Planning, designing and management services for

Infrastructure, eBusiness, software solutions Mapping GIS solutions Business management training Support services, technology training

Xala Group (http://www.xala.no) is the leading information communication technology and office solutions firm, providing full range of technical support services, consultation and has a successful track record of delivering projects on-time, within budget state of the-art solutions that meet your needs.

6.1 SOLUTIONS WE PROVIDE

Software Development and Solutions Database Development and Integrations Infrastructure Solutions E-Business Solutions Support Services Training Services

6.2 PROVEN EXPERTISE

“Expertise is about delivering solutions innovatively, efficiently and effectively with the utmost professionalism, “WE HAVE THE TEAM OF EXPERTS”

6.3 ALLIANCE / PARTNERSHIP

Our strategic alliances and business partners are in the vein of our solutions, we are open to capitalize on managers and acquisition as well as merger alternatives such as joint venture, strategic alliances agreements with other well known organizations around the world.

Company Background - Fact sheet

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Management Information System (MIS) is designed to perform duties in relation to HR, Personnel, Administration, Payroll and Finance Department. It’s an application structured as a Relational Database Management System (RDBMS).

MIS encapsulates the functionality of all mentioned departments into one solution/application using the standard operating procedures (SOP).

MIS is designed/developed keeping in mind the requirements of different departments. Information is shared among all departments and parts of the MIS e.g. when an employee record is entered into the HR/Administrative Management System (AMS), the employee Payroll information is automatically presented to the Payroll Management System (PMS) for processing the monthly payroll for the employees and record of his/her pension/profit.

(see Figure – MIS Data Flowchart for more details)

About MIS

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mMIS Flowchart

MIS Part - 1

Administrative/HR Management System

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Administrative Management System (AMS) is designed to perform HR and administrative activities and keep accurate profiles of staff Members.

Its architecture is based on Microsoft’s Solution Framework (MSF). The interface is designed to be user-friendly and informative. The concept of tool tip texts and clear and self-explanatory icons on the Toolbar are used. There are keyboard shortcut keys as well as Function keys that have been incorporated into the software and that is sure to please the keyboard lovers.

The software is partially secured with security levels that control whether access to software is granted or not. It keeps a record of all users that have carried out critical operations so that any erroneous entries can be traced back to the user.

Features/Functions of AMS: Keep accurate profiles of Staff Staff Recruitment & Termination history Staff Demotion & promotion history Record of Service Contracts Attendance Reports Accurate Leave Record Staff Performance & TOR Staff Employment Histories Staff Training History Track of Pay Rules/Pay Scales

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AMS Employee Profiles

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AMS Employee Lists / Employment History

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AMS Leave Records

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AMS Attendance Reports

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AMS Training

MIS Part - 2

Payroll Management System

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Payroll Management System (PMS) is the 2nd Part of the MIS. It is designed to perform the duties of Payroll Section in Personnel Department. Proper relationship is designed between AMS & PMS so that the Employee Profiles will always be used from AMS data integrity errors and double entry.

Part 1: PMS Payroll

Keep track of Staff Salary Scale

Keep track of Staff Demotion, Promotions, Recruitment, Termination and Monthly Allowances

Provide Monthly Salary Sheets

Integration with FMS (Financial MS) for the Payroll voucher automatically generated.

Part 1: PMS Pension

Keep accurate record of Pension

Distribution of Pension Profit

Record of Pension Payments & Receipts

Pension Ledgers

Pension Summaries/Reports

Integration with FMS (Financial MS) for the Pension payroll ledger incorporated with the Reserve and Investment Accounts.

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PMS payroll is a function of the PMS which generates monthly payroll from the Attendance created in AMS. Allowances, absence & loss of pay are deducted as counted in AMS Attendance.

Further adjustment of the Employees’ Payroll, for example additions, bonuses & deductions can be performed using different search functionalities in PMS payroll.

PMS Payroll functions/features can be described as followings:

PMS Monthly Payrolls - Detailed Salary Sheets as per the attendance by AMS

PMS Payroll Summaries - Summaries of the payroll as per search options

PMS Payroll adjustments - Adjustments (bonuses, deductions, loss of pay & etc.)

PMS Payroll histories - Individual/general payroll histories

PMS Payroll Analysis - Search, Print & Analysis on various options

PMS Payroll Functionality

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MIS Part - 3

Inventory & Transport Management System

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Inventory Management System (IMS), is designed to track activities in Logistic & Inventory section. Activities are divided major parts, which are as following:

UtilitiesItems Entry/ModificationVehicles Entry/ModificationEmployees Entry/ModificationStores Entry/ModificationSuppliers Entry/ModificationLabor chargesFuel typesLubrications

ConfigurationExchange RateProjects

UsersBackup/RestoreHelp/Support

InputsGoods Receiving ReportGoods Issue FormGoods Return Note

Vehicle InformationTransport Bill (spare parts, fuel, lubrications & labor charge)Spare parts entry

ReportsStore Ledger Store Sub LedgerInventory

Spare parts inventoryVehicle fuel & lubrications historyVehicle expense reportsItem Status Information

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MIS Part - 4

Financial Management System

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FMSv2.0 is designed in Non-business/non-profit platform of the International Financial Accounting Standards. Non-business/non-profit organizations plan and operate for goals other than profit. These goals include education, security, health and social. A list of non-business often includes museums, libraries, fraternities, roadways, hospitals, humanitarian organizations and schools.

Non-business organizations lack an identifiable owner. Still, the demand for accounting information in non-business organizations is high because they are accountable to their sponsors. Sponsors include taxpayers, donors, lenders or other constituents. Accounting for these organizations usually follows a fund-based system, but the basic principles are similar to accounting for business organizations. In all of these organizations, accounting captures and reports key information about their activities.

Financial Reports (Reporting templates advised by UNMACA)Trail Balances (2 Currencies, e.g. US $ & Afghanis)Monthly Consolidated Expenditure StatementIncome & Expenditure StatementShared Cost StatementBudget & Expenditure StatementBalance Sheet

Financial Rules/SOP Chart of AccountsCost Classification CodesCurrenciesExchange Rates

Transactions (2 Currencies)Bank/Cash PaymentsBank/Cash ReceiptsJournal

Books of Accounts (2 Currencies)Bank booksCash booksJournal Book

Ledger BookSub Ledger Book

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Transaction Date

Titles of Affected Accounts

Dollar amount of debits and credits

Transaction explanation

FMS Transactions is a collection of three useful functionalities which includes a. Transactions Search form, b. Transactions Entry form and c. Transactions Print-out.

Details of the different user interfaces of Transactions are provided in this chapter.

Transactions Search FormTransactions Entry Form Transactions Print-out

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With MIS Xala technologies will provide the following services:

• Installation and Configuration of MIS & required software packages• Successful implementation of MIS within organization• Training on MIS for required staff• Free of charge Support services for MIS up to one year

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Vallerveien 134, 1346 Gjettum | Phone: +47 47268575, 90156449Email: info@xala.no | URL: www.xala.no