mis guidelines 20.11.2009

User Guideline/ Manual of the Ministry of Education Ethiopia MoE TVET- Management Information System

Created and CopyWrite with

Heinz Ropertz CIM IE Awassa and Holger Heisel CIM IE Bahir Dar [email protected]

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TVET Management- Information- System

Draft 1 on MIS Version 5.0 TVET- Management Information System

• Institute Information and Statistics • Students Cohort Information • Intern Ship Information • Teacher/ Administration Information • Inventory Information • Budget Information

User Guideline/ Manual


Created and CopyWrite with Heinz Ropertz of 103

Acknowledgement Introduction to a MS-Access based Data-bank to improve Quality and Verifiability of Data from all TVET Institutions from every Region Statistical Information about TVET Institutions:

differ from each other in content and design of presentation are unclear as Terms of Departments and Trades are used differently can sometimes not be verified are often incomplete and not reasonable for decision-making on institutional

and regional level can not be easily combined on regional and federal level are mostly not available in useful PC-application form take a lot of time and resources to update on request

Statistical Information about TVET Institutions should be:

standardized, e.g. Contents, Use of Terms, Presentations available in useful PC-application to avoid mistakes by transferring data

manually prepared digitally, which reduces wasting of time and resources

Values and Benefits:

Improvement of Data Quality Improvement of Data Verifiability Avoidance of Data-Transfer mistakes Acceleration of collecting Data and compiling Data-Reports Repeatable statistical reports Improvement of managerial qualities on TVET Institutions’ level Generating basis for decision making on different institutional levels

Generally it is the wish of the developer of the SNNPR Data Bank, to give a great thanks to the Regional Educational Office and its TVET Sub Sector for the excellent support and time given to the system and the development. The Developer also thanks the TVET Sub Sector for its openness and cooperation to the implementation phase. Also the thanks are given to the financial support from ECBP in the last phase of the project implementation and communication. Heinz Ropertz



Tables of Content No. Content Page

1 Introduction 5 - 6 2 Functions and Features on the MIS Software 7 3 The Computer System requirement 8 - 9 4 Get Stared with the MIS Software 10 - 13 5 Registration of Departments, Trades and Training Program 13 - 17 6 TVET Personnel 18 - 21 7 Intern Ship 22 - 24 8 Equipment AD+WS 25 - 29 9 Students Intake 30 - 33

10 Students Enrolment, Graduates and Drop Outs (numerically) 34 - 38 11 TVET Expenditure Budget 39 - 41

Guideline for Expenditure Budget Codes 42 - 72 12 Reports, on Registration, Students, Budget, and Regional 73 - 82 13 Institutional Statistic 83 - 88 14 You I can handle the System, Tip and advises 89 - 94 15 Distribution of different Accounts user assignment, 95

Possibilities of taking the Registration and numbering 96 - 102 Additional Equipment 103 Any problem what will be accrue or not mention in this manual

please contact the writer and inform him/ her over the missing difficulty

Heinz Ropertz, Awassa REB TVET Sub Sector, P.O.Box 506, Phone 046 220 20 49, [email protected], or [email protected]







1. Introduction A MS-Access based Data-Bank Design to improve Quality and Standardization of Data on Institutional, Regional and Federal Level, The design as well as the copy Write is with the design and development are belonging to Heinz Ropertz, IE CIM employed by the TVET Sub Sector Awassa.

• Information today is a well based system wealth packed on an information transfer input of standards and feeding.

• An information system can only live from, information given and information taken, both are a important input to compress the information in such form that everybody are in the position to take decision in a communicative understanding. Working in a system of complexity in a world of work, everybody is part in an information processing system.

• Human beings getting informed and informing others through using technical and physical application to receive his or her information by:

• Public services, service providers can only exist if service and provision are in the close relation of supplying enough information to each work partner.

• To build awareness means to become aware of a problem or a situation that was not seen or noticed before. There are various means that can be used to communicate.

• Experience shows that it is much better to combine various means as this will lead to a much higher degree of effectiveness in communication.

• We see that communicating includes six aspects: • the information • the personal intention • the relationship and • the appeal to think critically • to identify problems • to find new solutions

• Benefits: • setting goals • making decisions • planning action • costing and profit relevance • Serious data sources, • Quality of data, • Concept of permanent up date of

data, • Concept of processing and use of

the data, • Good Structure in processing and

data organisation, • Security concept

• Values • Improvement of Data Quality • Improvement of Data Verifiability • Avoidance of Data-Transfer

mistakes • Acceleration of collecting Data and

compiling Data-Reports • Repeatable statistical reports • Improvement of managerial

qualities on TVET Institutions’ level

• Generating basis for decision making on different institutional levels



A MIS (Management Information System) is an application system created to maintain all over data entries on different human and material resources. MIS will give the institute as well as the Regional TVET Sub Sector the necessary information to the correct time and carry out the right decision on a minimum expense. MIS is an active tool for effectively and efficiently in decision making. The MIS Software is an instrument for the following directly and indirectly management actions Directly Indirectly

• Basic information on TVET institutions public and non public training providers

• Have a efficient and effective supervision of leadership and goods service

• Basic information on TVET teaching and administration staff

• Support the decision making process, ability, development and accountability at all management levels

• All over view on TVET enrolment, graduates and drop outs on students yearly

• Easily availability data on management planning, monitoring, evaluating manpower

• Monitoring staff needs in training, development, and proper assignment

• Shorting boring manual routine work gets simple and quick

• Cost effectiveness in teacher, administration relation to students

• Creates professional and open handed competition and new findings of innovations

• Cost effectiveness in planning of institution equipment and machinery

• Quarterly and yearly forecasting of budget requirement and planning

• Managing of Inter ship and relation to the private business community

• Easy access to students data, quick statistical survey in the all over set up of TVET Institute

We can follow the great and numerous advantages of a MIS. It is developed to strengthen the TVET- Sub Sector in its educational planning and management capacities on the regional and zone levels.



2. Functions and Features on the MIS Software The software is Simple for user Upgrades of the countries need Simple and easily to maintain The screen layout is very simple in the structure and tells the user the straight start of the program. Every things has a clear visual content and guides the user to all interfaces of the program what is in English language, Amharic will follow. The menus of the program is driven and has a simple selection of processes on fore and back wards with a minim on efforts. Picture 1 The user guideline is as Help- menu integrated in the software and has simple access for the user. A Pentium processor or higher A minimum on RAM 516 MB A simple VGA- Monitor Computer Op System Windows, with Access 2007 application or and with SQL Server system



3. Lets Start with the Program Registration The new MIS TVET Version 5.0, has new registration applications, first you have to register the Program according to your Regions, or/and Federal level. Look at picture 2, select the Level for your use in the MIS, 1) Federal or 2) Regional Level Picture 2 Picture 3, secondly if you select the Regional Level, please chooses the Region from the pull down menu accordantly to your demand. Picture 3



After the selection of “Running level” you can start with the original MI System and see the following picture “Login Control” with the assignment of the different Accounts for each user In Picture 4, after you register the Program a Logion Control Box will appear on the Screen with the Field User Name and Password, insert you User Name and Password to open the MI- System. Picture 4 The User Name and your Password will be assigned by the MI- System Administrator and will be hand over to you. All over the following Users Names are assigned

1.Administrator 2.Directors 3.Store 4.Financial 5.Registrar 6.TVET Counsellor

All necessary Administration data are managed by the Administrator only.



4. Get Stared with the MIS Software -Registration of Institutes-

From the program surface, picture 5 it has a yellow page design, click to Registration, and register the Institute and all others registrations relevant to TVET. “Registration” on the surface you find the “Logged In” sign what will show you who is the user in the moment as well as the date. Picture 5 After you have click the button the system will open a different surface, it has a blue page design, what is shown on the next picture 5a Picture 5a



The Institution button will open the surface picture 6 will appear Different questions are asked in several fields. Some of the fields will give you several options to be answered, see in picture 7 Picture 6 Select with the mouse or with the computer courser on the selected field of the question, click on the (▼) and several possibilities on selected possibilities will appear in the box. Or press F4 and the box will open and you can select the appropriate answers, see at picture 7 to 10 In the below picture you will register your 1st Institute by selecting the SNNP or the appropriate Region were you come from. The result will be shown in picture 8 Picture 7 Please do not write any answers differently from the pull down menu given.



Picture 8 SNNP1 is selected by the system and will register the Institute Awassa Business College as you have chosen, and all others will have the No 2, 3, 4..n. Picture 9 + 10 Below the Ethiopia State Map you have the option to 3 Internet Addresses if you click on one it will enter the Internet page see below the picture 11 , but please you have to be connected to the Internet line. Picture 11



Picture 12 With the closing sign, in picture 12, of the below “DOOR” sign you have finish the first step of the MI- System on Registration of Institutions or Colleges. The closing sign will lead you back to the opening surface picture 5 to the blue window design, and you will take the second step to register the departments, trades and training options (programs). The button is “INSTITUTE DEP + TRD + TRP” look at picture 13

5. Registration of Departments, Trades and Training Program The picture 13 the Window menu shows you the button with the name “Department +Trades +Training Programs” press these button ones and open the data sheet with the following picture 14 Picture 13



Picture 14 On top of the screen picture 14 and 15, you will have the Registration of the Institute limit to the fields Registration ID, Name of the Institute and the field Initials. Below the mention fields you have two boxes, 1st the box with the name “DEP+TRD+TRP” Picture 15



As you will observe in picture 15 you have the “Registration” and “No ID”, if you have entered the Registration with SNNP1 out of the pull down menu, the No ID will be selected by it self from the system, and will indicate the No ID as SNNP1\1. The following fields will work accordantly to your selection of see picture 16 Picture 16 You have selceted the “Prog Code” 1 the system selcte automatcally the “Program Name” “Construction”. In the following picture you can go step by step to the selcted Training Programm of your Institute or College. Picture 17 Picture 18 The next field will show you the “Occupational Code”1.1 is ”Road Construction”, the “Specific Code” 1.11 is indicating “Road Construction” and on the end you see the “Code” of the Training Program “OLD CTE” what means Old Construction Technology Training Field, all selected Codes fields will enter the Names fields automatically by the correct selected Names through the system.



