Mefmi: Dmfas 5.3 Training Guide

MEFMI
DMFAS 5.3 TRAINING GUIDE
BY
DENIS ELTON BARIGYE

MINISTRY OF FINANCE, PLANNING & ECONOMIC
DEVELOPMENT UGANDA
MENTORED BY
Ms MARIA CECILIA CALIGIURI
A TRAINING GUIDE SUBMITTED IN PARTIAL FULFILLMENT OF

THE AWARD OF MEFMI FELLOWSHIP
OCTOBER 2009
TABLE OF CONTENTS
ABBREVIATIONS….……………………………………………………………………………... 4
ABOUT PUBLIC DEBT MANAGEMENT ....................................................................................... 5
ABOUT DMFAS ................................................................................................................................ 6
1: GENERAL NOTES FOR THE TRAINER................................................................................. 7

1.1.INTRODUCTION ...................................................................................................................... 7
1.2TRAINING METHODOLOGY .................................................................................................. 8
1.3. DRAFT OUTLINE FOR THE WORKSHOP ........................................................................ .11

1.3.1. OBJECTIVES ................................................................................................................... 11
1.3.2. OUTPUTS ......................................................................................................................... 11
1.3.3. TARGET GROUPS .......................................................................................................... 11
1.3.4. RECOMMENDED PREREQUISITES FOR THE WORKSHOP ................................... 12
1.3.5. OUTLINE OF THE WORKSHOP ................................................................................... 12
1.3.6. DURATION ...................................................................................................................... 14
1.3.7. WHAT THIS WORKSHOP IS/IS NOT ........................................................................... 14
1.3.8. LOGISTICS ...................................................................................................................... 15
2. WORKSHOP ACTIVITIES ....................................................................................................... 19

2.1. INTRODUCTION/COUNTRY PRESENTATION/S ............................................................. 19
2.1.1. CEREMONIAL SESSION................................................................................................ 19
2.1.2. PRESENTATION OF OBJECTIVES AND OUTLINE OF THE WORKSHOP ........... 19
2.1.3. PARTICIPANTS’ INTRODUCTIONS ............................................................................ 19
2.1.4. PARTICIPANTS EXPECTATIONS……… ………………………………………... 20
2.2. MODULE 1 INTRODUCTION TO DMFAS ....................................................................................... 21

2.2.1. DMFAS OVERVIEW ....................................................................................................... 21
2.2.2. DMFAS CONFIGURATION,MENU & REFERENCE FILES ....................................... 22
2.3 MODULE 2 REGISTERING AGREEMENTS……………………………………………..23

2.3.1 REGISTERING LOANS………………………………………………………………23
2.3.2 REGISTERING BONDS………………………………………………………………25
2.3.3 AMORTISATION TABLE, REVOLVING CREDITS, LOCAL GOVERNMENT….27
2.3.4 REGISTERING GRANTS & ONLENT LOANS…………………………………… 27
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2.4 MODULE 3 MOBILISING FUNDS……………………………………….….…….. .…... .28
2.5 MODULE 4 DEBT SERVICE…………………………………………………………… ….29
2.6 MODULE 5 DMFAS REPORTS………………………………… .. ……… .......................30
2.7 MODULE 6 DMFAS ANALYSIS FUNCTIONS……………………………………… ……. . 32
2.8 MODULE 7 DMFAS SUPPORT FUNCTIONS……………………………………………..33
2.9.CLOSING CEREMONY ............................................................................................................ 34

