Uiidp SRS V1.0

URBAN INSTITUTIONAL AND
INFRASTRUCTURE DEVELOPMENT PROGRAM

(UIIDP) MIS
SYSTEM REQUIREMENT SPECIFICATION
for
CONSULTANCY SERVICES FOR DEVELOPMENT,
INSTALLATION, IMPLEMENTATION AND
COMMISSIONING OF THE UIIDP MANAGEMENT
INFORMATION SYSTEM APPLICATION (MIS)
Submitted To:
Ministry of Urban and
Infrastructure Development
Contract No: ET-MUDH-162373-CS-QCBS OCTOBER 2021

Quality System Template Document #:
Rev.: 3.0
CSM Technologies CSM/QT/01/04 Page #:2 of 696

Software Requirement Specification
REVISION HISTORY
REV Description of Change Author/ Reviewer Effective Date
1.0 Preparation of document Abhikrit Singh 20/09/2021
Review of document Deepak Kumar Das 18/10/2021

1.0
Incorporation of user matrix Abhikrit Singh 22/10/2021

1.0
and process flows.
Review of document Deepak Kumar Das 28/10/2021

1.0
Review of document Prajna Mishra 29/10/2021

1.0
Copyright © 2021-22. CSM Technologies (A CMMI ML5 Company). All rights reserved.
Rev.: 3.0

INDEX
1 Introduction ................................................................................................................ 17
1.1 Purpose .................................................................................................................. 17
1.2 Project Scope of Work & features ........................................................................... 17
1.3 Definitions, Acronyms, and Abbreviations ............................................................... 19
1.4 References .............................................................................................................. 20
2 Overall Description ..................................................................................................... 22

2.1 Product Features .................................................................................................... 22
2.2 Member Users ........................................................................................................ 23
2.3 Operating Environment .......................................................................................... 24
2.4 Design & Implementation Constraint ..................................................................... 25
2.5 User Documentation............................................................................................... 25
2.6 Dependencies ......................................................................................................... 26
2.7 Out of Scope .......................................................................................................... 26
3 Functional Requirement ............................................................................................. 27

3.1 Program Coordination ............................................................................................ 27
3.1.1 Annual Work Budget [REQ-001] ......................................................................... 27
3.1.2 Staff Evaluation [REQ-002] ................................................................................. 29
3.1.3 Non-Thematic Areas [REQ-003] ......................................................................... 31
3.1.4 MoUs [REQ-004] ................................................................................................ 33
3.1.5 Conducted APA [REQ-005]................................................................................. 34
3.1.6 Consolidated strategy and action plan for addressing weakness identifies in the
APA [REQ-006] .............................................................................................................. 36
3.1.7 Annual Action Plan [REQ-007]............................................................................ 38
3.1.8 VfM Audit Scheduling [REQ-008] ....................................................................... 41
3.1.9 Performance Evaluation Criteria [REQ-009] ........................................................ 42
3.1.10 Review and Approval [REQ-010] ........................................................................ 44
3.1.11 VfM Recommendation [REQ-011] ...................................................................... 45
Rev.: 3.0

3.1.12 Field Visit Request [REQ-012]............................................................................. 47

3.1.13 Field Visit Approval [REQ-013] ........................................................................... 50
3.1.14 Field Visit Report [REQ-014] ............................................................................... 51
3.1.15 AWP Budget - (Follow Up Activities) [REQ-015] ................................................. 55
3.1.16 Implementation of AWP [REQ-016] .................................................................... 57
3.1.17 Tracking progress of activities under Annual Action Plan [REQ-017] .................. 59
3.2 Monitoring and Evaluation ..................................................................................... 64
3.2.1 UIIDP Performance [REQ-018]............................................................................ 64
3.2.2 Monthly Progress report Submission of ULG [REQ-019] ..................................... 66
3.2.3 Annual Progress report Submission of ULG [REQ-020] ....................................... 68
3.2.6 Field Visit Request [REQ-023]............................................................................. 75
3.2.7 Field Visit Report [REQ-024] ............................................................................... 77
3.2.8 Tracking progress of activities under Annual Action Plan [REQ-025] .................. 80
3.3 Project Engineering ................................................................................................ 85
3.3.1 Project Cost [REQ-026] ...................................................................................... 85
3.3.2 Field Supervision [REQ-027] ............................................................................... 87
3.3.3 Contract Management [REQ-028] ...................................................................... 89
3.3.4 Time & Cost Claims from Contractors [REQ-029] ............................................... 91
3.3.5 Infrastructure Project [REQ-030] ........................................................................ 93
3.3.8 Tracking progress of activities under Annual Action Plan [REQ-033] ................ 101
3.3.9 Checklists against which infrastructure projects are assessed [REQ-034] .......... 105
3.3.10 Project site/ field supervision and monitoring of all Engineering projects [REQ-
034] 108
3.3.11 Field Visit Request [REQ-035]........................................................................... 110
3.3.12 Field Visit Report [REQ-036] ............................................................................. 112
3.3.13 Capacity Building Plan [REQ-037]..................................................................... 116
Rev.: 3.0

3.3.14 Bills of Quantities [REQ-038] ............................................................................ 120

3.3.15 Financial Schedules [REQ-039] ......................................................................... 121
3.3.16 Material Test Results [REQ-040] ....................................................................... 125
3.3.17 Monitoring and Evaluation Report [REQ-041] .................................................. 128
3.3.18 New Project Setup [REQ-042] .......................................................................... 131
3.4 Municipal Finance and Revenue............................................................................ 133
3.4.1 Different types of revenue [REQ-043]............................................................... 133
3.4.2 State Revenue Progress [REQ-044]................................................................... 134
3.4.3 Annual Action Plan [REQ-045].......................................................................... 138
3.4.5 Revenue Enhancement Plan [REQ-047] ............................................................ 145
3.4.6 Analysis of arrears [REQ-048] ........................................................................... 158
3.4.7 Municipal Finance and Revenue Progress Report [REQ-049] ............................ 161
3.5 Financial Management ......................................................................................... 174
3.5.1 Financial Management M & E Data [REQ-052] ................................................. 174
3.5.2 Count and reconciliation of fixed assets [REQ-053] .......................................... 177
3.5.3 Audit Progress [REQ-054] ................................................................................ 180
3.5.4 Financial Audit [REQ-055] ................................................................................ 182
3.6 Environment Management ................................................................................... 199
3.6.1 Project Screening [REQ-061] ............................................................................ 199
3.6.2 ESMS & RS [REQ-062]...................................................................................... 203
3.6.3 Annual Environment Performance audit [REQ-063] .......................................... 208
3.6.4 Environment Management Plan [REQ-064] ...................................................... 209
Rev.: 3.0


3.6.7 Environment Audit [REQ-067] .......................................................................... 219
3.6.8 ESIA (Environment and social impact assessment) [REQ-068] ........................... 222
3.7 Social Development .............................................................................................. 231
3.7.1 Project Screening [REQ-071] ............................................................................ 231
3.7.2 ESMS & RS [REQ-072]...................................................................................... 235
3.7.3 Resettlement Action Plan [REQ-073] ................................................................ 237
3.7.4 Social Audit Review [REQ-074] ......................................................................... 240
3.8 Infrastructure Asset Management ......................................................................... 258
3.8.1 Asset Condition Assessment Indicator [REQ-080]............................................. 258
3.8.2 Infrastructure Asset Inventory [REQ-081] ......................................................... 259
3.8.3 Asset condition assessment [REQ-082] ............................................................ 270
3.8.4 Infrastructure asset management [REQ-083] .................................................... 275
3.8.5 Asset Management Plan [REQ-084] ................................................................. 280
3.8.6 Asset maintenance plan [REQ-085] .................................................................. 288
3.8.7 3-Year Rolling Program [REQ-086] ................................................................... 291
3.9 Urban Land Management ..................................................................................... 309
Rev.: 3.0

3.9.1 Land Management M & E Data [REQ-092] ....................................................... 309

3.9.2 Land Registration, inventory, Release, Development, Banking [REQ-093] ......... 317
3.9.3 Action Plan [REQ-094] ..................................................................................... 320
3.10 Urban Planning ................................................................................................ 337
3.10.1 Proposal feasibility assessment [REQ-099] ....................................................... 337
3.10.2 Urban Plan Supervision Data [REQ-100] ........................................................... 339
3.10.3 Proposal assessment criteria [REQ-101] ........................................................... 341
3.10.4 EIA Report Review [REQ-102] ........................................................................... 343
3.10.5 Review and approval of Structural Plan [REQ-103] ........................................... 344
3.10.6 Urban Planning M & E Report [REQ-104] ......................................................... 346
3.10.10Field Visit Report [REQ-108] ............................................................................. 359
3.10.11Capacity Building Plan [REQ-109]..................................................................... 362
3.11 Planning and Budgeting .................................................................................. 365
3.11.1 Potential Projects [REQ-110] ............................................................................ 365
3.11.2 Citizen participation in Planning Progress [REQ-111] ....................................... 367
3.11.3 Capital Investment Plan [REQ-112]................................................................... 370
3.11.4 Matching funds [REQ-113] ............................................................................... 384
3.11.5 Checklist for Review of CIP [REQ-114] .............................................................. 386
3.11.6 Develop budget forecasts using base-year budgets [REQ-115] ........................ 388
3.11.7 Review and Approval [REQ-116] ...................................................................... 390
3.11.8 Planning and Budgeting M & E Data [REQ-117] ............................................... 392
3.11.9 CIPs Progress Report [REQ-118]....................................................................... 398
3.11.10Annual Action Plan [REQ-119].......................................................................... 401
Rev.: 3.0

3.11.11Tracking progress of activities under Annual Action Plan [REQ-120] ................ 404
3.11.12Field Visit Request [REQ-121]........................................................................... 408
3.12 Procurement Management .............................................................................. 418
3.12.1 Proposal Evaluation [REQ-124]......................................................................... 418
3.12.2 List of Applicable Procurement Documents [REQ-125] ..................................... 419
3.12.3 Procurement Audit Data [REQ-126] ................................................................. 422
3.12.4 Delivered Procured Goods [REQ-127] .............................................................. 424
3.12.5 Procurement Audit Performance Status Report [REQ-128] ............................... 426
3.12.6 Ineligible Firms / Individuals [REQ-129] ............................................................ 429
3.12.7 Supplier and Consultant Details [REQ-130] ...................................................... 431
3.12.9 Procurement Status for EFY [REQ-132] ............................................................. 437
3.12.10Procurement Outcomes for EFY [REQ-133] ...................................................... 445
3.12.11Tracking progress of activities under Annual Action Plan [REQ-134] ................ 452
3.13 Capacity Building ............................................................................................. 466
3.13.1 Self-Assessment [REQ-138] .............................................................................. 466
3.13.2 Training Recordings [REQ-139] ........................................................................ 468
3.13.3 Training Evaluation [REQ-140] ......................................................................... 471
3.13.5 Capacity Building Plan Implementation Report [REQ-142] ............................... 477
3.13.6 Review and Approval [REQ-143] ...................................................................... 479
3.13.8 Capacity Building Progress Report [REQ-145] .................................................. 484
Rev.: 3.0


3.14 LED and Job Creation....................................................................................... 501
3.14.1 Business Idea Competition Data [REQ-150] ...................................................... 501
3.14.2 LED and Job Creation Plan [REQ-151] .............................................................. 503
3.14.3 LED and Job Creation M & E Report [REQ-152] ................................................ 505
3.14.4 Temporary Jobs [REQ-153] .............................................................................. 513
3.14.5 Firm Jobs [REQ-153] ........................................................................................ 520
3.14.6 Challenges Faced by MSEs [REQ-154] .............................................................. 528
3.15 Urban Resilience and DRM .............................................................................. 546
3.15.1 Risk Priority [REQ-160] ..................................................................................... 546
3.15.2 Institution participating in risk analysis [REQ-161]............................................ 547
3.15.3 Urban Resilience performance scoring matrix [REQ-162] ................................. 549
3.15.4 Risk Analysis Summary [REQ-163] .................................................................... 551
3.15.5 DRM and Emergency Response Plan [REQ-164] ............................................... 554
3.15.6 Urban Resilience and DRM M&E Report [REQ-165] ......................................... 555
3.16 Gender Management ....................................................................................... 575
3.16.1 Gender Audit [REQ-171] .................................................................................. 575
3.16.2 Gender Main Streaming [REQ-172] .................................................................. 577
3.16.3 Employment Mainstreaming [REQ-173] ........................................................... 581
Rev.: 3.0

3.16.4 Employment Empowerment [REQ-174] ............................................................ 584

3.16.5 Women Participation and community dialogue [REQ-175]............................... 586
3.16.6 Gender Development Plan [REQ-176] .............................................................. 591
3.16.7 Gender Development M&E Data [REQ-177] ..................................................... 594
3.17 Complain Management ................................................................................... 618
3.17.1 Procurement Complain [REQ-183] ................................................................... 618
3.17.2 ULG APA Complain [REQ-184] ......................................................................... 620
3.17.3 RIAs APA Complain [REQ-185] ......................................................................... 622
3.17.4 Registering Grievances [REQ-186] .................................................................... 624
3.17.5 Complain Assignment [REQ-187] ..................................................................... 626
3.18 System Administration ..................................................................................... 628
3.18.1 User Information [REQ-188] ............................................................................. 628
3.18.2 Region Detail [REQ-189] .................................................................................. 631
3.18.3 ULG Detail [REQ-190]....................................................................................... 633
3.18.4 User Permission [REQ-191] .............................................................................. 635
3.18.5 Focal Persons [REQ-192] .................................................................................. 636
3.19 Document Management .................................................................................. 638
3.19.1 Document Upload [REQ-193]........................................................................... 638
3.20 UIIDP Website [REQ-194] ................................................................................. 641
4 Report Screen ............................................................................................................ 642

4.1 Program Coordination .......................................................................................... 642
4.1.1 VfM Recommendation Report ......................................................................... 642
4.1.2 Annual Staff Performance Evaluation Report .................................................... 642
4.1.3 Monitoring report on implementation of AWP ................................................ 643
4.1.4 UIIDP AWP Budget .......................................................................................... 643
Rev.: 3.0

4.1.5 UIIDP Regional AWP Budget ............................................................................ 643

4.1.6 VfM Audit Progress Report .............................................................................. 644
4.1.7 Final Field Visit Report ..................................................................................... 644
4.1.8 Review and Approve Report ............................................................................ 644
4.2 Monitoring and Evaluation ................................................................................... 644
4.2.1 Annual Action Plan .......................................................................................... 644
4.2.2 Field Visit Report ............................................................................................. 645
4.2.3 Capacity Building Plan ..................................................................................... 645
4.2.4 Reports on Result Framework .......................................................................... 645
4.3 Project Engineering .............................................................................................. 645
4.3.1 Project Engineering M & E Report ................................................................... 645
4.3.2 Project Cost Report .......................................................................................... 646
4.3.3 Contract Management Report ......................................................................... 646
4.3.7 Infrastructure Projects ...................................................................................... 647
4.4 Municipal Finance and Revenue............................................................................ 647
4.4.1 State Revenue Progress ................................................................................... 647
4.4.2 Municipal Finance and Revenue Progress Report ............................................. 647
4.4.3 Revenue Enhancement Plan ............................................................................. 648
4.5 Financial Management ......................................................................................... 649
4.5.1 Finance Management M&E Report .................................................................. 649
4.5.2 Count and Reconciliation of fixed assets .......................................................... 649
4.5.3 Audit Progress Report...................................................................................... 649
Rev.: 3.0


4.6 Environment Management ................................................................................... 650
4.6.1 Environment Management M&E Report .......................................................... 650
4.6.2 Environment and social audit report ................................................................ 651
4.6.3 Project Screening Report ................................................................................. 651
4.6.4 ESIA Report ..................................................................................................... 651
4.6.5 Environment Management Plan ....................................................................... 651
4.6.6 Annual Environment Performance Audit Report ............................................... 652
4.7 Social Development .............................................................................................. 653
4.7.1 Social Development M&E Report ..................................................................... 653
4.7.2 Environment and Social Audit Report .............................................................. 653
4.7.3 Project Screening Report ................................................................................. 653
4.7.4 Resettlement Action Plan ................................................................................. 653
4.7.5 ESIA Report ..................................................................................................... 654
4.8 Infrastructure Asset Management ......................................................................... 655
4.8.1 Infrastructure Asset Inventory .......................................................................... 655
4.8.2 Asset Condition Assessment ............................................................................ 656
4.8.3 Asset Management Plan .................................................................................. 657
4.8.4 Infrastructure asset management M&E Report ................................................ 658
4.9 Urban Land Management ..................................................................................... 660
4.9.1 Urban Land Management M&E Data ............................................................... 660
Rev.: 3.0

4.9.2 Land Registration............................................................................................. 660

4.10 Urban Planning ................................................................................................ 661
4.10.1 Proposal Progress Report ................................................................................ 661
4.10.2 Urban Planning M&E Report............................................................................ 662
4.11 Planning and Budgeting .................................................................................. 662
4.11.1 Planning and Budgeting Progress Report......................................................... 662
4.11.2 CIP Progress Report ......................................................................................... 663
4.11.3 Matching Funds Progress Report ..................................................................... 664
4.12 Procurement Management .............................................................................. 664
4.12.1 Procurement Audit Status Report .................................................................... 664
4.12.2 Procurement Management M&E Report .......................................................... 665
4.13 Capacity Building ............................................................................................. 665
4.13.1 Self – assessment ............................................................................................. 665
4.13.2 Training Evaluation .......................................................................................... 665
4.13.3 Capacity Building Plan Implementation Report ................................................ 666
4.13.4 Capacity Building Progress Report ................................................................... 666
4.14 LED and Job Creation....................................................................................... 667
4.14.1 Business Idea Competition Report ................................................................... 667
4.14.2 Job Creation Plan ............................................................................................. 667
Rev.: 3.0

4.14.3 Led and Job Creation M&E Report ................................................................... 667

4.14.4 Temporary Jobs Report .................................................................................... 668
4.14.5 Firm Jobs Report.............................................................................................. 668
4.15 Urban Resilience and DRM .............................................................................. 669
4.15.1 Institutions participating in risk analysis ........................................................... 669
4.15.2 Urban Resilience performance scoring matrix .................................................. 669
4.15.3 Risk Analysis Summary..................................................................................... 669
4.15.4 Urban Resilience and DRM Progress Report..................................................... 670
4.16 Gender Development....................................................................................... 671
4.16.1 Gender Audit ................................................................................................... 671
4.16.2 Gender Mainstreaming .................................................................................... 671
4.16.3 Employment Mainstreaming ............................................................................ 671
4.16.4 Employment Empowerment ............................................................................. 671
4.16.5 Women Participation and community dialogue ............................................... 672
4.16.6 Gender Development Plan ............................................................................... 672
4.17 Complain Management ................................................................................... 673
4.17.1 Procurement Complain .................................................................................... 673
4.17.2 ULG APA Complains......................................................................................... 673
4.17.3 Region APA Complains .................................................................................... 673
4.17.4 Complain Assigned .......................................................................................... 674
4.18 System Administration ..................................................................................... 674
Rev.: 3.0

4.18.1 User Information.............................................................................................. 674

4.18.2 ULG Detail Report ............................................................................................ 674
4.18.3 Regional Detail Report ..................................................................................... 674
4.18.4 User Permission Report.................................................................................... 675
4.18.5 Focal Person Report ......................................................................................... 675
4.19 Document Management ......................................................................................... 675
4.19.1 Data of Document Uploaded ............................................................................ 675
5 User Responsibility Matrix ....................................................................................... 676

5.1 Program Coordination .............................................................................................. 676
5.2 Monitoring and Evaluation ....................................................................................... 677
5.3 Project Engineering .................................................................................................. 678
5.4 Municipal Finance and Revenue................................................................................ 679
5.5 Finance Management ............................................................................................... 680
5.6 Environment Management ....................................................................................... 681
5.7 Social Development .................................................................................................. 682
5.8 Infrastructure asset management ............................................................................. 683
5.9 Urban Land Management and Urban Planning ......................................................... 684
5.10 Planning and Budgeting ......................................................................................... 685
5.11 Procurement Management ..................................................................................... 686
5.12 Capacity Building .................................................................................................... 687
5.13 LED and Job Creation.............................................................................................. 687
5.14 Urban Resilience and DRM ..................................................................................... 688
5.15 Gender Development ............................................................................................. 688
5.16 System Admin ........................................................................................................ 689
6 External Interfaces .................................................................................................... 689

6.1 Hardware/Network Interfaces ................................................................................... 689
6.2 Software Interfaces ............................................................................................... 689
6.3 Communication Interfaces .................................................................................... 690
Rev.: 3.0

7 Non Functional Requirement ................................................................................... 690

a. Integration Requirement .......................................................................................... 690
b. Availability Requirement .......................................................................................... 694
c. Reliability Requirement ............................................................................................ 695
d. Security Requirement............................................................................................... 695
Rev.: 3.0

1 Introduction
1.1 Purpose
The purpose of the document is to describe the functional and non-functional requirements of
Urban Institutional and Infrastructure Development Program Management Information system
(UIIDP MIS). The functional requirement will be broken down according to the business
requirement, for better understanding and tracking of the project. The non-functional points will
provide the information about dependency of the project with other external and internal entities.
1.2 Project Scope of Work & features
The scope of the assignment will be mainly focused on the 117 cities participating in the UIIDP
as well as the UIIDP Regional and Federal Implementing Agencies. However, the UIIDP MIS is
expected to work for all ULGs which Ministry of Urban and Infrastructure Development (MUID)
may decide in the future to add to the program and/or to benefit from the system.
Functional Scope
The functional scope of the UIIDP MIS comprises of the following thematic area:
a. Implementation of UIIDP MIS application software with the following modules:
i. Project Coordination
ii. Monitoring and evaluation
iii. Project engineering
iv. Municipal Finance and Revenue
v. Financial Management
vi. Environment Management
vii. Social Development
viii. Infrastructure asset Management
ix. Land Management
x. Urban Planning
Rev.: 3.0

xi. Planning and Budgeting
xii. Procurement
xiii. Capacity Building
xiv. LED and Job Creation
xv. Urban Resilience and DRM
xvi. Gender Development
xvii. Complaint Management
xviii. System Administration
xix. Document Management
xx. UIIDP Website
b. Integration with the following systems:
i. Integrated Financial Management Information System (IFMIS)
ii. Integrated Budget and Expenditure (IBEX)
iii. Standard Integrated Government Tax Administration System (SIGTAS)
iv. Systematic Tracking on Exchanges in Procurement (STEP)
v. Web Based Revenue Management System
vi. Cadastre
vii. Geographical Information System (GIS)
viii. AutoCAD
c. CSM / AFRICOM is expected to develop the system that supports English and the
official Amharic language, as well as the following regional languages - Afaan
Oromo, Somali, Tigrinya and Afaraf.
Rev.: 3.0

1.3 Definitions, Acronyms, and Abbreviations
SL# Term Definition
1 Admin Administration
2 BoFED Bureau of Finance and Economic Development
3 BRD Business Requirement Document
4 EFY End of Financial Year
5 FDRE Federal Democratic Republic of Ethiopia
6 FMT Federal Mobile Team
7 GUI Graphical User Interface
8 IR Inception Report
9 MIS Management Information System
10 MoF Ministry of Finance
11 MUID Ministry of Urban and Infrastructure Development
12 SA Security Architecture
13 SDLC Software Development Life Cycle
14 SRS System Requirement Specification
15 SSL Secure Sockets Layer
16 TDD Test Driven Development
17 UIIDP Urban Institutional and Infrastructure Development Program
Rev.: 3.0

1.4 References
Reference Document
SL#
Scope document - ULGDP II - Detailed design (Volume 1) V3.0, ULGDP II - Detailed design
1
(Volume 2) - Implementation Plan V3.0
MOM of System Study

2
3 Final Inception Report V1.3
4 UIIDP Capacity Building manual
5 UIIDP Annual Performance Assessment Guideline
6 Local Economic Development Guideline
7 Implementation Strategy for Asset Management
8 Gender and Development Manual
9 Critical Mass Security Requirement
10 TOR for APA (Annual Performance Assessment)
11 Pre-APA Self-Assessment Guideline
12 TOR and Program Schedule for QAR (Quality Assurance Review)
13 Field visit request forms
14 Disbursement Request & Approval Formats
15 Capital Investment Planning Manual
16 GIS Manual
17 Asset Management Plan Manual
Rev.: 3.0

18 Model AMP (Asset Management Planning)
19 AMP Implementation Strategy
20 REP (Revenue Enhancement Planning) Manual
21 IBEX System Manual
22 Financial management manuals and guidelines from MOFEC
23 Resettlement System Guidelines for UIIDP
24 Audit Manuals and Guidelines
25 ULGDP II/UIIDP Monitoring, Evaluation and Reporting System and Guidelines for Federal
Level (Volume 1, 2 and 3)
26 Annual progress reports template
27 ULGDP II APA reports (1st , 2nd and 3rd )
28 Field work report template
29 Standard Monthly Engineering progress report
30 Field visit request format
31 Monthly Progress report template
32 Annual action plan template
Rev.: 3.0

2 Overall Description
2.1 Product Features
The proposed UIIDP MIS Design (Thematic Area-based) as illustrated in the Concept and
Preliminary design is in this section broken down to the lowest descriptive detail in terms of
module objective, proposed functionality based on each Thematic Area business processes
and Module data interactions/ interdependencies. The detailed description covers the 16 core
MIS modules based on Program Thematic Areas and 4 support modules.
i. Project Coordination
ii. Monitoring and evaluation
iii. Project engineering
iv. Municipal Finance and Revenue
v. Financial Management
vi. Environment Management
vii. Social Development
viii. Infrastructure asset Management
ix. Land Management
x. Urban Planning
xi. Planning and Budgeting
xii. Procurement
xiii. Capacity Building
xiv. LED and Job Creation
xv. Urban Resilience and DRM
xvi. Gender Development
xvii. Complaint Management
xviii. System Administration
xix. Document Management
xx. UIIDP Website
Rev.: 3.0

2.2 Member Users
The UIIDP MIS users have been divided into four different types: -
1. UIIDP ULG Focal Persons

- These types of users will be managing the MIS in context with thematic areas at
ULG Level. They will be filling data forms to execute processes under different
thematic areas as per there assigned roles and responsibilities. They will be
generating, viewing, and monitoring the progress status of the processes through
reports at ULG level. They will be querying on data of their respective ULG in MIS.
2. UIIDP Regional Mobile Teams (RMTs)

Regional Level. They will be filling data forms in order to execute processes under
different thematic areas at Regional Level as per their assigned roles and
responsibilities. They will be generating, viewing, and monitoring the progress
status of the processes through reports at Regional Level. They will be giving
reviews and approval on the reports for different processes coming from their
respective ULGs. They will be querying on data of their respective Region in MIS.
3. UIIDP Federal Mobile Team (FMT)

Federal Level. They will be filling data forms in order to execute processes under
different thematic areas at Federal Level. They will be generating, viewing, and
monitoring the progress status of the processes through various reports at Federal
Level. They will be giving reviews and approval on the reports for different
processes coming from ULGs and Regions. They will be querying on consolidated
data coming from the ULGs and Regions. These types of users will also be
managing the MIS as System admin who can create users and user responsibilities.
Rev.: 3.0

4. UIIDP Non-Thematic Users

- These types of users will be working on the processes which are not coming under
the sixteen thematic areas. They will be viewing the reports from the external
interface integrated with the MIS. They will be viewing the report of the Audit,
Progress, Action Plan executed under thematic areas as a source of information.
2.3 Operating Environment
a. Software Requirement (Web)
Sl. No Category Description
1. Operating System Windows
2. Platform/ Language Java, Spring, JPA/Hibernate,
3. Database MySQL
4. Web Server Apache
5 Application Server Tomcat 8
6. Scripting languages Java Script/ JQuery
b. Hardware Requirement
Sl.
No Category Description
Minimum 2 x Eight core processor with 1.86 GHz or
1 Hardware platform above; Processor should be latest series/generation
for the server
Rev.: 3.0

Disk Space and Memory

2
Requirements Disk Space - 500 GB
3 RAM Memory 16 GB for Application and 32 GB for DB
Server/Application
4
Accessed Through Browser
5 Bandwidth required 5-6 Mbps dedicated
2.4 Design & Implementation Constraint
 Interface with other system is dependent on web services still being developed by
other team members.
 The application shall use a layered architecture, whereby each layer may only access
the layer directly.
 All application software shall be modularized into classes using object-oriented design
principles
 All web application components will be written in Java with MySQL database.
2.5 User Documentation
User manual must be created to help users of the application to understand the basic flow as
well as each and every details of the application. It will also distribute as the hands out for the
trainee during the training period.
System Installation and Operation Manual would be shared which will facilitate the users in
successfully using the software package.
Rev.: 3.0

2.6 Dependencies
The dependencies are:

 Preproduction and production hosting environment is required in client end to host the
application.
 SMS gateway to be provided to avail SMS notifications in the application.
 Mail content to be provided for mail body of the application at any point of transaction
through application.
 Escalation matrix for Complain Management system, approval hierarchy and upper level
action taking authorities for all modules are required to configure the application.
 Defining the List of Designations of officials along with their roles and responsibility in the
MIS.
2.7 Out of Scope
The following conditions are to be consider as “out of scope” for the project:
 Integration with any applications unless it is captured in the SRS and System Design
document.
 Development of Mobile Application.
 System software license procurement & renewal such as operating system,
 database licenses, or any license software which is required for internal
consumption at MUID.
 Hardware and deployment infrastructure such as server, storage, Data center, DR
site etc.
 Any other activities, which is not included or not captured in SRS and System Design
document.
Rev.: 3.0