From were you can get the correct Information about all Fields of Codes and Names? See at the picture 19 below Picture 19 Picture 20 Under the Box “DEP+TRD+TRP” you have the “Registry” Box, picture 20 open the first register “Program 1 Construction” with the sign (▼) on the left site, and all registered and present “Training Fields of Construction” will open and give you the Fields and Codes For example

1. 3.00, 1.00, Construction , 1.20 Building Construction, 1.21 Masonry, CON MAS



Picture 21 In picture 2 you see the indicator (►) in the second line of the “DEP+TRD+TRP” box. The indicator (►) is shows you the second enterer of a Training program with the “Occ. Code” 1.2 You can move the indicator (►) up and down with the bottom at the left end down of the box◄► The Attachment on the Manual gives you all Trainings Field in the moment (January 2008) in Ethiopia from the Ministry of Education. Tips of handling the comfortable movement in the Data sheets At last, how to communicate within the different boxes, use here the Keyboard button combination of Ctrl and (Tap) If you want to make a spell checking press F7 Pull down menu within the boxes press F4 With the (Tap) button you will shift from one field to the next Tip 1+2 Look at each screen, below every box you will see several information on the down part of the boxes it has the name “Records” here it is mention how many records you have entered to the box 1, e .g. in picture Tip 1 it is stated 1 record out of 3, in box 2 it is stated 1 record of 2, look also at picture Tip 2 After you have entered all data in both boxes, please close the Window with the botton door sign and go to the next data sheet “Personnel” see the following Page



6. TVET Personnel The picture 22 the Window menu shows you the button with the name “Personnel” press this button ones and opens the data sheet with the following picture 23 Picture 22 Picture 23



On top of the screen, you will have the Registration of the Institute mention to the fields -Registration ID-, according to the screen the registration with SNNP1 has been done -Name of the Institute and the Initials. Below in box 1 TVET Personnel you have for each personnel the registration in double line fields were you enter the data. The entrance of data will be up and down by using the courser, picture 24 Picture 24 The first two fields are for the “Registration ID” hereby the first field is already filled with the registration of the institute. Select from the sign (▼) or F4 the Registration ID from the pull down menu, on top here as SNNP1. Click on SNNP1 and the registration will by done by the system here SNNP1\1 and or SNNP1\2 The 2nd and 3rd field “First Name” and “Father Name”, enter the personnel Names accordingly with the registration of field 1 and 2. The 4th and 5th field “Birthday” and “Gender” enter the birthday only by the figure the system will create the format by it self, for Gender enter M for male and F for female, the system will not allow you any different letter. The 6th and 7th field is “Nationality” and “Spouse work”, enter the Nationality only by eth for Ethiopian and fore for foreigner, the system will not allow you any different entrance. For Spouse work hook only if the spouse has work place yes or no. The 8th and 9th fields are “Spouse work Place” and “Start of Service”, whereby only the 9th field is to be filled. Enter the date of work service in the field, the field is programmed enter only the figures and the field will change it to the correct date format. The 10th and 11th field are “Qualification” and “Subject”, what minds the qualification the teacher/ instructor has archived and in which subject he made his/ her qualification.



The 12th and 13th field will indicate the “Work Position” and “Salary” scale, what minds which position the person will have in his/ her work place and what salary hi/ she is earning. The 14th field is “Work Place” what minds were he/ she is working. The System will give you two opportunities ta for teaching staff and ad for administration staff, the system will not allow you any different opportunities. The next picture 25 will give you the following fields. Picture 25 All fields are in a grey colour, those fields are not confirmed yet for a possible part of the system. Please fill those fields with data if available, see at picture 25 For any difficulties in finding Names and Personnel in a Institutes you have the change to find those persons by searching the system, see at picture 26 and open the search engine by pressing the bottom “Open search of TA+AD Name” Picture 26 By open the search engine you have the picture 27 Picture 27



The search engine will give you 5 possibilities of searching on your entrance. “Institute TD, Name of Institute, First Name, Gender, and Work Position” Each entrance can be entered in a single field or more as the information is available. Enter any abbreviation like Esh for Eshetu the engine will give you the result after you press the bottom search. The following picture 28 will appear. Picture 28 The search engine will give you the following field as opportunity and a result. What doe’s it mean, any field you can enter the request and upon the request the search will find and fill the “Registration, Name of Institution, First Name, Birthday, Gender, Work Position, Work Place, Current Training Field, Start of Service, and Phone” With the button right down in the corner you can search if you have more than 1 result. More than 1 result will be indicated down on the system Record; here it is indicating 1 of 1 result. If you close the Result of Personnel research the Search of Personnel box will appear again, and you can search again. If you close the box Search for Personnel the search engine is completely closed down.



7. Intern Ship The picture 29 Window menu shows you the buttons with the name “Intern Ship” press these button ones and opens the data sheet with the following picture 30 Picture 29 Picture 30



First you have the general data sheet, than the box 1 “DEP+TRD+TRF” this box indicates the registered training fields of the Institute or College. The data are fixed though the registration done before. Here we have the (►) indicating the following data General screen on Top;

First SNNP1, second Awassa Business College and third AWAS as Initials

Box “DEP+TRD+TRF” First SNNP1, the second field will be shown as SNNP1\1 automatically. This box is blocked and you can not change any data, this can be done in the Registration of Program codes and Trades. only Attention this will count for all “DEP+TRG+TRP” boxes after the Registration of Program Codes and Trades has made. The second box “Intern Ship Query” is indicating the data entering of students and training fields The data sheet picture 31 is simple; it is build and has the system of entering data for the Inter Ship Program of each Institute and is to handle as all data sheets before. The Registration is given automatically and the selection of the No ID is given by the system itself. The 1st field “Registration” for each Company or Office. The 2nd field “Intern Ship ID” The 3rd field “Intern Ship “Year” The 4th field “Program Name”, The 5th field “Field spec. Name”, The 6th field “Training Level”, The 7th field “Male”, The 8th field “Female”, The 9th field “No of Trainees” The 10th field “Intern Ship Training Time” Those fields should be filled through the information from the Institute Vocational Counsellor. The summering of cooperation with the public private sector (small scale entrepreneurs, offices and companies) will be entered in the field’s picture 31 1st Name of company



2nd Contact Personnel 3rd Phone 4th Fax 5th and Remarks The box “Intern Ship Query” in picture 31 has up and down entering fields, in the field Training Time enter the hours in numeric e.g. 312 or the time spend in this company e.g. 120 this is for checking purposes if the Inter Ship Program has been done according to the request of 312 h per year Picture 31 In the above picture 31 you see the registration with 1 and the first company registered with SNNP1\1 and in the training field Road construction. Attention; in all training fields you can enter as much as possible companies for the training fields and years use the bottom on the left down part of the box to go to your request Remember that the boxes 1 and 2 are connected to each other and the aero (►) will indicate your stay within the boxes.



8. Equipment AD+WS The picture 32 Window menu and shows you the buttons with the name “Equipment AD + WS” press this button ones and open the data sheet with the following picture 33 Picture 32 Picture 33



On top of the screen, you will have the Registration of the Institute limit to the fields Registration ID, Name of the Institute and the field Initials. Below the mention fields you have two boxes, the 1st box with the name “Reg. of Houses” picture 34 Picture 34 First you have the general data sheet, with the box “Reg. of Houses” this box indicates the registered each House on your premises of the Institute or College. The data are fixed though the registration done before. Here we have the (►) indicating the following data General screen on Top;


Box “Reg. of Houses” Select by open the pull down menu SNNP1, here use the pull down menu (▼) or F4 for the selection on the House, and Rooms. Select by open the pull down menu SNNP1, the second field will be shown as SNNP1\1 automatically. As field “House Cohort” here Administration “Construction on” here Solid Blocks “Room Name” here Dean Picture 35



The last field’s picture 35 is indicating the “length the width, height and the m²” here you will enter, the numeric figures, of the room measurements, only. The system will calculate the m² by it self. The last field is the “Remarks”, here you will enter statements e.g. room has to be painted, only. In the next 2nd box “Equipment AD+WS” we will enter the equipment of each room or workshop. With filling of all those fields you will see the following picture 36+ 37 below Picture 36 Picture 37 The first part of the second box “Equipment AD + WS” is as follows First you have the field “No ID” were you have to enter the No as the picture 36 shows enter 1 to n (n is for many entries) The 2nd and 3rd field is already automatically filled by the system; that field are the registration out of box one “Reg. of Houses” The 4th field is “Equipment Cohort” what minds the different equipment possibilities. Use the bottom F4 or (▼) for selection. The 5th field is “Equipment AD” by using F4 you can select equipment as it is shown Table The second part of box “Equipment AD + WS” is shown in picture 37,



The 6th field is “Equipment Cohort WS” what minds all workshop equipment will be entered here; press the bottom F4 for selection, the field is empty (none) because we didn’t select a workshop room yet. The 7th field “Equipment WS” is empty under the bottom F4 you can’t select equipment, because so many machines and tools exist, so you have to enter the different equipment manually. The 8th field “Purchasing Year” enter the year of machine/ tool entered to the institute what is 1999EC The 9th field “Quantity” enters how many tools are counted, and enter the figure. The 10th field “Condition”, minds with the bottom F4 select the three different kinds of conditions. The following 5 fields, “Electric, Repair, INSTALL manual, and Serves manual” are related to machines and hand machines in general, asking if those machines in order or the different manuals available or not available. Here just hook the square with yes (√) or no let it be empty for the furniture. The last field is the “Remarks”, here you will enter only statements e.g. should be replaced. Conclusion: the room AD Dean has the Equipment, 2 Tables purchased 1999 EC. Ones you want to do a second registration of furniture or equipment move the TAB bottom and the empty box will open the indicator in box Reg. of Houses is still in room AD Dean the box Equipment AD+WS will indicate as in picture 38 Picture 38 You can move the indicator (►) with the button ◄► in the down part of each box. Please follow the description carefully, and as for any other box, please enter first the ID otherwise you will have an negative action in the System and your data entrance will be rejected.