2.9.1. COURSE EVALUATION ................................................................................................ 34
2.9.2. CLOSING REMARKS: PARTICIPANTS REPRESENTATIVES ................................. 34
2.9.3 CLOSING REMARKS: FACILITATORS…………………………………….….……..34
2.9.4 CLOSING REMARKS: SPONSORS……………………….………………..………….34
3. AFTER THE TRAINING COURSE ................................................................................... 35
4. REFERENCE …………………………………………………………………………………...36
4. ANNEXES………………………………………………………………………………………..
ANNEX 1. DMFAS Training Modules 1-7 …………………………………………………………
ANNEX 11. Tutorial A………………………………………………………………………………
ANNEX 111. Loan Agreement ……………………………………………………………………..
ANNEX 1V. ADF Disbursement Schedule…………………………………………………………
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ABBREVIATIONS
DMFAS Debt Management and Financial Analysis System
MEFMI Macroeconomic and Financial Management Institute of Eastern and Southern Africa
UNCTAD United Nations Conference on Trade & Development
CSDRMS Common Wealth Secretariat Debt Recording & Management System.
HIPC Heavily Indebted Poor Countries
PV Present Value
DSM Debt Sustainability Model
IBRD International Bank for Reconstruction and Development
IMF International Monetary Fund
IDA International Development Association
ADF African Development Fund
DBA Database Administrator
SDR Special Drawing Rights
SQL Structured Query Language
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ABOUT PUBLIC DEBT MANAGEMENT
Sovereign debt management is the process of establishing and executing a strategy for managing the
government's debt in order to raise the required amount of funding, achieve its risk and cost objectives, and
to meet any other sovereign debt management goals the government may have set.
Prudent debt management calls for an accurate and comprehensive management information system with
proper safeguards. The need for accurate debt data was more apparent during the Highly Indebted poor
Countries (HIPC) Period. Debt data was a hindrance to the progress of the delivery of relief especially
when it came to accurately determining the levels of relief and assessing the progress and gains made under
the initiative.
Governments have since grown acutely aware of the need for maintaining a comprehensive, accurate and
up-to date debt databases. For example all the 13 member states of MEFMI have installed debt databases
particularly DMFAS and CSDRMS. Five member states have installed DMFAS in their respective debt
management units.
Therefore there is a need to give a high priority to developing accurate debt recording and reporting
systems. This involves installation of the system and comprehensive training of users.
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ABOUT DMFAS 5.3 TRAINING
 The Debt Management & Financial Analysis system (DMFAS) is software that can be used for
recording, monitoring and analysing purposes. It can be used to manage both external & domestic
public debt (loans& securities) whether it’s short, medium or long term debt. It can also be used for
private debt, grants and on-lent loans.
 DMFAS 5.3 training is intended to build capacity of public debt managers in the Ministry of
Finance and /or Central Bank so as to produce accurate, up-to-date debt data for reporting and
analysis purposes. The trained debt managers would be able to use DMFAS software to develop a
debt database containing detailed and aggregated data on loan contracts, bonds & grants, real
operations (disbursements & debt service) as well as future operations.
 This training is a complete package with contextual material, tutorials, tools to be used and related
material. The training is majorly on the use of the software.
 The output of the training will be highly trained DMFAS users. The outcome of this set of
activities will be an accurate, up-to-date debt database.
 It is recommended that this training be held for 3 weeks and should be carried out by 2-3
presenters/facilitators. These should not only be general debt management experts or DMFAS
trainers. In addition, they should be conversant with the issues relating to debt statistics and abreast
of the latest issues in this area. Local support presenters/ facilitators are useful but in some cases
difficult to find, as these may not have the necessary background and/or experience. There will be
local presentations from participants, however. These will vary, depending on the countries and
institutions involved.
 The target group for the training is primarily new & existing DMFAS users. This training takes
into consideration the experienced users who require a deeper understating of DMFAS. This
training is highly recommended for first time users of the system.
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1: GENERAL NOTES FOR THE TRAINER
1.1. INTRODUCTION
This Trainer’s Guide has been developed to support the trainers in delivering the Debt Management-
DMFAS 5.3 version.
This training guide is intended to assist DMFAS trainers to deliver a comprehensive training to both first
time users and experienced users of DMFAS so as to improve their capacity to manage debt. It explains
how to use DMFAS to manage debt and other financial instruments throughout all phases of their life cycle.
These phases include registration, mobilization of funds, debt service operations, statistics and reporting
It is not prescriptive; the intention is that it should be used only as a guide, and the materials can be used
with some degree of flexibility and adapted, as necessary.
The trainer brings to the course a unique style of training as well as particular experience in debt
management. The trainer can expand/tailor the modules attached to his/her own style and expertise and to
local needs. The important point that needs to be transmitted, however, is the logic and flow of the exercise.
To effectively train participants, this training guide is structured in a modular form systematically arranged
to follow the life cycle of debt/grants. This training guide is divided into seven Modules:
 Module 1 Introduction to DMFAS
 Module 2 Registering agreements.
 Module 3 Mobilizing Funds.
 Module 4 Debt service operations.
 Module 5 Generating Reports
 Module 6 DMFAS Analysis Functions.
 Module 7 Support functions.
These modules are attached to this guide. A tutorial on a multi currency loan is also attached. Participants
should be able to refer to this tutorial at the end of each module, and they should test their capabilities by
entering the loans going through up to reporting and analysis.
The attached modules will be useful in the following situations:

 Participants will use it to review the subjects after training.
 It will allow the participants to concentrate on and partake in the training during the training session
instead of taking detailed notes.
 They will serve as a reference documents in the debt offices.
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1.2. TRAINING METHODOLOGY
The DMFAS version 5.3 training is to be delivered by highly experienced debt management advisers with
extensive practical experience of working with countries to implement DMFAS through building
comprehensive debt databases. This training package is designed to be highly practical, addressing real
issues through classroom training, individual exercises, case studies and working group discussions not just
presentations. Encouraging participants to share their experiences, opinion and input should be stressed.
The training is divided into different sessions, each which will involve different levels of participation.
The modules covering the life cycle of the loans and securities will involve the trainer presentations.
However, even in these cases, participants should be encouraged to participate; for example, by asking
them to comment on the material presented or are seeking their experiences in areas presented.
Ice Breakers and Energisers

In addition, energisers and icebreakers should be used as some topics can be very detailed/tiring/exhausting,
and participants may want a digression from 3 weeks of DMFAS training.
The following should be noted on icebreakers and energisers:
 These can be effectively used to get participants talking, interested, attentive, relaxed, etc.
 They work best when they are simple, not too personal and are not embarrassing.
 They can be doubly useful when directly related to the subject. For example, asking officials to
describe the personality of their debt office in terms of certain characteristics: animal for a logo, car
it would drive, hobby, and place/town it would live in. This gives useful information on how the
official/s perceives themselves and the office in which they work.
 These should be situation and culture specific, however. For example, an energiser, which required
men and women holding hands, may not be accepted in some cultures.
 Chocolates or other small gifts can be used as incentives/rewards/encouragements for participants

who answer questions correctly.
Section 3: Hand on Training on the system.
This section may be quite long, intensive and exhausting. A few approaches to make the session easier and
more interesting to the participants are presented below:
 Presenters explain the details of the system
 Divide participants into groups of 2-3 and ask them to test them selves on the system. You can
prompt by asking questions.
 Use energisers, as required.
The presenter/s will of course bring their own approaches and experience to these situations. In addition,
you may consult material on energisers and icebreakers.
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Quotable quotes:
‘People retain:
 20 percent of what they hear