3 Functional Requirement
3.1 Program Coordination
3.1.1 Annual Work Budget [REQ-001]
Description
This function is used to Capture Annual Work Budget and Plan and generate a report on
Annual Work Budget and Plan
Inputs
The contents of Annual Work Budget are:
Financial Year User will Select the Financial Year
Level User will Select the Level from ( Federal , Regional , ULG )
Region User Will Select the region for which Annual Work Budget and Plan is
being captured
ULG User Will Select the ULG for which Annual Work Budget and Plan is being
captured
Project User will Select the Project
Category User Will Select the Project Category ( Schedule 1 , Schedule 2 , Schedule
3)
Project cost User will enter the project cost
Budget For EFY User will enter the Budget for Financial Year
Output Indicator / Unit User will enter the Output Indicator / Unit of Measure
of Measure
Rev.: 3.0

Period of User will select the period of implementation ( Quarter )

Implementation
Cash Flow User Will enter the cash flow amount
Annual Total User will enter the amount of annual
Expenditure Code User will select the expenditure code from ( BI Code, General Ledger,
Subsidiary ledger )
Button Submit This Button will submit the Data for Annual Work Budget and Plan
Button Reset This Button will reset the entered data for Annual Work Budget and Plan
Button Cancel This Button will terminate the process of capturing data for Annual Work
Budget and Plan
Data Capture Diagram
Annual Work Budget
Financial Year Level Region ULG

Select Year Select Level Select Region Select ULG
Project Category Project Cost

Select Project Select Category
Budget For EFY Output Indicator Period of Implementation
Cash Flow Annual Total Expenditure Code
Submit Reset Cancel
Figure 1
Rev.: 3.0

Process Flow Diagram
Figure 2
3.1.2 Staff Evaluation [REQ-002]
Description
This function is used to captured data for staff Evaluation and generate a report on the staff
evaluation
Inputs
The contents of staff evaluation are:
Name of Staff User will enter the name of the staff
Review Period User will select the review period in Quarter
Date of Review User will select the data of review from the calendar
Evaluator User will enter the name of the evaluator
Rev.: 3.0

Performance Indicator
Category User will select the category for staff evaluation
Sub - Category User will select the sub-category for staff evaluation
Description User will enter the description in text field
Maximum-Points User will enter the maximum points awarded for staff who is being
evaluated.
Scoring Method User will enter the scoring method in text field
Points Awarded User will enter the points awarded to staff who is being evaluated
Button Submit This Button will submit the Data for staff performance and evaluation
Button Reset This Button will reset the entered data for staff performance and
evaluation
Button Cancel This Button will terminate the process of capturing data for staff
performance and evaluation
Staff Evaluation
Name of Staff Review Period Date of Review Evaluator

Select Date Select ULG
Performance Indicator
Category Sub- Category Description
Maximum-Points Scoring Method Points Awarded
Submit Reset Cancel
Figure 1
Rev.: 3.0

Figure 2
3.1.3 Non-Thematic Areas [REQ-003]
Description
This function is used to capture data for Non-Thematic Areas and generate a report on Non-
Thematic Areas.
Inputs
The contents of Non-Thematic Areas are:
Area Name User will enter the non-thematic area name
Approval Status User will select the approval status ( Pending , Approved, Rejected )
Category User will select the category of Non-Thematic Areas
Rev.: 3.0

Button Submit This Button will submit the Data for Non-Thematic Areas
Button Reset This Button will reset the entered data for Non-Thematic Areas
Button Cancel This Button will terminate the process of capturing data for Non-
Thematic Areas
Non-Thematic Areas
Area Name Description
Approval Status Category

Select Approval Status Select Category
Submit Reset Cancel
Figure 2
Figure 2
Rev.: 3.0

3.1.4 MoUs [REQ-004]
Description
This function is used to capture MoUs data between UIIDP and other federal and regional
agencies.
Inputs
The contents of MoUs are:
Agency Name User will enter the agency name
Level User will select the Level from ( Federal , Regional , ULG )
Category User will select the category of MOUs
MoU Document User will Upload the Document
Approval Status User will select the approval status ( Pending , Approved, Rejected )
Button Submit This Button will submit the data for MOUs
Button Reset This Button will reset the entered data for MOUs
Button Cancel This Button will terminate the process of capturing data for MOUs
MoUs
Agency Name Level Category
Select Level Select Category
MoU Document Approval Status
Upload Document Select Approval Status
Submit Reset Cancel
Figure 1
Rev.: 3.0

Figure 2
3.1.5 Conducted APA [REQ-005]
Description
This function is used to capture annual conducted APA data.
Inputs
The contents of Conducted APA are:
Name of APA Firm User will enter the name of the APA Firm
Financial Year User will select the financial year
APA Number User will enter the APA Number
Planned Date User will enter the planned date from calendar
Actual Date ( 61 Cities User will enter the date for conducted APA
in Oromia and
Rev.: 3.0

SNNPRS)
Actual Date (56 Cities in User will enter the date for Conducted APA
Amhara,Tigray,
Afar,Benishangu,
IGumuz,Gambella,Harar
i,Somali,Dire Dawa)
Button Submit This Button will submit the data for conducted APA
Button Reset This Button will reset the entered data for conducted APA
Button Cancel This Button will terminate the process of capturing data for APA
Conducted APA
Name of APA Firm Financial Year APA Number Planned Date

Select Date
Actual Date ( 61 Cities in Oromia and SNNPRS)

Select Date
Actual Date (56 Cities in Amhara,Tigray,Afar,Benishangu,I Gumuz, Gambella,Harari,Somali,Dire Dawa)

Select Date
Submit Reset Cancel
Figure 1
Rev.: 3.0

Figure 2
3.1.6 Consolidated strategy and action plan for addressing weakness identifies in the
APA [REQ-006]
Description
This function is used to Consolidate strategy and action plan for addressing weakness
identifies in the APA.
Inputs
The contents of Consolidated strategy and action plan for addressing weakness identifies in
the APA are:
Financial Year User will select the Financial Year
APA User will enter the APA
Rev.: 3.0

Issue to address User will enter the issue to address in text field
Action to address issue User will enter the action to be taken for addressing the issue in text field
Responsible Party User will enter the name of responsible party name
Timeline User will select the timeline ( Quarter )
Button Submit This Button will submit the data to Consolidate strategy and action plan
for addressing weakness identifies in the APA
Button Reset This Button will reset the entered data to Consolidate strategy and action
plan for addressing weakness identifies in the APA
Button Cancel This Button will terminate the process of capturing data to Consolidate
strategy and action plan for addressing weakness identifies in the APA
Consolidated strategy and action plan for addressing weakness identifies in the
APA
Financial Year APA Issue to address
Select Year
Action to address issue Responsible Party Timeline
Submit Reset Cancel
Figure 1
Rev.: 3.0

Figure 2
3.1.7 Annual Action Plan [REQ-007]
Description
This function is used for Preparation of program coordination annual action plans and Review
/ approval of Program Coordination Annual Action plans. The final reviewed annual action plan
will be sent to Monitoring and Evaluation for Final Approval
Inputs
The contents of Annual Action Plan are:
Level User will select the level from ( Federal , Regional , ULG )
ULG name User will select the ULG Name
Region Name User will select the Region Name
Rev.: 3.0

Thematic Area User will select the Thematic Area
Activities Planned
Office User will select the office from ( Federal , Regional , ULG )
Thematic Area User will select the thematic area
Responsible Person User will enter the name of responsible person in text field
Timeframe (Months) User will enter the number of months
Budget (Birr) User will enter the budget ( in numeric field )
Major Activity User will enter the major activity name in text field
ULGs that need intensive field support
ULG Name User will select the ULG Name
Gaps to be addressed User will enter the gaps to be addressed through technical support in
through technical text field

support
Button Submit This Button will submit the data for Annual Action Plan
Button Reset This Button will reset the entered data for Annual Action Plan
Button Cancel This Button will terminate the process of capturing data for Annual
Action Plan
Rev.: 3.0

Annual Action Plan
Level ULG Name Region Name Thematic Area

Select Level Select ULG Select Region Select Thematic Area
Activities Planned
Financial Year Office Thematic Area Major Activity

Select Office Select Thematic Area
Responsible Person Timeframe(Months) Budget (Birr)
ULG Name Thematic Area Gaps to be addressed through technical support

Select ULG Select Thematic Area
Submit Reset Cancel
Figure 1
Figure 2
Rev.: 3.0

3.1.8 VfM Audit Scheduling [REQ-008]
Description
This function is used for Value for Money (VfM) audit scheduling and coordination.
Inputs
The contents of VfM Audit Scheduling are:
Start Date of Audit User will enter the date from calendar
End Date of Audit User will enter the data from calendar
Submission Date of User will enter the data from calendar
audit report to bureau

Submission Date of
audit report to bureau
by regional
coordinator
Button Submit This Button will submit the data for VfM Audit Scheduling
Button Reset This Button will reset the entered data for VfM Audit Scheduling
Button Cancel This Button will terminate the process of capturing data for Vfm Audit
Scheduling
VfM Audit Scheduling

Start Date of Audit End Date of Audit Date of Submission of
the audit report to bureua
by regional coordinator
Submit Reset Cancel
Figure 1
Rev.: 3.0

Figure 2
3.1.9 Performance Evaluation Criteria [REQ-009]
Description
This function is used to Performance Evaluation Criteria for staff Evaluation
Inputs
The contents of Performance Evaluation Criteria are:
Category User will enter the category in text field
Sub-Category User will enter the subcategory under category in text field
Description User will enter the description under subcategory which is under
category in text field
Button Submit This Button will submit the data for Performance Evaluation Criteria
Rev.: 3.0

Button Reset This Button will reset the entered data for Performance Evaluation
Criteria
Button Cancel This Button will terminate the process of capturing data for Performance
Evaluation Criteria
Performance Evaluation Criteria
Performance Criteria
Category Sub- Category Description
Submit Reset Cancel
Figure 1
Figure 2
Rev.: 3.0

3.1.10 Review and Approval [REQ-010]
Description
This function is used for Review and Approval of documents, data and reports coming from
different thematic areas.
Inputs
The contents of Review and Approval are:
Action User will select the action from ( Accepted , Rejected )
Comments User will add comments for there action
Button Submit This Button will submit the data for Review and approval
Button Reset This Button will reset the entered data for Review and approval
Button Cancel This Button will terminate the process of capturing data for review and
approval
Review and Approval

Action Comments
Select Action
Submit Reset Cancel
Figure 1
Rev.: 3.0

Figure 2
3.1.11 VfM Recommendation [REQ-011]
Description
This function is used to Capture Data for VfM Recommendation and generate report Of VfM
Recommendation.
Inputs
The contents of VfM Recommendation are:
Proportion of User will enter the numeric value for the proportion of recommendation
Recommendation of of previous VfM Audit addressed
Previous VfM Audit
Addressed
Rev.: 3.0

Number of Vfm User will enter the numeric value for number of VfM recommendation of
Recommendation of prior year

Prior Year
Number of addressed User will enter the numeric value for the number of addressed
Recommendation recommendation
Percentage of This field will be automatically calculated considering the number of VfM
Addressed recommendation of prior year and number of addressed

Recommendation recommendation
Button Submit This Button will submit the data for VfM Recommendation
Button Reset This Button will reset the entered data for VfM Recommendation
Button Cancel This Button will terminate the process of capturing data for VfM
Recommendation
VfM Recommendation
Propoortion of Recommendation
of Previous VfM Audit Addressed ULG Name Region Name
Select ULG Select Region
Number of Vfm Recommendation Number of addressed

Financial Year of Prior Year Recommnedation
Percentage of Addressed
Recommendation
Submit Reset Cancel
Figure 1
Rev.: 3.0

Figure 2
3.1.12 Field Visit Request [REQ-012]
Description
This function is used to Capture Field Visit Work Request
Inputs
The contents of Field Visit Work Request Data are:
Rev.: 3.0

Requesting Person User will enter the name of the person requesting for field visit
Level of Field / Site User will select the level from ( Federal, Regional, ULG )
work requested
TOR is Uploaded User will select from ( Yes , No )
Name of Project sites in User will select the name of project sites from the dropdown
ULGs
Name of Project ULGs User will select the name of project from dropdown
Start Date of Field User will select the date from calendar
Work
End Date of Field Work User will select the date from calendar
Date of field work User will select the date from calendar
requested
Button Submit This Button will submit the data for field visit request
Button Reset This Button will reset the entered data for field visit request
Button Cancel This Button will terminate the process of capturing data for field visit
request
Rev.: 3.0

Field Visit Request

Requesting Person Level of field / site work requested TOR is Uploaded
Name of Project sits in ULGs Name of Project ULGs Start Date of Field Work
Select Region Select ULG Select Date
End Date of Field Work Date of field visit work requested

Select Date
Submit Reset Cancel
Figure 1
Figure 2
Rev.: 3.0

3.1.13 Field Visit Approval [REQ-013]
Description
This function is used to approve the Field Visit request from all other thematic areas.
Inputs
The contents of Field Visit Approval form are:
Approval Person User will enter the name of Approval Person
Date of Approved User will select the date from calendar
Date of allowed / User will select the date from calendar
permitted
Button Submit This Button will submit the data for field visit request approval
Button Reset This Button will reset the entered data for field visit request approval
request approval
Field Visit Request Action

Approval Person Date of Approved Date of allowed / Permitted
Actual field / site visit started

Select Region
Submit Reset Cancel
Figure 1
Rev.: 3.0

Figure 2
3.1.14 Field Visit Report [REQ-014]
Description
This function is used to capture the data of Field Visit and generate report accordingly.
Inputs
The contents of Field Visit Report form are:
Name of Field / Site Visited
Kebele User will select the name of Kebele
ULG User will select the name of ULG
Region User will select the name of Region
Rev.: 3.0

Progress on the Project Implementation
Name of Project User will select the name of project
Unit User will select the unit
Project Status
Planned User will enter the planned in numeric value
Actual User will enter the actual in numeric value
Progress % This will be automatically calculated using planned and actual value
Remark User will enter the remark in the text field
Technical support provided during monitoring time
On-The Job Training
No. of Trainee User will enter the number of trainees in numeric value
No. of Male User will enter the number of male in numeric value
No. of Female User will enter the number of female in numeric value
Progress Data User will enter the progress data collection and collation in text field
collection and collation
Reporting
Issues identified by User will enter the issues identified by ULGs in text field
ULGs
Rev.: 3.0

List of User will enter the list of recommendations made to resolve issues in text
recommendation made field
to resolve issues
Feedback letter User will select the value from ( Yes , No )

uploaded
Detail Monitoring User will select the value from ( Yes , No )

progress report
uploaded
Button Submit This Button will submit the entered data for field visit report
Button Reset This Button will reset the entered data for field visit report
report
Rev.: 3.0

Field Visit Report
Name of Field/ Site Visited
Kebele ULG Region
Name of Project
Project Status
Planned Actual Progress % Remark
Technical Support Provided During Monitoring time
On-the Job Training
No. of Trainees No. of Male No. of Female
Progress Data Collection and Collation
Reporting
Issues Identified By ULGs List of recommendations made to resolve issues
Feedback letter Uploaded Detail Monitoring

Progress report Uploaded
Submit Reset Cancel
Figure 1
Rev.: 3.0

Figure 2
3.1.15 AWP Budget - (Follow Up Activities) [REQ-015]
Description
This function is used to capture data for AWP Budget - (Follow up Activities) and generate
report at ULG and Regional Level user.
Inputs
The contents of AWP Budget - (Follow up Activities) are:
Activity User will enter the name of activity in text field
Annual Budget EFY User will enter the value of annual budget in numeric value
Current Status User will enter the current status
Next Action User will enter the next action in text field
Rev.: 3.0

Deadline User will select the deadline from the calendar
Actual User will select the actual date from the calendar
Responsibility for User will enter the responsibility for action and follow up in Bureau /
action and follow Agency in text field.
up in Bureau / Agency
Responsibility for User will enter the responsibility for action and follow up in PPMD in text
action and follow up in field.
PPMD
Button Submit This Button will submit the entered data for action follow up on AWP
Button Reset This Button will reset the entered data for action follow up on AWP
Button Cancel This Button will terminate the process of capturing data for action follow
up on AWP
AWP Budget - ( Follow Up Activities)
Activity Annual Budget EFY Cuurent Status Next Action
Deadline Action
Select Date
Responsibility for action and follow up in Bureau / Agency
Responsibility for action and follow up in PPMD
Submit Reset Cancel
Figure 1
Rev.: 3.0

Figure 2
3.1.16 Implementation of AWP [REQ-016]
Description
This function is used to generate progress monitoring report on implementation of the AWP.
Inputs
The contents of Implementation of AWP are:
Financial Year User will select the value of financial year
Level User will select the Level from ( Federal, Regional , ULG )
Region name User will select the Region Name
Rev.: 3.0

Output Indicator /Unit User will enter the output indicator / unit of measure in text field
of Measure
Period User will select the value from Quarter
Planned User will enter the planned value in numeric field
Actual User will enter the actual value in numeric field
Percentage Achieved This will be automatically calculated using both the planned and actual
value
Button Submit This Button will submit the entered data for implementation of AWP
Button Reset This Button will reset the entered data for implementation of AWP
Button Cancel This Button will terminate the process of capturing data for
implementation of AWP
Implementation of AWP
Financial Year Level ULG Name Region Name

Select Financial Year Select Level Select ULG Select Region
Thematic Area Output Indicator / Period Planned

Unit of Measure
Select Thematic Area
Actual Perentage Achieved
Submit Reset Cancel
Figure 1
Rev.: 3.0

Figure 2
3.1.17 Tracking progress of activities under Annual Action Plan [REQ-017]
Description
This function is used to capture data for capturing progress of both financial and physical
activities under annual action plan.
Inputs
The contents of Tracking progress of activities are:
ULG Name User will select the value of ULG
Name of Activities User will select the name of activities captured under annual action plan.
Annual Plan for EFY- User will enter the values of annual plan ( Physical ) in numeric field
Physical
Rev.: 3.0

Annual Plan for EFY- User will enter the values of annual plan ( Financial ) in numeric field
Financial
Quarter 1
value
Quarter 2
value
Quarter 2
value
Quarter 3
Rev.: 3.0

value
Quarter 4
value
Consolidated for financial year
value
Button Submit This Button will submit the entered data for tracking progress of activities
Button Reset This Button will reset the entered data for tracking progress of activities
Button Cancel This Button will terminate the process of capturing data for tracking
progress of activities
Rev.: 3.0

Tracking Progress of activities under Annual Action Plan
ULG Name Name of Activity Annual Plan for Annual Plan for
Financial Year- Financial Year-
Physical Financial
Select Level
Quarter 1
Physical
Planned Actual Percentage Achieved
Financial
Quarter 2
Physical
Financial
Quarter 3
Physical
Financial
Quarter 4
Physical
Financial
Cumulative for Financial Year
Physical
Financial
Submit Reset Cancel
Figure 1
Rev.: 3.0

Figure 2
Rev.: 3.0

3.2 Monitoring and Evaluation
3.2.1 UIIDP Performance [REQ-018]
Description
This function is used to capture data for result framework data (UIIDP Performance)
Inputs
The contents of UIIDP Performance are:
PDO Level Result User will enter the PDO Level result indicator in text field
Indicator
Core User will enter the Core in text field
DLI User will select the DLI from ( DLI 1 To DLI 10 )
Unit Measure User will select the unit measure
Baseline Financial Year User will enter the value in numeric field
Actual Financial Year 2 User will enter the value in numeric field
Target Financial Year 2 User will enter the value in numeric field
Rev.: 3.0

Frequency User will enter the frequency value in text field
Data User will enter the data source / methodology in text field
Source/Methodology
Responsibility for Data User will enter the responsibility for data collection in text field
Collection
Intermediate Result User will enter the intermediate result area in text field
Area
Button Submit This Button will submit the entered data for UIIDP Performance
Button Reset This Button will reset the entered data for UIIDP Performance
Button Cancel This Button will terminate the process of capturing data for UIIDP
Performance
UIIDP Performance
PDO Level Result Indicator Core DLI
Unit Measure Baseline Financial Year 1 Actual Finacial Year 2
Target Financial Year 2 Actual Finacial Year 3 Target Financial Year 3
Actual Financial Year 4 Target Finacial Year 4 Actual Financial Year 5
Targer Financial Year 5 Frequency Data Source/Methodology
Responsibilty for Data Collection Intermediate Result Area
Submit Reset Cancel
Figure 1
Rev.: 3.0

Figure 2
3.2.2 Monthly Progress report Submission of ULG [REQ-019]
Description
This function is used to capture data for Monthly Progress report Submission of ULG.
Inputs
The contents of Monthly Progress report Submission of ULG are:
Financial Year User will select the financial Year from dropdown
ULG name User will select the ULG Name from dropdown
Month User will select the month from dropdown
Submission Deadline User will select the submission deadline date from the calendar
Rev.: 3.0

Date Submitted to User will select the date submitted to region from the calendar
Region
Button Submit This Button will submit the entered data for monthly progress report
submission
Button Reset This Button will reset the entered data for monthly progress report
submission
Button Cancel This Button will terminate the process of capturing data for monthly
progress report submission
Monthly Progress report Submission of ULG

Financial Year ULG Name Month
Select Financial Year Select ULG Select Month
Submission Deadline Date Submitted to Region

Select Date Select Date
Submit Reset Cancel
Figure 1
Rev.: 3.0

Figure 2
3.2.3 Annual Progress report Submission of ULG [REQ-020]
Description
This function is used to capture data for Annual Progress report Submission of ULG.
Inputs
The contents of Annual Progress report Submission of ULG are:
Financial Year User will select the financial Year from dropdown
ULG name User will select the ULG Name from dropdown
Month User will select the month from dropdown
Submission Deadline User will select the submission deadline date from the calendar
Rev.: 3.0

Date Submitted to User will select the date submitted to region from the calendar
Region
Button Submit This Button will submit the entered data for annual progress report
submission
Button Reset This Button will reset the entered data for annual progress report
submission
Button Cancel This Button will terminate the process of capturing data for annual
progress report submission
Annual Progress report Submission of ULG

Financial Year ULG Name Month
Select Financial Year Select ULG Select Month
Submission Deadline Date Submitted to Region

Submit Reset Cancel
Figure 1
Rev.: 3.0

Figure 2
Description
This function is used for Preparation of program coordination annual action plans and Review
/ approval of Program Coordination Annual Action plans. The final reviewed annual action plan
will be sent to Monitoring and Evaluation for Final Approval
Inputs
Rev.: 3.0

Activities Planned
support
Action Plan
Rev.: 3.0

Annual Action Plan

Activities Planned


Submit Reset Cancel
Figure 1
Rev.: 3.0

Figure 2
Description
This function is used for Review and Approval of documents, data and reports coming from
different thematic areas.
Inputs
The contents of Review and Approval are:
Rev.: 3.0

Comments User will add comments for there action
Button Cancel This Button will terminate the process of capturing data for review and
approval
Review and Approval

Action Comments
Select Action
Submit Reset Cancel
Figure 1
Figure 2
Rev.: 3.0

Description
Inputs
work requested
ULGs
Work
requested
request
Rev.: 3.0

Field Visit Request


Select Date
Submit Reset Cancel
Figure 1
Figure 2
Rev.: 3.0

Description
Inputs
Project Status
On-The Job Training
Rev.: 3.0

Reporting
ULGs
to resolve issues
uploaded
progress report
uploaded
report
Rev.: 3.0

Field Visit Report
Kebele ULG Region
Name of Project
Project Status
On-the Job Training
Reporting

Submit Reset Cancel
Figure 1
Rev.: 3.0

Figure 2
Description
Inputs
Physical
Rev.: 3.0

Financial
Quarter 1
value
Quarter 2
value
Quarter 2
value
Quarter 3
Rev.: 3.0

value
Quarter 4
value
value
Rev.: 3.0

Physical Financial
Select Level
Quarter 1
Physical
Financial
Quarter 2
Physical
Financial
Quarter 3
Physical
Financial
Quarter 4
Physical
Financial
Physical
Financial
Submit Reset Cancel
Figure 1
Rev.: 3.0

Figure 2
Rev.: 3.0

3.3 Project Engineering
3.3.1 Project Cost [REQ-026]
Description
This function is used to support extensive capture of project cost data.
Inputs
The contents of hierarchy level are:
ULG name User will select the ULG name from dropdown
Financial year User will select the financial year from dropdown
Project name User will select the project name from dropdown list
Project start Date User will select the project start date from calendar
Item User will select the item from dropdown list
Category User will select the category from dropdown list
Unit Cost User will enter the unit cost in numeric field
Quantity User will enter the quantity in numeric field
Total Cost Total cost will be calculated using Unit cost and Quantity
Date of Expenditure User will select the date of expenditure from calendar
Total Project Cost User will enter the total project cost in numeric field
Percentage of spent This will be calculated using total cost and total project cost
Project Budget
Button Submit This Button will submit the entered data for Project Cost
Rev.: 3.0

Button Reset This Button will reset the entered data for Project Cost
Button Cancel This Button will terminate the process of capturing data for Project Cost
Project Cost
ULG name Financial year Project name Project start Date

Select ULG Select year Select name Select Date
Cost Details
Item Category Unit Cost Quantity

Select Item
Total Cost Date of Expenditure Total Project Cost Percentage of spent

Project Budget
Submit Reset Cancel
Figure 1
Figure 2
Rev.: 3.0

3.3.2 Field Supervision [REQ-027]
Description
This function is used for extensive capture of Field supervision data.
Inputs
The contents of field supervision are:
ULG Name User will select the ULG name from dropdown list
Supervision Start Date User will select the supervision start date from the calendar
Supervision End Date User will select the supervision end date from the calendar
Focal persons in charge User will enter the name of focal persons incharge of supervision in text
of supervision field
Findings
Finding User will enter the findings in text field
Description of Finding User will enter the description of findings in text field
Action User will enter the action in text field
Party Responsible User will enter the party responsible in text field
Timeline User will select the timeline in quarter
Button Submit This Button will submit the entered data for Field Supervision
Button Reset This Button will reset the entered data for Field Supervision
Rev.: 3.0

Button Cancel This Button will terminate the process of capturing data for Field
Supervision
Field Supervision
ULG Name Project name Supervision Start Date Supervision End Date
Select name Select date Select date
Focal persons in charge of supervision
Findings
Finding Category Description of Finding
Action Party Responsible Timeline
Submit Reset Cancel
Figure 1
Figure 2
Rev.: 3.0

3.3.3 Contract Management [REQ-028]
Description
This function is used to capture Contract Management data.
Inputs
The contents of contract management are:
ULG name User will select the ULG name from the dropdown list
Financial year User will select the financial year from the dropdown list
Contract status User will select the contract status from (Preparation, signed,
Implementation, Closed)
Contractor name User will enter the contractor name in text field
Responsible party User will enter the responsible party in text field
Contract cost User will enter the contract cost in numeric field
Contract timeline User will select the contract timeline from calendar
Claims details (If any) User will enter the claim details in text field
Supervision period User will select the supervision period in quarter
Contract start date User will select the contract start date from calendar
Contract completion User will select the contract completion date from calendar
date
Project engineers in User will enter the project engineers in charge in text field
charge
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Button Submit This Button will submit the entered data for Contract Management
Button Reset This Button will reset the entered data for Contract Management
Button Cancel This Button will terminate the process of capturing data for Contract
Management
Contract Management
ULG name Financial year Contract status Contractor name

Select year Select Status
Responsible party Contract cost Project name Contract timeline
Claims details (If any) Supervision period Contract start date

Select Date
Contract completion date Project engineers in charge

Select Date
Submit Reset Cancel
Figure 1
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Figure 2
3.3.4 Time & Cost Claims from Contractors [REQ-029]
Description
This function is used to capture data for time and cost claims from contractors
Inputs
The contents of time and cost claims are:
Request date User will select the request date from the calendar
Approval status User will select the approval status from the dropdown list
Approval date (if User will select the approval date from the calendar
approved)
Approved by (if User will enter the person name who has approved in text field
approved)
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Claim category (cost or User will select the claim category from ( Cost, Time )
time)
Claim User will enter the claim in text field
Button Submit This Button will submit the entered data for time and cost claims
Button Reset This Button will reset the entered data for time and cost claims
Button Cancel This Button will terminate the process of capturing data for time and cost
claims
Time & Cost Claims from Contractors

Request date Approval status Approval date (if approved)
Select Date Select Status Select Date
Approved by (if approved) Claim category (cost or time) Claim
Submit Reset Cancel
Figure 1
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Figure 2
3.3.5 Infrastructure Project [REQ-030]
Description
This function is used to capture records of all infrastructure projects being implemented at the
city, reginal and federal level.
Inputs
The contents of Infrastructure project are:
Project Name User will select the project name from dropdown list
Unit User will select the unit from dropdown list
Measurement User will enter the measurement in text field
Contract Amount User will enter the contract amount in numeric field
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Contract Start Date User will select the contract start date from calendar
Contract Completion User will select the contract completion date from calendar
Date
Annual Physical Plan User will enter the annual physical plan in numeric field
Annual Financial Plan User will enter the annual financial plan in numeric field
Physical Achievement User will enter the physical achievement this month in numeric field
this Month
Financial Achievement User will enter the financial achievement this month in numeric field
this month
Physical User will enter the physical achievement to date in numeric field
Achievement to date
Financial Achievement User will enter the financial achievement to date in numeric field
to date
Physical Achievement This will be calculated using annual physical plan and physical
in % to date from achievement to date value

annual Plan
Financial achievement This will be calculated using annual financial plan and financial
in % to date from achievement to date value
annual plan
Physical Achievement This will be calculated using contract amount and physical achievement
in % to date from to date value
Contract
Financial achievement This will be calculated using contract amount and financial achievement
in % to date from to date value
contract
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Time elapsed in % User will enter the time elapsed in percentage
Comments User will enter the comments / contractual problem faced in text field
/Contractual Problem
Faced
Button Submit This Button will submit the entered data for Infrastructure Projects
Button Reset This Button will reset the entered data for Infrastructure Projects
Button Cancel This Button will terminate the process of capturing data for Infrastructure
Projects
Infrastructure Project
Project Name Unit Measurement Contract Amount
Contract Start Date Contract Completion Annual Physical and Financial Plan
Date
Physical and Fiancial Physical and Financial Physical and Financial Physical and Financial
Achievement this Month Achievement to date Achievement in % Achievement in %
to date from annual to date from Contract
Plan
Time elapsed in % Comments /Contractual Problem Faced
Submit Reset Cancel
Figure 1
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Figure 2
Description
This function is used for Preparation of project engineering annual action plans and Review /
approval of Project engineering Annual Action plans. The final reviewed annual action plan will
be sent to Monitoring and Evaluation for Final Approval
Inputs
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Activities Planned
support
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Action Plan
Annual Action Plan