1. Attention, the entrance for one AD or WS is connected to the “Reg. of House” box, if the ► is on the indicating room the registration of furniture will be for this AD or WS only.

2. Attention; in all Houses and rooms you can enter as much as possible

furniture or equipment as your request is demanding, referring to the reports chapter

After you have finished the entrance of all Registrations in the MIS System, look at each opening page

• Open Page System colour Yellow • Open Page Registration colour Blue • Open Page Data Input colour Rose • Open Page Reports colour green

you find the background colour differently it will guide you that you know on which Level you are Return to the opening page, it is yellow in colour, and proceed



9. Students Intake The picture 39 Window menu shows you the “Starting Page” select button with the name “Data Input” press this button ones and open the data sheet with the following picture 40, press again “Students “Enrolment and Graduation” and contentious to open picture 41 Picture 39 Picture 40



Picture 41 First you have the general data sheet, with the box “DEP+TRG+TRP” this box indicates the registered training fields in your Institute or College. The data are fixed though the registration done before. Here we have the (►) indicating the following data General screen on Top;


Box “DEP+TRG+TRP” Select by open the pull down menu (▼) or F4 for the”Registration“select SNNP1, and register SNNP1, the second field will be shown as SNNP1\1 automatically. This box is blocked and you can not change any data, this can be done in the Registration of Program codes and Trades only. Attention this will count for all “DEP+TRG+TRP” boxes after the Registration of Program Codes and Trades has made.



The data sheet and second box “Intake Students Query” picture 42 is simple; it is build in a three line field, up and down and has the system of entering data for Formal and Non Formal Training (as green fields shown) courses. The first field is the “Registration” for each Student and each Institute. With the No. 1, this will give The 2nd field automatically the No. ID SNNP1\1 indication The 3rd field is the “First Name”, The 4th field is the “Fathers Name”, The 5th field is the “Gender”, The 6th field is the “Intake Year”, The 7th field is the “Intake Marks”, Picture 42 The field “Gender” has only the entrance m for Male and f for Female. Any other or different letter will be rejected. The field “Intake Year” use the button of Keyboard F4 for the pull down menu on the selection of the intake year. The field “Intake Mark” enter only your numbers without the comma, the comma is programmed already. Picture 43



The third line is the field “Trade Field”, “Training Level” and “TR PR F” for entering the Formal Training Program. In the “TR PR F” you have to indicate what training program the student will choose, !0th Grade or Evening Classes. The green part is the part of the Non Formal Training Program. Here the fields are “Course” and “Duration” and “TR PR NF”, The “Town” and at last the contact number (“Phone” number), the Phone Number you can directly enter the numbers without brackets as well the “Remarks” and the “Picture”. As in picture 42 + 43, the first line, all training fields, will be taken over from box “DEP+TRD+TRP”, automatically, with this system you can register as many students you want in 1 training field only. The new entrance will be, if you conscious with the TAB bottom and very time new empty fields will open and a student can be registered. Attention, the entrance for one training field is connected to the “DEP+TRD+TRP” box, if the ► is on the indicating training field the registration of students will be for this training field only. The field Remarks, you can enter any information over the student, according to the Institution need. The picture field on the end of the box can be entered through scanning or by using a digital camera and will have the picture size of 5.74 KB, or 145x 198 pixel size, the picture it self is a word image. The bit- image can be seen in the data bank only. It is advisable to have for each training course a separate picture folder what will be based under the system, please ask your System Administrator With the bottoms ◄► you can move the indicator ►on the left site up and down. This data sheet is created for the print out of students ID cards, as well as for counting all new registration within the system. The system will convert the data entrance to a counting sheet in gender, training field and NF data format. After you have entered all data in both boxes, please close the Window with the button door sign and go to the next data sheet, see the following page



10. Students Enrolment, Graduates (numerically) The picture 44 Window menu shows you the button with the name “Students Enrolment and Graduation numerically” press this bottom ones and it will open the data sheet with the following picture 45 Picture 44 Picture 45



First you have the general data sheet; with the box “DEP+TRG+TRP” this box indicates the registered training fields in your Institute or College. The data are fixed though the registration done before. Here we have the (►) indicating the following data General screen on Top;

First SNNP1 second Awassa Business College and third AWAS as Initials Box “DEP+TRG+TRP” First select by open the pull down menu (▼) or F4 for the”Registration“ select SNNP1, and register SNNP1, the second field will be shown as SNNP1\1 automatically. This box is blocked and you can not change any data, this can be done in the Registration of Program codes and Trades only. Attention this will count for all “DEP+TRG+TRP” boxes after the Registration of Program Codes and Trades has made. The second box called “Students Cohort Formal Query” and is build up in a two line up and down menu and the data sheet picture 46 is simple; it is build up like an Excel Worksheet. Picture 46 As in picture 46, the first line, all training fields, will be taken over from box “DEP+TRD+TRP”, automatically, within the system. The new entrance will be, if you conscious with the TAB button and very time new empty fields will open and a student can be registered. Attention, the entrance for one training field is connected to the “DEP+TRD+TRP” box, if the ► is on the indicating training field the registration of students will be for this training field only.



The first field is the “Registration” for each Institute. The 2nd field automatically the No. ID SNNP1\1 indication The 3rd field the “Name of Institute”, The 4th to the 10th field the raining field” are registered, The 11th field is “Year”, The 12th field is “Training Program” for indicating the different Levels of occupations or 10+ grades The 13th the field “Cohort” what means the kind of entrance you want to do here is the Enrolment with is ENR or Graduate with is GRD for Students. Ones again if you use the F4 bottom the field will open a pull down menu were you can select the correct data. After entering all data you have to fill each field with your student’s figure (numbers) accordantly of the training field, training program, year and the ENR or GDR entrance. Picture 47 The picture 47 shows you the way to enter the figures First part blue is 10+1 Enrolment With M1 and F1 for male and female, S11 is the Sum of M1 and F1 Second part light brown is 10+2 Enrolment With M21 up to F22 you enter the data for the 1st and 2nd year of 10+2. T21 and T22 is the Sum of the 1st and 2nd year Students Enrolment. S22 the Sum of T21 and T22 Third part light green is 10+3 Enrolment Follow the some schematics as in 10+1 and 10+2 The light rose field on the end of the table will give you automatically the Sum of all Enrolment entered in this “training field”, “training program” and “year”. All coloured fields and the field with the sign -T- are calculating automatically by the system, also you can’t enter any figure. With the bottoms ◄► you can move the indicator ►on the left site up and down.



After you have entered all data in the boxes, please close the Window with the bottom door sign and go to the next data sheet “Students Enrolment EV and Graduation” see the following; The picture 49 Window menu and shows you the button with the name “Students Enrolment EV and Graduation” press one bottom and open the data sheet with the following picture 50 Picture 49 Picture 50



The data sheet picture 49 and 50 is simple; it is build up like an Excel Worksheet and the some as the Enrolment data sheet. First you have the general data sheet; with the box “DEP+TRG+TRP” this box indicates the registered training fields in your Institute or College. The data are fixed though the registration done before. Here we have the (►) indicating the following data General screen on Top;

First SNNP1, second Awassa Business College and third AWAS as Initials Box “DEP+TRG+TRP” First select by open the pull down menu SNNP1, First select by open the pull down menu SNNP1, the second field will be shown as SNNP1\1 automatically. This box is blocked and you can not change any data, this can be done in the Registration of Program codes and Trades only. Attention this will count for all “DEP+TRG+TRP” boxes after the Registration of Program Codes and Trades has made. As in picture 50, the first line, all training fields, will be taken over from box “DEP+TRD+TRP”, automatically, within the system. The new entrance will be, if you conscious with the TAB bottom and very time new empty fields will open and a student can be registered. Attention, the entrance for one training field is connected to the “DEP+TRD+TRP” box, if the ► is on the indicating training field the registration of students will be for this training field only. All entrance of data will be as in the data sheet before “Students Cohort Formal Query”, the course duration is longer and therefore the data sheet is designed accordantly to the evening classes. All coloured fields and the field with the sign “T (Total) “are calculating automatically. With the bottoms ◄► you can move the indicator ►on the left site up and down. After you have entered all data in both boxes, please close the Window with the bottom door sign and go to the next data sheet see the following page



11. TVET Expenditure Budget The picture 51 Window menu and shows you the buttons with the name “Expenditure Budget” press this button one and open the data sheet with the following picture 52 Picture 51 Picture 52 At this surface, picture 52, you can enter the different -expenditure areas of budget- according to the financial code of the Ministry of Finance. The Copy is attached to the User Manual as Guideline, behind this chapter.



