the agreement.
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












Bugs Management: Ensure the smooth operation of the system
without the bugs. Examine and find out the bugs of the systems
and take necessary actions for required remedies in close
collaboration with other IT consultants. Fix the bugs in the
systems to make the system fresh and fine.
Educate and empower the Hub IT technicians :The hub IT
technicians are stationed in the different hub districts need
to be educated about system of FCGO regularly and also train
them for smooth and consistent operation and maintenance of
TSA-DECS, CGAS and RMIS, related software. Make them abreast
of latest development in the said field on daily basis, if
required, with proper communication mechanism.
Security Management: Ensure the system is operating in a
secured way. In this case it requires to manage Security
Features of the systems, and database in FCGO and DTCOs
including antivirus, firewall and other related software etc.
Maintain the Data Flow Management: Data flow should be
maintained on a real time basis. It should maintain the smooth
operation system. It is the responsibility of the consultant
for data flow management between DECS and FMIS and other
related software.
Connectivity Arrangement: The consultant should daily manage
the connectivity arrangement between DTCOs and FCGO. In case
of problem, it is necessary to fix it and report to the
authority immediately with the required solution there on.
Conduct and assist in Training: Assist in conducting intensive
central and regional IT training on the systems to users as
per requirement. Provide functional training on the systems to
users as per requirement. Explain and transfer knowledge and
expertise on overall architect of the system to the technical
staffs of MOF and FCGO on an organized manner.
Prepare and upgrade manuals: Revise, Develop and upgrade
operational manuals of the systems and exercise manuals for
providing training on the system as and when required.
Manage database tuning.
Support service: Provide support service for smooth and
consistent operation and maintenance of the system.
Receive Feedbacks and comments and manage: It is an integral
part of assignment; so the consultant should regularly deal
with comments and feedbacks about the system operation and
integrate them into the systems as required.
Prepare the report of system functioning as updated: Revisit
and modify Reporting Component of the system as per
requirement.
Visits of DTCOs: The consultant is required to visit DTCOs to
provide support services and to perform other obligations as
required by the FCGO.
Maintain
harmony
and
cooperation/collaboration:
The
consultants need to maintain close cooperation and harmony
while working with the fellow consultants, staffs and the
supervisor of the work. They should have the feeling of
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togetherness in the effective functioning of the IT system
operation of FCGO and DTCOs.
5.Availability of Previous Study Documents and Data:
The
consultant
shall
be
made
available
the
following
books/documents for the accomplishing the obligations under the
assignment:







Technical Specifications of the IT systems,
Configuration of the layout of Hardware
The functional flow of the FCGO
Users’ Manuals of the IT systems,
Exercise Manuals of the IT systems,
Latest status of the systems, and
Orientation and overview of the IT systems.
6. Consultant's Qualifications and Experience:
The
consultant
should
have
the
following
qualification
and
experience to carry out the assignment:
6.1
Academic Qualification and Training:

6.2
Bachelor's Degree or above in Computer engineering
or
equivalent
degree
from
recognized
college / university.
 Must have registered in Nepal Engineering Council.
 Training: Preferably have Oracle Certified (OCP) in
DBA track’. (Database Administrator).
Experience:



General Experience: They should have minimum 10 years
of general experience in the field of database
administration after the academic achievement in
government or public organizations.
Special advantage: The consultant having experience in
development of software in Oracle or any other
Database technologies is preferred.
Added Advantage: Experience in the web based database
system of at least 1 year shall have as added
advantage.
7. Duration of Services:

The service period of the consultant shall start from
February ...., 2014 and ends after 12 months from the
starting date.
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
Downstream of the services: The service of the consultant may
be extendable upon the satisfactory performance of the
consultant.
8.Facilities/Utilities and Logistics to be provided by the
Client:
The consultant him/herself shall be responsible for arranging
all required utilities/facilities and logistics for the
completion of the assignment. However, the consultant shall be
made available the following facilities/logistics during the
service period, if required:

Shall
be
made
available
shared
office
room
with
the
counterpart employees of the concerned assignment.

Shall
have
facilities
access
(e-mail,
to
the
computer
telephone,
fax
and
etc.)
communication
during
the
obligations performing hours at FCGO, DTCOs and paying
offices.

The relevant information and documents, if any, from FCGO
and the concerned DTCOs.

Travel allowance and daily allowance shall be paid as per
rules and regulations of GoN applicable for Gazetted
Second Class Officer.
9. Reporting Requirements and Deliverables:
The consultant should report during or at the completion of the
assignment the following reports and deliver the following
outputs:
9.1
Reporting Requirements: The Consultant shall prepare and
submit the following reports/documents:

Action / Work Plan of the Assignment: The consultant
should
submit
the
annual
work
plan
/
action
plan
reflecting the detailed job responsibilities mentioned in
the ToR. The plan should specify monthly breakdown for
the period of fiscal year. The plan needs to be submitted
to the Division Chief of Treasury Administration with
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copy to IT section of FCGO within the fifteen days from
the date of signing of the agreement.

Monthly
Report:
The
consultant
should
submit
monthly
performance report (MPR) to the IT section of FCGO within
seven days after the completion of the preceding month.
The
format
and
contains
of
MPR
will
be
finalized
mutually. However, the report should clearly explain the
actions performed by the consultant in comparison with
the agreed work plan. It should also contain perfections,
deficiency and recommendations for improvements with a
view to strengthening the IT systems.

Annual Report: The consultant should also submit annual
report to the IT section of FCGO within fifteen days
after the completion of the preceding year as per MPR
modality.
9.2 Deliverables:
The assignments should deliver the followings:
 All responsibilities and tasks stipulated in the ToR
to be performed in the right time and in qualitative
manner.
 Intact and workable IT systems in MoF, FCGO and DTCOs.
 Monthly Performance Report (MPR) and Annual Report in
English in the given time and format.
10.
Skill Transfer and Dissemination:
The Consultant should perform the following activities for
the skill transfer and training:

The consultant should adopt the approach of skills and
expertise transfer to the other users in MoF, FCGO,
DTCOs, Line Ministries, and Paying Offices of GoN
while working with them.

He/she should organize a half day training every month
about the status of the job and performance.
*******
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