Activities Planned


Submit Reset Cancel
Figure 1
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Figure 2
Description
This function is used to Review and Approve Asset Management Plan, Capital Investment Plan,
Procurement Plan and Revenue Enhancement Plan from their respective thematic areas.
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Inputs
The contents of Review and approve are:
Comments User will enter the comments in text field
Button Submit This Button will submit the data for review and approval
Button Cancel This Button will reset the entered data for review and approval
Button Reset This Button will terminate the process of capturing data for review and
approval
Review and Approval

Action Comments
Select Action
Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
Physical
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Financial
Quarter 1
value
Quarter 2
value
Quarter 2
value
Quarter 3
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value
Quarter 4
value
value
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Physical Financial
Select Level
Quarter 1
Physical
Financial
Quarter 2
Physical
Financial
Quarter 3
Physical
Financial
Quarter 4
Physical
Financial
Physical
Financial
Submit Reset Cancel
Figure 1
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Figure 2
3.3.9 Checklists against which infrastructure projects are assessed [REQ-034]
Description
This function is used to capture data for capturing checklists against which infrastructure
projects are assessed.
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Inputs
The contents of Checklists are:
Community Discussion User will select the value from ( Yes , No )
for Project selection
Project Prioritization User will select the value from ( Yes , No )
Checking the project User will select the value from ( Yes , No )
against the structural
plan
Environment Impact User will select the value from ( Yes , No )
assessment
Social Safeguard User will select the value from ( Yes , No )
Inspection
Availability of design, User will select the value from ( Yes , No )
specification and BOQ
Tender Document User will select the value from ( Yes , No )
Preparation
Bid Evaluation User will select the value from ( Yes , No )
Award Notification User will select the value from ( Yes , No )
Button Submit This Button will submit the entered data for Checklists
Button Reset This Button will reset the entered data for Checklists
Button Cancel This Button will terminate the process of capturing data for Checklists
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Checklist
Community Discussion Project Prioritization Checking the Project Environment Impact
for Project Selection against the structural Assessment
Plan
Social Safeguard Availability of Design, Tender Document Bid Evaluation

Inspection Specification and BOQ Preparation
Award Notification
Submit Reset Cancel
Figure 1
Figure 2
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3.3.10 Project site/ field supervision and monitoring of all Engineering projects [REQ-
034]
Description
This function is used to capture data of Project site/ field supervision and monitoring of all
Engineering projects
Inputs
The contents of project site / field supervision are:
Project name User will select the project name from the dropdown list
Focal persons in charge User will enter the focal persons in charge of supervision in text field
of supervision
ULG name User will select the ULG Name from dropdown list
Evidence User will enter the evidence in text field
Strengths User will enter the strengths in text field
Weakness User will enter the weakness in text field
Remarks User will enter the remarks in text field
Activity User will enter the activity in text field
Responsible person User will enter the responsible person name in text field
Timeline for the User will select the timeline in quarter.
activity execution
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Button Submit This Button will submit the entered data for project site / field
supervision
Button Reset This Button will reset the entered data for project site / field supervision
Button Cancel This Button will terminate the process of capturing data for Project site /
field supervision
Project site/ field supervision and monitoring of all Engineering projects

Project name Focal persons in charge of supervision ULG name
Select Project Select ULG
Evidence Category Strengths
Weakness Remarks Activity
Responsible person Timeline for the activity execution
Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
work requested
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696
ULGs
Work
requested
request
Field Visit Request


Select Date
Submit Reset Cancel
Figure 1
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696
Figure 2
Description
Inputs
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Project Status
On-The Job Training
Reporting
ULGs
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to resolve issues
uploaded

progress report
uploaded
report
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Field Visit Report
Kebele ULG Region
Name of Project
Project Status
On-the Job Training
Reporting

Submit Reset Cancel
Figure 1
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696
Figure 2
3.3.13 Capacity Building Plan [REQ-037]
Description
This function is used to add Capacity Building Plan for Project Engineering Thematic area
Inputs
The contents of Capacity Building are:
ULG User will select the ULG from dropdown list
Region User will select the region from dropdown list
Thematic Areas User will select the thematic area from dropdown list
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ECSPG Pillar & Capacity User will enter the ECSPG Pillar & Capacity Building activities/
Building activities/ investments in text field
investments
Gaps Identified User will enter the gaps identified in text field
Capacity Building User will enter the capacity building modality in text field
Modality
Performance Indicator User will enter the performance indicator in text field
Target User will enter the target in text field
Lead Person User will enter the lead person responsible name in text field
Responsible
Year User will select the year from dropdown list
Start Date User will select the start date from calendar
End Date User will select the end date from calendar
Resources Required User will enter the resources required in text field
Packaging User will enter the packaging in text field
Button Submit This Button will submit the entered data for capacity building plan
Button Reset This Button will reset the entered data for capacity building plan
Button Cancel This Button will terminate the process of capturing data for capacity
building plan
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Capacity Building Plan

Level ULG Region Thematic Areas
ECSPG Pillar & Capacity Building activities/ investments Gaps Identified
Capacity Building Performance Target Lead Person

Modality Indicator Responsible
Year Start Date End Date Resources Required

Packaging
Submit Reset Cancel
Figure 1
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Figure 2
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696
3.3.14 Bills of Quantities [REQ-038]
Description
This function is used to capture data for bills of quantities under project management for
Project engineering.
Inputs
The contents of Bills of quantities are:
Unit User will select the unit from dropdown
Unit Price User will enter the unit price in numeric field
Total Amount This will be calculated using Quantity and unit price
Button Submit This Button will submit the entered data for bills of quantities
Button Reset This Button will reset the entered data for bills of quantities
Button Cancel This Button will terminate the process of capturing data for bills of
quantities
Bills of Quantities
Description Unit Quantity

Select Status
Unit Price Total Amount
Submit Reset Cancel
Figure 1
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696
Figure 2
3.3.15 Financial Schedules [REQ-039]
Description
This function is used to capture data of financial schedules and enable reviewers to incorporate
comments
Inputs
The contents of financial schedules are:
Project Name User will select the project name from dropdown
Total Project Cost
Contract Amount User will enter the contract amount in numeric field
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Variation User will enter the variation in numeric field
Total cost User will enter the total cost in numeric field
Payment
Advance Payment ( Birr )
Advance Payment User will enter the advance payment in numeric field
Advance Repayed User will enter the advance repayed in numeric field
Outstanding advance User will enter the outstanding advance in numeric field
Interim Payment ( Birr )
Previous User will enter the previous value in numeric field
Current User will enter the current value in numeric field
To Date User will enter the current value in numeric field
Retention
Retention Holded User will enter the Retention Holded value in numeric field
Retention Returned User will enter the Retention Returned value in numeric field
Outstanding Retention User will enter the Outstanding Retention value in numeric field
Financial Gurantee
Advance Gurantee
Start Date User will select the start date from the calendar
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End Date User will select the end date from the calendar
Extended Date User will select the extended date from the calendar
Performance Gurantee
Start Date User will select the start date from the calendar
End Date User will select the end date from the calendar
Extended Date User will select the extended date from the calendar
Button Submit This Button will submit the entered data for financial schedules
Button Reset This Button will reset the entered data for financial schedules
Button Cancel This Button will terminate the process of capturing data for financial
schedules
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696
Financial Schedules
Project Name
Total Project Cost
Contract Amount Variation Total Cost
Payment
Advance Payment ( Birr )
Advance Payment Advance Repayed Outstanding advance
Interim Payments
Previous Current Todate
Retention
Retention Holded Retention Returned Outstanding Retention
Outstanding Payment
Financial Gurantee
Advance Gurantee
Start Date End Date Extended Date
Performance Gurantee
Start Date End Date Extended Date
Submit Reset Cancel
Figure 1
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696
Figure 2
3.3.16 Material Test Results [REQ-040]
Description
This function is used to capture material test results from the contractors.
Inputs
The contents of Material Test Results are:
Project User will select the project name from dropdown
Site User will select the site from dropdown
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696
Employer User will enter the employer name in text field
Contractor User will enter the contractor name in text field
Consultant User will enter the consultant name in text field
Testing Lab User will enter the testing lab name in text field
Testing Number User will enter the testing number modality in text field
Modality
Kind of Material Tested User will enter the kind of material tested in text field
Specfied Quality User will enter the specified quality in text field
Recommendation of User will enter the Recommendation of Designer or Consultant or
Designer or Consultant Supervisor in text field
or Supervisor
Button Submit This Button will submit the entered data for material test results
Button Reset This Button will reset the entered data for material test results
Button Cancel This Button will terminate the process of capturing data for material test
results
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696
Material Test Results

Project Site Employer Contractor
Select Project Name
Consultant Testing Lab
Testing Number Kind of Material Specfied Quality

Modality Tested
Recommendation of Designer or Consultant or Supervisor
Submit Reset Cancel
Figure 1
Figure 2
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696
3.3.17 Monitoring and Evaluation Report [REQ-041]
Description
This function is used to capture data for monitoring and evaluation of Project Engineering.
Inputs
The contents of M & E Project Engineering are:
ULG Name User will select the ULG name from dropdown
Name of Project User will select the project name from dropdown
Unit of Measurement User will select the unit of measurement from dropdown
Planned for Year User will enter the planned for year value in numeric field
From Month User will select the From month from calendar
Percentage achieved This value will be obtained using planned and actual values
Up to Month User will select the Up to month from calendar
Percentage achieved This value will be obtained using planned and actual values
Button Submit This Button will submit the entered data for M & E Report
Button Reset This Button will reset the entered data for M & E Report
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Button Cancel This Button will terminate the process of capturing data for M & E Report
M & E Report
ULG Name Name of Project Unit of Measurement Planned for year
From Month
Up to Month
Submit Reset Cancel
Figure 1
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696
Figure 2
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696
3.3.18 New Project Setup [REQ-042]
Description
This function is used to capture data for new projects going to be taken under UIIDP.
Inputs
The contents of New Project Setup are:
Project Name User will enter the name in text field
Description User will enter the project description in text field
Project DLIs User will select the DLIs from dropdown list
ULG Name User will select the ULG Name from dropdown list
Thematic Area User will select the thematic area name from dropdown list
Focal Person User will select the focal person name from dropdown list
Project Total Budget User will enter the Project Total Budget in numeric field
Source of Fund User will enter the source of fund in text field
Project Start Date User will select the date from calendar
Project Duration User will enter the number of month in numeric field
Planned Project end User will select the date from calendar
date
Project Status User will select the project status from dropdown list
Actual Project End Date User will select the date from calendar
Button Submit This Button will submit the entered data for Project Setup
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696
Button Reset This Button will reset the entered data for Project Setup
Button Cancel This Button will terminate the process of capturing data for Project Setup
New Project SetUp

Project Name Description Project DLIs ULG Name
Thematic Area Focal Person Name Project Total Budget Source of Fund
Project Start Date Project Duration Planned Project end Project Status
Date
Actual Project end

Date
Submit Reset Cancel
Figure 1
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696
Figure 2
3.4 Municipal Finance and Revenue
3.4.1 Different types of revenue [REQ-043]
Description
This function is used to capture different types of revenue generated by each city or region.
Inputs
The contents of different types of revenue will be obtained through API from IFMIS / IBEX
Rev.: 3.0

696
Figure 2
3.4.2 State Revenue Progress [REQ-044]
Description
This function is used to capture all State Revenue Progress data.
Inputs
The contents of State Revenue Progress are:
Period User will select the period from Quarter dropdown
Level User will select the level from ( Federal, Regional, ULG )
ULG Name User will select the ULG name from dropdown
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696
Region name User will select the region from dropdown
ULGS that achieve an increase of state revenue of at least 10% over the previous
year
Actual Financial Year 1 User will enter the value in numerical field
Planned Financial User will enter the value in numerical field
Year2
Actual Financial Year 2 User will enter the value in numerical field
Actual as % of planned This will be calculated using planned and actual financial for 2nd year
value
% Increase This will be calculated using actual financial year 2 and actual financial
year 1
At least 10 % (Y/N) User will select the value from ( Yes, No )
State Revenue performance for the quarter and half year
Planned for the year User will enter the value in numeric field
Planned quarter 1 User will enter the value in numeric field
Actual Quarter 1 User will enter the value in numeric field
Percentage achieved This will be calculated using planned and actual value for quarter 1
quarter 1
Actual Quarter 2 User will enter the value in numeric field
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696
quarter 2
Actual quarter 3 User will enter the value in numeric field
quarter 3
Actual quarter 4 User will enter the value in numeric field
quarter 4
Button Submit This Button will submit the entered data for state revenue progress
Button Reset This Button will reset the entered data for state revenue progress
Button Cancel This Button will terminate the process of capturing data for state revenue
progress
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696
State Revenue Progress

Period Level ULG Name
Select Period Select Level Select ULG
Region name
ULGS that achieve an increase of state revenue of atleast 10% over the previous year
Actual Financial Planned Financial Actual Financial Actual as % of

Year 1 Year 2 Year 2 planned
% Increase At least 10 % (Y/N)
State Revenue performance for the quarter and half year

Planned for the year Planned quarter 1 Actual Quarter 1 Percentage achieved
quarter 1
Planned quarter 2 Actual Quarter 2 Percentage achieved Planned quarter 3

quarter 2
Actual quarter 3 Percentage achieved Planned quarter 4 Actual quarter 4

quarter 3
Percentage achieved
quarter 4
Submit Reset Cancel
Figure 1
Rev.: 3.0

696
Figure 2
Description
This function is used to add Annual Action Plan by authorized users having Add rights or
Manage rights.
Inputs
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696
Activities Planned

support
Action Plan
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Annual Action Plan

Activities Planned


Submit Reset Cancel
Figure 1
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696
Figure 2
Description
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696
Inputs
Physical
Financial
Quarter 1
value
Quarter 2
value
Quarter 2
value
Quarter 3
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696
value
Quarter 4
value
value
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696
Physical Financial
Select Level
Quarter 1
Physical
Financial
Quarter 2
Physical
Financial
Quarter 3
Physical
Financial
Quarter 4
Physical
Financial
Physical
Financial
Submit Reset Cancel
Figure 1
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696
Figure 2
3.4.5 Revenue Enhancement Plan [REQ-047]
Description
This function is used to capture data for Revenue enhancement plan
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696
Inputs
Total Population User will enter the total population in numeric field
Revenue sources
Revenue Item User will enter the revenue item in text field
Account Number User will enter the account number in text field
Trend analysis for 3-5 Years
Ethiopian Fiscal Year User will select the value from dropdown list
Actual vs Planned This value will be calculated using planned and actual value
Actual Growth Rate This value will be calculated using planned and actual value
Assessment of Planning Capacity
Planned Revenue User will enter the planned revenue in numeric field
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Actual Revenues User will enter the actual revenue in numeric field
Actual Vs Planned This will be calculated using Planned and actual revenue value
Percentage of total This will be calculated using Planned and actual revenue value
own revenue
Assessment of contribution of each municipal revenue sources
Actual Revenues User will enter the actual revenue in numeric field
Contribution of This will be calculated using value of planned revenue
planned revenue to the
total
Contribution of actual This will be calculated using value of actual revenue
revenue collected to
the total percentage
Prioritization, impact and risk of appearance of difficulties in past revenue

performance
Number of arrear files User will enter the number of arrear files in numeric field
Age of arrears User will enter the age of arrears in numeric field
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696
Amount of overdue tax User will enter the amount of overdue tax in birr in numeric field
in birr
Amount of fine in birr User will enter the amount of fine in birr in numeric field
Fine as % of total This value will be calculated using amount of overdue tax and amount
overdue tax of fine value
Possible reasons for User will enter the possible reasons for arrears in text field
arrears
Impact on revenue User will select the Impact from ( Very Low, Low , High , Very High )
Performance
Three year past revenue analysis
Planned Revenue 3rd User will enter the value in numeric field.
Year Past
Planned Revenue 2nd User will enter the value in numeric field.
Year Past
Planned Revenue User will enter the value in numeric field.

current year
Actual Revenue 3rd User will enter the value in numeric field.
Year Past
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696
Actual Revenue 2nd User will enter the value in numeric field.
Year Past
Actual Revenue User will enter the value in numeric field.
Current Year
Actual vs Planned 3rd This value will be calculated using actual and planned for 3rd Year Past.
Year Past
Actual vs Planned 2nd This value will be calculated using actual and planned for 2nd Year Past.
Year Past
Actual vs Planned This value will be calculated using actual and planned for Current Year
Current Year
Three Year Total This value will be calculated using Actual Revenue 3rd Year Past, Actual
Revenue 2nd Year Past , Actual Revenue Current Year
Share of Actual 3rd Year This value will be calculated using Actual 3rd Year Revenue and three year
revenue to three year total value.
actual total
Share of Actual 2nd Year This value will be calculated using Actual 2nd Year Revenue and three
revenue to three year year total value.
actual total
Share of Actual current This value will be calculated using Actual Current Year Revenue and three
Year revenue to three year total value.
year actual total
Analysis of past expenditure items
Expenditure item User will enter the expenditure item in text field
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696
Total city population User will enter the value in numeric field
Planned for 3rd year
Planned for 2nd year
Planned for Current

year
Actual for 3rd Year
Actual for 2nd Year
Actual for Current Year
Actual vs Planned 3rd This will be calculated using value of Total city population planned for
Year Past 3rd year and Total city population actual for 3rd Year.
Actual vs Planned 2nd This will be calculated using value of Total city population planned for
Year Past 2nd year and Total city population actual for 2nd Year.
Actual vs Planned This will be calculated using value of Total city population planned for
Current Year Current year and Total city population actual for current Year.
Source of finance User will enter the source of finance in text field
Financial Balance
Actual own source of User will enter the value in numeric field
revenue last year
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revenue 2nd year ago
revenue 3rd year ago
Actual Expenditure for User will enter the value in numeric field
last year
2 years ago
3 years ago
Financial Balance This will be calculated using actual own source revenue last year and
Revenue vs actual expenditure last year value.
Expenditure for last
year
Financial Balance This will be calculated using actual own source revenue 2 year ago and
Revenue vs actual expenditure 2 year ago value.

Expenditure for 2 years
ago
Financial Balance This will be calculated using actual own source revenue 3 year ago and
Revenue vs actual expenditure 3 year ago value.
Expenditure for 3 years
ago
Financial performance indicators
Item description User will enter the item description in text field
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Municipal revenue or User will select from ( Municipal Revenue , Municipal Expenditure )
expenditure
First year value User will enter the value in numeric field
Second year value User will enter the value in numeric field
Third year value User will enter the value in numeric field
Average value This will be calculated using First Year Value, Second Year Value, Third
Year Value
Total revenue per Year This will be calculated using First Year Value, Second Year Value, Third
Year Value
Total expenditure per This will be calculated using First Year Value, Second Year Value, Third
year Year Value
Future expenditure requirements
Planned expenditure User will enter the planned expenditure in numeric field
Source of finance User will enter the source of finance in text field
Population User will enter the population in numeric field
Revenue enhancement plan
Revenue item User will enter the revenue item in text field
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Percentage of total User will enter the percentage of total planned revenue in percentage
planned revenue field
Per capita planned User will enter the per capita planned revenue in numeric field
revenue
Total Projected User will enter the total projected revenue in numeric field
revenue
Summary of future estimated revenue and expenditure requirement
First year value User will enter the value in numeric field
Second Year Value User will enter the value in numeric field
Third year value User will enter the value in numeric field
Total for three year This value will be calculated using First Year Value , Second Year Value,
Third Year Value
Total per category This value will be calculated using category , First Year Value , Second
Year Value, Third Year Value
Summary of strategies for each issue
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Issues found in past User will enter the issues found in past revenue performance analysis in
revenue performance text field
analysis
Formulated Strategies User will enter the formulated strategies in text field
Responsible User will enter the responsible organization in text field

organization
Timing User will select the value from ( 1st Year, 2nd Year, 3rd Year )
Remark User will enter the remark in text field
Button Submit This Button will submit the entered data for Revenue Enhancement Plan
Button Reset This Button will reset the entered data for Revenue Enhancement Plan
Button Cancel This Button will terminate the process of capturing data for Revenue
Enhancement Plan
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Revenue Enhancement Plan

ULG Name Total Population
Select ULG
Revenue sources
Revenue Item Category Account Number
Select Item
Trend analysis for 3-5 Years

Ethiopian Fiscal Year Planned Actual Actual vs Planned
Select Item
Actual Growth Rate
Assesment of Planning Capacity

Revenue Item Account Number Planned Revenue Actual Revenues
Select Item
Actual Vs Planned Percentage of

total own revenue
Assesment of contribution of each municipal revenue sources

Revenue Item Account Number Planned Revenue Actual Revenues
Select Item
Contribution of planned Contribution of

revenue to the total actual revenue collected
Percentage to the total percentage
Prioritization, impact and risk of appearnace of difficulties in past revenue

performance
Revenue Item Account Number Number of arrear files Age of arrears
Select Item
Amount of overdue Amount of fine Fine as % of total Possible reasons

tax in birr in birr overdue tax for arrears
Impact on revenue
Performance
Select Impact
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Three year past revenue analysis

Revenue Item Account Number Category Planned Revenue 3rd
Year Past
Select Item
Planned Revenue 2nd Planned Revenue Actual Revenue 3rd Actual Revenue 2nd
Year Past current year Year Past Year Past
Actual Revenue Actual vs Planned Actual vs Planned Actual vs Planned

Current Year 3rd Year Past 2nd Year Past Cuurent Year
Three Year Total Share of each revenue

to three year actual
total
Analysis of past expenditure items

Expenditure item Account Number Total city population Total city population
Planned Actual
Select Item
Actual vs Planned Actual vs Planned Actual vs Planned Source of finance

3rd Year Past 2nd Year Past Cuurent Year
Financial Balance
Actual own source Actual own source Actual own source Actual Expenditure
of revenue last year of revenue 2nd year ago of revenue 3rd year ago for last year
Actual Expenditure Actual Expenditure Financial Balance Financial Balance

for 2 years ago for 3 years ago Revenue vs Expenditure Revenue vs Expenditure
for last year for 2 years ago
Financial Balance
Revenue vs Expenditure
for 3years ago
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Financial performance indicators

Item description Municipal revenue First year value Second year value
or expenditure
Third year value Average value Total revenue per Total expenditure
Year per year
Future expenditure requirements

Expenditure item Account Number Planned expenditure Source of finance
Population
Revenue enhancement plan

Revenue item Account Number Planned Revenue Percentage of total
planned revenue
Per capita planned Total Projected

revenue revenue
Summary of future estimated revenue and expenditure requirement

Account Number Revenue item category First year value
Second year value Third year value Total for three year Total per category
Overall total

Revenue Item Issues found in past revenue performance analysis
Formulated Strategies Responsible organization
Timing Remark
Submit Reset Cancel
Figure 1
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Figure 2
3.4.6 Analysis of arrears [REQ-048]
Description
This function is used to capture data for Analysis of arrears.
Inputs
The contents of Analysis of Arrears are:
Recording of Debtors
Date of bill used User will enter the date of bill used from calendar
Name of debtor ( Tax User will enter the name of debtor in text field
Payer )
Amount Due
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Arrears User will enter the arrears in text field
Current Billed Amount User will enter the current billed amount in numeric field
Penalty User will enter the penalty in numeric field
Total This will be calculated using Current Billed amount and Penalty Value
Status of Payment User will select the status of payment from dropdown
Summary of Arrears
Tax revenue from User will enter the value of tax revenue from municipal services in
municipal services numeric field
Recurrent Account User will enter the recurrent account number in text field
Number
Number of arrear files User will enter the number of arrear files in numeric field
Age of arrears from User will select the age of arrears from calendar
Age of arrears to User will select the age of arrears to from calendar
Amount of overdue tax User will enter the amount of overdue tax in birr in numeric field
in Birr
Amount of fine in Birr User will enter the amount of fine tax in birr in numeric field
Fine as % of total This will be calculated using amount of overdue tax and amount of fine
overdue tax in birr value
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Possible reasons for User will enter the possible reasons for arrears in text field
arrears
Button Submit This Button will submit the entered data for analysis of arrears
Button Reset This Button will reset the entered data for analysis of arrears
Button Cancel This Button will terminate the process of capturing data for analysis of
arrears
Analysis of Arrears
Recording of Debtors
Date of Bill Used Name of Debtor

( Tax Payer )
Amount Due
Arrears Current Billed Amount Penalty Total
Status of Payment Remark
Summary of Arrears
Tax Revenues from Recurrent Account Number of Arrear Age of Arrears

Municipal Services Number files ( from - to )
Amount of Overdue Amount of fine in Fine as % of total Possible Reasons for

tax in Birr Birr overdue tax Arrears
Submit Reset Cancel
Figure 1
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Figure 2
3.4.7 Municipal Finance and Revenue Progress Report [REQ-049]
Description
This function is used to capture Municipal Finance and Revenue Progress Report.
Inputs
The contents of Municipal Finance and Revenue Progress Report are:
ULGs that achieve an increase of own source municipal revenue (excluding

landlease income) of at least 10 percent over the previous year under UIIDP
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From Month User will select the month date from calendar
Percentage Achieved This will be calculated using Planned and actual Value
To Month User will select the month date from calendar
ULGs that achieve an increase of own source municipal revenue (including

landlease income) of at least 10 percent over the previous year under UIIDP
From Month User will select the month date from calendar
To Month User will select the month date from calendar
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Button Submit This Button will submit the entered data for Municipal finance and
revenue progress report
Button Reset This Button will reset the entered data for Municipal finance and revenue
progress report
Button Cancel This Button will terminate the process of capturing data for Municipal
finance and revenue progress report
Municipal Finance and Revenue Progress Report ( Monthly Report )

Level Region ULG
Select Level Select Region Select ULG
ULGs that achieve an increase of own source municipal revenue (excluding landlease
income) of at least 10 percent over the previous year under UIIDP
From Month
Up to Month
ULGs that achieve an increase of own source municipal revenue (including landlease
income) of at least 10 percent over the previous year under UIIDP
From Month
Up to Month
Submit Reset Cancel
Figure 1
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Figure 2
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3.4.8 Field Visit Request
Description
Inputs
work requested
ULGs
Work
requested
request
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Field Visit Request


Select Date
Submit Reset Cancel
Figure 1
Figure 2
Description
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Inputs
Project Status
On-The Job Training
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Reporting
ULGs

to resolve issues

uploaded
progress report
uploaded
report
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Field Visit Report
Kebele ULG Region
Name of Project
Project Status
On-the Job Training
Reporting

Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
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investments
Modality
Responsible
building plan
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Packaging
Submit Reset Cancel
Figure 1
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Figure 2
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3.5 Financial Management
3.5.1 Financial Management M & E Data [REQ-052]
Description
This function is used to capture data for M & E Reporting data are:
Inputs
The contents of Financial Management M & E Data are:
Period User will select the Month
Timely Financial Reporting
ULG Name User will select the ULG Name from the dropdown list
Region Name User will select the region from the dropdown list
Financial Year User will the Financial Year from the dropdown list
Quarter User will select the Quarter from the dropdown list
Deadline Date User will select the date from calendar
Date Submitted User will select the date from calendar
Monthly Cash and bank reconciliation reports submitted to BoFED / ZoFED
Month User will select the month from dropdown list
Deadline date User will select the date from calendar
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Internal audit , quarterly reports submitted to BoFED / ZoFED
Quarter User will select the Quarter from the dropdown list
Deadline Date User will select the date from calendar
Count and reconciliation of fixed assets and stock inventory
Date of Count User will select the date from calendar
Button Submit This Button will submit the data for Financial Management M&E
Button Reset This Button will reset the entered data for Financial Management M&E
Button Cancel This Button will terminate the process of capturing data for Financial
Management M&E
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Financial Management and Program accounting M&E Data

Level Period
Select Level Select Period
Timely Financial Reporting

ULG Region Financial Year Quarter
Deadline Date Date Submitted

Monthly cash and bank reconcillation reports submitted to BOFED

ULG Region Financial Year Month
Internal audit, quarterly reports submitted to BOFED/ZoFED

ULG Region Financial Year Quarter
Count and reconcillation of fixed assets and stock inventory (only annual reports)
ULG Region Financial Year Date of Count
Submit Reset Cancel
Figure 1
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3.5.2 Count and reconciliation of fixed assets [REQ-053]
Description
This function is used to capture data for count and reconciliation of fixed assets.
Inputs
The contents of Count and reconciliation of fixed assets are:
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Financial Year User will select the financial year from dropdown list
Quarter User will select the Quarter from dropdown list
Date of Count User will select the date of count from calendar
Asset name and type User will the select the asset name and type from dropdown list
Asset Condition User will select the Asset condition from the dropdown list
Asset Value User will enter the asset value in numeric field
Asset Purchase Date User will select the date from calendar
Asset Description User will enter the asset description modality in text field
Modality
Quality of stock count User will enter the quality of stock count in text field
Obsolete quantity User will the enter the obsolete quantity in numeric field
Damaged Quantity User will the enter the damaged quantity in numeric field
Asset Location User will enter the asset location in text field
Button Submit This Button will submit the data for Count and reconciliation of asset
data
Button Reset This Button will reset the entered data for Count and reconciliation of
asset data
Button Cancel This Button will terminate the process of capturing data for Count and
reconciliation of asset data
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Count and reconcillation of fixed assets