 30 percent of what they see
 50 percent of what they see and hear
 70 percent of what they see, hear, and say (e.g. discuss, explain to others)
 90 percent of what they see, hear, say, and do’
Arnold et al. (1991)
Training principles:
‘Participants learn best when... The role of the trainer is to...
 They feel valued and respected for the  Elicit participants' experiences and
experiences and perspectives they bring perspectives
to the training situation
 The learning experience is active and  Actively engage participants in their learning
not passive experience
 The learning experience actually fills  Identify participants' needs and tie training
their immediate needs concepts into these identified needs
 They accept responsibility for their  Make sure that training content and skills are
own learning directly relevant to participants' experiences so
that they will want to learn
 Their learning is self-directed and  Involve participants in deciding on the content

meaningful to them and skills that will be covered during the training
 Their learning experience addresses  Use multiple training methods that address
ideas, feelings, and actions knowledge, attitudes, and skills
 New material is related to what  Use training methods that enable participants
participants already know to establish this relationship and integration of
new material
Participants learn best when... The role of the trainer is to...
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 The learning environment is conducive  Take measures to ensure that the physical and
to learning social environment (training space) is safe,
comfortable, and enjoyable
 Learning is reinforced  Use training methods that allow participants to

practice new skills and ensure prompt, reinforcing
feedback
 Learning is applied immediately  Provide opportunities for participants to apply

the new information and skills they have learned
 Learning occurs in small groups  Use training methods that encourage

participants to explore feelings, attitudes, and
skills with other learners
 The trainer values their contributions  Encourage participants to share their expertise
as both a learner and a teacher and experiences with others’
Source: U.S. National Cancer Institute: Trainer’s guide for Cancer Education
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1.3. DRAFT OUTLINE FOR THE TRAINING
The draft outline of the training and related details is attached below
1.3.1. OBJECTIVES
 To Train System Users In DMFAS Countries on DMFAS 5.3

 To Develop A Pool Of Experts in The use of The Tool
 To Impact Skills On how To Conduct Training on DMFAS
 To Train Participants on the Various Types of Instruments.
1.3.2. OUTPUTS
 Highly Trained DMFAS Users
1.3.3. TARGET GROUPS
 LOWER TO MIDDLE LEVEL OFFICIALS DEALING WITH PUBLIC EBT

MANAGEMENT. As these would be directly involved in debt recording into the system.
 THOSE WITH SOME FAMILIARITY ON THE USE OF DMFAS FOR REPORTING

PURPOSES, as these may be required to support the production of the debt statistical bulletin/s.
 SENIOR/MID-LEVEL OFFICIALS WHO USE DEBT INFORMATION, in order to develop

appreciation of the different types of reports and classifications use in producing debt reports,
and who can influence the production and dissemination of debt reports.
 NEW SYSTEM USERS. This covers new cadres in the debt offices who haven’t used the
system before.
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1.3.4. RECOMMENDED PREREQUISITES FOR THE TRAINING
The recommended prerequisites for this workshop are:
 A debt database for an imaginary country/institution. This can be on any category of debt
(central government external, total external, total public, etc.), as may be relevant for the
institution/country.
 The participants should have some degree of familiarity with basic debt management
concepts.
 Participants should also have some degree of familiarity with DMFAS, specifically for
production of reports, or the computerised debt management system that is used by the
institution/s.
 Commitment by the institution/country to consider establishment/review of statistical

publication/s on debt.
 A representative from each institution/country to prepare a 20-30 minute presentation on

the overview of debt management in his/her institution/country with more emphasis on
debt databases.
 Proficiency in the Microsoft Windows operating system. It also encourages a good

knowledge of other Microsoft Office products such as Word or Excel
1.3.5. OUTLINE OF THE TRAINING
1. INTRODUCTION (1 session – ½ day):
a. Ceremonial Opening
B. Objectives and Outline of DMFAS Training
C. Participants’ Introductions
D. Country/Countries Presentations
2. MODULE 1 DMFAS General Overview (1 ½ days)

a. Introduction
b. Key System Capabilities
c. Configuration
d. DMFAS Menu
e. Reference Files
3. MODULE 2 REGISTERING AGREEMENTS (4 days)

a. Loan Agreements : Introduction
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General Information Menu
Syndicated Loans
Tranches
Commissions
b. Bonds: Introduction
General Information Menu
Series
Estimated Subscriptions
Interest Terms
Commissions
c. Amortization Table
d. Revolving Credits
e. Local Government Debt
f. Grants : Introduction
Main Menu
G. On lent Loans
4. MODULE 3 MOBILISING FUNDS (I day)

a. Loan Drawings
b. Bond Subscriptions
c. Grant Drawings
5. MODULE 4 DEBT SERVICE(2 days)

a. Budget Period Allocations
b. Principal & Interest Operations
c. Commission Operations
d. Penalty Interest Operations
e. Capitalised Interest
6. MODULE 5 DMFAS REPORTS ( 3 Days)

a. General Overview
b. Oracle Browser
c. Query Files
d. Operational Reports
e. Analytical Standard Reports
f. World Bank Reporting
g. User Defined Reports
h. Cleaning Work Tables
7. MODULE 6 DMFAS ANALYSIS FUNCTIONS (2 Days)

a. Present Value Calculations
b. Projections On Outstanding
c. Penalty Interest Calculations
d. Accrued Interest
8. MODULE 7 DMFAS SUPPORT FUNCTIONS ( ½ Day)
9. CLOSING CEREMONY ( ¼ Day)

a. Course Evaluation
b. Speech By A Participant’s Representative
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c. Closing Remarks: Course Facilitators
d. Closing Remarks: Sponsor’s Representative
1.3.6. DURATION
This Training Is Designed to Last for a Period Of 15 Days. This Should Give Trainees Enough Time
to Fully Understand All the Fundamentals Of Dmfas.
1.3.7. WHAT THIS TRAINING IS ABOUT
1. THIS IS TRAINING ON HOW TO USE DMFAS TO RECORD & MANAGE A

