Email: gopal@ximb.ac.in Web: http://www.ximb.ac.in

PAMIS is a tool for Non-Profit organizations engaged in development work. PAMIS helps NGO’s to implement their projects and programmes in a timely manner and within budgets. This is made possible as PAMIS helps the project managers plan and monitor all aspects of their projects and their programmes.

Genesis

CENDERET, which is a part of XIMB, has been implementing development related programmes and projects since 1988. However, as CENDERET grew bigger and the number of projects increased, the quality of the output suffered. On the financial side, the projects apparently were a mess. On the quantity and quality of the work, the same was true.

Funding agencies expressed their displeasure in the state of affairs of CENDERET and suggested reforms. The reforms had many facets. One of them was to incorporate

Features of PAMIS

• PAMIS is an Accounting Software
• PAMIS is a Project Planning Software
• PAMIS finds true expenses for a project not allocated costs.
• PAMIS treats a project as complete accounting entity not merely a cost center.
• PAMIS Monitors Project Financials
• PAMIS Monitors Physical Activities of Projects
• PAMIS ensures transparency, accountability and responsibility
• PAMIS is a tool to obtain success in Project planning, monitoring and execution

Advantages for Funding/Donor Agencies

PAMIS makes an organization very nimble as far as information is concerned. With use of PAMIS, it is no longer necessary to use separate accounting for projects and the organization. Its strong project oriented features makes it possible to provide agency specific reports quickly.

Agencies will be able to monitor and guide NGOs who use PAMIS towards more effective performance.

Two Dimensions of a Project

Each project has two dimensions:

Financials relate to expenditure and income of the projects. It is critical to execute the project within the cost and time constraints

Physical Activities relate to the list of activities needed to meet the objectives of the project. Planning and executing these activities in time is critical to the success of the project.

Projects

A Project can be Project , Department or Programme. All of them are governed by certain basic objectives and need to operate within certain financial constraints.

PAMIS treats an Organization as a Hierarchical set of projects. This allows us to view the performance at any level of this hierarchy – the top level being the entire organization and the bottom level being a budget head within a project

Any financial transaction has to be booked against a project. Therefore, we will never find orphaned transactions

It is possible to treat a project as an organization with its full set of books of accounts.

Physical Activities

In PAMIS you define a Hierarchical set of activities for a project. Often the physical activities will have some relation with the budget heads. Some times they will have no relation. The quality and the quantity of the actual progress of these activities will determine the effectiveness of the realization of the project objectives.

The progress in these activities can be monitored to judge the effectiveness of project execution

Budgets and Plans

The planning of a project requires you to specify

§         Budget heads for a project

§         The Budgeted amounts for each of the Budget Heads

§         The Physical activity plans

These are the benchmarks against with actual performance will be measured. PAMIS allows monitoring in flexible periods. So you can monitor your project monthly, quarterly, biannually or annually.

Financial Transactions

The financial transactions are captured by the accounting system. Each transaction is attributed to a budget head. Hence, we can find the real cost of a project not merely allocated costs.

Physical Progress

The progress of physical activities is captured by PAMIS. This allows monitoring of physical activities effectively.

Monitoring Financial Performance

• Monitor project for a Period
• Monitor for Year to Date (YTD)
• Monitor for Project to Date (PTD)
• Monitor all projects.
• Clear Indicators for over-spent and under-spent activities

Monitor Physical Progress

• Monitor for a Period
• Monitor for Year to Date (YTD)
• Monitor for Project to Date (PTD

Flexible and Comprehensive Reporting

The reporting system in PAMIS is very flexible. Each report has several variations. Thus, PAMIS allows literally hundreds of reports to be generated. PAMIS generated traditional Accounting reports. More important, PAMIS generates reports to effectively monitor projects.

PAMIS allows aggregation and disaggregated report to obtain both macro and micro level report. Some important reports are listed below

·        Project status report

·        Budget compliance report for a project

·        Physical Progress Report

·        Receipt & Payment for a project

·        Income & Expenditure report

·        Expenditure / Income Distribution Report

·        Trial Balance, Income/Expenditure report, Balance Sheet

·        Outstanding / Receivables monitoring

·        Bank Reconciliation

Customized Reporting

Unlike most accounting, PAMIS is customizable.

The architecture of PAMIS is highly flexible. This permits high degree of flexibility in adapting PAMIS to the specific needs of an organization.

Technology behind PAMIS

• Oracle Database
• Developer 2000 : Front end development
• Supports Multi-user access
• Can be used any where on the LAN
• Can be monitored by the Management

Some sample reports

• Project Hierarchy
• Accounts Hierarchy
• Physical Activities
• Budgets
• Budget Compliance Report
• Physical Progress Report

Email: gopal@ximb.ac.in Web: http://www.ximb.ac.in