Financial Year Quarter ULG Name Date of count
Select Quarter Select ULG Select Date
Asset name and type Asset condition Asset Value Asset Purchase Date
Asset Description Quantity of stock Obsolete Quantity

Modality count
Damaged Quantity Asset Location
Submit Reset Cancel
Figure 1
Figure 2
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3.5.3 Audit Progress [REQ-054]
Description
This function is used to capture data for timely preparation audit progress report.
Inputs
The contents of Audit Progress are:
ULG User will select the ULG name from dropdown list
Region User will select the Region Name from the dropdown list
Financial Year User will select the financial year from the dropdown list
Date offinancial User will the select the date from calendar
account submitted to
ORAG
Date of Audit Report User will the select the date from calendar
( EC & GC )
Date submitted for User will the select the date from calendar
Deadline
Audit Submitted User will select the value from dropdown

Category
State of Audit User will select the value from (Adverse, Disclaimer, Opinion, qualifies or
unqualified)
Audit Compliance User will select the follow up from previous year audit value
Button Submit This Button will submit the data for Audit Progress Report
Button Reset This Button will reset the entered data for Audit Progress Report
Button Cancel This Button will terminate the process of capturing data for Audit
Progress Report
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Audit Progress
Level ULG Region Financial Year
Date of Final Account Date of Audit Audit Submitted Audite submitted

Submitted to ORAG Report (EC and GC) Before Deadline Category (Clean or Unclean)
State of Audit Audit Compliance

Select State
Submit Reset Cancel
Figure 1
Figure 2
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3.5.4 Financial Audit [REQ-055]
This function is used to capture data for financial audit progress.
Inputs
The contents of Financial Audit are:
Financial Year User will select the year from dropdown list
Quarter User will select the quarter from dropdown list
Audit Start Date User will select the date from calendar
Audit Completion Date User will select the date from calendar
Date of Audit Report User will select the date from calendar
Submission
Button Submit This Button will submit the data for Financial Audit
Button Reset This Button will reset the entered data for Financial Audit
Button Cancel This Button will terminate the process of capturing data forFinancial
Audit
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Financial Audit
Financial Year Quarter ULG Name Audit Type
Select Year Select Quarter Select ULG Select Audit Type
Audit Start Date Audit Completion Date of Audit Report

Submitted to ORAG Date Submission
Submit Reset Cancel
Figure 1
Figure 2
Description
This function is used to capture Annual Action Plan data for Financial Management.
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Inputs
Activities Planned
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support
Action Plan
Annual Action Plan

Activities Planned


Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
The contents of tracking progress of activities are:
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Physical
Financial
Quarter 1
value
Quarter 2
value
Quarter 2
value
Quarter 3
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value
Quarter 4
value
value
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Physical Financial
Select Level
Quarter 1
Physical
Financial
Quarter 2
Physical
Financial
Quarter 3
Physical
Financial
Quarter 4
Physical
Financial
Physical
Financial
Submit Reset Cancel
Figure 1
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Figure 2
Description
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Inputs
work requested
ULGs
Work
requested
request
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Field Visit Request


Select Date
Submit Reset Cancel
Figure 1
Figure 2
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Description
Inputs
Project Status
On-The Job Training
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Reporting
ULGs
to resolve issues
uploaded
progress report
uploaded
report
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Field Visit Report
Kebele ULG Region
Name of Project
Project Status
On-the Job Training
Reporting

Submit Reset Cancel
Figure 1
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Figure 2
Description
This function is used to add Capacity Building Plan for Financial Management area
Inputs
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investments
Modality
Responsible
building plan
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Packaging
Submit Reset Cancel
Figure 1
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Figure 2
3.6 Environment Management
3.6.1 Project Screening [REQ-061]
Description
This function is used to capture Environment Project screening data.
Inputs
The contents of Environment Project Screening Data are:
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Location User will enter the location
Estimated Cost User will enter the estimated cost in numeric field
Proposed Date of Works User will select the date from calendar
Commencement
Technical drawing and User will select the value from ( Yes , No )
specifications reviewed
Site Selection
Physical Data User will enter the physical data in text field
Extensions of or changes User will select the value from ( Yes , No )

to existing alignment
(Yes/No)
Any existing property to User will select the value from ( Yes , No )
transfer to Project
(Yes/No)
Any Plans new User will select the value from ( Yes , No )
for
Construction (Yes/No)
Impact identification and classification
Issues User will enter the issues in text field
Site sensitivity with User will select the value from ( Low , Medium , High )
explanation ( Low,
Medium ,High)
Rating User will enter the rating in numeric field
Checklist of impacts
Type of projects User will enter the type of projects in text field
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List of the checklist User will enter the list of checklist items in text field
items
Potential for adverse User will enter the potential for adverse impact in text field
impact
General questions that apply for all types of projects and subprojects
Question category User will enter the question category in text field
List of questions User will enter the list of questions in text field
List of answers (Yes / User will select the list of answers from ( Yes , No )
No)
Categorization and recommendations
Category of the project User will select the category of project from ( Schedule 1, Schedule 2,
Schedule 1,2,or 3 Schedule 3 )
Recommendation User will enter the recommendation in text field
Submit Button This Button will submit the entered data for project screening
Reset Button This Button will reset the entered data for project screening
Cancel Button This Button will terminate the process of capturing data for project
screening
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Project Screening
Project name ULG name Location Estimated Cost
Proposed date of Technical drawing and

works commencement specifications reviewed
( Yes / No )
Site selection
Physical data Extensions of or Any existing property Any Plans for new
changes to existing to transfer to Project Construction
alignment (Yes / No) Yes / No (Yes / No )
Issues Site sensitivity with explanation ( Low, Medium ,High)
Rating
Type of projects List of the checklist items
Potential for adverse

imapct
Question category List of questions List of answers (Yes / No)
Category of the project Recommendation

Schedule 1,2,or 3
Submit Reset Cancel
Figure 1
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Figure 2
3.6.2 ESMS & RS [REQ-062]
Description
This function is used to capture ESMS & RS (Environmental and social management system
and resettlement system)
Inputs
The contents of ESMS & RS are:
ULG User will select the ULG Name from dropdown list
Total number of CIP User will enter the value in numeric field
Projects
Total Number of User will select the month from dropdown list
Projects Screened as
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per ESMF screening

During the month
Categorization and recommendation from ESMF Screening form
Number categorized User will enter the value in numeric field
under schedule 1
(Requires EIA)
under schedule 2
(Requires
Environmental review
report)
under schedule 3 ( No
Potential Impacts)
Number of Projects User will enter the value in numeric field

(Under the category of
no further action to be
taken)
REPA Decision
Number submitted by User will enter the value in numeric field
ULG to REPA
Number Accepted User will enter the value in numeric field
Number subject to User will enter the value in numeric field
Revision
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Implementation of REPA Decision
Number of EIAs User will enter the value in numeric field
completed
Number of environ User will enter the value in numeric field
mental review report
completed
Button Submit This Button will submit the entered data for ESMS & RS
Button Reset This Button will reset the entered data for ESMS & RS
Button Cancel This Button will terminate the process of capturing data for ESMS & RS
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ESMS & RS
ULG Total number of Total Number of

CIP Projects Projects Screened
during month
Select ULG
Categorization and recommendation from ESMF Screening form
Number categorized Number categorized Number categorized

under schedule 1 under schedule 2 under schedule 3
(Requires EIA) (Requires Environmental ( No Potential
review report) Impacts)
REPA Decision
Number submitted Number Accepted Number subject to

by ULG to REPA Revision
Implementation of REPA Decision
Number of EIAs Number of environ-

completed for mental review
report completed
Submit Reset Cancel
Figure 1
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Figure 2
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3.6.3 Annual Environment Performance audit [REQ-063]
Description
This function is used to add Annual Environment Performance audit by authorized users having
Add rights or Manage rights.
Inputs
Region Name User will select the Region name from dropdown list
Audit Started User will select the audit started date from calendar
Audit Completed User will select the audit completed date from calendar
Audit Report User will select the audit report submitted to MUDCo date from calendar
Submitted to MUDCo
Button Submit This Button will submit the entered data for Audit Environmental
Performance Audit.
Button Reset This Button will reset the entered data for Audit Environmental
Performance Audit
Button Cancel This Button will terminate the process of capturing data for Audit
Environmental Performance Audit
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Annual Environment performance audit
Region Name Audit Started Audit Completed Audit Report

Submitted to MUDCo
Financial Year
Submit Reset Cancel
Figure 1
Figure 2
3.6.4 Environment Management Plan [REQ-064]
Description
This function is used to capture Environment Management Plan.
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Inputs
The contents of Environment Management Plan are:
Region name User will select the Region Name from dropdown list
Project name User will select the Project Name from dropdown list
Potential Environment User will enter the potential environment impacts in text field
Impacts
Proposed Mitigation User will enter the proposed mitigation measures in text field
Measures
Responsibility for User will enter the responsibility for implementing the mitigation
implementing the measures in text field
mitigation measures
Responsibility for User will enter the responsibility for monitoring in text field
monitoring
Time horizon
Mitigation User will enter the mitigation in text field
Monitoring User will enter the monitoring in text field
Cost Estimates
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Button Submit This Button will submit the entered data for Environment Management
Plan
Button Reset This Button will reset the entered data for Environment Management
Plan
Button Cancel This Button will terminate the process of capturing data for Environment
Management Plan
Environment Management Plan

ULG name Region name Project name Potential Environment
Impacts
Proposed Mitigation Measures Responsibility for

implementing the
mitigation measures
Responsibility for monitoring
Time horizon
Mitigation Monitoring
Cost Estimates
Submit Reset Cancel
Figure 1
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Figure 2
Description
Manage rights.
Inputs
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Activities Planned
support
Action Plan
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Annual Action Plan

Activities Planned


Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
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Physical
Financial
Quarter 1
value
Quarter 2
value
Quarter 2
value
Quarter 3
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value
Quarter 4
value
value
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Physical Financial
Select Level
Quarter 1
Physical
Financial
Quarter 2
Physical
Financial
Quarter 3
Physical
Financial
Quarter 4
Physical
Financial
Physical
Financial
Submit Reset Cancel
Figure 1
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Figure 2
3.6.7 Environment Audit [REQ-067]
Description
This function is used to capture Environment audit data.
Inputs
The contents of Environment Audit are:
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Start Date of Audit User will select the date from calendar
End Date of Audit User will select the date from calendar
Submission Date of User will select the date from calendar
Audit Report
Findings of the Audit Report
Findings Description User will enter the findings description in text field
Action to be taken User will enter the action to be taken in text field
Responsible Party User will enter the responsible party in text field
Timeline for Action User will select the timeline for action in quarter
Action Implementation User will select the action implementation status from dropdown list
Status
Button Submit This Button will submit the entered data for Environment Audit
Button Reset This Button will reset the entered data for Environment Audit
Audit
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Environment Audit
ULG Name Region Name Start Date of Audit End Date of Audit
Select ULG Select Region Select Date Select Date
Submission Date
of Audit Report
Findings Description Project Name Action to be taken
Responsible Party Timeline for Action Action Implementation

Status
Submit Reset Cancel
Figure 1
Figure 2
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Figure 3
3.6.8 ESIA (Environment and social impact assessment) [REQ-068]
Description
This function is used to capture ESIA data.
Inputs
The contents of ESIA are:
Executive Summary User will enter the executive summary in text field
Policy , Legal and User will enter the policy , legal and administrative framework in text
administrative field
framework
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Project Description User will enter the project description in text field
Baseline Data User will enter the baseline data in text field
Environment and Social User will enter the environment social impacts in text field
Impacts
Analysis of Alternatives User will enter the analysis of alternatives in text field
Environment This will come from the data captured for environment management
Management Plan plan
Appendixes
List of ESIA Report User will enter the list of ESIA report preparers in text field
Preparers
References User will enter the references in text field
Record of interagency User will Upload the record of interagency and consultation meeting
and consultation
meeting
Table Presenting the User will upload the table presenting the relevant data
relevant data
List of associated User will enter the list of associates reports in text field
reports
Button Submit This Button will submit the entered data for ESIA
Button Reset This Button will reset the entered data for ESIA
Button Cancel This Button will terminate the process of capturing data for ESIA
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ESIA ( Environment and social impact assessment)

Executive Summary Policy , Legal and administrative framework
Project Description Baseline Data
Environment and Social Impacts Analysis of Alternatives
Appendixes :-
List of ESIA Report Preparers Refernces
Record of interagency and consultation meeting Table Presenting the relevant data
List of associated reports
Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
The contents of Field Visit Work Request Data are
work requested
ULGs
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Work
requested
request
Field Visit Request


Select Date
Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
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Project Status
On-The Job Training
Reporting
ULGs
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to resolve issues
uploaded

progress report
uploaded
report
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Field Visit Report
Kebele ULG Region
Name of Project
Project Status
On-the Job Training
Reporting

Submit Reset Cancel
Figure 1
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Figure 2
3.7 Social Development
3.7.1 Project Screening [REQ-071]
Description
This function is used to capture Environment Project screening data.
Inputs
The contents of Environment Project Screening Data are:
Location User will enter the location
Estimated Cost User will enter the estimated cost in numeric field
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Proposed Date of Works User will select the date from calendar
Commencement
Technical drawing and User will select the value from ( Yes , No )
specifications reviewed
Site Selection
Physical Data User will enter the physical data in text field
Extensions of or changes User will select the value from ( Yes , No )
to existing alignment
(Yes/No)
Any existing property to User will select the value from ( Yes , No )
transfer to Project
(Yes/No)
Any Plans for new User will select the value from ( Yes , No )
Construction (Yes/No)
Issues User will enter the issues in text field
Site sensitivity with User will select the value from ( Low , Medium , High )
explanation ( Low,
Medium ,High)
Rating User will enter the rating in numeric field
Type of projects User will enter the type of projects in text field
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List of the checklist User will enter the list of checklist items in text field
items
Potential for adverse User will enter the potential for adverse impact in text field
impact
Question category User will enter the question category in text field
List of questions User will enter the list of questions in text field
List of answers (Yes / User will select the list of answers from ( Yes , No )
No)
Category of the project User will select the category of project from ( Schedule 1, Schedule 2,
Schedule 1,2,or 3 Schedule 3 )
Submit Button This Button will submit the entered data for project screening
Reset Button This Button will reset the entered data for project screening
Cancel Button This Button will terminate the process of capturing data for project
screening
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Project Screening
Project name ULG name Location Estimated Cost
Proposed date of Technical drawing and

works commencement specifications reviewed
( Yes / No )
Site selection
Physical data Extensions of or Any existing property Any Plans for new
changes to existing to transfer to Project Construction
alignment (Yes / No) Yes / No (Yes / No )
Issues Site sensitivity with explanation ( Low, Medium ,High)
Rating
Type of projects List of the checklist items
Potential for adverse

imapct
Question category List of questions List of answers (Yes / No)
Category of the project Recommendation

Schedule 1,2,or 3
Submit Reset Cancel
Figure 1
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Figure 2
3.7.2 ESMS & RS [REQ-072]
Description
This function is used to ESMS & RS data for social development thematic area
Inputs
The contents of ESMS and RS are:
Month User will select the month from dropdown list
Total number of User will enter the value in numeric field

Projects in CIP
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Total Number Screened User will enter the value in numeric field
as per RSG Screening
Form
Number of Projects User will enter the value in numeric field
(Under the category of
no further action to be
taken)
Number of RAP User will enter the value in numeric field

completed
Number RAP not User will enter the value in numeric field
completed
Button Submit This Button will submit the entered data for ESMS & RS
Button Reset This Button will reset the entered data for ESMS & RS
Button Cancel This Button will terminate the process of capturing data for ESMS & RS
ESMS & RS
ULG name Total number Total number of Number of Projects

of projects in CIP Projects screened (Under the category
of no further action
to be taken)
Number of RAP Number of RAP

completed not completed
Submit Reset Cancel
Figure 1
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Figure 2
3.7.3 Resettlement Action Plan [REQ-073]
Description
This function is used to resettlement action plan data under social development thematic area
Inputs
The contents of resettlement action plan are:
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Project name User will select the Project Name from dropdown list
Project Social Impact User will enter the potential environment impacts in text field
Proposed Mitigation User will enter the proposed mitigation measures in text field
Measures
Responsibility for User will enter the responsibility for implementing the mitigation
implementing the measures in text field

mitigation measures
Responsible for User will enter the responsibility for monitoring in text field
monitoring
Time horizon
Cost Estimates
Button Submit This Button will submit the entered data for Resettlement Action Plan
Button Reset This Button will reset the entered data for Resettlement Action Plan
Button Cancel This Button will terminate the process of capturing data for Resettlement
Action Plan
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Resettlement Action Plan

ULG name Region name Project name Project Social Impact
Proposed Mitigation Measures Responsibility for

implementing the
mitigation measures
Responsibility for monitoring
Time horizon
Cost Estimates
Submit Reset Cancel
Figure 1
Figure 2
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3.7.4 Social Audit Review [REQ-074]
Description
This function is used to capture Social Audit Review Data.
Inputs
The contents of Social Audit Review are:
Start Date of Audit User will select the date from calendar
End Date of Audit User will select the date from calendar
Submission Date of User will select the date from calendar
Audit Report
Findings Description User will enter the findings description in text field
Action to be taken User will enter the action to be taken in text field
Responsible Party User will enter the responsible party in text field
Timeline for Action User will select the timeline for action in quarter
Action Implementation User will select the action implementation status from dropdown list
Status
Button Submit This Button will submit the entered data for Environment Audit
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Button Reset This Button will reset the entered data for Environment Audit
Audit
Environment and Social Audit
ULG Name Region Name Start Date of Audit End Date of Audit
Select ULG Select Region Select Date Select Date
Submission Date
of Audit Report
Findings Description Project Name Action to be taken
Responsible Party Timeline for Action Action Implementation

Status
Submit Reset Cancel
Figure 1
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Figure 2
Description
Manage rights.
Inputs
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Activities Planned
support
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Action Plan
Annual Action Plan

Activities Planned


Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
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Physical
Financial
Quarter 1
value
Quarter 2
value
Quarter 2
value
Quarter 3
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value
Quarter 4
value
value
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Physical Financial
Select Level
Quarter 1
Physical
Financial
Quarter 2
Physical
Financial
Quarter 3
Physical
Financial
Quarter 4
Physical
Financial
Physical
Financial
Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
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work requested
ULGs
Work
requested
request
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Field Visit Request


Select Date
Submit Reset Cancel
Figure 1
Figure 2
Description
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Inputs
Project Status
On-The Job Training
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Reporting
ULGs

to resolve issues

uploaded
progress report
uploaded
report
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Field Visit Report
Kebele ULG Region
Name of Project
Project Status
On-the Job Training
Reporting

Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
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investments
Modality
Responsible
building plan
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Packaging
Submit Reset Cancel
Figure 1
Figure 2
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3.8 Infrastructure Asset Management
3.8.1 Asset Condition Assessment Indicator [REQ-080]
Description
This function is used to capture asset condition assessment indicator which will be used to
assess the assets
Inputs
The contents of Asset Condition Assessment Indicator are:
Descriptor User will enter the descriptor in text field
General Description User will enter the general description in text field
Button Submit This Button will submit the data for Asset Condition Assessment
Indicator
Button Reset This Button will reset the entered data for Asset Condition Assessment
Indicator
Button Cancel This Button will terminate the process of capturing data for Asset
Condition Assessment Indicator
Asset Condition Assesment Indicator

Level Descriptor General Description
Submit Reset Cancel
Figure 1
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Figure 2
3.8.2 Infrastructure Asset Inventory [REQ-081]
Description
This function is used to capture data of Infrastructure Asset Inventory.
Inputs
The contents of Infrastructure asset inventory are:
Movement Network
Movement Network User will select the movement network asset category from dropdown list
Asset category
Movement Network User will select the movement network asset category unit of
asset category unit of measurement from dropdown list
measurement
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Movement Network Asset Category Classification
Roads
Road Type User will select the road type from dropdown list
Primary Road (KM) User will enter the value of primary road in Kilometer ( Numeric field )
Secondary Road (KM) User will enter the value of secondary road in Kilometer ( Numeric field)
Collectors and Local User will enter the value of collectors and local road in Kilometer ( Numeric
Road (KM) field )
Total (KM) This will be calculated using Primary Road , Secondary Road, Collectors
and Local Road
Pedestrian Walkways
Pedestrian walkway User will select the pedestrian type from dropdown list.
type (KM)
Pedestrian walkway on User will enter the value of pedestrian walkway on primary road in
Primary Road (KM) Kilometer ( Numeric field )
Pedestrian walkway on User will enter the value of pedestrian walkway on secondary road in
secondary Road (KM) Kilometer ( Numeric field )
Pedestrian walkways User will enter the value of pedestrian walkway on collectors and local
on collectors and Local road in Kilometer ( Numeric field )

Road (KM)
Total (KM) This will be calculated using Pedestrian walkway on Primary Road,
Secondary Road, Collectors and Local Road
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Road Structure
Road Structure type User will select the road structure type from dropdown list
(KM)
Road structure on User will enter the road structure on primary road in numeric field
Primary Road (NO)
Road structure on User will enter the road structure on secondary road in numeric field
secondary Road (NO)
Road Structure on User will enter the road structure on collectors and local road in numeric
collectors and Local field

Road (NO)
Total (NO) This will be calculated using Road structure on Primary Road , Secondary
Road , Collectors and Local Road
Street Lights
Street Light type (KM) User will select the street light type from dropdown list
Street Light on Primary User will enter the street lights on primary road in numeric field
Road (NO)
Street Light on User will enter the street lights on secondary road in numeric field
secondary Road (NO)
Street Light on User will enter the street lights on collectors and local road in numeric
collectors and Local field
Road (NO)
Total (NO) This will be calculated using Street Lights on Primary Road , Secondary
Road, Collectors and Local Road
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Construction Machinery and Vehicles
Machinery User will select the machinery type from dropdown list
Amount User will select the amount in numeric field
Remark User will enter the remarks in text field
Drainage Network
Drainage Network User will select the drainage network asset category from dropdown list
Asset category
Drainage Network User will select the drainage network asset category unit of measurement
asset category unit of from dropdown list
measurement
Drainage Network Asset Category Classification
Drains by Road Classification
Drain Type User will select the drain type from dropdown list
Drain on Primary Road User will enter the drains on primary road in kilometer ( Numeric field)
(KM)
Drain on Secondary User will enter the drains on secondary road in kilometer ( Numeric field)
Road (KM)
Drain on Collectors and User will enter the drains on collectors and local road in kilometer
Local Road (KM) ( Numeric field)
Total Drain (KM) This will calculates using the drain on primary road, secondary road,
collectors and local road.
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Water Supply
Water Supply Asset User will select the water supply asset category from dropdown list
category
Water Supply asset User will select the water supply asset category unit of measurement from
category unit of dropdown list
measurement
Water Supply Asset Category Classification
Water Supply Network by feature class
Unit User will enter the unit in text field
Items User will enter the items in text field
Water Supply Sub User will select water supply sub category from dropdown list
category
Type User will select the type from dropdown list
Total (NO) User will enter the Total ( Number ) in numeric field
Length User will enter the length in numeric field
Width ( Diameter) User will enter the width in numeric field
Sanitation
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Sanitation Asset User will select the sanitation asset category from dropdown list
category
Sanitation asset User will select the sanitation asset category unit of measurement from
category unit of dropdown list
measurement
Sanitation Asset User will select the sanitation asset category classification from dropdown
Category Classification list
Sanitation Facilities User will enter the sanitation facilities and description in text field
Description
Solid Waste Management
Solid waste User will select the solid waste management asset category from
management asset dropdown list

category
Solid waste User will select the solid waste management asset category unit of
management asset measurement from dropdown list

category unit of
measurement
Solid waste User will select the solid waste management asset category classification
management asset from dropdown list
category classification
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Solid waste User will enter the solid waste management description in text field
management
Description
Greenery and Parks
Greenery and parks User will select the greenery and park asset category from dropdown list.
asset category
Greenery and parks User will select the greenery and parks asset category unit of
asset category unit of measurement from dropdown list
measurement
Greenery and parks User will select the greenery and parks asset category classification from
asset category dropdown list
classification
Greenery and parking User will select the greenery and parks sub-category from dropdown list
sub-category
Greenery and parking User will enter the greenery and parking details in text field
details
Facilities for social and economic development
Social and Economic User will select the social and economic development facility asset
Development Facility category from dropdown list
asset category
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Social and Economic User will select the social and economic development facility asset
Development Facility category unit of measurement from dropdown list
asset category unit of

measurement
Social and economic User will select the social and economic development facility asset
development facility category classification from dropdown list

asset category
classification
Social and economic development facility details
Kind of facility User will enter the kind of facility in text field
Location User will enter the location in text field
Functionality User will enter the functionality in text field
Button Submit This Button will submit the data for Asset inventory
Button Reset This Button will reset the entered data for Asset inventory
inventory
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Infrastructure Asset Inventory
Movement Network
Movement Network Movement Network
Asset category asset category unit
of measurement
Movement Network Asset Category Classification

Roads
Road Type Primary Road (KM) Secondary Road (KM) Collectors and
Local Road (KM)
Total (KM)
Pedestrian Walkways
Pedestrian walkway Pedestrian walkway Pedestrian walkway Pedestrian walkways

type (KM) on Primary Road (KM) on secondary on collectors and Local
Road (KM) Road (KM)
Total (KM)
Road Strcuture
Road Strcuture Road structure Road structure Road Strcuture

type (KM) on Primary Road (NO) on secondary on collectors and Local
Road (NO) Road (NO)
Total (NO)
Street Lights
Street Light Street Light Street Light Street Light

type (KM) on Primary Road (NO) on secondary on collectors and Local
Road (NO) Road (NO)
Total (NO)
Construction Machinery and Vehicles
Machinery Amount Remark
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Drainage Network
Drainage Network Drainage Network
of measurement
Drainage Network Asset Category Classification

Drains by Road Classification
Drain Type Drain on Drain on Drain on

Primary Road (KM) Secondary Road (KM) Collectors and
Local Road (KM)
Total Drain (KM)
Water Supply
Water Supply Water Supply
of measurement
Water Supply Asset Category Classification

Water Supply Network by feature class
Description Quantity with unit Water Supply

and items Sub category
Type Total (NO) Length Width ( Diameter)
Sanitation
Sanitation Sanitation
of measurement
Sanitation Asset Category Classification
Sanitation Facilities Description Quantity with unit

and items
Solid Waste Management

Solid Waste Solid Waste Manage-
Management ment asset category
Asset Category unit of measurement
Solid waste Management asset Category Classification
Solid waste management Description Quantity with unit

and items
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Greenery and Parks

Greenery and Parks Greenery and parks
Asset Category asset category unit
of measurement
Greenery and parks asset Category Classification
Greenery and Greenery and

parking sub- parking details
category
Facilities for social and economic development

Social and Economic Social and Economic
Development Facility Development Facility
asset category asset category unit
of measurement
Social and economic development facility asset category Classification
Social and economic development facility details
Kind of facility Location Unit Quantity
Functionality Remark
Submit Reset Cancel
Figure 1
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Figure 2
3.8.3 Asset condition assessment [REQ-082]
Description
This function is used to capture data for asset condition assessment.
Inputs
The contents of Asset condition assessment are:
Movement Network asset condition assessment
Movement Network User will select the Movement Network asset category from dropdown
Asset category list ( Roads, Pedestrian walkways, Road Structures, Street Lights,
Construction Machinery and Vehicles )
Deterioration Area User will enter the value in numeric field
(m2)
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Total Area (m2) User will enter the value in numeric field
Total Number User will enter the value in numeric field
Percentage This will be calculated using Deterioration area and total area
Deteriorated
No. of Potholes User will enter the value in numeric field
Total Length User will enter the value in numeric field
Condition User will select the condition from ( Very Good, Good , Moderate, Poor ,
Very Poor )
Drainage Network asset condition assessment
Road Drainage Type User will select the road drainage type from dropdown list
Total Length (Km) User will enter the value in numeric field
Very Poor )
Water supply asset condition assessment
Water supply User will select the water supply sub-category from dropdown list
subcategory
Type User will select the type from dropdown list
Total No. User will enter the value in numeric field
Total Length (Km) User will enter the value in numeric field
Width (Diameter) User will enter the value in numeric field
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Very Poor )
Sanitation asset condition assessment
Sanitation asset User will select the sanitation asset category from dropdown list
category
Asset type User will select the asset type from dropdown list
Very Poor )
Solid waste management asset condition assessment
Solid waste manage- User will select the solid waste management asset category from
ment asset category dropdown list
Very Poor )
Greenery and parks asset condition assessment
Greenery and parks User will select the Greenery and parks asset category from dropdown
asset category list
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Very Poor )
Social and Economic Development facilities asset condition assessment
Social and economic User will select the social and economic development facilities asset
development facilities category from dropdown list
asset category
Very Poor )
Button Submit This Button will submit the data for Asset Condition
Button Reset This Button will reset the entered data for Asset Condition
Condition
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Asset condition assessment
Movement Network asset condition assessment