COMPLETE PORTFOLIO OF DEBT INSTRUMENTS & GRANTS.
This training will provide users detailed training on DMFAS fundamentals including more advanced
topics like the use of query builder and debt analysis techniques. The users should be able to learn
how to use the DMFAS in managing debt and other financial instruments throughout all phases of
their life cycles. These phases include registration, mobilization of funds, debt service operations,
statistics and reporting.
2. OTHER RECOMMENDED TRAINING COURSES.
 A REGULAR STATISTICS COURSE on statistical techniques, forecasting, etc.
 A GENERAL DEBT MANAGEMENT course to discuss general debt management issues,

introduction to Debt management, etc.
 A COURSE ON DEBT ANALYSIS OR ON DATA VALIDATION.
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1.3.8. LOGISTICS
The workshop will be organised into two types of settings: presentations and working groups.
Presentations. For the presentations, a U-shaped seating arrangement is preferred, as this will facilitate
communication among participants and with the presenters, and visual aids are easier to use (compared with
a circle or classroom setting).
Working Groups. For the working group setting, seating around a table is preferred, but if this is not
possible, having the groups at some distance from each other may be necessary, so that each group’s
discussions is not interrupted by the discussions among the others.
The number of working groups depends on the number of countries and/or institutions represented.
Generally, there should be two per country/institution:
Equipment: Multimedia system, flip-charts (one for each working group) and possibly an overhead
projector will be required. Computers (ideally one for each working group). Printers and stationery will also
be required.
Name Tags: For larger groups, nametags are recommended.
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OUTLINE OF A COMPRHENSIVE USER TRAINING ON DMFAS 5.3 WEEK 1
MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY
Registration DMFAS : Registering Agreements: Registering Agreements: Registering Agreements:
09.00-10.30 Opening Remarks: Configuration Loans: Introduction Bonds: Introduction & Amortization Table
Introduction & General information General information
Overview menu menu
Group Photograph
10.30-10.45 COFFEE BREAK COFFEE BREAK COFFEE BREAK COFFEE BREAK COFFEE BREAK
10.45-12.30 Participants Experience & DMFAS : Registering Registering Registering
Expectations Menus Agreements: Agreements: Agreements:
Country’s experience Syndicated Loans Bonds: Series Revolving Credits
Presented by a delegation Tranches window
from each country
12.30-14.00 LUNCH LUNCH LUNCH LUNCH LUNCH
14.00-15.30 DMFAS: General Overview: DMFAS: Registering Registering Registering
Introduction. Reference Files Agreements: Agreements: Agreements:
Tranches window Estimated Local Government debt
Cont’d Subscriptions
Interest terms
15.45-16.45 DMFAS: General Overview DMFAS: Registering Registering
Key System Capabilities Reference Files Agreements: Agreements:
Commissions menu Bonds: Commissions
Tutorial A :Entering
a loan agreement
OUTLINE OF A COMPRHENSIVE USER TRAINING ON DMFAS 5.3 Week 11
Registering Agreements: Mobilizing Funds Debt Service Debt Service: DMFAS Reports
09.00-10.30 Grants: Introduction Loan Drawings Budget Period Allocations Commission General overview
Main Menu Principal & Interest Operations
operations
10.45 COFFEE BREAK COFFEE BREAK COFFEE BREAK COFFEE BREAK COFFEE BREAK
10.45-12.30 Registering Agreements: Mobilizing Funds: Debt Service Debt Service: DMFAS Reports
Grants: Main Menu Loan Drawings Principal & Interest Commission Oracle Browser
Bond Subscriptions operations Operations
Penalty Interest

On lent Loans Bond Subscriptions Principal & Interest Capitalized Interest Oracle Browser
operations
On lent Loans Grant Drawings Principal & Interest Capitalized Interest Query Files
Tutorial A operations
Registering Tutorial A
Loan drawings Registering
Interest operations
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OUTLINE OF A COMPRHENSIVE USER TRAINING ON DMFAS 5.3 Week 111
DMFAS Reports DMFAS Reports DMFAS Analysis DMFAS Analysis DMFAS Support:
09.00-10.30 Operational Reports User defined Reports Functions: Functions: Support Functions
Present Value Penalty Interest
Calculations Calculations
10.45-12.30 DMFAS Reports DMFAS Reports DMFAS Analysis DMFAS Analysis DMFAS Support:
Analytical Standard Report User defined Reports Functions: Functions: Support Functions
Present Value Penalty Interest
Calculations Calculations
14.00-15.30 DMFAS Reports DMFAS Reports DMFAS Analysis DMFAS Analysis CLOSING CEREMONY
World Bank Reporting User defined Reports Functions: Functions: Course Evaluation
Tutorial A Projections on Accrued Interest Closing remarks:
Generating Outstanding Participants
User defined Closing Remarks:
Report Facilitators
Closing remarks: Sponsors
15.45-16.45 DMFAS Reports DMFAS Reports DMFAS Analysis
World Bank Reporting Cleaning Work Tables Functions:
Accrued Interest
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2. WORKSHOP ACTIVITIES
2.1. INTRODUCTION/COUNTRY PRESENTATION/S

(1 session ½ day)
This session should last for 1-2 sessions, depending on if the workshop is national or regional.
The workshop starts with Participants registration, and this should involve participants giving their
names, institutions they work for, schedule of duties, job title and contact address including emails
& telephone contacts.
The objectives of this session are ceremonial; to introduce the objectives and outline of the
workshop and to enable participants and resource persons introduce themselves.
2.1.1. CEREMONIAL SESSION