Picture 53 The entrance indicate the following First you have the general data sheet; with the box “Expenditure 61234” this box indicates the registered financial code from the MoFc. Here we have the (►) indicating the following data General screen on Top;

First SNNP1, second Awassa Business College and third AWAS as Initials Box “Expenditure 61234” First select by open the pull down menu SNNP1, the second field will be shown as SNNP1\1 automatically. 1st “Ex, ID” here 6100 as identification, 2nd “Expenditure ID” Personnel Services will be entered automatically with the entrance of “Ex. ID” use the pull down menu or F4 for selection. 3rd “Sub area ID” here 6110 as identification 4th “Sub area Name” Emoluments will be entered automatically with the entrance of “Sub area. ID” uses the pull down menu or F4 for selection. 5th “Item area” here 6111 as identification, 6th “Item area Name” Salaries to permanent Staff will be entered automatically with the entrance of “Item area” use the pull down menu or F4 for selection. The system is exactly on the financial code programmed, the figures (Codes) will be entered by the pull down menu automatically; Proceed to fill the box “Expenditure 61234” with all your financial codes as described before you move to box “Expenditure Total Query” shown on the next page and picture 54



Picture 54 As in picture 54, the first line, all financial codes, will be taken over from box “Expenditure 61234”, automatically, within the system. The new entrance will be, if you conscious with the TAB button and very time new empty fields will open and a new financial figure can be registered. Picture55 Attention, the entrance for one financial code is connected to the “Expenditure 61234” box, if the ► is on the indicating financial code the registration of the financial code will be for this field only. See at picture 55



Table3.1

ITEMS OF EXPENDITURE 6100

Code Ares/ Sub-area/Item of Expenditure 6100 PERSONNEL SERVICES 6110 Emoluments 6111 Salaries to permanent staff 6112 Salaries to military staff 6113 Wages to contract staff 6114 Wages to casual staff 6115 Wages to external contract staff 6116 Miscellaneous payments to staff 6120 Allowances/benefits 6121 Allowances to permanent staff 6122 Allowance to military staff 6123 Allowances to contract staff 6124 Allowances to external contract staff 6130 Pension contribution 6131 Government contribution to permanent staff pensions 6132 Government contribution to military staff pensions



Description of the Items or Expenditure 3.8. The following is a detailed description of each item of expenditure. The

examples

Provided are illustrative but not exhaustive of the item.

6100: PERSONNELSERVICES

Personnel service is one of four areas of expenditure. Under the personnel

Services area of expenditure (6100), expenditures are grouped in to three sub-

areas of expenditure: 6110 ’’emoluments’’ ’6210 ’’allowances/benefits and

6130pension contributions.’’

Government contributions to pensions are listed under Transfers (6400). Total

personnel costs for a cost centre can be calculated from the items under the 6100

area of expenditure. The total cost of an individual providing services to the

government include their emolument, their allowances (if any), and the

government contribution to their pension (if any).

6110: Emoluments

Emoluments are the payments in cash, but not in kind, to individuals for services

rendered. Emoluments are divided in to the following categories of individuals

providing services to government: permanent, military, contract, casual, and

external contract. Emoluments do not include non- cash items of remuneration in

kind, consisting of the value of food, clothing, and lodging provided to

employees free of charge or at markedly reduced cost. Remuneration

inkindiscoveredunder6120 ‘’allowances



6111: Salaries to permanent staff

Permanent staff include the following (1) staff whose position and salaries are

approved by the Civil Service Commission; (2) elected or appointed staff

including members of the House of people’s Representatives, court judges,

political appointees and general auditors whose positions are approved by the

House of People’s Representatives; (3) posts approved by boards of directors of

autonomous institutions; and (4) police.

6112: Salaries to military staff

Military staff is appointed by the Ministry of Defence. Non-military staff serving

in the Ministry of Defence is compensated depending on personnel type under

the following

Items: 6111 ‘’permanent staff,’’ or 6113 ‘’Contract staff’’ or 6114 ‘’Casual staff.’’

6113: Wages to contract staff

Except for permanent staff as defined in item 6111, contract staff are those staff

who have payments approved by the Civil Service Commission or by Boards of

Directors of autonomous institutions but do not have a position \authorized by

the respective bodies.

6114: Wages to casual staff

Casual staff has neither an approved post nor are their payments approved by

the Civil Service Commission. They are temporary staff whose terms and

conditions of work are determined by their respective institutions.



6115: Wages to external contract staff

External contractors are individuals provided under technical assistance

contracts. External contractors can be either local or expatriate personnel. This

staffs does not have positions or payments authorized by the Civil Service

Commission or by Boards of Directors of autonomous institutions.



6116: Miscellaneous payments to staff

This item should be used for any payments to staff for services performed as a

supplement to the above emoluments or in lieu of the above emoluments.

Examples include the following: overtime and bonuses.

6120: Allowances/benefits

Allowances and benefits are direct payments or income in kind provided to staff

as a condition of their employment. Examples include the following: car, house,

transport, hardship and for service on boards of directors.

6121: Allowances to permanent staff

Direct payments or income in kind provided to permanent staff defined in item

611. Examples include the following: food provided to police, fuel, and cost of

living allowance. Another example would be the ad hoc payment in to total or in

part of medical expenses for a private or government facility.

6122: Allowances to military staff:

Direct payments or income in kind provided to staff with a post approved by the

Ministry Defence. Examples include the following: hazardous duty pay and

food.



6123: Allowances to contract staff

Direct payments or income in kind provided to staff with a payment approved

by the Civil Service Commission. Allowance depends on the contract provisions.

One example has been a fuel allowance.

6124: Allowances to external contract staff

Direct payments or income in kind provided to staff funded under external

contracts as a condition of their employment. Examples include the following:

education and house allowance.

6130: Pension contribution:

This sub-area of expenditure is government’s contribution to the staff member’s

pension.

6131: Government contribution to permanent staff pensions

Government contribution to the pension fund for permanent staff as defined in

item 6111.

6132: Government contribution to military staff pensions

Government contribution to the pension fund for staff that have a military

appointment from the Ministry of Defence



Table3.1

ITEMS OF EXPENDITURE

Code Ares/ Sub-area/Item of Expenditure 6200 GOODS AND SERVICES 6210.20 Goods and supplies 6211 Uniforms, Clothing bedding 6212 Office supplies 6213 Printing 6214 Medical supplies 6215 Educational supplies 6216 Food 6217 Fuel and lubricants 6218 Other material and supplies 6219 Miscellaneous equipment 6221 Agriculture, forestry and marine inputs 6222 Veterinary supplies and drugs 6223 Research and development supplies 6224 Ammunition and ordinance 6230 Travelling and official entertainment services 6231 Per Diem 6232 Transport fees 6233 Official entertainment 6240 Maintenance and repair services 6241 Maintenance and repair of vehicles and other transport 6242 Maintenance and repair of aircraft and boats 6243 Maintenance and repair of plant, machinery, and equipment 6244 Maintenance and repair of buildings, furnishings and fixtures 6245 Maintenance and repair of infrastructure 6246 Maintenance and repair of military equipment 6250 Contracted services 6251 Contracted professional services 6252 Rent



6253 Advertising 6254 Insurance 6255 Freight 6256 Fees and charges 6257 Electricity charges 6258 Telecommunication charges 6259 Water and other utilities 6270 Training services 6271 Local training 6272 External training 6280 Stocks of emergency and strategic goods 6281 Stocks of food 6282 Stocks of fuel 6283 Other stocks



6200: GOODS ANDSERVECES

This area of expenditure coves the purchase of goods and services bought on the

market except the following: fixed assets, goods and services to be used in the

production of fixed assets, land and intangible assets. Included in this area are

‘’miscellaneous equipment’’ (Item 6219) which are of small value (under 200 birr)

with a normal life of more than one year. Purchases should be shown as the

amount paid in money or debt obligations including any rebates or discounts.

This area of expenditure is grouped in to six sub-areas: goods and supplies;

travelling and official entertainment services; maintenance and repair services;

contracted services; training services; and stocks of emergency and strategic

goods. Purchase of goods and services are shown gross including all taxes and

duties, and all reasonable and customary charges (e.g. transport).

6210-20: Goods and supplies

This sub-area of expenditure includes consumables used in daily operations.

While the consumables may have an economic life of more than a year, the

intention is to use them within a year. Examples include the following: office

supplies and food.

6211: Uniforms, Clothing and bedding

This item includes uniforms for military and police personnel, protective

clothing for hospitals, and uniforms supplied to custodial and technical

employees. Examples include the following: tents, sleeping bags, bed lines,

blankets, and military accessories for carrying ammunition.



6212: Office supplies

This item includes all consumable items involved in operating an office examples

include the following: stationery, pre-printed forms, typewriter ribbons, printer

cartridges, diskettes, etc.

6213: Printing

This item includes all costs associated with printing done by government offices

or private vendors. Production of text boos by the Ministry of Education would

not be covered under item but would be covered under item 6215 ‘’Educational

supplies.’’