Movement Network
Asset category
Detoriation Area (m2) Total Area (m2) Total Number Percentage Detoriated
No. of Potholes Total Length Condition
Drainage Network asset condition assessment
Road Drainage Type Total Length (Km) Condition
Water supply asset condition assessment
Water supply sub- Type Total No. Total Length (Km)

category
Width (Diameter) Condition
Sanitation asset condition assessment
Sanitation asset Asset type Total No. Condition

category
Solid waste management asset condition assessment
Solid waste manage- Asset type Total No. Condition

ment asset category
Greenery and parks asset condition assessment
Greenery and parks Asset type Total No. Condition

asset category
Social and Economic Development facilities asset condition assessment
Social and economic Asset type Total No. Condition

development facilities
asset category
Submit Reset Cancel
Figure 1
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Figure 2
3.8.4 Infrastructure asset management [REQ-083]
Description
This function is used to capture Infrastructure asset management data.
Inputs
The contents of Infrastructure asset management are:
Name of Project User will select the name of project from dropdown list
Infrastructure asset User will select the infrastructure asset category from dropdown list
category
Unit of measurement User will select the unit of measurement from dropdown list
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Planned for Financial User will enter the value in numeric field
Year
From Month User will enter the date from calendar
Planned User will enter the value in numeric field
Actual User will enter the value in numeric field
Percentage This will be calculated using planned and actual value
To Month User will enter the date from calendar
Percentage This will be calculated using planned and actual value
O & M Budgets
Project Name User will select the name of project from dropdown list
Annual Physical User will enter the value in numeric field
Annual Financial User will enter the value in numeric field
Planned Physical User will enter the value in numeric field
Actual Physical User will enter the value in numeric field
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Percentage Physical This will be calculated using planned and actual physical value
Planned Financial User will enter the value in numeric field
Actual Financial User will enter the value in numeric field
Percentage Financial This will be calculated using planned and actual financial value
To Month User will enter the date from calendar
Planned Physical User will enter the value in numeric field
Actual Physical User will enter the value in numeric field
Percentage Physical This will be calculated using planned and actual physical value
Planned Financial User will enter the value in numeric field
Actual Financial User will enter the value in numeric field
Percentage Financial This will be calculated using planned and actual financial value
Button Submit This Button will submit the data for infrastructure asset management
Button Reset This Button will reset the entered data for infrastructure asset
management
Button Cancel This Button will terminate the process of capturing data for infrastructure
asset management
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Infrastructure asset management

ULG Name Name of Project Infrastructure asset Unit of Measurement
category
Planned for Financial

Year
From Month
To Month
O & M Budgets per financial year
ULG Name Name of Project Annual Financial Annual Physical

Budget Budget
From Month
Planned Financial Actual Financial Percentage Achieved Financial
Planned Physical Actual Physical Percentage Achieved Physical
To Month
Planned Financial Actual Financial Percentage Achieved Financial
Planned Physical Actual Physical Percentage Achieved Physical
Submit Reset Cancel
Figure 1
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Figure 2
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3.8.5 Asset Management Plan [REQ-084]
Description
This function is used to capture Asset Management Plan which will be sent to other thematic
areas for review and approval
Inputs
The contents of Asset Management are:
Asset Management Team organization
Position User will enter the position in text field
Name User will enter the name in text field
Qualifications User will enter the qualification in text field
Contact Details User will enter the contact details in text field
Infrastructure asset definition categories
Strategic Activity Area User will select the strategic activity area from ( Movement Network,
Water supply network, Environmental services, social and economic
services )
Physical Asset Category User will select the physical asset category from dropdown list
Asset Category Departmental Responsibility
Asset category User will select the asset category from dropdown list
Responsible Body User will enter the responsible body name in text field
Responsible Person/ User will enter the responsible person / Group in text field
Group
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Remarks User will enter remarks in text field
Asset Inventory
Upload Asset Inventory User will upload the asset inventory report
Report
Upload Asset condition User will upload the asset condition assessment report
assessment Report
Maintenance Budget Guide for each asset
Routine and Periodic maintenance activities
Feature Class User will enter the feature class in text field
Normal Maintenance User will enter the normal maintenance activity in text field
Activity
Frequency of User will enter the frequency of operation in text field

Operation
Unit Cost User will enter the unit cost in numeric field
Budget for the activity User will enter the budget for activity in numeric field
Cost summary breakdown by activity area and asset category
Strategic Activity area User will select the strategic activity area from ( Movement Network,
Water supply network, Environmental services, social and economic
services )
Item User will enter the item in text field
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Cost (EB) Operation User will enter the cost ( EB ) operation in numeric field
Total Cost User will enter the total cost in numeric field
Cost breakdown of the maintenance deficit for major assets
Asset Category User will select the asset category from dropdown list
Asset category type User will select the asset category type from dropdown list
Unit of measure User will select the unit of measure from dropdown list
Quantity User will enter the quantity value in numeric field
Unit Rate ( EB ) User will enter the Unit rate ( EB ) in numeric field
Cost ( EB ) User will enter the cost ( EB ) in numeric field
Total Cost User will enter the total cost ( EB ) in numeric field
Replacement cost and residual value of all assets
Replacement cost and residual value of all assets by strategic and supportive activity.
Strategic and User will select the strategic and supportive activity area from
supportive activity area ( Movement Network, Water supply network, Environmental services,
social and economic services )
Replacement Cost User will enter the replacement cost in numeric field
Residual Value User will enter the residual value in numeric field
Total Budget for User will enter the total budget for normal maintenance in numeric field
Normal maintenance
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Costs and prioritized new works projects
Cost of new works projects by activity area
supportive activity area ( Movement Network, Water supply network, Environmental services,
Cost of new works User will enter the cost of new works project in numeric field
projects
Total Budgets User will enter the total budgets in numeric field
Normal maintenance User will enter the total budget for normal maintenance in numeric field
or new works project
Implementation schedule for new works projects for year 1
Approval User will select the approval status from ( Accepted , Rejected )
Date of tender User will select the date from calendar

Invitation
Date of tender closure User will select the date from calendar
Date of signing of a User will select the date from calendar
Contract
Date of start of activity User will select the date from calendar
Date of Project User will select the date from calendar
Completion
Date of handover to User will select the date from calendar
the city
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Date when the new User will select the date from calendar
project is entered into
the database for

existing assets
New work projects started against project approved for AMP Year-2
supportive activity ( Movement Network, Water supply network, Environmental services,
areas
No. of Projects User will enter the value in numeric field

approved
Cost of projects User will enter the value in numeric field
approved
No. of projects started User will enter the value in numeric field
Cost of Projects started User will enter the value in numeric field
Total This will be calculated using cost of projects approved and started
Monthly schedule of maintenance deficit activities for Year 1
Approval User will select the approval status from ( Accepted , Rejected )
Date of signing of a User will select the date from calendar
Contract
Date of start of activity User will select the date from calendar
Date of completion of User will select the date from calendar
activity
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Date when the User will select the date from calendar
condition of the asset is
updated
Maintenance activities completed against approved

areas social and economic services )
No. of activities User will enter the value in numeric field

approved
Cost of activities User will enter the value in numeric field
approved
No. of activities User will enter the value in numeric field
completed
Cost of activities User will enter the value in numeric field
completed
Total This will be calculates using cost of activities approved and completed
Button Submit This Button will submit the data for Asset management plan
Button Reset This Button will reset the entered data for Asset management plan
Management Plan
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Asset Managemnet Plan
Position Name Qualifications Contract Details
Strategic Activity Area Physical Asset Category
Asset category Responsible Body Responsible Person/ Remarks

Group
Asset Inventory
Upload Asset Inventory Report
Upload Asset condition assessment Report
Feature Class Normal Maintenance Frequency of Unit Cost

Activity Operation
Budget for the

activity
Strategic Activity Item Cost (EB) Total Cost

area Operation
Asset Category Asset category type Unit of measure Qunatity
Unit Rate ( EB ) Cost ( EB ) Total Cost
Strategic and supp- Replacement Cost Residual Value Total Budget for Normal
ortive activity area maintenance
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Costs and prioritised new works projects
Strategic and supp- Cost of new works Total Budgets Normal maintenance
ortive activity area projects or new works project
Implemenation schedule for new works projects for year 1
Approval Date of tender Date of tender Date of signing of a

Invitation closure Contract
Date of start of Date of Project Date of handover to Date when the new
activity Completion the city project is entered into
the database for existing
assets
Strategic and suppo- No. of Projects Cost of projects No. of projects started
rtive activity areas approved approved
Cost of Projects Total

started
Approval Date of signing of a Date of start of Date of completion

Contract activity of activity
Date when the

condition of the asset
is updated
Strategic and suppo- No. of activities Cost of activities No. of activities

rtive activity areas approved approved completed
Cost of activities Total

completed
Submit Reset Cancel
Figure 1
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Figure 2
3.8.6 Asset maintenance plan [REQ-085]
Description
This function is used to capture asset maintenance plan.
Inputs
The contents of Asset Maintenance Plan are:
Budget costs for normal maintenance by activity area

areas
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Budget for routine and User will enter the value in numeric field
periodic maintenance
(EB/ Year)
Total Budget for User will enter the value in numeric field
normal maintenance
Budget allocation for maintenance activities
Budget Source User will enter the budget source in text field
Budget Amount User will enter the budget amount in numeric field
Final maintenance budget for the year
areas
Budget for reducing User will enter the value in numeric field
the budget deficit
Total Budget User will enter the value in numeric field
Button Submit This Button will submit the data for Asset maintenance plan
Button Reset This Button will reset the entered data for Asset maintenance plan
Button Cancel This Button will terminate the process of capturing data for asset
maintenance plan
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Asset maintenance plan
Budget costs for normal maintenance by activity area
Strategic and suppo- Budget for routine Total Budget for

rtive activity areas and periodic maintenance normal maintenance
(EB/ Year)
Budget allocation for maintenance activities
Budget Source Budget Amount
Final maintenance budget for the year
Strategic and suppo- Budget for reducing Total Budget

rtive activity areas the budget deficit
Submit Reset Cancel
Figure 1
Figure 2
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3.8.7 3-Year Rolling Program [REQ-086]
Description
This function is used to capture new work projects and the maintenance activities budgets to
a 3-year rolling program.
Inputs
The contents of 3-Year Rolling Program are:
New work projects and the maintenance activities budgets to a 3-year rolling
program.
Strategic activity areas User will select the strategic and supportive activity area from
( Movement Network, Water supply network, Environmental services,

Budget Year 1 User will enter the value in numeric field
Total Budget This will be calculated using Budget Year 1 , Budget Year 2 , Budget Year
3
Category User will select the category from ( Maintenance , New Work )
Button Submit This Button will submit the data for 3-year rolling program
Button Reset This Button will reset the entered data for 3-year rolling program
Button Cancel This Button will terminate the process of capturing data for 3-year rolling
program
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3-Year Rolling Program
New Works projects and the maintenance activities budgets to a 3-Year rolling Program
Strategic acitivity area Budget Year 1 Budget Year 2 Budget Year 3
Category
Submit Reset Cancel
Figure 1
Figure 2
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Description
Manage rights.
Inputs
Activities Planned
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support
Action Plan
Annual Action Plan

Activities Planned


Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
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Physical
Financial
Quarter 1
value
Quarter 2
value
Quarter 2
value
Quarter 3
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value
Quarter 4
value
value
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Physical Financial
Select Level
Quarter 1
Physical
Financial
Quarter 2
Physical
Financial
Quarter 3
Physical
Financial
Quarter 4
Physical
Financial
Physical
Financial
Submit Reset Cancel
Figure 1
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Figure 2
Description
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Inputs
work requested
ULGs
Work
requested
request
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Field Visit Request


Select Date
Submit Reset Cancel
Figure 1
Figure 2
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Description
Inputs
Project Status
On-The Job Training
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Reporting
ULGs
to resolve issues
uploaded
progress report
uploaded
report
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Field Visit Report
Kebele ULG Region
Name of Project
Project Status
On-the Job Training
Reporting

Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
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investments
Modality
Responsible
building plan
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Packaging
Submit Reset Cancel
Figure 1
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Figure 2
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3.9 Urban Land Management
3.9.1 Land Management M & E Data [REQ-092]
Description
This function is used to Capture Data for Urban Land Management M & E Data for generating
M & E Report
Inputs
The contents of Land Management M & E Data are :-
Unit of Measurement User will select the unit of measurement from dropdown list
No. of Plots released through allocation / allotment
From Month User will select the date from calendar
Residential
Number User will enter the number in numeric field
Hectares User will enter the hectares in numeric field
Commercial
Other
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To Month User will select the date from calendar
Residential
Commercial
Other
No. of Plots released through auction / bidding
Residential
Commercial
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Other
Residential
Commercial
Other
Number of organized files of parcels of landholdings which are made ready for adjucation and
registration as per the annual plan cascaded from the region to the city
For Month User will select the date from calendar
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Planned number of User will enter the value in numeric field
files to be ready for

adjucation and
registration for the
year
files to be ready for
adjucation and
registration during the
month
Actual number of files User will enter the value in numeric field
to be ready for
adjucation and
month
% Achieved This will be calculated using planned and actual value during the month
Adjucated parcels of landholdings which are made ready for registration as per the approvals of
adjucation and registration commission and as per the annual plan cascaded from the region to the
city

adjucated parcels to be
ready for the

registration for the
year
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ready for the

month
Actual number of User will enter the value in numeric field
ready for the
month
Registered parcels of landholdings as per the annual plan cascaded from the region to the
city
registered parcels for
the year

registered parcels
during the month
Actual number of User will enter the value in numeric field
registered parcels
during the month
Button Submit This Button will submit the data for Urban Land Management M & E data
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Button Reset This Button will reset the entered data for Urban Land Management M
& E data
Button Cancel This Button will terminate the process of capturing data for Urban Land
Management M & E data
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Land Management M&E Data

Region Name ULG Name Financial Year Unit Measurement
No of plots of Land released through Allocation / Allotment
From Month
Residential
Number Hectares
Commercial
Number Hectares
Other ( Social, etc)
Number Hectares
To Month
Residential
Number Hectares
Commercial
Number Hectares
Number Hectares
No of plots of Land released through Auction
From Month
Residential
Number Hectares
Commercial
Number Hectares
Number Hectares
To Month
Residential
Number Hectares
Commercial
Number Hectares
Number Hectares
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Number of Organized Files of Parcels of landholdings which are made ready for adjudication and
registration as per the Annual Plan cascaded from the Region to the city.
For Month
Planned number of Planned number of Actual number of % Achieved

files to be ready for files made ready for files made ready for
adjucation and adjucation and adjucation and
registration for the registration during registration during
Year month month
Adjudicated parcels of landholdings which are made ready for registration as per the approvals of adjudication
and registration commission and as per the Annual Plan cascaded from the Region to the city
For Month

adjucated parcels adjucated parcels adjucated parcels
ready for the ready for the ready for the
registration for the registration during registration during
Year the month the month
Registered Parcels of landholdings as per the Annual Plan cascaded from the Region to the city
For Month

Registered parcels Registered parcels Registered parcels
for the year during the Month during Month
Submit Reset Cancel
Figure 1
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3.9.2 Land Registration, inventory, Release, Development, Banking [REQ-093]
Description
This function is used to Land Registration, inventory, Release, Development, Banking
Inputs
The contents Land Registration, inventory, Release, Development, Banking are:
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Sub – city name User will select the sub-city name from dropdown list
Woreda User will select the Woreda name from dropdown list
Kebela User will select the kebela name from dropdown list
Land registration serial User will enter the UPIN in numeric field
number(UPIN)
Allotment or Auction User will select the value from ( Allotment , Auction )
Owner User will enter the name of owner in text field
Lease User will enter the lease information in text field
Plot number User will enter the plot number in text field
Land description User will enter the land description in text field
Land dimension User will enter the land dimension in numeric field
Land category User will enter the land category in text field
Button Submit This Button will submit the data for Land Registration.
Button Reset This Button will reset the entered data for Land Registration
Button Cancel This Button will terminate the process of capturing data for Land
Registration
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Land Registration, inventory, Release, Development, Banking

Region Name ULG Name Sub-City Name Woreda
Kebele Land Registration Allotment or Auction owner

serial Number (UPIN)
Lease Plot Number Land Description
Land Dimension Land Category
Submit Reset Cancel
Figure 1
Figure 2
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3.9.3 Action Plan [REQ-094]
Description
Manage rights.
Inputs
Activities Planned
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support
Action Plan
Annual Action Plan

Activities Planned


Submit Reset Cancel
Figure 1
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Figure 2
Description
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Inputs
Physical
Financial
Quarter 1
value
Quarter 2
value
Quarter 2
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value
Quarter 3
value
Quarter 4
value
value
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Physical Financial
Select Level
Quarter 1
Physical
Financial
Quarter 2
Physical
Financial
Quarter 3
Physical
Financial
Quarter 4
Physical
Financial
Physical
Financial
Submit Reset Cancel
Figure 1
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Figure 2
Description
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Inputs
work requested
ULGs
Work
requested
request
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Field Visit Request


Select Date
Submit Reset Cancel
Figure 1
Figure 2
Description
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Inputs
Project Status
On-The Job Training
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Reporting
ULGs

to resolve issues

uploaded
progress report
uploaded
report
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Field Visit Report
Kebele ULG Region
Name of Project
Project Status
On-the Job Training
Reporting

Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
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investments
Modality
Responsible
building plan
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Packaging
Submit Reset Cancel
Figure 1
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Figure 2
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3.10 Urban Planning
3.10.1 Proposal feasibility assessment [REQ-099]
Description
This function is used to capture extensive recording of all Proposal Feasibility Assessment
Inputs
The contents of Proposal feasibility assessment Data are :
Proposal User will enter the proposal in text field
Period User will select the value of period from quarter
Date Received User will select the date from calendar
Project Type User will select the value of project type from dropdown list
Financial Year User will select the value of financial year from dropdown list
Total Area in Hectare User will enter the total area in numeric field
Assessment criteria User will select the assessment criteria from dropdown list
Assessment remarks / User will enter the assessment remarks / recommendation in text field
recommendation
Approval Status User will select the approval status from ( Accepted , Rejected )
Button Submit This Button will submit the data for proposal feasibility assessment data
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Button Reset This Button will reset the entered data for proposal feasibility assessment
data
Button Cancel This Button will terminate the process of capturing data for proposal
feasibility assessment data
Proposal feasibility assessment data

Region Name ULG Name Proposal Name Period
Date Received Project Type Financial Year Total Area in Hectare
Assessment criteria Assessment Remark/ Approval Status

Recommendation
Submit Reset Cancel
Figure 1
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Figure 2
3.10.2 Urban Plan Supervision Data [REQ-100]
Description
This function is used to capture Urban Plan Supervision data.
Inputs
The contents of Urban Plan Supervision Data are :
Region name User will select the region name from dropdown list
Period User will select the period from quarters
Financial year User will select the financial year from dropdown list
Supervision start date User will select the date from calendar
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Supervision end date User will select the date from calendar
Site name User will select the site name from dropdown list
Infrastructure type User will select the infrastructure type from dropdown list
Supervisory remark User will enter the supervisory remark in text field
Button Submit This Button will submit the data for urban plan supervision
Button Reset This Button will reset the entered data for urban plan supervision
Button Cancel This Button will terminate the process of capturing data for urban plan
supervision
Urban Plan Supervision Data

ULG Name Region Name Period Project Name
Financial Year Supervision Period Site Name Infrastructure type
Supervisory Remarks
Submit Reset Cancel
Figure 1
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Figure 2
3.10.3 Proposal assessment criteria [REQ-101]
Description
This function is used to capture proposal assessment criteria which will be used to assess
Proposal feasibility.
Inputs
The contents of proposal assessment criteria are :
Assessment criteria User will enter the assessment criteria in text field
Button Submit This Button will submit the data for assessment criteria
Button Reset This Button will reset the entered data for assessment criteria
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Button Cancel This Button will terminate the process of capturing data for assessment
criteria
Proposal assessment criteria

Assessment Criteria
Submit Reset Cancel
Figure 1
Figure 2
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3.10.4 EIA Report Review [REQ-102]
Description
This function is used to capture data for reviewing EIA report coming from environment
Management
Inputs
The contents of EIA Report Review are :
Region Name User will select the region name from dropdown list
EIA Report Serial User will enter the EIA Report serial number in text field
Number
Period User will select the period from quarters
Review Remarks User will enter the review remarks in text field
Button Submit This Button will submit the data for EIA Report Review
Button Reset This Button will reset the entered data for EIA Report Review
Button Cancel This Button will terminate the process of capturing data for EIA Report
Review
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EIA Review
ULG Name Region Name EIA Report serial Period
Number
Review Remarks
Submit Reset Cancel
Figure 1
Figure 2
3.10.5 Review and approval of Structural Plan [REQ-103]
Description
This function is used to capture data for reviewing structural plan coming from AUTOCAD
Inputs
The contents of Structural Plan review are :
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Button Submit This Button will submit the data for structural plan review
Button Reset This Button will reset the entered data for structural plan review
Button Cancel This Button will terminate the process of capturing data for structural
plan review
Review and Approval

Action Comments
Select Action
Submit Reset Cancel
Figure 1
Figure 2
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3.10.6 Urban Planning M & E Report [REQ-104]
Description
This function is used to capture data for Urban Planning M & E Report
Inputs
The contents of Urban Planning M & E are :
Type of Urban Plan User will select the type or urban plan from dropdown list
Approval and Validity of Plan
Technical endorsement User will select the date from calendar

of BUDCo / RUPI Date
Technical endorsement User will select the year from dropdown list
of BUDCo / RUPI Year
Council of Ministers User will select the date from calendar
Approval Date
Council of Ministers User will select the year from dropdown list
Approval Year
Planning in period User will select the year from dropdown list
Remaining time in User will select the year from dropdown list
Financial Year CIP
Number of CIP Projects User will enter the number of CIP Projects in numeric field
( Works )
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Structural Plan approval of CIP Projects
Number of CIP Projects User will enter the number of CIP Projects for which site plan issued in
for which site plan numeric field
issued
Number of CIP Projects User will enter the number of CIP Projects for which right of way
for which right of way standards issued in numeric field
standards issued
Button Submit This Button will submit the data for Urban Planning M & E
Button Reset This Button will reset the entered data for Urban Planning M & E
Button Cancel This Button will terminate the process of capturing data for Urban
Planning M & E
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Urban Planning M & E
ULG Name Type of Urban Plan
Approval and Validity of Plan
Urban Plan Type Urban Plan Technical Urban Plan Technical Urban Plan Council
Endorsement Date Endorsement Year Minutes of Approval
of BUDCo of BUDCo Date
Urban Plan Council Planning in Period Remaining time in

Minutes of Approval
Year
Structure Plan Approval of CIP Projects
Number of CIP Number of CIP Number of CIP

Projects ( Works ) Projects for which Projects for which
Site plan issued Right of way
Standards issued
Submit Reset Cancel
Figure 1
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Figure 2
Description
Manage rights.
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Inputs
Activities Planned
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support
Action Plan
Annual Action Plan

Activities Planned


Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
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Physical
Financial
Quarter 1
value
Quarter 2
value
Quarter 2
value
Quarter 3
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value
Quarter 4
value
value
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Physical Financial
Select Level
Quarter 1
Physical
Financial
Quarter 2
Physical
Financial
Quarter 3
Physical
Financial
Quarter 4
Physical
Financial
Physical
Financial
Submit Reset Cancel
Figure 1
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Figure 2
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Description
Inputs
work requested
ULGs
Work
requested
request
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Field Visit Request


Select Date
Submit Reset Cancel
Figure 1
Figure 2
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Description
Inputs
Project Status
On-The Job Training
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Reporting
ULGs
to resolve issues
uploaded
progress report
uploaded
report
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Field Visit Report
Kebele ULG Region
Name of Project
Project Status
On-the Job Training
Reporting

Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
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investments
Modality
Responsible
building plan
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Packaging
Submit Reset Cancel
Figure 1
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Figure 2
3.11 Planning and Budgeting
3.11.1 Potential Projects [REQ-110]
Description
This function is used to capture data of screening data on potential projects.
Inputs
The contents of Potential Projects are:
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Name of Kebele User will select the name of Kebele from dropdown list
Community Group City User will enter the community group city office from proposed in text
office from proposed field
Button Submit This Button will submit the data for screening data on potential projects
Button Reset This Button will reset the entered data for screening data on potential
projects
Button Cancel This Button will terminate the process of capturing data for screening
data on potential projects
Potential Projects
Name of Project Name of Kebele Community Group
City office from
from proposed
Submit Reset Cancel
Figure 1
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Figure 2
3.11.2 Citizen participation in Planning Progress [REQ-111]
Description
This function is used to add Citizen Participation in Planning Progress.
Inputs
The contents of Citizen Participation are:
ULG name User will select the ULG name from dropdown list
Type of Meeting User will enter the type of meeting in text field
Community Group / User will enter the community group / city of official participated in text
City Officials field
No. of Participants
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Male User will enter the value in numeric field
Female User will enter the value in numeric field
Transgender User will enter the value in numeric field
Percentage %
Group total as % of This will be calculated using value of male , female , transgender
Total
Female share % This will be calculates using female and total of male , female , transgender
Button Submit This Button will submit the data for citizen participation in planning
process
Button Reset This Button will reset the entered data for citizen participation in planning
process
Button Cancel This Button will terminate the process of capturing data for citizen
participation in planning process
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Citizen participation in Planning Progress

ULG name Type of Meeting Community Group /
City Officials
No. of Participants
Male Female Transgender
Percentage %
Group total as % Female share %

of Total
Submit Reset Cancel
Figure 1
Figure 2
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3.11.3 Capital Investment Plan [REQ-112]
Description
This function is used to add Capital Investment Plan which will be sent to other thematic areas
for review and approval.
Inputs
The contents of Capital Investment Plan are:
Population size User will enter the population size in numeric field
Growth rate User will enter the growth rate of population in percentage
Name of Mayor User will enter the name of mayor in text field
Name of City Manager User will enter the name of city manager in text field
Party responsible for User will enter the party responsible for CIP in text field
the CIP
Period of CIP (Financial User will select the period of CIP from dropdown list
years)
Financial Data
Capital budget item User will enter the capital budget item in text field
Projected budget 1st User will enter the value in numeric field
Financial year
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Projected budget 2nd User will enter the value in numeric field
Financial year
Projected budget 3rd User will enter the value in numeric field
Financial year
Total budget per item This will be calculated using capital budget item , Projected budget 1st
financial year , Projected budget 2nd Financial year, Projected budget 3rd
Financial year
Total budget per This will be calculated using capital budget item , Projected budget 1st
financial year financial year , Projected budget 2nd Financial year, Projected budget 3rd
Financial year
Multi-year budget forecast
City Own revenues
Forecast for 1st User will enter the value in numeric field
Financial year
Forecast for 2nd User will enter the value in numeric field
Financial year
Forecast for 3rd User will enter the value in numeric field
Financial year
Total budget per item This will be calculated using revenue item , Forecasted Revenue 1st
financial year , Forecasted Revenue 2nd Financial year, Forecasted
Revenue 3rd Financial year
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Total budget per This will be calculated using revenue item , Forecasted Revenue 1st
financial year financial year , Forecasted Revenue 2nd Financial year, Forecasted
City operating expenditures
Financial year
Financial year
Financial year
Total budget per item This will be calculated using expenditure item , Forecasted 1st financial
year , Forecasted 2nd Financial year, Forecasted 3rd Financial year
Total budget per This will be calculated using expenditure item , Forecasted 1st financial
financial year year , Forecasted 2nd Financial year, Forecasted 3rd Financial year
Operation surplus for User will enter the operation surplus for each year in numeric field
each year
Capital revenue
Financial year
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Financial year
Financial year
Total budget per item This will be calculated using revenue item , Forecasted Revenue 1st
financial year , Forecasted Revenue 2nd Financial year, Forecasted
Total budget per This will be calculated using revenue item , Forecasted Revenue 1st
financial year financial year , Forecasted Revenue 2nd Financial year, Forecasted
Summary of past 3 years capital investment
Capital expenditure User will enter the capital expenditure item in text field
item
Amount for 1st financial User will enter the value in numeric field
year
Amount for 2nd User will enter the value in numeric field
financial year
Amount for 3rd User will enter the value in numeric field
financial year
The three years rolling plan
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Part (Municipal User will select the value from ( Municipal function , State function )
function or state
function)
Unit of measure User will enter the unit of measure in text field
Unit cost User will enter the unit cost in numeric field
Priority User will select the priority from ( Low , Medium , High )
Budget for 1st year User will enter the value in numeric field
Budget for 2nd year User will enter the value in numeric field
Budget for 3rd year User will enter the value in numeric field
Total budget per item This value will be calculated using item description , Budget for 1st Year,
Budget for 2nd Year, Budget for 3rd Year
Total budget per This value will be calculated using category , Budget for 1st Year, Budget
category for every year for 2nd Year, Budget for 3rd Year
Total budget per year This value will be calculated using item description, category, Budget for
1st Year, Budget for 2nd Year, Budget for 3rd Year
Overall total budget This value will be calculated using item description, category, Budget for
per year 1st Year, Budget for 2nd Year, Budget for 3rd Year
Detailed project plan
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Part (Municipal User will select the value from ( Municipal function , State function )
function or state
function)
Unit of measure User will enter the unit of measure in text field
Unit cost User will enter the unit cost in numeric field
Total cost This will be calculated using Unit of measure , Quantity, Unit Cost
Funding sources User will enter the funding sources in text field
Funding amount for User will enter the funding amount for each source in numeric field
each source
Total cost for each item This will be calculated using item description , unit of measure , quantity,
unit of cost
Total cost for each This will be calculated using item description , unit of measure , quantity,
category per funding unit of cost, funding amount for each source
source
Overall total costs This will be calculated using item description , category, unit of measure ,
quantity, unit of cost
Maintenance budgets
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Asset item description User will enter the asset item description in text field
1st Year budget User will enter the value in numeric field
2nd Year budget User will enter the value in numeric field
3rd Year budget User will enter the value in numeric field
Total budget per year This will be calculated using item description , 1st year budget, 2nd year
budget, 3rd year budget
Total budget per item This will be calculated using item description , 1st year budget, 2nd year
budget, 3rd year budget
Staffing plan
Infrastructure category User will enter the infrastructure category in text field
Responsible User will enter the responsible department in text field

department
Number of required User will enter the number of required staff in numeric field
staff
Number of available User will enter the number of available staff in numeric field
staff
Job Creation Plan Data from LED and Job Creation Module
Action Plan Data from AWP in the program coordination module
Procurement plan data from procurement module
Capacity Building data from the CB module
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Current status infrastructure data from the AMP
Goals and Objectives
Item Number User will enter the item number in text field
Goal User will enter the goal in text field
Objectives User will enter the objectives in text field
Participatory group
Citizen group User will enter the citizen group in text field
Number of male User will enter the number of male in numeric field
Number of female User will enter the number of female in numeric field
Total This will be calculated using number of male , number of female value
Identification of low carbon and resilient alternatives
Conventional approach User will enter the conventional approach / design in text field
/ design
Low carbon and User will enter the low carbon and resilient alternative designs
resilient alternative considered in text field
designs considered
Select approach / User will select the approach / design from dropdown list
design
Justification User will enter the Justification in text field
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Annual Action plan for CIP Implementation
Pillar User will enter the pillar in text field
Project User will select the project from dropdown list
Output indicator/ Unit User will enter the output indicator / unit of measure in text field
of measure
Quarter 1 User will enter the Quarter 1 implementation financial in numeric field
implementation
Financial
Quarter 1 User will enter the Quarter 1 implementation physical in numeric field
implementation
Physical
implementation
Financial
implementation
Physical
implementation
Financial
implementation
Physical
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implementation
Financial
implementation
Physical
Annual Total This will be calculates using Quarter 1 , 2, 3 , 4 physical and financial
Remarks User will enter the remarks in text field
Button Submit This Button will submit the data for Capital Investment Plan
Button Reset This Button will reset the entered data for Capital Investment Plan
Button Cancel This Button will terminate the process of capturing data for Capital
Investment Plan
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Capital Investment Plan