(1/2 hour)
The ceremonial component will involve an opening speech one delivered by senior official
(Permanent Secretary, Governor, or other senior official), as well as one by the lead resource person
for the workshop. A Chairperson will introduce those seated on the head-table and then ask:
- Lead national organiser to give opening statements
- Resource person to give a summary of the workshop objectives and outputs (so that the
senior official and other invitees who will not stay beyond the introduction will have an
appreciation of the objectives and content of the workshop. This could be the workshop
outline and the workshop programme.
- The opening speech by the senior official.
2.1.2. PRESENTATION OF OBJECTIVES AND OUTLINE OF THE TRAINING (10

minutes)
The next component will involve a resource person showing again the detailed objectives and
outline of the workshop. The workshop outline and the workshop programme should be referred to.
Comments and questions should be requested from participants, to clarify expectations and related
issues.
2.1.3. PARTICIPANTS’ INTRODUCTIONS

(1 hour)
This session is a more facilitatory and ‘ice-breaking’ session. It objective is
- To allow participants to introduce themselves, their background in debt management and
their present role in the debt office, as well as expectations from the workshop Resource
persons should also introduce themselves (maximum 1 minute each). Maximum (30
minutes).
This could be followed by a group photo session, as the senior official/s may leave soon after. Tea
can follow
2.1.4. PARTICIPANTS’ EXPECTATIONS & EXPERIENCE
(1hour 45 Minutes)
- The objective of this session is to :

- To allow one participant from each country (if the workshop is regional) or each institution
or department (if the workshop is national) to give a presentation on general debt
management in their respective debt offices and particularly debt management systems
including the debt reports being published by the country/institution. This presentation can
include background, coverage; developments in debt management debt recording, reporting
which have/will/could affect debt recording and other issues which the presenter may deem
relevant.
Each presentation can be 10 minutes, followed by 10 minutes of discussions.
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2.2 Module 1 Introduction to DMFAS
For all the modules, Power Point presentations will be used and participants should be allowed to
work on the system to so as to learn the basics of DMFAS. Power point presentations will be
derived from the attached modules. This module can be customised to suit your background and
experiences, country status, and other factors. The message of each session should be brought out,
however.
2.2.1. DMFAS Overview

(½ day)
Main Units/steps/aids/ Contents: - Summary of activities, points to be emphasized, etc.
Slides (S)
T1: Introduction
T2 Summarise Main components of the presentation
T3 Why DMFAS?
Ask :
Participants how DMFAS has enabled them perform their functions at their debt
offices. (Use the flipchart, if necessary.)
T4 Cover the factors for the success of DMFAS
Ask :
Participants to give a few examples of key factors for the success of DMFAS in any
debt office. (Use the flipchart, if necessary.) Possible answers: Technology, Human
resources, institutional & legal framework
T5: Describe the key capabilities of the DMFAS. Mention that these will be covered later
Key Capabilities in the course.
T6 Ensure that that the expectations of the workshop are clear. What the workshop is
What the workshop is /is and is not
not
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2.2.2. DMFAS Configuration, menu & Reference Files
(1 day)
Slides (S)
T1 DMFAS Configuration
Introduce Participants on how to access DMFAS, User accounts, DMFAS parameters, the
cut off dates & User Parameters.
Allow participants to create user accounts and access DMFAS. Take them through the
creation of system parameters, and setting up Cut off dates.
T2 DMFAS Menus
Introduce Participants to the DMFAS Interface.
Show Participants how to navigate through menus and let the participants have a walk
through test on system menus.
Explain what each menu does, how to perform a search in DMFAS , standard buttons and
the use of short cut keys on the key board.
T3 Reference Files
Explain to the participants the different reference files, their purpose and how to generate
reports on reference files. Also touch on the Budget line and how to link it to payments and
drawings.
Show:
Participants how to enter the reference files
Stress:
The key Reference files that is the exchange rates and participants. Show the participants
how to obtain the exchange rates.
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2.3 MODULE 2 Registering Agreements
2.3.1: Registering Loans
(1 day)
Main Contents: - Summary of activities, points to be emphasized, etc.
Units/steps/aids/
Slides (S)
Define a loan & a tranche
T1 Explain the management of loan tranches
Introduction & Show:
General Information Participants how to access general information window
Menu Explain :
All the sub windows found in the general information window.
All the fields in the 1st & 2nd pages of the general information window explaining all the
options available in the system e.g. different Status options.
Emphasise:
Other Participants sub window & Amendment history
Conclude:
By showing participants how to change loan status, copying loans general information,
deleting a loan & Printing loan information sheet
Allow:
Participants to access the system’s general information window to fully appreciate what
you are lecturing them.
T2 Explain
Syndicated Loans What syndicated loans are and how DMFAS handles them
Enter a syndicated loan together with the participants into the system with imaginary
participants
T3: Tranche Window Show:

Estimated Drawings Participants how to access the Tranche window
Interest Terms
Principal Repayments Explain :
All the sub windows found in the tranche window.
All the fields in the tranche window explaining all the options available in the system.
Tranche Participation
Also:
Show participants how to retrieve a specific tranche, copying a tranche, deleting a tranche
& Printing a report on tranches.
Allow:
Participants to access the system’s tranche window to fully appreciate what you are
lecturing them
Estimated Drawings
Explain
How to access the estimated drawings window
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Methods for estimating drawings
All the fields of the estimated drawings window.
Rolling forward estimated drawings
Interest Terms
Explain
How to access the interest terms window
All the fields of the interest terms window.
All the fields of the sub- windows
Other penalty rates
Principal Repayments
Explain
How to access the principal repayment window
Principal repayment schedules
Annuities
All the fields of the principal repayment window.
T4:Commission Menu Explain
What Commissions are
Regular or one- time commissions
Different Types of Commissions
Loan or tranche level commissions?
All the fields of the commissions window
Entering new commissions and deleting a commission.
T 5 : Tutorial Let the participants enter general information data, principal, interest terms and
commission terms from tutorial A attached to this guide into the DMFAS.
Page 24 of 36
2.3.2 Registering Bonds
(1 day)
Slides (S)
T1 : Introduction Define
General Information A bond & Elements of a bond issue
Window
Syndicated Bond Explain
The 3 options for managing bond series
Re openings
When a bond is external or domestic debt.
Participants in the bond issue.
All the sub windows found in the general information window.
All the fields in the 1st & 2nd pages of the general information window explaining all
the options available in the system.
Show:
Participants how to access general information window
How to change the status
How to change the amounts, date effective limit and or issue end date.
Copying a bond’s general information
Deleting a bond
Printing a report on bonds
Syndicated Bond
Explain
What syndicated bonds are and how DMFAS handles them
Enter a syndicated bond together with the participants into the system using
participants given in module 2 attached to this guide.
Allow:
Participants to access the system’s general information window to fully appreciate
what you are lecturing them.
T2: Series Explain
The concept of yield: Explicit & implicit
All the sub windows found in the tranche window.
All the fields in the tranche window explaining all the options available in the system
e.g.
Financing types
Also:
Show participants how to retrieve a specific series, copying a series, deleting series &
Printing a report on series.
Allow:
Participants to access the system’s tranche window to fully appreciate what you are
lecturing them
T3:Estimated Subscriptions Estimated subscriptions
Interest Terms Explain
Bond Repayments That this is similar to the estimated drawings under loans
How to access the estimated subscriptions window
Usefulness of estimated subscriptions
Page 25 of 36
Methods for estimating subscriptions
All the fields of the estimated subscriptions window.
Rolling forward subscriptions
Interest Terms
Explain
How to access the interest terms window
Differences between interest and coupon
The different types of coupon
All the fields of the interest terms window.
All the fields of the sub- windows
Other penalty rates
Bond Repayments
Explain
What callable & puttable bonds are?
How to access the principal repayment window
Principal repayment schedules
All the fields of the principal repayment window.
Can use Energiser Ask participants to describe their office personality: sex, age, income, place it lives,
hobby, animal for logo, the car it would drive.
This can illustrate the degree of importance attached to the office, resources,
dynamism, etc.
T4 Commissions Explain
What Commissions are
Regular or one- time commissions
Different Types of Commissions Note: some of these are different from the loan
commission.
All the fields of the commissions window
Entering new commissions and deleting a commission
Page 26 of 36
2.3.3 Amortisation Table, Revolving Credit, Local Government Debt
(1 day)
Slides (S)
T1 Amortisation Table Define: What the Amortisation table is?
( 1 ½ hours) Explain: How to access the amortisation table?
The details of the amortisation table. Emphasise that real operations are indicated by
an asterisk(*)
Calculation of the amortisation table & Production on an amortisation report.
Viewing amortisation tables
Production of a report on the commissions amortisation table
Updating common Interest rates ion all amortisation tables
T2: Revolving Credits Define: What revolving credits are? Covering the common elements of the revolving
( 1 ¾ hours) general agreements and revolving credits.
Explain: The difference between revolving general agreements and revolving credits
Show: Participants how to record the loans general information & conditions of the
Revolving facility
Explain: General information window details.
How to produce the loan information sheet
T3: Local Government Debt Define: What Local Government debt is?
( 1 ½ Hour) Explain: How to create a fund
Daily periodicity and conversion
Fund Usage
Show: Participants how to record the local Government dent into DMFAS covering
all the mandatory fields that must be filled in.
Explain: Recording Debt Service Operations.
2.3.4 Registering Grants & on lent loans

(1 day)
Slides (S)
T1 Grants Define: What a grant is?
( 3 ¼ hours) Emphasise: A Grant module is similar to the loans module but a grant has no
tranches
Explain:
How to access the grants module?
The grants window fields and how to update them in DMFAS
Changing the amount, the date effective limit, the date drawing limit & status.
T2: On lent Loans Define: What on lent loans are?
( 2 ½ hours) Explain: How to access the On lent loans module
Debt classification of the on lending of borrowed funds
The fields of the main on lent window
& the on lending source sub window.
Page 27 of 36
2.4.0 Module 3 Mobilising Funds
(1 day)
Slides (S)
T1 Loan drawings Define: Loan Drawing
( 2 ½ hours) Explain: How to access the drawings module?
Real drawings
Emphasise: The preconditions for recording a real drawing
Explain: Loans drawings for loans with one tranche, known tranche & unknown
tranches
Fields of the drawings window
Creation of a new tranche by recording a real drawing
Viewing real drawings
Changing a real drawing entered in a wrong loan
Changing or correcting the amount of real drawings, date of real drawing, effected
currency
Cancellation of the undisbursed amounts
T2: Bond Subscriptions Define: A bond subscription.
( 2 ¼ hours) Explain: How to access the bond subscriptions module?
Explain: Fields of the bond subscriptions window
Viewing real subscriptions
Production of a report on a series’ discount by subscriptions
Correcting the amount or currency of real bond subscriptions
T3: Grants Explain: How access the grants drawings
( 1 Hour) Real drawings
Checking amounts
Automatic calculation of amounts
Grants mobilisation window fields
Producing a grants information window
Tutorial: Participants to enter the drawings for the loan in tutorial A attached
to this guide. The loan terms would have been entered in 2.2.3
Page 28 of 36
2.5.0 MODULE 4 Debt Service
(2 days)
Slides (S)
Day 1
T1 Budget Period Allocations Define: Budget Allocations