6214: Medical supplies

This item includes all supplies and drugs for the purpose of the treatment or

prevention of illness in medical facilities. Examples of supplies include the

following: Glass slides for blood samples, and syringes. Protective clothing

including surgical gowns and gloves would be placed under item 6211

‘’Uniforms, clothing and bedding.’’ Examples of drugs include the following:

penicillin, chloroquine and tetanus. All expenses of consumable materials and

supplies connected with the operation of hospitals and health station, centres

and medical laboratories are included under this item of expenditure. Purchase

of medical equipments such as microscopes, X-ray equipment, refrigerators

should be placed under item 6313 ‘’Purchase of plant, machinery and

equipment.’’



6215: Educational supplies

This item includes written and audio-Visual reading and reference material used

in instruction. Examples of educational supplies would include the following:

textbooks, reference books, journal, magazines, newspapers, chalk, paper, pens,

pencils, files, art materials, etc. Production of text books by the Ministry of

Education would be covered under this item. Purchase of equipment for

educational purposes such as projectors, televisions, video machines.

Photocopiers should be listed under item 6313’’ purchase of plant, machinery

and equipment.’’

6216: Food

This item includes all food stuffs for patients in hospitals, inmates of prisons and

pupils of educational institution. Not included under this item is the

procurement or receipt of bulk food stocks for emergency or strategic purposes

covered under item 6281.

6217: Fuels and lubricants

This item covers the retail and bulk purchase of stocks of petrol and lubricants.

An example would be the bulk purchase of petrol and or lubricants for a motor

pool or fuel for generators. This item also covers the retail purchase of petrol and

lubricants for a vehicle in preparation of a trip or during a trip. Item 6282 ‘’stocks

of fuel’’ is to be used for large-scale strategic procurement of fuel.



6218: Other material and supplies

This item covers all other consumable materials or supplies. Examples include

the following: fed for animals and cleaning supplies (soap, detergents, soft brush,

etc).

6219: Miscellaneous equipment

This item includes equipment under 200 Birr of value or which normally have a

useful life or more than one year. Examples include the following: small tools

and office equipment such as staplers.

6221: Agriculture, forestry and marine inputs

This item includes all inputs used by government agricultural, forestry and

marine institutions. Examples include the following: fertilizer, seed, insecticides

and any other input used in government assisting agriculture, forestry and

marine production.

6222: Veterinary supplies and drugs

This item includes all supplies and drugs for government veterinary services.

Examples include the following: artificial insemination equipment, syringes and

specimen containers.



6223: Research and development supplies

This item includes inputs elated to research and development. Examples include

the following scientific instruments, chemical agents and laboratory glassware.

6224 Ammunition and ordinance

This item includes all ammunition and ordinance procured police, security

personnel and the military. Examples include the following: small arms

ammunition, artillery shells and projectiles.

6230: Travelling and official entertainment services

This sub-area of expenditure includes all costs associated with travelling by

government staff excluding the following: item 6241 ‘’Maintenance and repair of

vehicles and other transport’’ and item 6217’’fueland lubricants.’’ Official

entertainment is the expense related to official represent on.

6231: Per Diem

Per Diem is a standard rate provided to government staff to travel which covers

lodging, meals and incidental expenses.

6232: Research and development supplies

This item covers direct transport costs. Examples include the following: air line

tickets, bus fares, taxi fares, airport departure fees, and charges associated with



the transfer of luggage. This item does not cover the operating expenses of

transport which are covered under item6217 ‘’fuel and lubricants’’ nor does it

cover maintenance expenses for transport which is covered under item 6241

‘’maintenance and repair of vehicles and other transport,’’ and item6242 ‘’

maintenance and repair of aircraft and boats.’’

6233: Official entertainment

This item covers expenses elated to official functions and representation.

Examples include the following entertainment expenses (food, beverage and

incidentals) associated with official representation by over seas missions and

domestic government functions.



6240: Maintenance and repair services

This sub-area of expenditure covers the maintenance and repairs of all vehicles,

other transport (e.g. motorcycle, bicycles), aircraft, boats, plant, machinery,

equipment, buildings and infrastructure. These services may be provided by

government facilities or private vendors. Maintenance includes the labour and

material ( including spare parts)

6241: Maintenance and repair of vehicles and other transport

This item covers the labour and material costs of maintenance for motor vehicles,

motorcycles, bicycles. Examples include the following labour costs, spare parts.

6242: Maintenance and repair of aircraft and boats

This item covers the labour and material costs of maintenance for aircraft and

boats.

6243: Maintenance and repair of plant, machinery, and equipment

This item covers the repair, replacement of spare parts, servicing and

maintenance cost of plant, machinery and equipment.



6244: Maintenance and repair of buildings, furnishings, and

fixtures

Examples include the following: all charges associated with maintenance and the

procurement of cleaning and repair material, maintenance of grounds, fences,

furniture, and light fixtures.

6245: Maintenance and repair of infrastructure

This item covers both minor and major maintenance of roads, dams, airport

tarmacs, bridges, canals, irrigation works, sewerage systems and other

infrastructure.

6246: Maintenance and repair of military equipment

This item includes the maintenance and repair of all military equipment.

Examples include the following: routine maintenance of military trucks, tanks,

vehicles, and repair of rifle, etc.

6250: Contracted services

This sub – area covers all services purchased from vendors, individuals, or

institutions both inside and our side of government. Examples include the

following: Printing Contracts and Consulting services.



6251: Contracted professional service

This item includes professional services contracted to vendors or individuals

both outside and government and to other government agencies. Examples

include the following consulting services studies, medical research, maps and

surveys by government agencies and engineering consultants.

6252: Rent

This item is the payment in cash of the rental cost of a fixed asset. Examples

include following computers, machinery buildings, and leases for infrastructure

(e.g. and storage facilities.)

6253: Advertising

Any cost of advertisement by mass-media, radio, newspaper and televisions if

include in this item advertisements for vacancies, bids and the like are examples

of this expense.

6254: Insurance

This item includes all charges associated with insurance contracts entered in to

by the government with vendors.



6255: Freight

Includes all costs (e.g. transport, loading /unloading charges) associated with the

movement of goods.

6256: Fees and charges

Fees and charges are the miscellaneous expenses incurred in government

operations. Examples include the following : bank charges ( except for external

and domestic debt which is covered under items 6432 '' Payments of interest and

bank charges on external public debt, '' and 6434 '' Payments of interest and bank

charges on domestic public debt'') Commissions, court fees, correspondent

charges, vehicle inspection and registration fees.

6257: Electricity charges

Charges for electric utilities



6258: Telecommunication charges

Charges for telephone, telex, tale fax, services. Installation charges are included.

Additional lines or expansion would be covered under 6234 ''Construction of

Infrastructure.''

6270: Training services

This sub-area covers both local and external training of government staff.

6271: Local training

The expenses of local training. Examples include the following: transport to and

from the training site, cost of the resource personnel, cost of the training

materials, charges for the training venue, per diems for participants and resource

personnel, and incidental costs incurred in the training. Also tuition fees paid for

employees of a public body is included here.

6272: External training

The expenses of training outside of the country. Examples include the following:

transport to and from the training site, tuition fees, cost of the training materials

(if not covered in the tuition fees), per Diems for participants, and incidental

costs incurred in the travel to the training site and incidental costs incurred

during the training program.



6280: Stocks of emergency and strategic goods

This sub-area covers direct payment for and /or the costs associated with the

purchase or receipt of stocks of grains and other commodities of special

importance to the nation and stocks purchased by market regulatory

organization with in government. Examples include bulk grain and fuel

procurement. This item covers only the purchases price FOB (freight on Board) 0f

the commodity and does not include the charges for transport, storage and

distribution. Transport charges would be under item 6255 ''Freight.'' Storage

costs would be listed under item 6252 ''Rent.''

6281: Stocks of food

Procurement of strategic stocks of food. The item covers the purchase price but

not the cost of storage, transport or distribution.

6282: Stocks of fuel

Procurement of strategic stocks of fuel. The item covers the purchase price but

not the cost of storage, transport or distribution.

6283: Other stocks

Procurement of other strategic stocks. The item covers the purchase price but not

the cost of storage, transport or distribution.



Table3.1


Code Ares/ Sub-area/Item of Expenditure 6300 FIXED ASSETS AND CONSTRUCTION 6310 Fixed assets 6311 Purchase of vehicles and other vehicular transport 6312 Purchase of aircraft, boats, etc. 6313 Purchase of plant, machinery and equipment 6314 Purchase of buildings, furnishings and fixtures 6315 Purchase of Purchase of live stock and transport animals 6316 Purchase of military equipment 6320 Construction 6321 Pre-construction activities 6322 Construction of buildings – residential 6323 Construction of building-non-residential 6324 Construction of infrastructure 6325 Construction for military purposes



6300: Fixed Assets and Construction

Fixed assets include payments for purchase in the market of for production

within government of new or existing durable goods. It includes only goods with

both a normal life of more than one year and valued more than 200 birr. The

kinds of durable goods included are immovable fixed goods (residential and

non- residential buildings, infrastructure, furnishings and fixtures) as well as

movable fixed goods including transport equipment and animals, equipment

and machinery. Items not included in fixed assets are small tools work clothes,

spare parts and equipment valued under 200 birr even if they have a normal life

of more than one year. Such equipment should be placed in item 6219

''miscellaneous equipment.'' Purchase of fixed assets and construction materials

are shown gross including all taxes and duties. Construction involves the

creation fixed assets.

6310: Fixed assets

This sub-area includes all assets with a normal life of over one year and a value

over 200 Birr. Examples include vehicles, equipment and furnishings and

fixtures.