ULG Name Region name Population size Growth rate
Name of Mayor Name of City Party responsible Period of CIP

Manager for the CIP (Financial years)
Financial Data
Capital budget item Projected budget Projected budget Projected budget

1st Financial year 2nd Financial year 3rd Financial year
Total budget per Total budget per

item financial year
Multi-year budget forecast
City Own revenues
Revenue item Forecast for 1st Forecast for 2nd Forecast for 3rd
Financial year Financial year Financial year
Total budget per Total budget per

item financial year
City operating expenditures
Expenditure item Forecast for 1st Forecast for 2nd Forecast for 3rd
Total budget per Total budget per Operation surplus

item financial year for each year
Capital revenues
Revenue item Forecast for 1st Forecast for 2nd Forecast for 3rd
Total budget per Total budget per Operation surplus

item financial year for each year
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Summary of past 3 years capital investment
Capital expenditure Amount for 1st Amount for 2nd Amount for 3rd
item financial year financial year financial year
The three years rolling plan
Item description Category Part (Municipal function Unit of measure

or state function)
Quantity Unit cost Priority Budget for 1st year
Budget for 2nd year Budget for 3rd year Total budget per item Total budget per
category for every
year
Total budget per Overall total budget

part per year
Detailed project plan
Item description Category Part (Municipal function Unit of measure

or state function)
Quantity Unit cost Total cost Funding sources
Funding amount Total cost for Total cost for each Overall total costs
for each source each item category per funding
source
Maintenance budgets
Item description Category Asset item description 1st Year budget
2nd Year budget 3rd Year budget Total budget per year Total budget per item
Staffing plan
Infrastructure Responsible Number of required Number of available

category department staff staff
Job Creation Plan Data from LED and Job Creation Module
Action Plan Data from AWP in the program coordination module
Procurement
Copyrightplan data from
© 2021-22. CSMprocurement module
Technologies (A CMMI ML5 Company). All rights reserved.
Capacity Building data from the CB module

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Goals and Objectives
Item Number Goal Objectives
Participatory group
Citizen group Number of male Number of female Total
Project Name Conventional approach Low carbon and Select approach /

/ design resilient alternative design and justification
designs considered
Project Name Conventional approach Low carbon and Select approach /

/ design resilient alternative design and justification
designs considered
Annual Action plan for CIP Implementation
Pillar Category Project Output indicator/

Unit of measure
Quarter 1 Quarter 1 Quarter 2 Quarter 2

implementation implementation implementation implementation
Financial Physical Financial Physical
Quarter 3 Quarter 3 Quarter 4 Quarter 4

implementation implementation implementation implementation
Financial Physical Financial Physical
Annual Total Remarks
Submit Reset Cancel
Figure 1
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Figure 2
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3.11.4 Matching funds [REQ-113]
Description
This function is used to capture Matching funds data for capital investment plan
Inputs
The contents of Matching Funds are:
Expected minimum User will enter the value in numeric field
(Birr) as per MUDCo

notification of
indicative or approved
allocation
Budgeted in CIP User will enter the value in numeric field
Percentage budgeted User will enter the percentage in numeric field
in CIP
Actual deposited User will enter the value in numeric field
Percentage of actual This will be calculated using the Budgeted in CIP and actual deposited
value
Date deposited User will select the date from the calendar
Financial year User will select the financial year from calendar
Button Submit This Button will submit the data for Matching Funds
Button Reset This Button will reset the entered data for Matching Funds
Button Cancel This Button will terminate the process of capturing data for Matching
Funds
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Matching funds
Expected minimum Budgeted in CIP Percentage Actual deposited
(Birr) as per MUDCo budgeted in CIP
notification of
indicative or
approved allocation
Percentage of actual Date deposited Financial year
Submit Reset Cancel
Figure 1
Figure 2
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3.11.5 Checklist for Review of CIP [REQ-114]
Description
This function is used to capture data of Checklist for Review of Capital Investment Plan.
Inputs
The contents of Checklists for review of CIP are:
Region name User will select the Region name from dropdown list
Population size User will enter the population size in numeric field
Assumed rate of User will enter the assumed rate of growth in percentage in numeric field
Growth
Contact details User will enter the contact details in numeric field
Review items
Description of item User will enter the description of item in text field
Reference User will enter the reference in text field
Yes or No User will select the value from ( Yes, No )
Comment User will enter the comments in text field
Other general User will enter the other general comments in text field
comments
Conclusions User will enter the conclusions in text field
Recommendations User will enter the recommendations in text field
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Button Submit This Button will submit the data for Checklists for review of CIP.
Button Reset This Button will reset the entered data for Checklists for review of CIP.
Button Cancel This Button will terminate the process of capturing data for Checklists
for review of CIP.
Checklist for Review of CIP

ULG name Region name Population size Assumed rate of
Growth
Contact details
Review items
Description of item Reference Yes or No Comment
Other general comments Conclusions Recommendations
Submit Reset Cancel
Figure 1
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Figure 2
3.11.6 Develop budget forecasts using base-year budgets [REQ-115]
Description
This function is used to develop budget forecasts using base-year budgets.
Inputs
The contents of Budget Forecast are:
Acc / No. User will enter the Account Number in text field
Sub-Category of User will enter the subcategory of revenue item in text field
Revenue Item
Year 1 User will enter the value in numeric field
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Total This will be calculated using Year 1 , Year 2 , Year 3, Revenue item , sub-
category of revenue item
Button Submit This Button will submit the data for Developing Budget Forecast
Button Reset This Button will reset the entered data for Developing Budget Forecast
Button Cancel This Button will terminate the process of capturing data for Developing
Budget Forecast
Develop budget forecasts using base-year budgets
Acc / No. Revenue Item Sub-Category of Year 1

Revenue Item
Year 2 Year 3 Total
Submit Reset Cancel
Figure 1
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Figure 2
Description
This function is used to Review and Approve Revenue Enhancement Plan coming from
Municipal Finance and Revenue and Asset Management Plan coming from Infrastructure asset
management
Inputs
The contents of Review and approval are:
Action User will select the action from ( Accepted, Rejected )
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Button Cancel This Button will terminate the process of capturing data for Review and
approval
Review and Approval

Action Comments
Select Action
Submit Reset Cancel
Figure 1
Figure 2
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3.11.8 Planning and Budgeting M & E Data [REQ-117]
Description
This function is used to capture data for Planning and Budgeting Monitoring and Evaluation
Data.
Inputs
The contents of Planning and Budgeting M & E are:
Participation of Citizens in the planning process. No. of public consultations (lower

level and city level)
Initial Public Consultants separate for Women at Kebele Level
Date (s) of Meeting User will select the date from calendar
Number Attended User will enter the number attended in numeric field
Initial Public Consultants separate for Men at Kebele Level
Number Attended User will enter the number attended in numeric field
Initial Public Consultants - Combined Meeting for Women and Men at Kebele Level
Number of Men User will enter the number attended in numeric field
Number of Women User will enter the number attended in numeric field
Total Participants This will be calculated using number of men and number of women value
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Percentage (%)Women This will be calculated using number of women and total participants
Meeting for final choice of investment at City Level
Number of Men User will enter the number attended in numeric field
Number of Women User will enter the number attended in numeric field
Total Participants This will be calculated using number of men and number of women value
Participation of citizens in the planning process: Increase in no. of people involved

from prior year to the current year
Total No. of Participant for the three meeting ( CIP of Prior Year )
Men User will enter the number of men in numeric field
Women User will enter the number of women in numeric field
Total This will be calculated using number of men and number of women value
Total No. of Participant for the three meeting ( CIP of Current Year )
Men User will enter the number of men in numeric field
Women User will enter the number of women in numeric field
Total This will be calculated using number of men and number of women value
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Budget Reliability for City Administration Total Budget (Annual) (Capital +

Recurrent) for EFY
City Administrative Capital Budget
Percentage Achieved This will be calculated using Planned and actual value
City Administration Recurrent Budget
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Button Submit This Button will submit the data for Planning and Budgeting M & E
Button Reset This Button will reset the entered data for Planning and Budgeting M&E
Button Cancel This Button will terminate the process of capturing data for Planning and
Budgeting M & E
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Planning and Budgeting M&E Progress

Level
Participation of Citizens in the planning process. No. of public consultations (lower level and
city level)
Initial Public Consultants separate for Men at Kebele Level
Date (s) of Meeting Number Attended
Initial Public Consultants separate for Women at Kebele Level
Date (s) of Meeting Number Attended
Initial Public Consultants - Combined Meeting for Women and Men at Kebele Level
Date (s) of Meeting Number of Men Number of Women Total Participants
Percentage (%)
Women
Meeting for final choice of investment at City Level
Date (s) of Meeting Number of Men Number of Women Total Participants
Percentage (%)
Women
Participation of citizens in the planning process: Increase in no. of people involved from
prior year to the current year
Total No. of Participant for the three meeting ( CIP of Prior Year )
Men Women Total Percentage (%)

Women
Total No. of Participant for the three meeting ( CIP of Current Year )
Men Women Total Percentage (%)

Women
Budget Reliability for City Administration Total Budget (Annual) (Capital + Recurrent) for EFY
ULG Name Financial Year Budget for Financial Year
City Administration Capital Budget
From Month
To Month
City Administration Recurrent Budget
From Month
To Month
Submit Reset Cancel
Figure 1
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Figure 2
3.11.9 CIPs Progress Report [REQ-118]
Description
This function is used to capture CIPs Progress Report
Inputs
The contents of CIPs Progress report are:
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Level User will select the level from ( Regional , Federal , ULG )
CIP preparation & approval process by city council & region
Date approved by city User will select the date from the calendar
council (EC and GC)
Date approved by User will select the date from the calendar
region (EC and GC)
CIP budgets: Expenditures and utilization rates
CIP for the Year User will enter the value in numeric field
From Month User will select the date from the calendar
Utilization Rate This will be calculated using Planned and actual value
To Month User will select the date from the calendar
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Utilization Rate This will be calculated using Planned and actual value
Button Submit This Button will submit the entered data for CIP Progress Report
Button Reset This Button will reset the entered data for CIP Progress Report
Button Cancel This Button will terminate the process of capturing data for CIP Progress
Report
CIPs Progress Report

Level
CIP preparation & approval process by city council & region
Region name ULG name Financial year Date approved by

city council (EC and GC)
Date approved by
region (EC and GC)
CIP budgets: Expenditures and utilization rates
ULG Name Name of Project Financial year CIP Total for Year
From Month
Planned Actual Utilization Rate
To Month
Planned Actual Utilization Rate
Submit Reset Cancel
Figure 1
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Figure 2
Description
Manage rights.
Inputs
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Activities Planned

support
Action Plan
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Annual Action Plan

Activities Planned


Submit Reset Cancel
Figure 1
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Figure 2
Description
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Inputs
Physical
Financial
Quarter 1
value
Quarter 2
value
Quarter 2
value
Quarter 3
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value
Quarter 4
value
value
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Physical Financial
Select Level
Quarter 1
Physical
Financial
Quarter 2
Physical
Financial
Quarter 3
Physical
Financial
Quarter 4
Physical
Financial
Physical
Financial
Submit Reset Cancel
Figure 1
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Figure 2
Description
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Inputs
work requested
ULGs
Work
requested
request
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Field Visit Request


Select Date
Submit Reset Cancel
Figure 1
Figure 2
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Description
Inputs
Project Status
On-The Job Training
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Reporting
ULGs
to resolve issues
uploaded
progress report
uploaded
report
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Field Visit Report
Kebele ULG Region
Name of Project
Project Status
On-the Job Training
Reporting

Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
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investments
Modality
Responsible
building plan
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Packaging
Submit Reset Cancel
Figure 1
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Figure 2
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3.12 Procurement Management
3.12.1 Proposal Evaluation [REQ-124]
Description
This function is used to capture Proposal Evaluation Data
Inputs
The contents of Proposal Evaluation are:
Minutes of Technical User will enter the minutes of technical proposal opening in text field
Proposal opening
Minutes of Financial User will enter the minutes of financial proposal opening in text field
Proposal opening
Evaluation report User will Upload the evaluation report in pdf format
Prior review of Bid User will enter the prior review of bid document in text field
Document
Negotiation User will enter the negotiation in text field
Button Submit This Button will submit the data for Proposal Evaluation
Button Reset This Button will reset the entered data for Proposal Evaluation
Button Cancel This Button will terminate the process of capturing data for Proposal
Evaluation
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Proposal Evaluation
Minutes of Technical Minutes of Financial Evaluation report Prior review of Bid
Proposal opening Proposal opening Document
Negotiation
Submit Reset Cancel
Figure 1
Figure 2
3.12.2 List of Applicable Procurement Documents [REQ-125]
Description
This function is used to capture list and content of applicable procurement proclamations,
regulations, directives, manuals, circulars, standard bidding documents and templates.
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Inputs
The contents of List of Applicable Procurement documents are:
Title User will enter the title in text field
Objective/ Purpose/ User will enter the objective/purpose/scope of application in text field
Scope of Application
Date Issued User will select the date from calendar
Amendments / User will enter the amendments / changes in financial year in text field
Changes in Financial
Year
Number Amendment User will enter the number in numeric field
change
Date of amendment User will select the date from the calendar
change
Impact of change in User will enter the impact of change in VfM and fairness compared to
VfM and Fairness baseline
Compared to Baseline
Button Submit This Button will submit the data for List of Applicable Procurement
Documents
Button Reset This Button will reset the entered data for List of Applicable Procurement
Documents
Button Cancel This Button will terminate the process of capturing data for
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List of Applicable Procurement

Title Objective/ Purpose/ Scope of Application
Number Date Issued
Ammendments / Number and date of Impact of change

Changes in Financial Ammendment change in VfM and Fairness
Year Compared to Baseline
Submit Reset Cancel
Figure 1
Figure 2
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3.12.3 Procurement Audit Data [REQ-126]
Description
This function is used to capture procurement audit data.
Inputs
The contents of Procurement Audit Data are:
Responsible agency User will enter the responsible agency name in text field
(RPPPA)
Audit Start date User will select the date from calendar
Audit completion date User will select the date from calendar
Audit report User will select the date from calendar
submission date
Submitted to User will enter the name to whom audit report has been submitted in
text field
Button Submit This Button will submit the data for Procurement Audit Data
Button Reset This Button will reset the entered data for Procurement Audit Data
Button Cancel This Button will terminate the process of capturing data for Procurement
Audit Data
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Procurement Audit Data

Financial year Responsible agency Audit Start date Audit completion
(RPPPA) date
Audit report Submitted to

submission date
Submit Reset Cancel
Figure 1
Figure 2
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3.12.4 Delivered Procured Goods [REQ-127]
Description
This function is used to capture data for Delivered Procured Goods.
Inputs
The contents of Delivered Procured Goods are:
Item name User will enter the name of item in text field
Unit price User will enter the Unit Price in numeric field
Total price This will be calculated using values of Quantity, Unit Price
Supplier/Vendor User will enter the supplier/vendor details in text field

details
Specifications of the User will enter the specifications of the item in text field
item
Purchase order code User will enter the purchase order code in text field
Button Submit This Button will submit the data for Delivered Procured Goods
Button Reset This Button will reset the entered data for Delivered Procured Goods
Button Cancel This Button will terminate the process of capturing data for Delivered
Procured Good
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Delivered Procured Goods

Item name Quantity Unit price Total price
Supplier/Vendor Specifications Specifications Purchase order code

details of the item of the item
Submit Reset Cancel
Figure 1
Figure 2
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3.12.5 Procurement Audit Performance Status Report [REQ-128]
Description
This function is used to capture procurement Audit performance status report data.
Inputs
The contents of procurement audit performance status are:
Procurement audit User will select the procurement audit timeline from calendar
timeline
Audit completion User will upload the audit completion report in pdf
report
Findings
Finding description User will enter the findings description in text field
Rectification plan User will enter the rectification plan in text field
Deadline User will select the deadline date from calendar
Party responsible User will enter the party responsible in text field
status User will select the status from dropdown list
Button Submit This Button will submit the data for Procurement Audit Performance
Status
Button Reset This Button will reset the entered data for Procurement Audit
Performance Status
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Audit Performance Status
Procurement Audit Performance Status Report

ULG name Procurement Audit completion
audit timeline report
Findings
Finding description Rectification plan
Deadline Party responsible status
Submit Reset Cancel
Figure 1
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Figure 2
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3.12.6 Ineligible Firms / Individuals [REQ-129]
Description
This function is used to capture the list of Ineligible Firms / Individuals
Inputs
The contents of Ineligible Firms / Individuals are:
Name of Entity / Firm / User will enter the name of entity / firm / individual in text field
Individual
Address User will enter the address in text field
Reasons or Ground for User will enter the reasons or ground for ineligibility in text field
ineligibility
Start date of User will select the start date of ineligibility from calendar
ineligibility
End date of ineligibility User will select the End date of ineligibility from calendar
Is eligibility automatic User will select the value from ( Yes , No )

after this period
Button Submit This Button will submit the data for List of ineligible firms / individuals
Button Reset This Button will reset the entered data for List of ineligible firms /
individuals
Button Cancel This Button will terminate the process of capturing data for List of
ineligible firms / individuals
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Ineligible Firms / Individuals

Name of Entity / Firm Address Reasons or Ground Start date of
/ Individual for ineligibility ineligibility
End date of Is eligibility automatic

ineligibility after this period
Submit Reset Cancel
Figure 1
Figure 2
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3.12.7 Supplier and Consultant Details [REQ-130]
Description
This function is used to add Supplier and Consultant Details.
Inputs
The contents of Supplier and Consultant Details are:
Name of Supplier User will enter the name of supplier in text field
Supplier / Vendor ID User will enter the supplier / vendor id in text field
Supplier / Vendor Type User will select the supplier / vendor type from dropdown list
The Product / Service User will enter the product / service name supplier can provide
supplier can provide
Email User will enter the mail in text field
Telephone User will enter the telephone in numeric field
Contact Person User will enter the name of contact person in text field
Button Submit This Button will submit the data for Supplier / Vendor Details
Button Reset This Button will reset the entered data for Supplier / Vendor Details
Button Cancel This Button will terminate the process of capturing data for Supplier /
Vendor Details
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Supplier and Consultant Details

Name of Supplier Supplier / Vendor ID Supplier / Vendor Address
Type
The Product / Service supplier can provide Email
Telephone Contact Person
Submit Reset Cancel
Figure 1
Figure 2
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Description
Manage rights.
Inputs
Activities Planned
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support
Action Plan
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Annual Action Plan

Activities Planned


Submit Reset Cancel
Figure 1
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Figure 2
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3.12.9 Procurement Status for EFY [REQ-132]
Description
This function is used to capture data for Procurement Status for EFY and generate report
accordingly
Inputs
The contents of Procurement Status are:
Overall Procurement Status for EFY excluding rolled over projects
Procurement Category User will select the procurement category from dropdown list
Number of Contracts User will enter the values in numeric field

Planned

not tendered out
in process

Signed (not completed)
Signed (completed)
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Total Number of This will be calculates using the value of number of contracts signed
Contracts Signed ( completed and not completed )
(completed and not

completed)
Completed
Percent of Contracts This will be calculated using the value of Number of contracts not
not tendered out tendered out and no of contracts planned
Percentage of This will be calculated using the value of Number of contracts in process
Contracts in process and no of contracts planned
Percentage of This will be calculated using the value of number of contracts signed
Contracts Signed (not ( not completed ) and no of contracts planned
completed)
Percentage of This will be calculated using the value of Number of signed ( completed
Contracts Signed and not completed ) and no of contracts planned
(completed and not
completed)
Percent of contracts This will be calculated using the value of Number of signed ( completed
completed and not completed ) and no of contracts planned
Overall Procurement Status for EFY for rolled over projects
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Planned

not tendered out

in process
Signed (completed)
(completed and not

completed)

Completed
completed)
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(completed and not

completed)
Overall Procurement Status for EFY including rolled over projects
Planned
not tendered out

in process


Signed (completed)
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(completed and not

completed)
Completed
completed)
(completed and not

completed)
Button Submit This Button will submit the data for Procurement status
Button Reset This Button will reset the entered data for Procurement status
Button Cancel This Button will terminate the process of capturing data for procurement
status
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Procurement Status for EFY

For the Month
Overall Procurement Status for EFY excluding rolled over projects
Region Name ULG Name Financial Year Procurement Category
Number of Number of Number of Number of

Contracts Planned Contracts not Contracts in Contracts Signed
tendered out process (not completed)
Number of Total Number of Number of Percent of

Contracts Signed Contracts Signed Contracts Contracts not
(completed) (completed and Completed tendered out
not completed)
Percentage of Percentage of Percentage of Percent of

Contracts in Contracts Signed Contracts Signed contracts
process (not completed) (completed and completed
not completed)
Figure 1
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Overall Procurement Status for EFY for rolled over projects


not completed)

not completed)
Overall Procurement Status for EFY including rolled over projects


not completed)

not completed)
Submit Reset Cancel
Figure 1
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Figure 2
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3.12.10 Procurement Outcomes for EFY [REQ-133]
Description
This function is used to capture data of Procurement Outcomes for EFY and generate report
accordingly.
Inputs
The contents of Procurement Outcomes are:
Name of Procurement User will enter the name of procurement in text field
Basic Data
Procurement reference User will enter the procurement reference number in text field
Number
Category of User will select the category of procurement in text field

Procurement
Identification
Package Number User will enter the identification in numeric field
Lot Number User will enter the Lot Number in numeric field
Source of Finance User will enter the source of finance in text field
Procurement Planning
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Was the procurement User will select the value from ( Yes, No )
included in the original
procurement plan?
Competitiveness
Procurement Method User will select the procurement method from dropdown list
Cost Management
Original price in the User will enter the value in numeric field
procurement plan
( ETB)
Contract Amount in User will enter the value in numeric field
ETB
Completion Price User will enter the value in numeric field
( Turnout cost ) ( ETB )
Deviation in % b/n This will be calculated using original price in the procurement plan ( ETB )
price in the and Contract Amount in ( ETB )

procurement plan and
contract amount
Deviation in % b / n This will be calculated using Contract Amount in ( ETB ) and completion
contract amount and price ( Turnout Cost ).

completion price
( Turnout Cost )
Procurement cycle time management
Original Planned Procurement cycle time
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Original planned date User will select the date from calendar
of procurement
initiation
Original Planned date User will select the date from calendar
of procurement
completion
Total Planned This will be calculated using original planned date of procurement
Procurement cycle time initiation and original planned date of procurement completion
( days )
Actual Procurement cycle time
Actual date of User will select the date from calendar
procurement initiation
Actual date of User will select the date from calendar
procurement
completion
Actual Procurement This will be calculated using actual date of procurement initiation and
cycle time ( days ) actual date of procurement completion
Deviation in % between This will be calculates using Total planned procurement cycle and actual
actual procurement procurement cycle time ( days ) value

cycle time and planned
procurement cycle time
Procurement Complaint Handling
Was ( were ) there User will select the value from ( Yes , No )
complaints
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Date(s) of complaint(s) User will select the date from calendar

submitted
Final date of complaint User will select the date from calendar
resolved
Number of days took User will enter the number of days in numeric field
to respond to
complaints
Was ( were ) the User will select the value from ( Yes, No )
complaints responded
within the standard
statutory time(s)
Was ( were ) the User will select the value from ( Yes, No )
complaints resolved
against the ULG?
Button Submit This Button will submit the data for Procurement Outcomes
Button Reset This Button will reset the entered data for Procurement Outcomes
Outcomes
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Procurement Outcomes for EFY

Financial Year ULG Name
Basic Data
Procurement Category of
reference no. Procurement
Identification
Package Number Lot Number
Source of Finance
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Prcourement Planning
Was the procurement included in the

original procurement plan ?
Competitiveness
Procurement Method
Cost Management
Original price in the Contract amount Completion price

procurement plan ( ETB) in ETB ( Turnout Cost ) (ETB)
Deviation in % b/n Deviation in % b/n

price in the procurement price in the contract amount
plan and contract amount and completion price
( Turnout Cost )
Procurement Cycle Time Management
Original Planned Procurement Cycle Time
original planned original planned Total planned

date of procurement date of prcourement procurement cycle
initiation completion time ( days )
Actual Procurement Cycle Time
Actual date of Actual date of Actual procurement Deviation in %

procurement initation procurement completion cycle time ( days ) between actual
procurement cycle
time and planned
procurement cycle
time
Procurement Complaint Handling
Was ( were ) there Date(s) of complaint(s) Final Date of Number of days took
complaints submitted complaint resolved to respond complaints
Was ( were ) the Was ( were ) the

complaints responded complaints resolved
within the standard againts the ULG ?
statutory time (s)
Submit Reset Cancel
Figure 1
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Figure 2
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Description
Inputs
Physical
Financial
Quarter 1
value
Quarter 2
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value
Quarter 2
value
Quarter 3
value
Quarter 4
value
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value
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Physical Financial
Select Level
Quarter 1
Physical
Financial
Quarter 2
Physical
Financial
Quarter 3
Physical
Financial
Quarter 4
Physical
Financial
Physical
Financial
Submit Reset Cancel
Figure1
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Figure 2
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Description
Inputs
work requested
ULGs
Work
requested
request
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Field Visit Request


Select Date
Submit Reset Cancel
Figure 1
Figure 2
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Description
Inputs
Project Status
On-The Job Training
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Reporting
ULGs
to resolve issues
uploaded
progress report
uploaded
report
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Field Visit Report
Kebele ULG Region
Name of Project
Project Status
On-the Job Training
Reporting

Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
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investments
Modality
Responsible
building plan
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Packaging
Submit Reset Cancel
Figure 1
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Figure 2
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3.13 Capacity Building
3.13.1 Self-Assessment [REQ-138]
Description
This function is used to self-assessment form to be used by the UIIDP and ULGDP II staff to
carry out a self-assessment for the employees under all the thematic areas.
Inputs
The contents of Self-assessment data are:
Names User will enter the name in text field
Age User will enter the age in numeric field
Job title User will enter the job title in text field
Name of institution(or User will select the thematic area from dropdown list
thematic area)
Name of department User will enter the department / unit name in text field
/Unit
Years in organization User will enter the years in organization in numeric field
Highest level of User will select the highest level of education from dropdown list
education
Training received User will enter the training received in text field
List of gaps in the skills User will enter the list of gaps in the skills in text field
List of gaps in the User will enter the list of gaps in the attitude in text field
attitude
Button Submit This Button will submit the entered data for self-assessment
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Button Reset This Button will reset the entered data for self-assessment
Button Cancel This Button will terminate the process of capturing data for self-
assessment
Self-Assesment
Names Age Job title Name of institution
(or thematic area)
Name of Years in organisation Highest level Training received

department /Unit of education
List of gaps in the List of gaps in the

skills attitude
`
Submit Reset Cancel
Figure 1
Figure 2
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Figure 3
3.13.2 Training Recordings [REQ-139]
Description
This function is used to capture training recording for thematic trainees undertaken
periodically at ULGs
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Inputs
The contents of Training Recordings data are:
Select Level User will select the level from ( Federal , Regional , ULG )
ECSPG Pillar & User will enter the ECSPG Pillar & Capacity Building activities/
Capacity Building investments in text field
activities/ investments
Thematic areas User will select the thematic areas from dropdown list
Gaps identified User will enter the gaps identified in text field
Capacity building User will enter the capacity building modality in text field
modality
Performance User will enter the performance indicators in text field

indicators
Lead person User will enter the lead person responsible in text field
responsible
Start date User will select the date from calendar
End date User will select the date from calendar
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Resources User will enter the resources required ( budget ) in numeric field
required(budget)
Packaging User will select the value from ( Goods, Works, Services or training )
Button Submit This Button will submit the entered data for Training Recordings
Button Reset This Button will reset the entered data for Training Recordings
Button Cancel This Button will terminate the process of capturing data for Training
Recordings
Training Recordings
Select Level
ULG name Region Name ECSPG Pillar & Thematic areas