( 1 hours) Explain:
How to access the Budget period Allocations module?
Linking the debt service payments to budget line accounts
Fields of the Budget period Allocations window
Creating a budget period and allocated budget.
Viewing budget periods
T2: Principal & interest Define: debt service operations & what it entails.
operations Explain: How to access the debt service operations
(4 ¾ hours) Historical Debt Service
The fields of the main debt service window
The fields of the debt service sub windows
Key procedure for accurate & timely debt service
Retrieving only maturities with a given status.
Retrieving maturities using the date or amount as a criterion.
Automatic check for consistency in amounts
Pool Adjustment factors( use the example in module 4 attached to this guide)
Recording a real payment, partial payment & Partial re organisation
Deleting, Modifying and checking details of a payment
Handling amounts in arrears.
Tutorial: Participants should enter the interest operations for the loan in
Tutorial A into the system
Day 2 :
T3: Commissions Note: this module is similar to the principal & interest debt service module
(2 ¼ Hours) Explain: How to access the Commissions window.
Commissions main window fields
Commissions payments sub window fields
Amount in arrears, rescheduled, written off or swapped.
T4: Penalty Interest Explain:
( 1 hour) How to access the penalty interest operations module
Fields of the commission’s window.
Using the windows of the module
T5: Capitalised Interest Define: Capitalised Interest
( 2 ½ hours) Explain: data for capitalised interest
Formula for calculating capitalised interest
Recording the terms for capitalised interest
Specifying how to handle capitalised interest
Calculating the capitalised interest schedule
Applying capitalised interest operations
Creation of amendments
Changing a capitalised interest operation
Deferring a capitalised interest operation
Printing a report for capitalised interest
Page 29 of 36
2.6.0 MODULE 5 DMFAS Reports
(3 days)

Units/steps/aids/
Slides (S)
Day 1
T1: General Overview Explain: The importance of reports
(1 ½ Hours) Types of DMFAS reports
Reports menu
DMFAS libraries
Copying reports
Reading, printing & saving reports.
Saving reports in different file format
T2: Oracle Browser Define: Oracle browser
(3 ¼ Hours) Explain: Relational databases
Structured Query language ( SQL)
Technical concepts of Browser –Tables, Views, Synonyms
Show: Participants how to run a query in browser. This should be a step by step
exercise in query builder right from launching the browser through creating a new query
to inserting a condition & executing the query. This should be hands on test on the
system.
Explain: Formatting reports

Changing column titles
Adding a report title
Print preview
Using operators in browser ( logical operators & Relational operators)
Creating a query
Types of criteria
T3 : Query Files Explain: what this utility does
( 1 hour) Accessing this utility
Query Statement & Removing the query
Questions & Answers
Day 2
T4: Operational Define : Operational Reports
Reports Explain: Accessing the operational reports
( 1 ½ hours) Using the operational reports window
Show: Participants how to generate the operational report
Explain: Account statement fields
Revolving general agreements
T5: Analytical Define: Analytical standard reports
Standard Reports Explain : Accessing the debt status reports
( 1 ¾ Hours) Accessing Statistical bulletin reports
Finding a report
T6: World Bank Explain: Accessing the world bank reporting menu
reporting ( 2 ½ Hours) The world bank Debtor’s Reporting system
Reports: Frequency & deadlines
First time reporting with DMFAS
Page 30 of 36
Using the fields in the windows & Explaining the purpose of each field
Buttons in the world bank reporting window
Generating form 1 & 2 report
Code mapping schemes for form 1
Day 3
T7: User- Defined Define: User defined reports and what this report entails
Reports Explain: Accessing user-defined reports
( 4 ¾ hours) User defined reports & libraries
Fields of the main window and sub windows of user defined reports
Emphasise: The 4 report formats
Explain: difference between stocks and flows giving examples of each such as debt
stock as at 30.06.09 being a stock and payments for the year being a flow.
Exporting user defined reports to MS Excel
Tutorial : Let the participants generate a user defined report for the loan in
tutorial A using DMFAS
T8: Cleaning Work Explain: How DMFAS cleans tables
Tables Accessing work tables
(1 hour) Running The utility
Page 31 of 36
2.7.0 MODULE 6 DMFAS Analysis Functions
(2 days)
Slides (S)
Day 1
T1: Present Value Define: Present Value & the calculation

Calculations Explain: How to access the present value facility
( 3 ¼ Hours) Calculation of the present value
Considerations for Present value calculations
Why present value
Measuring the degree of concessionality
Present value methods
Present Value window fields and all the sub window fields
Creating a Present Value file & Updating it
Changing a Present value file
Creating a report showing present value
T2 : Projections on Define: Projections on outstanding & the projections on outstanding calculation
Outstanding Explain: Accessing the projections on outstanding
(1 ½ hours) How Projections on outstanding are used?
Types of projections on outstanding
Fields in the projections on outstanding window
Creating a projections file and delaying its calculation
Updating & changing the projections file
Creating a report showing projections on outstanding
Day 2 :
T3 : Penalty Interest Define: Penalty interest and how its calculated
Calculations Explain: Accessing the penalty interest module
( 3 ¼ Hours) How DMFAS calculates penalty Interest
SQL file
T4: Accrued Interest Define: Accrued Interest
Calculations Explain: Accessing the Accrued interest module
(2 ½ hours) Accounting Treatment for accrued interest
SQL File
Creating a report showing accrued interest
Page 32 of 36
2.8.0. DMFAS Support
(1 day)