6311: purchase of vehicles and other transport

This item includes motor vehicles, motorcycles, bicycles, and trailers.



6312: Purchase of aircraft and boats, etc.

This item includes the purchase of aircraft and boats for non-military purposes.

Military aircraft and boats would be listed under item 6316 '' purchase of military

equipment.''

6313: Purchase of plant, machinery and equipment

This item includes equipment for offices and workshops. Examples include,

computers, typewriters, generators, photocopiers, heavy construction

equipment, survey equipment, medical equipment, and education equipment.

6314: Purchase of buildings, furnishing a fixtures.

Purchase of any building furnishing or fixture for government use is

incorporated under this item. Examples include purchase of a house a board for

either residential or office use or both, exterior and interior lighting fixtures,

furniture, carpets and drapes.

6315: purchase of livestock and transport animals

Purchase of live stock for breeding and research purposes and transport animals

for government activities.



6316: Purchase of military equipment

This item covers purchase of military equipment. Examples include the

following: small arms, artillery, tanks trucks, air craft, boats, etc.

6320: Construction

This sub-area includes all costs associated with pre-construction and

construction including labour and material.

6321: Pre-construction activities

The cost of preliminary studies, surveys, feasibility studies, engineering and

other technical designs in preparation for a construction project.

6322: Construction of buildings- residential

Construction of buildings for personnel, housing schemes etc. are included in

this item. Examples include the following: dormitories\ personnel residences,

and camps in areas which lack housing for government staff

6323: Construction of buildings-non residential

This item covers the construction of administrative offices as well as,

warehouses, libraries, museums, monuments et.



16324: Construction of infrastructure

This item covers construction of all public structure which is not buildings.

Examples include the following: roads, bridges, airfields, canals, irrigation

systems, sewerage systems, parks, sport fields, etc.

6325: Construction for military purposes

This item covers all construction used for military purposes including buildings,

infrastructure and military defences.

1

Land or the improvement of land is not

listed as fixed asset.



Table3.1


Code Ares/ Sub-area/Item of Expenditure 6400 OTHER PAYMENTS 6410 Subsidies, investment and payments 6411 Subsides to Regions and Administrative Councils 6412 Grants, contributions and subsidies to institutions and enterprises 6413 Government investment 6414 Contributions to international organizations 6415 Contingency 6416 Compensation to individuals and institutions 6417 Grants and gratuities to individuals 6418 Contributions to sinking funds 6419 Miscellaneous payments 6430 Debt payments 6431 Payments on the principal of external public debt 6432 Payments of interest and bank charges on external public debt 6433 Payments on the principal of domestic public debt 6434 Payments of interest and bank charges on domestic public debt 6440 Pension payments 6441 Government pension payment to permanent staff 6442 Government pension payment to military staff



6400: OTHER PAYMENTS

This area of expenditure covers all cash payments made to domestic and external

institutions and individuals obligated by government by sub side, grant, or debt.

6410: Subsides and grants

This sub-area covers all subsidies and grants made through the consolidated

fund.

6411: Subsidies to regions and administrative councils

This item covers block transfers made to regions and administrative councils.

6412: Grants, contributions and subsides to institutions and

enterprises

This item includes cash payments to autonomous institutions and cash grants to

social, religious, cultural institutions outside the government for which no

detailed accounting is

Required. Examples of grants include the following: government donation to a

charitable organization or religious organization.

6413: Government investment

This item covers government investment in wholly owned government

enterprises or government participation in a private film. The objective of this



participation is to increase the share capital or the enterprise and /or to increase

the government’s ownership of the enterprise.

6414: Contributions to international organizations

This item covers contributions to supranational authorities (e.g. the United

Nations, the Organization of African Unity, the African Development an),

specialized international technical agencies (postal union), and international

agencies for the promotion of professional, scientific, cultural development.

6415: Contingency

This code is reserved for use only by the Ministry of Finance> The item is used to

budget for unallocated funds to provide for contingencies and can also bu used

for writ-offs.

6416: Compensation to individuals and institutions

All expenses to compensate individuals, groups of individuals and organizations

for various reasons which is determined by the government or by the courts. An

example of such compensation would be the payment to n individual for the use

of land which government requires. Compensation is a legal or moral obligation

by Government to redress to an individual or organization a loss. The previous

expenditure item ‘’ Dare got’’ is subsumed under this item.

6417: Grants and gratuities to individuals

This item includes any grant to an individual determined by the government.

Examples include the following: grants to blind students, to students abroad and



incentives to scientists and sports persons as well as any prize by the government

to individual. A grant or gratuity is a voluntary obligation by which the

government honours an individual or individuals.

6418: Contributions to sinking funds

This code is for contributions to sinking funds established to repay debtor

replace capital assets.

6419: Miscellaneous payments

Miscellaneous payments to provide for incidental expenses not covered in other

item codes. Examples include fines and the allowances provided for tax

collection through farmer associations

6430: Debt payments

This sub-area covers the cash payment of interest and principal and associate

charges incurred through domestic and international debt.

6431: Payment son the principal of external public debt

The item is self-evident



6432: Payments of interest and bank charge son external public

debt

This item covers cash payments for the interest on and bank charges associated

with external public debt.

6433: Payments on the principal of domestic public debt

The item is self—evident.

6434: Payments of interest and bank charges on domestic public

debt

This item covers cash payments for the interest on and bank charges associated

with domestic public debt.

6440: Pension payments

When payments are made from the special fund for pensions to pension able

permanent and military staff, these payments will be coded as 6441 and 6442

respectively.

6441: Government pension payment to permanent staff

The pension payment to permanent staff from the special pension fund



6442: Government pension payment to military staff

The pension payment to military staff from the special pension fund



12. Reports and Queries The picture 56 Window menu (yellow level) shows you the buttons with the name “Reports” press this button ones and open the data sheet with the following picture 57, (green level) Picture 56 Picture 57



What is the meaning of Report creation in a Data Bank? Reports are created and produced to have a print outs of the summary on data collection in a data bank. All collected and summarized data are stored and will produce the Report according to the request of data request and the request will be extracted from the data bank to the client wishes. All data are stored in tables and queries. Those tables and queries are not visually to the data bank user. If all data are entered properly and correctly the Report can be created to the request of the client in a printable form. The form will indicate all requests and can be handled as the knowledge and summery of an end product in the data bank ready for printing. In the picture 57, each button will show you the different Reports design, but not the print out yet. If you want to print the Reports, open the Report view, use the right button of your mouse and select Print, and see picture 58 and 58a. The following pictures will show you some of the report design within the MI- System. Any additional Report design can be created on request, to the MIS- Administrator. Picture 58



Institutions Information Generally Picture 58a Staff of Institutions Total



Institution Staff Members Students Registration Report



TVET Institutions Phone and Fax- List



Intern Ship Students Report on Field Sepz. Name, Gender Intake Total

Students Enrolment since 1996

Students Enrolment



Students Graduates Students Enrolment and Graduates evening Classes Registration of House Rooms, and Equipment (Inventory)



Registration Card or Students ID Card



In the picture 59, the windows under Expenditure, each button will show you the different Reports design, but not the print out yet. If you want to print the Reports, open the Report view, use the right bottom of your mouse and select Print, see picture 58. The following pictures will show you all the report design on the Expenditure within the MI System. Any additional Report design can be created by request, to the MIS- Administrator. Picture 59 Expenditure 61234 Quarterly Picture 60



In picture 60, you have the Report on the yearly as well as the quarterly Report of the Institute or College. Monthly Reports can be created if there is a need and can be prepared by the System Administrator on request. Generally the system can provide many possibilities of long and short term reports as long as all data in the system are entered and provided properly. For e.g. Expenditure

• Monthly • Expenditure code

Personnel questions as

• Qualification, • Salary scales • Age of teachers • Services years • Weekly training hours

and many more



13. Institutional Statistic The picture 61 Window menu shows you the buttons with the name “Institution Statistics” an the window will open picture 62 Picture 61 and 62



The Window will show an empty sheet of the college Awassa Business College, because no data are entered now, but see at picture 63, the following description is based on the old MIS System Version 4.0, but will be similar in the new Version 5.0 Picture 63 + 64 The table ENR Yearly 1996 to 2001 indicates the numbers of students in each trade taken by the institute, here it is Awassa Business College. Picture 63 Picture 64 1st the initials for each institute used in the ID columns of the different data entrain as Students Enrolment, and Graduates data sheets. 2nd to 4th table are known already from the registration data, the different is that the 4th table shows you the teachers/ instructor RA for 1998 and 1999 E.C.



The following diagrams pictures 65 and 66 are indicating, The diagrams are different but gives the same indication of basic information on a following lay out; the following page has a table indicating a diagram for each area of students Enrolment; the diagram is connected to each institute and can be change in the following different areas like,

1. Registration 2. Students Cohort ID 3. Name of Institute 4. Year of EN Students Picture 65 5. Departments 6. Trades 7. And Training program

The first 3 fields you don’t need change, there are automatically already defined. On the down part of the screen you have the possibilities of changing the following areas like,

1. Department 2. Trades 3. And Training Program

Picture 55

The colour for the different graph beams are explained below in the table

The figures are only given for the last colour the total Students

Sum of all 10+1 Students Sum of 10+2 1st year Students Sum of 10+2 2nd year Student Sum of 10+2 Total Student Sum of 10+3 1st year Students Sum of 10+3 2nd year Students Sum of 10+3 3rd year Student Sum of 10+3 Total Sum of all Students 10+1 up to 10+3



If no colours beam appears, that is an indicator; there are no Students intake for this year, department or trade. The picture 65 indicates a spider net selecting all training fields as a Total figure. Reading this diagram you can detect many out going points to the circle envelop. As stronger the out going points are as stronger the training field is present at the College or Institutes. The second picture 66 is a coloured bar chart diagram, indicating each registered Enrolment or Graduation by figures and summary.