Capacity Building
activities/ investments
Gaps identified Capacity building Performance Target

modality indicators
Lead person Year Start date End date

responsible
Resources Packaging
required(budget)
Submit Reset Cancel
Figure 1
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Figure 2
3.13.3 Training Evaluation [REQ-140]
Description
This function is used to capture post evaluation of trainings by trainees and other involved
parties
Inputs
The contents of Training Evaluation data are:
Training Date User will select the training date from calendar
Sex User will select the value from ( Male , Female )
Education Level User will select the Education Level from dropdown list
Year of service in area User will enter the year of service in area in numeric field
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Current Position User will enter the current position in text field
Relevance , Effectiveness and Potential Impacts
Rating User will select the rating from ( Poor, Satisfactory, Good , Very Good,
Excellent )
What type of support User will enter the answer in text field
you need to apply the
newly acquired
knowledge and skill?
What are your User will enter the answer in text field
recommendations for
the overall
improvement of
training?
Button Submit This Button will submit the entered data for Training Evaluations
Button Reset This Button will reset the entered data for Training Evaluations
Button Cancel This Button will terminate the process of capturing data for Training
Evaluations
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Training Evaluation
Training Date
Introduction
Sex Education Level Year of Service in area Current Position
Relevance , Effectiveness and Potential Impacts
Description Rating
What type of support you need to apply the newly acquired knowledge and skill ?
What are your recommendations for the overall improvement of training ?
Submit Reset Cancel
Figure 1
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Figure 2
Description
This function is used to Capacity Building Plan data.
Inputs
The contents of Capacity Building Plan data are:
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Pillar User will enter the Pillar in text field
Thematic area User will select the thematic areas from dropdown list
Gaps identified User will enter the gaps identified in text field
CB modality User will enter the capacity building modality in text field
Performance indicators User will enter the performance indicators in text field
Lead person User will enter the lead person responsible in text field
responsible
Resources required User will enter the resources required ( budget ) in numeric field
Packaging (goods , User will select the value from ( Goods, Works, Services or training )
works, services or
training)
Button Submit This Button will submit the entered data for Capacity Building Plan
Button Reset This Button will reset the entered data for Capacity Building Plan
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Button Cancel This Button will terminate the process of capturing data for Capacity
Building Plan

ULG name Region name Pillar Activity
Thematic area Gaps identified CB modality Performance

indicators
Target Lead person Year Start date

responsible
End date Resources required Packaging (goods

, works, services
or training)
Submit Reset Cancel
Figure 1
Figure 2
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3.13.5 Capacity Building Plan Implementation Report [REQ-142]
Description
This function is used to Capacity Building Plan Implementation Report data.
Inputs
The contents of Capacity Building Plan Implementation Report data are:
Pillar User will enter the pillar in text field
Packaging (goods , User will select the packaging from ( Goods , Works, Services , Training )
works, services or
training)
Thematic area User will select the thematic areas from dropdown list
CB modality User will enter the CB Modality in the text field
Performance indicators User will enter the performance indicators in text field
Target User will enter the target in numeric field
Actual User will enter the actual in numeric field
Budget in birr User will enter the budget in numeric field
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Actual expenditure in User will enter the actual expenditure in numeric field
birr
Button Submit This Button will submit the entered data for capacity Building
implementation
Button Reset This Button will reset the entered data for capacity building
implementation
building implementation
Capacity Building Plan Implementation Report

ULG name Region name Pillar Activity
Packaging (goods Thematic area CB modality Performance

, works, services indicators
or training)
Target Actual Start date End date
Budget in birr Actual expenditure

in birr
Submit Reset Cancel
Figure 1
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Figure 2
Description
This function is used to Review and Approval of capacity building plan coming from all other
thematic areas.
Inputs
The contents of Review and Approval data are:
Action User will select the Action from ( Accepted , Rejected )
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Button Submit This Button will submit the data for Review and Approval
Button Reset This Button will reset the entered data for Review and Approval
Button Cancel This Button will terminate the process of capturing data for Review and
Approval
Review and Approval

Action Comments
Select Action
Submit Reset Cancel
Figure 1
Figure 2
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Description
This function is used to capture annual action plan data for Capacity Building Thematic Areas
Inputs
The contents of annual action plan are:
Activities Planned
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support
Action Plan
Annual Action Plan

Activities Planned


Submit Reset Cancel
Figure 1
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Figure 2
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3.13.8 Capacity Building Progress Report [REQ-145]
Description
This function is used to Capacity Building Progress Report data which is monitoring and
evaluation progress report of the Capacity Building Thematic Area.
Inputs
The contents of Capacity Building Progress Report data are:
Annual CBP Budget User will enter the annual CBP Budget in numeric field
Number of Activities in User will enter the number of activities in CBP in numeric field
CBP
Financial
Financial Percent Spent This value will be calculated using Planned and Actual Value
Physical (Number of Activities)
Planned Number of User will enter the planned number of activities in numeric field
Activities
Actual Number of User will enter the actual number of activities completed in numeric field
Activities Completed
Percent activities This value will be calculated using Planned number of activities and
Completed actual number of activities completed value
Up to Month User will select the date from calendar
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Financial
Financial Percent This value will be calculated using Planned and Actual Value
Planned Number of User will enter the planned number of activities in numeric field
Activities
Actual Number of User will enter the actual number of activities completed in numeric field
Activities Completed
Percent activities This value will be calculated using Planned number of activities and
Completed actual number of activities completed value
Detail of Activities
Name of Activity User will enter the name of activity in text field
Financial Percent This value will be calculated using Planned and Actual Value
Button Submit This Button will submit the data for Capacity Building M & E
Button Reset This Button will reset the entered data for Capacity Building M & E
Button Cancel This Button will terminate the process of capturing data for Capacity
Building M & E
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Capacity Building Progress Report

Region Name ULG Name Financial Year Annual CBP Budget
Number of Activities
in CBP
From Month
Financial
Planned Actual Financial Percent

Spent
Planned Number Actual Number of Percent activities

of Activities Activities completed
Completed
Up To Month
Financial
Planned Actual Financial Percent

Spent
Planned Number Actual Number of Percent activities

of Activities Activities completed
Completed
Detailed Activities
Name of Activities For Month Planned Actual
Financial Percent
Submit Reset Cancel
Figure 1
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Figure 2
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Description
Inputs
Physical
Financial
Quarter 1
value
Quarter 2
value
Quarter 2
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value
Quarter 3
value
Quarter 4
value
value
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Physical Financial
Select Level
Quarter 1
Physical
Financial
Quarter 2
Physical
Financial
Quarter 3
Physical
Financial
Quarter 4
Physical
Financial
Physical
Financial
Submit Reset Cancel
Figure 1
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Figure 2
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Description
Inputs
work requested
ULGs
Work
requested
request
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Field Visit Request


Select Date
Submit Reset Cancel
Figure 1
Figure 2
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Description
Inputs
Project Status
On-The Job Training
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Reporting
ULGs
to resolve issues
uploaded
progress report
uploaded
report
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Field Visit Report
Kebele ULG Region
Name of Project
Project Status
On-the Job Training
Reporting

Submit Reset Cancel
Figure 1
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Figure 2
Description
This function is used to add Capacity Building Plan for Capacity Building area
Inputs
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investments
Modality
Responsible
building plan
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Packaging
Submit Reset Cancel
Figure 1
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Figure 2
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3.14 LED and Job Creation
3.14.1 Business Idea Competition Data [REQ-150]
Description
This function is used to Business Idea Competition Data.
Inputs
The contents of Business Idea Competition Data are:
Deadline of business User will select the date from calendar
Plan submission
Name of People / MSEs User will enter the name of people or name of MSEs who submitted
who submitted business plans in text field
business plans
Rating of business plan User will select the rating from dropdown list
Selected business Plan User will Enter the selected business plan in text field
Support Provided for User will enter the support provided for implementation of business plan
the implementation of in text field
business plan
Business Plan User will select the Business Plan Implementation Status from dropdown
implementation Status list
Button Submit This Button will submit the entered data for Business Idea Competition
Button Reset This Button will reset the entered data for Business Idea Competition
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Button Cancel This Button will terminate the process of capturing data for Business Idea
Competition
Business Idea Competition Data

ULG Name Deadline of business Name of People / MSEs Rating of business
Plan submission who submitted plan
business plans
Selected business Support Provided for Business Plan

Plan the implementation implementation Status
of business plan
Submit Reset Cancel
Figure 1
Figure 2
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3.14.2 LED and Job Creation Plan [REQ-151]
Description
This function is used to capture data for the preparation of the LED and job creation plan.
Inputs
The contents of LED and Job Creation Plan are:
Project User will select the project from dropdown list
Category of project User will select the category of project from ( Schedule 1 , Schedule 2,
Schedule 3 )
Unit of Measure User will select the unit of measure from dropdown list
Total Cost User will enter the total cost in numeric field
Implementation Year User will select the implementation year from dropdown list
Permanent Jobs
Number of Males User will enter the number of males in numeric field
Number of females User will enter the number of females in numeric field
Total for permanent This will be calculated using number of males and number of females
jobs value
Temporary Jobs
Number of Males User will enter the number of males in numeric field
Number of females User will enter the number of females in numeric field
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Total for Temporary This will be calculated using number of males and number of females
jobs value
Total for males This will be calculates using Number of males for Permanent Jobs and
Temporary Job.
Total for females This will be calculates using Number of females for Permanent Jobs and
Temporary Job.
Button Submit This Button will submit the entered data for LED and Job Creation Plan
Button Reset This Button will reset the entered data for LED and Job Creation Plan
Button Cancel This Button will terminate the process of capturing data for LED and Job
Creation Plan
Job Creation Plan

Project Category of project Unit of Measure Quantity
Total Cost Implementation Year
Permanent Jobs
Number of Males Number of females Total for permanent jobs
Temporary Jobs
Number of Males Number of females Total for Temporary jobs
Total for males Total for females
Submit Reset Cancel
Figure 1
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Figure 2
3.14.3 LED and Job Creation M & E Report [REQ-152]
Description
This function is used to M & E Report.
Inputs
The contents of M & E Report are:
Public Private Dialogues
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1st Meeting
Date of 1st Meeting User will select the date from calendar
Number of agreed User will enter the number of agreed actions in numeric field
actions
Number of agreed User will enter the number of agreed action implemented in numeric
action implemented field
2nd Meeting
Date of 2nd Meeting User will select the date from calendar
actions
3rd Meeting
Date of 3rd Meeting User will select the date from calendar
actions
No. of MSEs supported through open business plan competition against annual target
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Annual Target User will enter the annual target in numeric field
For Month User will select the date from the calendar
Percentage Achieved This will be calculated using the Planned and actual value
No. of MSEs one stop centers (OSC) Supported to be fully functional againts annual taregt
No. of gradudated MSE provided with support from the medium manufacturing enterprises
development unit in the CA Against annual target
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Status of MSEs One Stop Centre
Name of One Stop User will enter the name of One Stop Centers ( OSC ) in text field
Centers ( OSC )
OSC Catchment Area
For how many people User will enter the number of people in numeric field
(individuals not
households) live
around this OSC?
For how many MSEs User will enter the number of MSEs in numeric field
does the OSC Cater?
Does the OSC cater for User will select the value form ( Yes , No )
15,000 people or
maximum of 500
MSEs?
Staff Positions that are filled
Is the OSC Coordinator User will select the value form ( Yes , No )
Position Filled?
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Office Administrator / User will select the value form ( Yes , No )
Secretary / Information
Desk
Job Seekers User will select the value form ( Yes , No )
Registration, Trade
Registration, Trace
License, and TIN
Preparation Expert
Saving and Loan User will select the value form ( Yes , No )
Facilitation officer
Accounts and audition User will select the value form ( Yes , No )
officer
Production and sells User will select the value form ( Yes , No )
site facilitation ,
training industry
extension and market

linkage expert
Graduation / Transfer User will select the value form ( Yes , No )
Facilitation expert
How many positions User will enter the value in numeric field
are filled?
Is the OSC equipped User will select the value form ( Yes , No )
with equipment and
furniture?
Did the OSC Provides User will select the value form ( Yes , No )
fundamental trainings
to staffs, atleast 2 areas
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in the OSC service
provision standard
2017
Does the ULG Maintain User will select the value form ( Yes , No )
documents
consultation notes as
an evidence of
Operationality?
Over all is the OSC User will select the value form ( Yes , No )
Functional
Button Submit This Button will submit the entered data for LED and Job Creation M&E
Button Reset This Button will reset the entered data for LED and Job Creation M&E
Button Cancel This Button will terminate the process of capturing data for LED and Job
Creation M&E
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M & E Report
Public Private Dialouges
ULG Name Financial Year
1st Meeting
Date of 1st Meeting Number of agreed Number of agreed

actions action implemented
2nd Meeting
Date of 2nd Meeting Number of agreed Number of agreed

3rd Meeting
Date of 3rd Meeting Number of agreed Number of agreed

ULG Name Financial Year Annual Target
For Month
No. of MSEs one stop centres(OSC) Supported to be fully functional againts annual taregt
For Month
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No. of gradudated MSE provided with support from the medium manufacturing enterprises
development unit in the CA Against annual target
For Month
Status of One Stop Centres
Name of one stop

cetres ( OSC)
OSC Catchment Area
For How many For how many Does the OSC Cater
people ( individuals MSEs does the OSC for 15,000 people or
not housheolds ) cater? maximum of 500 MSEs ?
live around this OSC?
Staff Position that are filled
Is the OSC Coordinator Officer administrator Job seekers registration Saving and loan
position filled ? / Secretary / Infor- Trade registration, Trade facilitation officer
not housheolds ) mation desk license, and TIN
live around this OSC? Preparation Expert
Accounts and Production and sells Graduation / Transfer How Many Positions
audition officer site facilitation , facilitation Expert are filled ?
Training industry
extension and market
linkage expert
Were at least 5 key Is the OSC equipped Did the OSC Provides Does the ULG maintain
staff positions filled ? with equipment and fundamental trainings document consultation
furniture ? to staffs, atleast 2 areas notes as an evidence
in the OSC service of operationality ?
provision standard 2017
Overall is the OSC

Functional ?
Submit Reset Cancel
Figure 1
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Figure 2
3.14.4 Temporary Jobs [REQ-153]
Description
This function is used to capture data for Temporary Jobs and generate progress report for
temporary jobs.
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Inputs
The contents of Temporary Jobs are:
Temporary jobs planned in CIP by Age Group.
Number of males ( 30 User will enter the value in numeric field

Years and under)
Number of males (over User will enter the value in numeric field
30 Years)
Number of females ( 30 User will enter the value in numeric field

Years and under)
Number of females User will enter the value in numeric field

(over 30 Years)
Total Number( 30 Years User will enter the value in numeric field
and under)
Total Number(over 30 User will enter the value in numeric field

Years)
Actual temporary created by CIP by age group

Years and under)
30 Years)
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Years and under)

(over 30 Years)
and under)

Years)
Percentage of achievement
Number of males ( 30 This will be calculates using planned and actual value of number of males
Years and under) ( 30 years and under )
Number of males (over This will be calculates using planned and actual value of number of males
30 Years) ( Over 30 years )
Number of females ( 30 This will be calculates using planned and actual value of number of
Years and under) females ( 30 years and under )
Number of females This will be calculates using planned and actual value of number of
(over 30 Years) females ( Over 30 years )
Total Number( 30 Years This will be calculates using planned and actual value of Total number
and under) (30 Years and Under )
Total Number(over 30 This will be calculates using planned and actual value of Total number
Years) (30 Years and Under )

Years and under)
30 Years)
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Years and under)

(over 30 Years)
and under)

Years)

Years and under)
30 Years)

Years and under)

(over 30 Years)
and under)

Years)
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Button Submit This Button will submit the entered data for Temporary Jobs
Button Reset This Button will reset the entered data for Temporary Jobs
Button Cancel This Button will terminate the process of capturing data for Temporary
Jobs
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Temporary Jobs
Level ULG Name Region Name Project Name
From Month
Number of males Number of males Number of females Number of females

( 30 Years and under) ( Over 30 Years ) ( 30 Years and under ) ( Over 30 Years )
Total Number Total Number

( 30 Years and under) ( Over 30 Years )




From Month






Submit Reset Cancel
Figure 1
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Figure 2
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3.14.5 Firm Jobs [REQ-153]
Description
This function is used to capture data for Firm Jobs and generate progress report on Firm Jobs.
Inputs
The contents of Temporary Jobs are:
Planned number of people employed in firms provided with serviced land and/or MSE Sheds under
CIP

Years and under)
30 Years)

Years and under)

(over 30 Years)
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and under)
Years)
Actual number of people employed in firms provided with serviced land and/or MSE Sheds under
CIP
Years and under)
30 Years)
Years and under)
(over 30 Years)
and under)
Years)
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Planned number of people employed in firms provided with serviced land and/or MSE Sheds under
CIP
Years and under)
30 Years)
Years and under)
(over 30 Years)
and under)
Years)
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Actual number of people employed in firms provided with serviced land and/or MSE Sheds under
CIP
Years and under)
30 Years)
Years and under)

(over 30 Years)
and under)
Years)
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Button Submit This Button will submit the entered data for Firm Jobs
Button Reset This Button will reset the entered data for Firm Jobs
Button Cancel This Button will terminate the process of capturing data for Firm Jobs
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Firm Jobs
Level ULG Name Region Name Project Name
From Month
Planned number of people employed in firms provided with serviced land and/or MSE
sheds under CIP


Actual number of people employed in firms provided with serviced land and/or MSE sheds
under CIP




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To Month
Planned number of people employed in firms provided with serviced land and/or MSE
sheds under CIP


Actual number of people employed in firms provided with serviced land and/or MSE sheds
under CIP




Submit Reset Cancel
Figure 1
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Figure 2
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3.14.6 Challenges Faced by MSEs [REQ-154]
Description
This function is used to capture data for handling complaints by capturing challenges that
MSEs in different regions are facing and allow categorization of the challenges.
Inputs
The contents of Challenges Faced By MSEs are:
Region Name User will select the level from ( Federal , Regional , ULG )
Type of MSEs User will select the type of MSEs from dropdown list
Challenges Faced User will enter the challenges faced in text field
Category of challenge User will select the type of challenges from dropdown list
Remedial Measures User will enter the remedial measures planned in text field
Planned
Remedial Measures User will enter the remedial measures planned in text field
Taken
Challenges addressed/ User will enter the value in numeric field
Resolved
Button Submit This Button will submit the entered data for Challenges faced by MSEs
Button Reset This Button will reset the entered data for Challenges faced by MSEs
Button Cancel This Button will terminate the process of capturing data for Challenges
faced by MSEs
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Challenges Faced by MSEs

Region Name ULG Name Type of MSEs Challenges Faced
Category of Challenge Remedial Measures Remedial Measures Challenges addressed

Planned Taken / Resolved
Submit Reset Cancel
Figure 1
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Description
Manage rights.
Inputs
Activities Planned
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support
Action Plan
Annual Action Plan

Activities Planned


Submit Reset Cancel
Figure 1
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Figure 2
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Description
Inputs
Physical
Financial
Quarter 1
value
Quarter 2
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value
Quarter 2
value
Quarter 3
value
Quarter 4
value
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value
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Physical Financial
Select Level
Quarter 1
Physical
Financial
Quarter 2
Physical
Financial
Quarter 3
Physical
Financial
Quarter 4
Physical
Financial
Physical
Financial
Submit Reset Cancel
Figure 1
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Figure 2
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Description
Inputs
work requested
ULGs
Work
requested
request
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Field Visit Request


Select Date
Submit Reset Cancel
Figure 1
Figure 2
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Description
Inputs
Project Status
On-The Job Training
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Reporting
ULGs
to resolve issues
uploaded
progress report
uploaded
report
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Field Visit Report
Kebele ULG Region
Name of Project
Project Status
On-the Job Training
Reporting

Submit Reset Cancel
Figure 1
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Description
Inputs
investments
Modality
Responsible
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building plan



Packaging
Submit Reset Cancel
Figure 1
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Figure 2
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3.15 Urban Resilience and DRM
3.15.1 Risk Priority [REQ-160]
Description
This function is used to Risk Priority data for Identification and preparation of risk matrix.
Inputs
The contents of Risk Priority data are:
Hazards User will enter the hazards in text field
Likelihood User will select the likelihood from ( 0 to 5 Value )
Impact Severity User will select the impact severity from ( 0 to 5 Value )
Risk Score This will calculated using value of likelihood and Impact Severity
Priority This will be calculated based on the value of Risk Score
Button Submit This Button will submit the data for Risk Priority
Button Reset This Button will reset the entered data for Risk Priority
Button Cancel This Button will terminate the process of capturing data for Risk Priority
Risk Priority
Hazards Likelihood Impact Severity Risk Score
Priority
Submit Reset Cancel
Figure 1
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Figure 2
3.15.2 Institution participating in risk analysis [REQ-161]
Description
This function is used to capture data for Institution participating in risk analysis data.
Inputs
The contents of Institution participating in risk analysis data are:
ULG Name User will select the name from dropdown list
Institution Name User will enter the institution name in text field
Expertise User will enter the expertise in text field
Resources that can be User will enter the resources that can be provided in text field
provided
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Major Strength User will enter the major strength in text field
Major Weakness User will enter the major weakness in text field
Button Submit This Button will submit the data for Institution Participating in risk
analysis
Button Reset This Button will reset the entered data for Institution Participating in risk
analysis
Button Cancel This Button will terminate the process of capturing data for Institution
Participating in risk analysis
Institution participating in risk analysis

ULG Name Institution Name Expertise Resources that can
be provided
Major Strength Major Weakness
Submit Reset Cancel
Figure 1
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Figure 2
3.15.3 Urban Resilience performance scoring matrix [REQ-162]
Description
This function is used to capture data for Urban Resilience performance scoring matrix data.
Inputs
The contents of Urban Resilience performance scoring matrix data are:
ULG Name User will select the value of ULG Name from dropdown list
Performance User will enter the performance measurement in text field

Measurement
Year assessed User will enter the Year assessed in numeric field
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Maximum Points User will enter the maximum points in numeric field
Evidence to be User will enter the evidence to be produced in text field

Produced
Objective User will enter the objective in text field
Waivers / Exceptions/ User will enter the Waivers / Exceptions / Clarification in text field
Clarification
Button Submit This Button will submit the data for Urban Resilience performance
scoring matrix
Button Reset This Button will reset the entered data for Urban Resilience performance
scoring matrix
Button Cancel This Button will terminate the process of capturing data Urban Resilience
performance scoring matrix
Urban Resilience performance scoring matrix

ULG Name Performance Category Year assessed
Employment Measurement
Maximum Points Evidence to be Objective Waivers / Exceptions/

Produced Clarification
Submit Reset Cancel
Figure 1
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Figure 2
3.15.4 Risk Analysis Summary [REQ-163]
Description
This function is used to capture Risk Analysis Summary data.
Inputs
The contents of Risk Analysis Summary data are:
Major Identified User will enter the major identified risk / disaster in text field
risk/disaster
Frequency of User will enter the frequency of occurrence in numeric field
Occurrence
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Exposed entity User will enter the exposed entity in text field
Severity Level User will enter the severity level in text field
Extent User will enter the extent in text field
Causes and effects User will enter the cause and effects in text field
Risk Priority
Hazards User will enter the hazards in text field
Likelihood User will select the likelihood from ( 0 to 5 Value )
Impact Severity User will select the impact severity from ( 0 to 5 Value )
Risk Score This will calculated using value of likelihood and Impact Severity
Priority This will be calculated based on the value of Risk Score
Percentage to be affected
Worst Case User will enter the value in numeric field
Most Likely User will enter the value in numeric field
Number and group entities affected
Worst Case User will enter the value in numeric field
Most Likely User will enter the value in numeric field
Button Submit This Button will submit the data for Risk Analysis
Button Reset This Button will reset the entered data for Risk Analysis
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Button Cancel This Button will terminate the process of capturing data for Risk Analysis
Risk Analysis Summary

ULG Name Major Identified Frequency of Exposed entity
Employment risk/disaster Occurrence
Severity Level Extent Causes and effects
Risk Priority
Hazards Likelihood Impact Severity Risk Score
Priority
Percentage to be affected
Worst Case Most Likely
Number and group entities affected
Worst Case Most Likely
Submit Reset Cancel
Figure 1
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Figure 2
3.15.5 DRM and Emergency Response Plan [REQ-164]
Description
This function is used to capture DRM and emergency response plan with the following forms
(Urban Resilience performance scoring matrix, Institutions participating in risk analysis, Risk
Analysis Summary)
Inputs
The contents of DRM and Emergency plan are including the contents of Urban Resilience
performance scoring matrix, Institutions participating in risk analysis, Risk Analysis Summary.
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Figure 1
3.15.6 Urban Resilience and DRM M&E Report [REQ-165]
Description
This function is used to capture Urban Resilience and DRM M&E Report data and generate
report accordingly.
Inputs
The contents of Urban Resilience and DRM M&E Report are:
ULG Name User will select the ULG name from Dropdown list
Urban resilience and DRM Units
Emergency response User will select the value from ( Yes , No )
plan unit established
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Risk Map Developed User will select the value from ( Yes , No )
Emergency response User will select the value from ( Yes , No )

plan prepared
Emergency response institutional structure
Name of DRM officer User will enter the name of DRM officer in text field
Name of rapid User will enter the name of rapid assessment officer in text field
assessment officer
Name of emergency User will enter the name of emergency response officer in text field
response officer
Button Submit This Button will submit the data for Urban Resilience and DRM M&E
Button Reset This Button will reset the entered data for Urban Resilience and DRM
M&E
Button Cancel This Button will terminate the process of capturing data for Urban
Resilience and DRM M&E
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Urban Resilience and DRM M&E Report

ULG Name
Urban resilience and DRM Units
Emergency response Risk Map Developed Emergency response

plan unit established plan prepared
Emergency response institutional structure
Name of DRM officer Name of rapid Name of emergency

assessment officer response officer
Submit Reset Cancel
Figure 1
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Figure 2
Description
Manage rights.
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Inputs
Activities Planned
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support
Action Plan
Annual Action Plan

Activities Planned


Submit Reset Cancel
Figure 1
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Figure 2
Description
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Inputs
Physical
Financial
Quarter 1
value
Quarter 2
value
Quarter 2
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value
Quarter 3
value
Quarter 4
value
value
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Physical Financial
Select Level
Quarter 1
Physical
Financial
Quarter 2
Physical
Financial
Quarter 3
Physical
Financial
Quarter 4
Physical
Financial
Physical
Financial
Submit Reset Cancel
Figure 1
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Figure 2
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Description
Inputs
work requested
ULGs
Work
requested
request
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Field Visit Request


Select Date
Submit Reset Cancel
Figure 1
Figure 2
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Description
Inputs
Project Status
On-The Job Training
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Reporting
ULGs
to resolve issues
uploaded
progress report
uploaded
report
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Field Visit Report
Kebele ULG Region
Name of Project
Project Status
On-the Job Training
Reporting

Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
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investments
Modality
Responsible
building plan
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Packaging
Submit Reset Cancel
Figure 1
Figure 2
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3.16 Gender Management
3.16.1 Gender Audit [REQ-171]
Description
This function is used to add Gender Audit by authorized users having Add rights or Manage
rights.
Inputs
The contents of Gender Audit are:
Audit report submission User will select the date from calendar
Date
Auditor's Name User will enter the auditor’s name in text field
List of Findings User will enter the list of findings in text field
List of Audit User will enter the list of audit recommendation in text field
Recommendation
Action planned for each User will enter the action plan for each recommendation in text field
recommendation
Focal Person in Charge User will enter the focal person in charge in text field
Timeline User will select the timeline in month from calendar
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Progress for each action User will mark progress against each action on each recommendation
on each from dropdown list.

recommendation
Button Submit This Button will submit the entered data for Gender Audit
Button Reset This Button will reset the entered data for Gender Audit
Button Cancel This Button will terminate the process of capturing data for Gender
Audit
Gender Audit
Region Name ULG Name Financial Year Audit report submission
Date
Auditor's Name List of Findings List of Aduit Action planned for

Recommendation each recommendation
Focal Person in Charge
Timeline Progress for each action on each recommendation
Submit Reset Cancel
Figure 1
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Figure 2
3.16.2 Gender Main Streaming [REQ-172]
Description
This function is used to capture data for Gender Main Streaming process.
Inputs
The contents of Gender Main Streaming are:
Date of 1st User will select the date from the calendar
Quarter(July - October)
Meeting
Date of 2nd User will select the date from the calendar
Quarter(October-
January) Meeting
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Date of 3rd User will select the date from the calendar
Quarter(January-April)
Meeting
Date of 4th User will select the date from the calendar
Quarter(April - July)
Meeting
Financial Year User will select the year from dropdown list
Number of Gender User will enter the value in numeric field
Focal person , sector

officers
attended( Male )
officers
attended( Female )
officers attended
( Others )
Agenda/ Minutes of the meeting
Planning User will enter the planning in text field
Implementation User will enter the implementation in text field
Evaluation
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Achievement User will enter the achievement in text field
Challenge User will enter the challenge in text field
Progress User will enter the progress in text field
Button Submit This Button will submit the entered data for Gender Mainstreaming
Button Reset This Button will reset the entered data for Gender Mainstreaming
Mainstreaming
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Gender Mainstreaming
Date of 1st Quarter Date of 2nd Quarter Date of 3rd Quarter Date of 4th Quarter
(July - October) (October-January) (January-April) (April - July)
Meeting Meeting Meeting Meeting
Financial Year Number of Gender Number of Gender Number of Gender