Units/steps/aids/
Slides (S)
T1: Support Functions Explain: Using the support functions
( 3 ¼ hours) Basic concepts of the security module
Users & User groups
Data sets
Changing the user password
Coding
Codes and code groups
Countries & Currencies
Reports
DMFAS messages
Translations
Page 33 of 36
2.9. CLOSING CEREMONY
Senior officials plus those officials who were present in the opening sessions, but who chose to
leave during the presentations and the working groups should be invited to this last session.
There should be additional participants, in this closing session, or else this session would make no
sense (officials would already have made their presentation).
2.9.1 COURSE EVALUATION

Participants should fill in the course evaluation forms giving their individual opinions about the
course management, general logistics, accommodation, and adequacy of course materials and the
course facilitators.
2.9.2 CLOSING REMARKS: PARTICIPANTS’ REPRESENTATIVE

The participants should select one person to comment about the course and give a word of thanks to
the sponsors and course facilitators for the job well done.
2.9.3 CLOSING REMARKS: FACILITATORS

The course facilitators should also give a summary of what they covered during the 3 weeks and
what they expect of the newly trained DMFAS users.
2.9.4 CLOSING REMARKS: SPONSORS

The course sponsors need to highlight the achievements of the course, the way forward
and close the 3 weeks training course.
Page 34 of 36
3. AFTER THE TRAINING COURSE
The course sponsors and facilitators will have to follow-up the trained DMFAS users on how they
are maintaining the debt databases back home after the workshop. This support can take several
forms, depending on the country’s/institution’s circumstances.
Immediate support after the workshop, which can extend for a few days to a week can include:
 Responding to the user’s concerns on the system as they use the system in their respective
institutions.
 Supporting officials to produce the debt reports.
In addition, there should be one additional mission (or a follow-up mission) to the institutions to
review user performance. Of course this depends on resource availability.
Page 35 of 36
REFERENCE
1. UNCTAD Website( Retrieved July 2009) : http://www.unctad.org/dmfas.html
2. MEFMI Website ( Retrieved August 2009): http://www.mefmi.org
3. UNCTAD (2005): DMFAS User’s Guide.
4. Staff of the IMF and World Bank, “GUIDELINES for Public Debt Management”, IMF
Publication Services/World Bank Publications, 2001.
5. IMF (2003): The External Debt Statistics: Guide for Compilers and Users.
6. UNCTAD ( 2005): Debt Statistical Bulletin Trainers Guide
7. World Bank Publication (2009) - Global Development Finance
Page 36 of 36

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MEFMI

DMFAS 5.3 TRAINING GUIDE

DENIS ELTON BARIGYE

A TRAINING GUIDE SUBMITTED IN PARTIAL FULFILLMENT OF

ABOUT PUBLIC DEBT MANAGEMENT ....................................................................................... 5

ABOUT DMFAS ................................................................................................................................ 6

1: GENERAL NOTES FOR THE TRAINER................................................................................. 7

1.2TRAINING METHODOLOGY .................................................................................................. 8

1.3. DRAFT OUTLINE FOR THE WORKSHOP ........................................................................ .11

2. WORKSHOP ACTIVITIES ....................................................................................................... 19

2.2. MODULE 1 INTRODUCTION TO DMFAS ....................................................................................... 21

2.3 MODULE 2 REGISTERING AGREEMENTS……………………………………………..23

2.9.CLOSING CEREMONY ............................................................................................................ 34

3. AFTER THE TRAINING COURSE ................................................................................... 35

ANNEX 1. DMFAS Training Modules 1-7 …………………………………………………………

ANNEX 11. Tutorial A………………………………………………………………………………

ANNEX 111. Loan Agreement ……………………………………………………………………..

ANNEX 1V. ADF Disbursement Schedule…………………………………………………………

UNCTAD United Nations Conference on Trade & Development

CSDRMS Common Wealth Secretariat Debt Recording & Management System.

HIPC Heavily Indebted Poor Countries

DSM Debt Sustainability Model

IBRD International Bank for Reconstruction and Development

IMF International Monetary Fund

IDA International Development Association

ADF African Development Fund

DBA Database Administrator

SDR Special Drawing Rights

SQL Structured Query Language

The attached modules will be useful in the following situations:

Ice Breakers and Energisers

The following should be noted on icebreakers and energisers:

 Chocolates or other small gifts can be used as incentives/rewards/encouragements for participants

Section 3: Hand on Training on the system.

 Presenters explain the details of the system

 Use energisers, as required.

 20 percent of what they hear

Arnold et al. (1991)

‘Participants learn best when... The role of the trainer is to...

 Their learning is self-directed and  Involve participants in deciding on the content

Participants learn best when... The role of the trainer is to...

 Learning is reinforced  Use training methods that allow participants to

 Learning is applied immediately  Provide opportunities for participants to apply

 Learning occurs in small groups  Use training methods that encourage

 To Train System Users In DMFAS Countries on DMFAS 5.3

1.3.3. TARGET GROUPS

 LOWER TO MIDDLE LEVEL OFFICIALS DEALING WITH PUBLIC EBT

 THOSE WITH SOME FAMILIARITY ON THE USE OF DMFAS FOR REPORTING

 SENIOR/MID-LEVEL OFFICIALS WHO USE DEBT INFORMATION, in order to develop

The recommended prerequisites for this workshop are:

 Commitment by the institution/country to consider establishment/review of statistical

 A representative from each institution/country to prepare a 20-30 minute presentation on

 Proficiency in the Microsoft Windows operating system. It also encourages a good

1.3.5. OUTLINE OF THE TRAINING

1. INTRODUCTION (1 session – ½ day):

B. Objectives and Outline of DMFAS Training

2. MODULE 1 DMFAS General Overview (1 ½ days)