Picture 65



Picture 66



14. You I can handle the System, Tip and advises Tip 1 from chapter 5 Picture 67and 68 Look at each screen, below every box you will see several indicators and the name “Records” here it is mention how many records you have entered to the box 1, e .g. in picture Tip1 it is stated 1 record out of 3, in box 2 it is stated 1 record of 2, look also at picture Also the System it self has comments and messages appearing on the screen. Nothing will happen but read it carefully. In the following pictures some of those massages are explained Picture 69 If this massage appears, picture 69 you have just the button for changing the record up to the end; there is no record data so the message will appear.



Picture 70 and 71 If this message appears, picture 70 and 71, you have entered a data twice with the some registration number, see picture 71, AW8 is two times, instant of the entrée AW81 as the record shows at the button of the picture. As you will recognise the message will give you to indications 1st the wrong registration number and 2nd to get your next record number right, look at the record indicator down, the pencil in the picture 71, shows you also the record number you have to enter. This will only work if you keep strictly to the record numbers according to this record indicator. If this is happened go back to your record number and change the record number to the correct figure. 3rd if you want to delete the record data set your mouse cursor to the pencil and click on it, the pencil will change to an error press the right button of the mouse and delete the entrée. See picture 72 and 73, Picture 72



Picture 73 If you really want to delete the data entrée click on YES, and the wrong data entrée will be deleted. The next picture 74, gives you the entrée of the Name fields. All of those fields are programmed by the system, as you can see the first letters are capital the remaining ones are in small letters. You don’t need to use your computer key board to change to capital or small letters. Picture 74 The following picture 75, gives you how to entrée the months, here the system is also programmed, you have to enter the figure 1 to n that is all. Picture 75



The following picture and , will give you the view how to have entrée done for P.O.Box and Phone and Fax fields. The P.O.Box is programmed already, but the figures you have to enter as explained; You have to enter 5 digital figures. If your post box only one digital figure enter e.g. 00008, if it is 2 digital figures enter 00013, and so on. The phone and fax numbers are programmed as 046 code number, 220 80 78 the phone numbers, the brackets you don’t have to enter it is already done within the system. Picture 76 and 77 The next picture 78, is to explain what are the meaning of the abbreviation for the tables Enrolment, Graduates and Drop outs • M1, F1 is for the gender classification in 10+1 program for the 1st year only, • S11 is the summary of M1+F1 • M21+F21 is the first year of the 10+2 program, M22+F22 is the second year of

the 10+2 program, T1+T2 is the summary out of M21+F21, and M22+F22. • S22 is the summary out of T21*T22 • M31+F31 is the first year of the 10+3 program, for the following M32+F32,

and M33 and F33 is equal to M31+F31. • T31+T32+T33 is the summary out of each year inn the 10+3 program. • S33 is the summary out of T31+T32+T33 • G or Total is the summary out of S11+S22+S33 The following tables for Graduates and Drop outs have the same system, but indicating the Graduates with G and the Drop outs with D Picture 68



Picture 79 The picture 79, shows how to enter the years, same of the fields are fully programmed, same others you have only to enter the 4 digital numbers, but consider the Julianicher calendar want is the standard for Ethiopia and in the system it is programmed with (EC) for Ethiopian calendar. Filter and sorting, picture 80; Picture 80 The above picture 80, give you a help to sort and filter data within a form. Set the courser in one of the form fields, e.g. “Year” and click the right mouse bottom, the above picture/ pull down menu will appear, enter under the Name “Filter for” 1999, and enter the form will give you the year 1999 only. After you finish your entrance open the pull down menu again and click on “Remove Filter/ Sort.



Please follow the description carefully, and as for any box, please enter first the ID otherwise you will have an negative action in the System and your data entrance will be rejected.

Thanks a lot for reading and listening to the manual writer. The TVET MIS System wishes you luck and grate success for the work and using the System

wisely



15. Distribution of different Accounts user assignment, To have good security for each user of the Data Bank the System will give to each user an account name, which is given to work within the Data Bank working fields an optimal on security. For example: The Administrator has the full right only, to enter to all parts of the Data Bank Accounts: 1st the Dean or Director has the full access for all Data entrées (Forms)

1. Registration 2. Departments and Trades 3. ENR, Drop out, and Graduates 4. Intake Students 5. Inter Ship 6. Equipment Ad + WS 7. Personnel 8. Second part is 9. Expenditure Budget area 6100 to 6400 10. Queries, Statistics 10+1 to 10+3 11. Printing

2nd the Register

1. Registration 2. Departments and Trades 3. ENR, Drop out and Graduates 4. Intake Students 5. Personnel 6. Printing of Forms

3rd Financial Department

1. Expenditure Budget area 6100 to 6400 2. Printing

4th Storekeeper Administration

1. Equipment Ad + WS 2. Printing

5th Vocational Councillor

1. Inter Ship 2. Printing



Training Fields

No ID Prog. Code Prog. Name Occ.

Code Occ. Name Spec. Code Field Spec. Name Code

1.00 1.00 Construction Technology

0.00 Building Technology 0 Building Technology OLD CTE

2.00 1.00 Construction 1.10 Road Construction 1.11 Road construction OLD CTE 3.00 1.00 Construction 1.20 Building Construction 1.21 Masonry CON MAS 4.00 1.00 Construction 1.20 Building Construction 1.22 Concert CON

COW 5.00 1.00 Construction 1.20 Building Construction 1.23 Carpentry + Joinery CON CAJ 6.00 1.00 Construction 1.20 Building Construction 1.24 Building metal work CON

BUM 7.00 1.00 Construction 1.20 Building Construction 1.25 Painting + Decoration CON PAD 8.00 1.00 Construction 1.20 Building Construction 1.26 Plastering CON PLS 9.00 1.00 Construction 1.20 Building Construction 1.27 Tiling CON TIL

10.00 1.00 Construction 1.20 Building Construction 1.28 Plumbing CON PLB 11.00 1.00 Construction 1.20 Building Construction 1.29 Building elect. Inst. CON BUE 12.00 1.00 Construction 1.30 Wood Work 1.31 Wood Work OLD CTE 13.00 1.00 Construction 1.40 Drafting 1.41 Drafting OLD CTE 14.00 1.00 Construction 1.50 Surveying 1.51 Surveying OLD CTE 15.00 2.00 Electricity/

Electronics 2.10 Electrical 2.11 Electrical household applicants

technology ELE EHA

16.00 2.00 Electricity/ Electronics

2.20 Electronics 2.21 Audio video electronics equip. Technology

ELE AVE


2.20 Electronics 2.22 Electronic office equip. Technology ELE EOE


2.20 Electronics 2.23 Instrumentation technology ELE INS

19.00 2.00 Electricity/ 2.20 Electronics 2.24 Industrial electrical machine & drivers ELE EMD





Electronics technology 20.00 2.00 Electricity/

Electronics 2.20 Electronics 2.25 Bio medical equip. Technician ELE BME


2.30 Electronics 2.31 Electronics OLD INT


2.40 Electricity 2.41 Electricity OLD INT

26.00 3.00 Metal 3.10 Metal Manufacturing 3.11 General metal fabrication & assembly MMN MFA

27.00 3.00 Metal 3.10 Metal Manufacturing 3.12 Machining MMN MAC

28.00 3.00 Metal 3.10 Metal Manufacturing 3.13 Product machine ererc. inst. Comm. & maint.

MMN ICM

23.00 3.00 Industrial Technology

3.20 Machine Technology 3.21 Machine technology OLD INT


3.30 General Mechanics 3.31 General Mechanics OLD INT


3.40 Auto Mechanics 3.41 Auto Mechanics OLD INT

29.00 4.00 Auto Mechanics 4.10 Auto mechanics 4.11 Automotive body mechanic AUM BMC

30.00 4.00 Auto Mechanics 4.10 Auto mechanics 4.12 Automotive electricity electronics AUM ELE 31.00 4.00 Auto Mechanics 4.10 Auto mechanics 4.13 Automotive service & engine mechanic AUM SEM 32.00 4.00 Auto Mechanics 4.10 Auto mechanics 4.14 Automotive, service power train chass.

drive line mech. AUM PTM

33.00 4.00 Auto Mechanics 4.10 Auto mechanics 4.15 Automotive vehicle painting AUM PTM

34.00 5.00 Hotel & Tourism 5.10 Hotel & Tourism 5.11 Hotel Management HTR





HOM 35.00 5.00 Hotel & Tourism 5.10 Hotel & Tourism 5.12 Hair dressing & beautification HTR HDB 36.00 5.00 Hotel & Tourism 5.10 Hotel & Tourism 5.13 Tourisum Management HTR TUM 37.00 5.00 Hotel & Tourism 5.10 Hotel & Tourism 5.14 Tour & travel operation HTR TTO 38.00 5.00 Hotel & Tourism 5.10 Hotel & Tourism 5.15 Tour Guiding HTR TUG 39.00 5.00 Hotel & Tourism 5.10 Hotel & Tourism 5.16 Food & beverage service HTR FBS 40.00 5.00 Hotel & Tourism 5.10 Hotel & Tourism 5.17 Food Preparation HTR FDP 41.00 5.00 Hotel & Tourism 5.10 Hotel & Tourism 5.18 Front office operation HTR FRO 42.00 5.00 Hotel & Tourism 5.10 Hotel & Tourism 5.19 House keeping & laundery supervision HTR HKL 43.00 5.00 Hotel & Tourism 5.20 Hotel Service 5.21 Hotel Service OLD HOT 44.00 5.00 Hotel & Tourism 5.20 Bakery 5.22 Bakery OLD HOT 45.00 6.00 Business 6.10 Accounting 6.11 Accounting BIF ACC 46.00 6.00 Business 6.10 Purchasing 6.12 Purchasing BIF PUR 47.00 6.00 Business 6.10 Administrative office and

secretarial Tech. 6.13 Administrative office and secretarial

Tech. BIF AST

48.00 6.00 Business 6.20 Insurance 6.21 Insurance BIF INS 49.00 6.00 Business 6.30 HR Management 6.31 HR- Management BIF HRM 50.00 6.00 Business 6.40 Marketing 6.41 Marketing BIFMKT 51.00 6.00 Business 6.50 Import Export 6.51 Import Export BIF IMX 52.00 6.00 Business 6.60 Transport Operation 6.61 Transport Operation BIF TRO 53.00 6.00 Business 6.70 Legal Services 6.71 Legal Services BIF LSR 54.00 6.00 Business 6.80 Secretarial Science 6.81 Secretarial Science OLD BUS 55.00 6.00 Business 6.80 Info Technology 6.82 Info Technology OLD BUS 56.00 6.00 Business 6.80 Sales man Ship 6.83 Sales man Ship OLD BUS 57.00 6.00 Business 6.80 Law 6.84 Law OLD BUS 58.00 6.00 Business 6.80 Accounting 6.85 Accounting OLD BUS





59.00 7.00 Health 7.10 Nursing 7.11 Clinical Nurse HTH CLN 59.00 7.00 Health 7.10 Nursing 7.12 Public Nurse HTH PBN 60.00 7.00 Health 7.10 Nursing 7.13 Midwifery Nursing HTH

MWN 61.00 7.00 Health 7.20 Radiography 7.21 Radiography HTH RDG 62.00 7.00 Health 7.30 Pharmacy Technician 7.31 Pharmacy Technology HTH PRT 63.00 7.00 Health 7.40 Environmental Health Technician 7.41 Environmental Health HTHENH 64.00 7.00 Health 7.40 Health Extension 7.42 Health Extension Worker HTH

HEW 65.00 7.00 Health 7.40 Health Extension 7.43 Comprehensive health extension

worker HTH CHW

66.00 7.00 Health 7.50 Orthopaedic 7.51 Orthopaedic Therapy HTH ORT 67.00 7.00 Health 7.60 Physiotherapy 7.61 Clinical Physiotherapy HTH CPT 68.00 7.00 Health 7.80 Laboratory 7.81 Clinical laboratory technician HTH LBT 69.00 7.00 Health 7.90 Dental Health 7.91 Dental Health OLD HTH 70.00 7.00 Health 7.90 Dental Health 7.92 Dental Hygiene OLD HTH 71.00 7.00 Health 7.90 Dental Health 7.93 Dental Technician OLD HTH 72.00 7.00 Health 7.90 Dental Health 7.94 Dental Therapist OLD HTH 73.00 7.00 Health 7.90 Nursing 7.95 Fam. pl. & antental care OLDHTH 74.00 7.00 Health 7.90 Laboratory 7.96 Laboratory Technician OLD HTH 75.00 8.00 Culture 8.10 Arts 8.11 Fine Arts CUL FNA 76.00 8.00 Culture 8.10 Arts 8.12 Theatre Arts CUL THA 77.00 8.00 Culture 8.20 Music 8.21 Music CUL MUS 78.00 8.00 Culture 8.30 Video Graphic 8.31 Video & photography CUL VDP 79.00 8.00 Culture 8.40 Records 8.41 Records & archives management CUL RCA 80.00 8.00 Culture 8.50 Library 8.51 Library & information science CUL LIS 81.00 8.00 Culture 8.60 Heritage 8.61 Heritage Management CUL HTM





82.00 8.00 Culture 8.70 Folklore 8.71 Folklore & literature CUL FKL 83.00 8.00 Culture 8.80 Tour Operation 8.81 Tour operation OLD CUL 84.00 9.00 Metrology 9.10 Metrological 9.11 Metrological observation MTR MOB 85.00 9.00 Metrology 9.10 Metrological 9.12 Metrological forecast MTR MFC 86.00 9.00 Metrology 9.10 Metrological 9.13 Metrological technical assistance MTR MTA 87.00 10.00 Leather Technology 10.10 Leather Processing 10.11 Leather garment cutting operation LTT LGC 88.00 10.00 Leather Technology 10.10 Leather Processing 10.12 Leather garment design & pattern

making LTT LGD

89.00 10.00 Leather Technology 10.10 Leather Processing 10.13 Leather garment stitching & asse. Operating

LTT LGS

90.00 10.00 Leather Technology 10.20 Leather Processing 10.21 Leather goods cutting operation LTT LCO 91.00 10.00 Leather Technology 10.20 Leather Processing 10.22 Leather goods design & pattern

making LTT LDP

92.00 10.00 Leather Technology 10.20 Leather Processing 10.23 Leather goods stitching & asse. Operation

LTT LAS

93.00 10.00 Leather Technology 10.30 Leather Processing 10.31 Foot wear operation LTT FWO 94.00 10.00 Leather Technology 10.30 Leather Processing 10.32 Foot wear cutting operation LTT FWC 95.00 10.00 Leather Technology 10.30 Leather Processing 10.33 Foot wear lasting & finishing LTT FWL 96.00 10.00 Leather Technology 10.30 Leather Processing 10.34 Foot wear design and pattern making LTT FWD 97.00 10.00 Leather Technology 10.40 Leather Processing 10.41 Tanning OLD INT 98.00 10.00 Leather Technology 10.50 Leather Processing 10.51 Goods OLD INT 99.00 11.00 Textile Technology 11.10 Knitting Technology 11.11 Knitting technology TXT KNT

100.00 11.00 Textile Technology 11.20 Textile chemical processing 11.21 Textile chemical processing TXT TCP 101.00 11.00 Textile Technology 11.30 Cotton ginning technology 11.31 Cotton ginning technology TXT CGT 102.00 11.00 Textile Technology 11.40 Spinning technology 11.41 Spinning technology TXT SPT 103.00 11.00 Textile Technology 11.50 Waving 11.51 Waving TXT WVG 104.00 11.00 Textile Technology 11.60 Apparel pattern making & 11.61 Apparel pattern making & cutting TXT APM





cutting 105.00 11.00 Textile Technology 11.70 Apparel sewing, embo. &

finishing 11.71 Apparel sewing, embo. & finishing TXT ASF

106.00 11.00 Textile Technology 11.80 Sewing 11.81 Tailor OLD TXT 107.00 11.00 Textile Technology 11.80 Sewing 11.82 Dressmaker OLD TXT 108.00 11.00 Textile Technology 11.80 Textile Technology 11.83 Textile Technology OLD TXT 109.00 12.00 Teacher Education 12.10 Language 12.11 Language OLD TET 110.00 12.00 Teacher Education 12.20 Maths & Physical science 12.21 Maths & physical science OLD TET 111.00 12.00 Teacher Education 12.30 Natural Science 12.31 Natural Science OLD TET 112.00 12.00 Teacher Education 12.40 Social Science 12.41 Social science OLD TET 113.00 12.00 Teacher Education 12.50 Aesthetics 12.51 Aesthetics OLD TET 114.00 12.00 Teacher Education 12.60 Primary School 1st cycle Teachers

Education 12.61 Primary School 1st cycle teachers

education OLD TET

115.00 12.00 Teacher Education 12.60 Primary School 2nd cycle Teacher Education

12.62 Primary School 2nd cycle teachers education

OLD TET

116.00 13.00 Agriculture 13.10 Crop production 13.11 Crop production OLD ARG 117.00 13.00 Agriculture 13.20 Animal science 13.21 Animal science OLD ARG 118.00 13.00 Agriculture 13.30 Natural resource conservation 13.31 Natural resource conservation OLD ARG 119.00 13.00 Agriculture 13.40 Cooperative 13.41 Cooperative OLD ARG 120.00 13.00 Agriculture 13.50 Animal Health 13.51 Animal Health OLD ARG 121.00 14.00 Ball games &

Athletics 14.10 Physical Fitness and Athletics

Coach 14.11 Physical fitness and athletics coach OLD ARG

122.00 14.00 Ball games & Athletics

14.20 Ball Games Coach 14.21 Ball games coach OLD BGA

123.00 15.00 Water Works 15.10 Water Supply and sanitation 15.11 Water supply and sanitation OLD BGA 124.00 15.00 Water Works 15.20 Electro Mechanics 15.21 Electro Mechanics OLD

WWO





125.00 15.00 Water Works 15.30 Small Scale Irrigation 15.31 Small scale irrigation OLD WWO

126.00 15.00 Water Works 15.40 Water Extension 15.41 Water Extension OLD WWO



Additional Equipment for implementing the MIS 1 Digital camera 3 Mill to 5 Mill pixels 1 Memo ship at least 1 GB 1 tripod, for camera 1 white wall cover, like cloth colour white 1 preferable colour printer or picture printer 1 special photo print paper 1 lamination machine for students ID card

mis guidelines 20.11.2009

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