Focal person , sector Focal person , sector Focal person , sector
officers attended officers attended officers attended
( Male) ( Fenale ) ( Others )
Agenda/ Minutes of the meeting
Planning Implementation Monitoring
Evaluation
Achievement Challenge Recommendation Progress
Submit Reset Cancel
Figure 1
Figure 2
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3.16.3 Employment Mainstreaming [REQ-173]
Description
This function is used to capture data for Employment Mainstreaming.
Inputs
The contents of Employment Mainstreaming are:
Category of User will select the category of employment from (Temporary Job,
Employment Permanent Job)
Number of Women User will enter the number of women in numeric field
Number of Men User will enter the number of men in numeric field
Total Professional This will be calculated using value of number of women and number of
men.
Percentage Women This will be calculates using Number of women and total professional
value.
Month User will select the month from Calendar
Gender Focal Person in User will enter the gender focal person in place in text field
place
Educational Back User will enter the educational back ground in text field
Ground
Year of Experience User will enter the year of experience in numeric field
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Annual Gender User will enter the annual gender development plan / budget in numeric
Development field
Plan/Budget
Approved by city User will select the value from ( Yes , No )
Council ( Yes / No)
Consistent with ULG User will select the value from ( Yes, No )
annual plan / Budget
CBP and Gender
guideline
Meeting with gender User will enter the meeting with gender focal persons from each sector
focal persons from office in text field

each sector office
Date of Meeting User will select the date of meeting from calendar
Meeting Number User will entering the meeting number in numeric field
Implementation of User will enter the implementation of gender activities in plan in text
gender activities in field
plan
Number of activities User will enter the number of activities in numeric field
Number Implemented User will enter the number of activities implemented in numeric field
Percentage This will be calculated using the value of Number of activities and
implemented number of activities implemented
Gender Plan Budget User will enter the gender plan budget in numeric field
Actual Spent User will enter the actual spent in numeric field
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Percentage Spent This will be calculated using value of Gender Plan Budget and Actual
Spent
Button Submit This Button will submit the entered data for Employment Mainstreaming
Button Reset This Button will reset the entered data for Employment Mainstreaming
Button Cancel This Button will terminate the process of capturing data for Employment
Mainstreaming
Employment Mainstreaming
Category of Number of Women Number of Men Total Professional
Employment
Percentage Women Financial Year Month Gender Focal Person

in place
Educational Year of Experience Annual Gender Approved by city

Back Ground Development Plan/ Council ( Yes / No)
Budget
Consistent with ULG Meeting with gender Date of Meeting Meeting Number
annual plan / Budget focal persons from
CBP and Gender each sector office
guideline
Implementation of Number of activities Number Implemented Percentage implemented

gender activities in plan
Gender Plan Budget Actual Spent Percentage Spent
Submit Reset Cancel
Figure 1
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Figure 2
3.16.4 Employment Empowerment [REQ-174]
Description
This function is used to capture extensive date for Employment Empowerment.
Inputs
The contents of Employment Empowerment are:
Category of User will select the Category of Employment from dropdown list
Employment
Sub-Category of User will select the sub-category of employment from dropdown list
Employment
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Number of Women User will enter the number of women employed in numeric field
Employed
Number of men User will enter the number of men employed in numeric field
Employed
Total This will be calculated using the value of number of men and women
Percentage of Women This will be calculated using number of female and total value
Button Submit This Button will submit the entered data for Economic Empowerment
Button Reset This Button will reset the entered data for Economic Empowerment
Button Cancel This Button will terminate the process of capturing data for Economic
Empowerment
Employment Empowerment
Category of Sub-Category of Number of Women Number of men
Employment Employment Employed Employed
Total Percentage of Women
Submit Reset Cancel
Figure 1
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Figure 2
3.16.5 Women Participation and community dialogue [REQ-175]
Description
This function is used to capture data for Women Participation and community dialogue.
Inputs
The contents of Women Participation and community dialouge are:
ULG Name User will select the name of ULG from dropdown list
Kebele Name User will select the kebele name from dropdown list
Date of Meeting User will select the date from calendar`
Time of Meeting User will select time of meeting from Time
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Select Meeting User will select the meeting number from (Meeting Number 1, Meeting
Number Number 2, Meeting Number 3)
Meeting Number 1
Select Male or Women User will select the value from ( Male , Women )
Total Participant User will enter the value in numeric field
Total % of Women User will enter the value in percent
Meeting Number 2
Total Participant This will be calculated using values of number of women and number of
men
Total % of Women This will be calculated using values of number of women and total
participant
Meeting Number 3
Number of Others User will enter the number of others in numeric field
Total Participants This will be calculated using values of number of women , number of
men and total participants
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Total % of Women This will be calculated using values of number of women and total
participants
Agenda User will enter the agenda in text field
Issue noted / Raised by User will enter the issue noted / raised by the public in text field
the Public
Action Plan for each issue
Number of awareness User will enter the value In numeric field

raising workshop /
training on women's
right in workplace
againts annual target
Gender Based Violence User will enter the action plan for gender based violence in text field
Sexual Harassment User will enter the action plan for sexual harassment in text field
Equal Pay and Gender User will enter the action plan for equal pay and gender awareness in
Awareness text field
Other contextual issues User will enter the other contextual issues related to gender at ULGs in
related to gender at text field
ULGs
Button Submit This Button will submit the entered data for Women Participation and
community dialogue
Button Reset This Button will reset the entered data for Women Participation and
community dialogue
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Button Cancel This Button will terminate the process of capturing data for Women
Participation and community dialogue
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Women Participation and community dialogue

ULG Name Kebele Name Date of Meeting Time of Meeting
Select Meeting
Number
Meeting Number 1
Select Male or Women Total Particpant Total % of Women
Meeting Number 2
Number of Women Number of Men Total Particpant Total % of Women
Meeting Number 3
Number of Women Number of Men Number of Others Total Particpants
Total % of Women
Agenda Issue noted / Raised by the Public
Action Plan for each issue
Number of awareness Gender Based Sexual Harrasment Equal Pay and Gender
raising workshop / Violence Awareness
training on women's
right in workplace
Other contextual
issues related to gender
at ULGs
Submit Reset Cancel
Figure 1
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Figure 2
3.16.6 Gender Development Plan [REQ-176]
Description
This function is used to capture Gender Development Plan.
Inputs
The contents of Gender Development Plan are:
Gender Issue and/or User will select the value from ( Gender Issue , GAD Mandate , Both )
GAD Mandate
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Cause of the Gender User will enter the cause of the gender issue in text field
Issue
GAD Result Satement/ User will enter the GAD Result statement / GAD Objective in text field
GAD Objective
Relevant Agency MFO/ User will enter the Relevant agency MFO / PAP in text field
PAP
GAD Activity User will enter the GAD Activity in text field
Output Performance User will enter the output indicators and targets in text field
Indicators and target
GAD Budget User will enter the GAD Budget in numeric field
Source of Budget User will enter the Source of Budget in Text field
Responsible Unit/ User will enter the responsible unit / office in text field
Office
Total Budget User will enter the Total Budget in numeric field
Prepared by (User) User will enter the user information who has prepared the Plan in text
field
Approved by (User) User will enter the user information who has approved the Plan in text
field
Date User will select the date from calendar
Button Submit This Button will submit the entered data for Gender Development Plan
Button Reset This Button will reset the entered data for Gender Development Plan
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Development Plan
Gender Development Plan

Region Name ULG Name Financial Year Gender Issue and/or
GAD Mandate
Cause of the Gender GAD Result Satement/ Relevant Agency MFO/ GAD Activity
Issue GAD Objective PAP
Output Performance GAD Budget Source of Budget Responsible Unit/

Indicators and target Office
Total Budget Prepared by (User) Approved by (User) Date
Submit Reset Cancel
Figure 1
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Figure 2
3.16.7 Gender Development M&E Data [REQ-177]
Description
This function is used to capture extensive date for Gender Development M&E Data and
generate report accordingly.
Inputs
The contents of Gender Development M&E Data are:
Category of User will select the Category of Employment from dropdown list
Employment
Sub-Category of User will select the sub-category of employment from dropdown list
Employment
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ULG Name User will select the ULG Name from Dropdown list
From Month User will select the date from the calendar
Planned
Employed
Employed
Actual
Employed
Employed
To Month User will select the month from calendar
Planned
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Employed
Employed
Actual
Employed
Employed
Detailed activities in Annual Gender Development Plan Budget Utilization per each activity
Name of ULG User will select the ULG name from dropdown list
Name of activity User will enter the name of activity in text field
Annual Gender User will enter the Annual Gender Development Budget in numeric field
Development Budget
Financial
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Percentage Achieved This will be calculated using the value of planned and actual
Physical
Button Submit This Button will submit the entered data for Gender Development M&E
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Button Reset This Button will reset the entered data for Gender Development M&E
Development M&E
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Category of Sub-Category of ULG Name Name of Project
Employment Employment
From Month
Planned
No. of Women No . Of Men Total % of Women
Actual
To Month
Planned
Actual
Detailed Activities in Annual Gender Development Plan Budget Utilization per each activity
ULG Name Activity Name Financial Year Annual Budget
Financial
For Month
To Month
Physical
For Month
To Month
Submit Reset Cancel
Figure 1
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Figure 2
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Description
Manage rights.
Inputs
Activities Planned
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support
Action Plan
Annual Action Plan

Activities Planned


Submit Reset Cancel
Figure 1
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Figure 2
Description
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Inputs
The contents of tracking progress of activities are:
Physical
Financial
Quarter 1
value
Quarter 2
value
Quarter 2
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value
Quarter 3
value
Quarter 4
value
value
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Physical Financial
Select Level
Quarter 1
Physical
Financial
Quarter 2
Physical
Financial
Quarter 3
Physical
Financial
Quarter 4
Physical
Financial
Physical
Financial
Submit Reset Cancel
Figure 1
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Figure 2
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Description
Inputs
work requested
ULGs
Work
requested
request
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Field Visit Request


Select Date
Submit Reset Cancel
Figure 1
Figure 2
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Description
Inputs
Project Status
On-The Job Training
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Reporting
ULGs
to resolve issues
uploaded
progress report
uploaded
report
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Field Visit Report
Kebele ULG Region
Name of Project
Project Status
On-the Job Training
Reporting

Submit Reset Cancel
Figure 1
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Figure 2
Description
Inputs
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investments
Modality
Responsible
building plan
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Packaging
Submit Reset Cancel
Figure 1
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Figure 2
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3.17 Complain Management
3.17.1 Procurement Complain [REQ-183]
Description
This function is used to capture Procurement Complain data.
Inputs
The contents of Procurement Complain data are:
Type of Service User will select the type of service from ( Request for Information,
Request for Service )
Contact Number User will enter the contact number in numeric field
Department User will enter the department in text field
Name of Contract User will select the name of contract from dropdown list
Contract Number User will enter the contract number in text field
Complain Description User will enter the Complain description in text field
Nature of Complaint User will select the nature of complaint from dropdown list
Date Resolved User will select the date from calendar
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Resolution User will enter the resolution in text field
Button Submit This Button will submit the data for Procurement Complaints
Button Reset This Button will reset the entered data for Procurement Complaints
Complaints
Procurement Complain
Name of Contract Contract Number Complain Description
Nature of Complaint Date Received Date Resolved Resolution
Submit Reset Cancel
Figure 1
Figure 2
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3.17.2 ULG APA Complain [REQ-184]
Description
This function is used to ULG APA Complain data.
Inputs
The contents of ULG APA Complain data are:
Date of assessment User will select the date from calendar
Specific complaint
Category User will select the Value from ( Minimum Conditions , DLI )
Specific disagreements User will enter the specific disagreements and justification in text field
and justification
Response from the User will enter the response from the committee in text field
committee
Button Submit This Button will submit the data for ULG APA Complain
Button Reset This Button will reset the entered data for ULG APA Complain
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Button Cancel This Button will terminate the process of capturing data for ULG APA
Complain
ULG APA Complain

ULG Name Date of assessment
Specific complaint
Category Specific disagreements and justification
Response from the

committee
Submit Reset Cancel
Figure 1
Figure 2
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3.17.3 RIAs APA Complain [REQ-185]
Description
This function is used to capture Regional level RIAs APA Complain data.
Inputs
The contents of RIAs APA Complain data are:
Date of assessment User will select the date from calendar
Specific complaint
Category User will select the category from ( Minimum Conditions , DLI )
Specific disagreements User will enter the specific disagreements and justification in text field
and justification
Response from the User will enter the response from the committee in text field
committee
Button Submit This Button will submit the data for Regional APA Complain
Button Reset This Button will reset the entered data for Regional APA Complain
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Button Cancel This Button will terminate the process of capturing data for Regional APA
Complain
RIAs APA Complain

Region Name Date of assessment
Specific complaint
Category Specific disagreements and justification
Response from the

committee
Submit Reset Cancel
Figure 1
Figure 2
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3.17.4 Registering Grievances [REQ-186]
Description
This function is used to Registering Grievances data.
Inputs
The contents of Registering Grievances data are:
Type of Service User will select the service from ( Request for Information, Request for
Service)
Type of User User will select the type of user from ( Public, Internal )
If Public User
If Internal User
Contact Number User will enter the location in numeric field
Complaint Number User will enter the complaint number in numeric field
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Name of recorder User will enter the name of recorder in text field
Date User will select the date from calendar
Description of User will enter the description of complaint in text field
Complaint
Date Resolved User will select the date from calendar
Button Submit This Button will submit the data for Grievances
Button Reset This Button will reset the entered data for Grievances
Button Cancel This Button will terminate the process of capturing data for Grievances
Registering Grievances
ULG Name Complaint Number Name of recorder Address
Date Description of Complaint Date Received
Date Resolved
Submit Reset Cancel
Figure 1
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Figure 2
3.17.5 Complain Assignment [REQ-187]
Description
This function is used to capture data for complain assigning to concerned thematic area users.
Inputs
The contents of Complain Assignment data are:
Complain Name User will select the Complaint name from dropdown list
Complain Number This will be auto filled as per complaint name
Assigned to
Thematic Area User will select the thematic area from dropdown list
Assigned Date User will select the date from calendar
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User to be assigned User will select the user of the concerned thematic area from dropdown
list
Button Submit This Button will submit the data for Complain Assigned
Button Reset This Button will reset the entered data for Complain Assigned
Button Cancel This Button will terminate the process of capturing data for Complain
Assigned
Complain Assign
Complaint Name Complaint Number
Assigned To
Thematic Area Assigning Date User Assigned
Submit Reset Cancel
Figure 1
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Figure 2
3.18 System Administration
3.18.1 User Information [REQ-188]
Description
This function is used to capture data for Users who will be operating on the MIS.
Inputs
The contents of User Information are:
Full names User will enter the full name in text field
Category User will select the value from ( focal person , non-thematic area user )
Email address User will enter the email address in text field
Phone number User will enter the phone number in numeric field
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Thematic area User will select the thematic area from dropdown list
Organization User will enter the organization name in text field
Date of birth User will select the date from calendar
Commencement Date User will select the date from calendar
Region name User will select the ULG from dropdown list
Next of Kin Details User will enter the next of kin details in text field
Button Submit This Button will submit the data for User Information
Button Reset This Button will reset the entered data for User Information
Button Cancel This Button will terminate the process of capturing data for User
Information
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User Information
Full Names Category Email Address Phone Number
Thematic Area Organization Date of Birth Address
Commencement Date End Date Level ULG
Region Name Next of Kin Details
Submit Reset Cancel
Figure 1
Figure 2
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3.18.2 Region Detail [REQ-189]
Description
This function is used to capture data for Region Detail
Inputs
The contents of Region Detail are:
Region name User will enter the name of region in text field
RIA address User will enter the RIA Address in text field
Number of Regional User will enter the number of regional mobile teams in numeric field
mobile teams
Number of ULGs User will enter the number of ULGs in numeric field
Name of ULGs User will enter the name of ULG in numeric field
Address of the city User will enter the address of the city administration for each office in
administration for each text field
office
Button Submit This Button will submit the data for Regional Detail
Button Reset This Button will reset the entered data for Regional Details
Button Cancel This Button will terminate the process of capturing data for Regional
Detail
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Region Detail
Region Name RIA Address Number of Regional Number of ULGs
mobile teams
Name of ULGs Address of the city administration for each office
Submit Reset Cancel
Figure 1
Figure 2
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3.18.3 ULG Detail [REQ-190]
Description
This function is used to ULG Detail
Inputs
The contents of ULG Detail are:
ULG name User will enter the name of ULG in text field
Region name User will select the name of Region from dropdown list
Number of Kebele User will enter the number of Kebele in numeric field
Kebele Names User will enter the names of kebele in text field
Total Population User will enter the total population in numeric field
Total Population below User will enter the total population below 15 years in numeric field
15 Years
Total Population User will enter the total population between 15 and 50 years in numeric
between 15 and 50 field

Year
Total Population above User will enter the total population above 50 years in numeric field
50 Years
Button Submit This Button will submit the data for ULG Detail
Button Reset This Button will reset the entered data for ULG Detail
Button Cancel This Button will terminate the process of capturing data for ULG Detail
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ULG Detail
ULG Name Region Name Number of Kebele Kebele Names
Total Population Total Population Total Population

below 15 Years between 15 and 50 Year
Total Population
above 50 Years
Submit Reset Cancel
Figure 1
Figure 2
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3.18.4 User Permission [REQ-191]
Description
This function is used to capture data for User Permission.
Inputs
The contents of User Permission Detail are:
User group ID User will enter the group ID in numeric field
User group name User will enter the group name
Responsibilities User will select the responsibilities from ( Creator , Reviewer , Approver ,
Viewer )
Modules accessibility User will select the modules accessibility from dropdown list
Button Submit This Button will submit the data for User Permission
Button Reset This Button will reset the entered data for User Permission
Button Cancel This Button will terminate the process of capturing data for User
permisson
User Permission
User group ID User group name Responsibilities Modules accessibility
Submit Reset Cancel
Figure 1
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Figure 2
3.18.5 Focal Persons [REQ-192]
Description
This function is used to capture data for Focal Persons
Inputs
The contents of Focal Persons detail are:
Focal Persons name User will enter the name in text field
Focal persons date of User will select the date from the calendar
birth
Commencement date User will select the date from the calendar
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End date User will select the date from the calendar
Thematic Area User will select the thematic area from dropdown list
Button Submit This Button will submit the data for Focal Persons
Button Reset This Button will reset the entered data for Focal Persons
Button Cancel This Button will terminate the process of capturing data for Focal Persons
Focal Persons
Focal Person Name Focal Person Date Commencement End Date
of Birth Date
Thematic Area Level ULG Name Region Name
Submit Reset Cancel
Figure 1
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Figure 2
3.19 Document Management
3.19.1 Document Upload [REQ-193]
Description
This function is used to capture data before uploading documents.
Inputs
The contents of Document Upload are:
Title User will enter the title in text field
Category User will select the document category from dropdown list
Sub-Category
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Thematic Area User will select the thematic area from dropdown field
Version User will enter the version in text field
Index User will enter the index in text field
Tags User will enter the tags in text field
ULG Name User will select the ULG from dropdown list
Commencement Date User will select the date from calendar
Upload Document User will select the date from calendar
Button Submit This Button will submit the data for Document Upload
Button Cancel This Button will reset the entered data for Document Upload
Button Reset This Button will terminate the process of capturing data for Document
Upload
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Document Upload
Title Description Category
Sub-Category
Thematic Area Version Index
Tags Level ULG Name

Select Level
Region Name Upload Document
Submit Reset Cancel
Figure 1
Figure 2
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3.20 UIIDP Website [REQ-194]
Description
This function is used to provide an alternative link to the MIS. The website will avail all the
information that the program may want to convey to the general public
Inputs
The contents of website are:
Home Page User will view the following sections through Home Page :
 Upcoming program events in different ULGs
 News regarding the program
 Jobs available under the UIIDP projects
About UIIDP User will view the information of the program’s background such as cities
and objective through About UIIDP section.
Projects User will view the different public projects in each ULG or Region under
the UIIDP program through Project Section
Public Notices User will view the following public notices through Public Notices :
 Local tender notices
 Open Business idea competition plan schedules and details
 Women participation meetings schedules
 Planning participation meeting schedule
 Public Private Dialogue
 Land lease information
 ULG performance reports
Contact Us User will view the “contact us” page for public contact UIIDP offices by
sending an enquiry or a comment by prompting the user to input the
following details:
 Names (first name and surname)
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 Email address
 Phone number
 Message
ULG Or Regional office User after selecting ULG or regional office, will view the following
information for the selected ULG:
 Contact person
 Phone number
 Email
 Address
 Working hours
4 Report Screen
4.1.1 VfM Recommendation Report
VfM Recommendation
Region Select Region ULG Select ULG Financial Year Select Year
Search
Proportion of previous Number of VfM Number of Percentage of

SI# ULG Name Region Name Financial Year Recommendations addressed addressed
VfM Audit addressed
of Prior year recommendations recommendations
Figure 1
4.1.2 Annual Staff Performance Evaluation Report
Annual Staff Performance Evaluation Report
Name of Staff ULG Name Select ULG From Date of Select Date To Date of Select Date
Evaluation Evaluation
Level Select Level Region Select Region Thematic Area Select Thematic Area Year Select Year
Search
Self-Evaluation Evaluation Score By

SI# Name of Staff Review Period Level ULG Year Date of Evaluation Overall Performance
Score Coordinator
Figure 2
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4.1.3 Monitoring report on implementation of AWP
Monitoring report on implementation of AWP
Financial Year Select Year ULG Name Select ULG Thematic Area Select Thematic Area
Level Select Level Region Select Region
Search
SI# Finacial Year Level ULG Region Thematic Area Output Indiactor Period Planned Actual Percentage Achieved
Figure 3
4.1.4 UIIDP AWP Budget
UIIDP AWP and Budget
Financial Year Select Year Activity Select Activity Deadline Select Date
Search
Responsibility for action Responsibility for

SL# Activity Annual Budget EFY Cuurent Status Next Action Deadline Action and follow up in Bureau action and follow
/ Agency up in PPMD
Figure 4
4.1.5 UIIDP Regional AWP Budget
Regional AWP and Budget
Financial Year Select Year Activity Select Activity Deadline Select Date
Search
Responsibility for action Responsibility for

SL# Activity Annual Budget EFY Cuurent Status Next Action Deadline Action and follow up in Bureau action and follow
/ Agency up in PPMD
Figure 5
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4.1.6 VfM Audit Progress Report
Audit Progress Report
Start Date End Date

Start Date End Date
of Audit of Audit
Search
Submission Date of Audit

SI# Start Date of Audit End Date of Audit report to bureua by regional
coordinator
Figure 6
4.1.7 Final Field Visit Report
Field Visit Report
Region Select Region ULG Select ULG Kebele Select Kebele Name of Project
Search
Name of field / site visited Progress on the Project Implementation Technical Support Provided During Monitoring Time
Name of Project Project Status On-the Job Training Reporting
Issues Identified Feedback Letter Detail Monitoring List of recommendations
SL# Kebele ULG Region
Planned Actual Progress % Remark No. of trainees No. of male No. of Female By ULGs Uploaded Progress report made to resolve issue
Uploaded
Figure 7
4.1.8 Review and Approve Report
Reviewed and Approved Documents
Status Select Status
Search
SI# Document Name Approved Rejected Comments
Figure 8
4.2.1 Annual Action Plan
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696
Annual Action Plan
Level Select Level Region Select Region ULG Select ULG
Financial Year Thematic Area
Search
ULG that need intensive field support

SI# Level Region ULG Thematic Area Financial Year Office Responsible Person Timeframe Budget Major Activity
ULG Name Thematic Area Gaps to be Addressed
Figure 1
4.2.2 Field Visit Report

Field Visit Report
Search
Uploaded
Figure 2
4.2.3 Capacity Building Plan

Region Select Region ULG Select ULG Thematic Area Select Thematic Area Start Date Select Date End Date Select Date
Search
SI# ULG name Region Name Pillar Activity Thematic areas Gaps identified CB modality Performance indicators Target Lead person responsible Year Start date End date Resources required Packaging
Figure 3
4.2.4 Reports on Result Framework

Result Framework
DLI From Year Select Year To Year Select Year
Search
PDO level Result Baseline Actual (Financial Target(Financial Actual (Financial Target(Financial Actual (Financial Target(Financial Actual (Financial Target(Financial Reponsibility for Intermediate Results
Core DLI Unit of Measure Frequency Data Source
SI# Indicators (Financial Year 1) Year 2) Year 2) Year 3) Year 3) Year 4) Year 4) Year 5) Year 5) Data Collection Area
Figure 4
4.3.1 Project Engineering M & E Report
Project Engineering M&E Report
ULG Name Select ULG Project Name Select Project
Search
From Month To Month

SI# ULG Name Name of Project Unit of Measurement Planned for Year Planned Actual % Achieved Planned Actual %Achieved
Figure 1
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4.3.2 Project Cost Report
Project Cost Report
ULG Name Select ULG Financial Year Select Year Project Name Select Project
Project Start Date Select Date
Search
Cost Details
SI# ULG Name Financial Year Project Name Project Start Date Percentage of spent
Item Category Unit cost Quantity Total Cost Date of Expenditure Total Project Cost
project budget
Figure 2
4.3.3 Contract Management Report
Contract Management Report
ULG Name Select ULG Financial Year Select year Project Name Select Project
Contract Status Select Status Contract Start Date Select Date
Search
Claims Details (if any)

SI# ULG Name Financial Year Contract Status Contractor Name Responsible Party Contract Cost Project Name Contract Timeline Supervision period Contract start date Contract completion date Project engineers in charge
Request Approval Status Approval Date Approved By Claim Category Claim
Figure 3
Annual Action Plan
Search

Figure 4
Field Visit Report
Search
Uploaded
Figure 5
Search
Figure 6
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696
4.3.7 Infrastructure Projects
Infrastructure Project
Project Name Contract Start Date Contract Completion Date
Search
Contract Completion Annual Physical and Physical and Fiancial Physical and Financial Physical and Financial Achievement Physical and Financial Achievement Time elapsed in %
SI# Project Name Unit Measurement Contract Amount Contract Start Date Comments /Contractual Problem Faced
Date Financial Plan Achievement this Month Achievement to date in % to date from annual Plan in % to date from Contract
Figure 7
4.4.1 State Revenue Progress
State Revenue Progress Report
Period Select Period Level Select Level Region Name Select Region
ULG Name Select ULG
Search
ULGS that achieve an increase of state revenue of atleast 10% over the previous year State Revenue Performance
SI# Period Level Region ULG From Month To Month
Actual FY 1 Planned FY 2 Actual FY2 Actual % of Planned % Increase At least 10% Financial Year Planned for the Year
Planned Actual % Achieved Planned Actual % Achieved
Figure 1
4.4.2 Municipal Finance and Revenue Progress Report
Municipal finance and Revenue Report
Search
ULGs that achieve an increase of own source municipal revenue ( Excluding Land Lease Income) of at least 10 percent over the previous year under UIIDP
From Month To Month

SI# Region Name ULG Name APA Financial Year
ULGs that achieve an increase of own source municipal revenue ( Including Land Lease Income) of at least 10 percent over the previous year under UIIDP
From Month To Month

SI# Region Name ULG Name APA Financial Year
Figure 2
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696
4.4.3 Revenue Enhancement Plan
ULG Select ULG

Search
Revenue Sources
SI# Revenue item Category Account Number
Trend Analysis for 3-5 Years
SI# Ethiopian fiscal Year Planned Actual Actual vs planned Actual growth rate
Assesment of Planning Capacity
Percentage of total
SI# Revenue Item Account Number Planned Revenue Actual Revenue Actual vs planned
own revenue
Assesment of contribution of each municipal revenue source
Contribution of Contribution of actual

SI# Revenue Item Account Number Planned Revenue Actual Revenue planned revenue to revenue collected
the total % to the total %
Prioritization , impact and risk of appearance of difficulties in past revenue performance
Amount of overdue Amount of fine in Fine as % of total Possible reason for Impact on revenue
SI# Revenue Item Account Number Number of arrear files Age of arrears
tax in birr Birr overdue tax arrears performance
Three Year past revenue analysis
Planned Revenue Actual Revenue Share of each revenue to three years actual total
SI# Revenue Item Account Number Category Three Year Total
3rd Year Past 2nd Year Past Current Year 3rd Year Past 2nd Year Past Current Year 3rd Year Share 2nd Year Share Current Year Share
Total
Analaysis of past expenditure items
Total city population Total city population Actual Vs Planned

SI# Expenditure items Account Number Source of Finance
Planned Actual 3rd Year Past 2nd Year Past Current Year
Financial Balance
SI# Actual Own source of revenue Actual Expenditure Financial balance , revenue vs eexpenditure
3 years ago 2 Years ago Last Year 3 years ago 2 Years ago Last Year 3 years ago 2 Years ago Last Year
Financial Performance Indicators
Municipal revenue Total revenue Total expenditure

SI# Item Description First Year Value Second Year Value Third year value Average Value
or expenditure Per year Per Year
Future Expenditure requirements
SI# Expenditure item Account Number Planned expenditure Source of finance Population
Percentage of total Per capita planned Total Projected

SI# Revenue Item Account Number Planned revenues
planned revenue revenue Population
Summary of future estimated revenue and exoenditure requirement
SI# Account Number Revenue item Category First Year value Second Year value Third Year Value
Total
Responsible
Revenue Item Issues found in past revenue performance analysis Formulated strategies Timing Remark
SI# Organization
Figure 3
Annual Action Plan
Search

Figure 4
Field Visit Report
Search
Uploaded
Figure 5
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Search
Figure 6
4.5 Financial Management
4.5.1 Finance Management M&E Report
Financial Management and Program accounting M&E Data
Financial Year Region Name ULG Name
Search
Timely Financial Reporting Monthly cash and bank reconcillation reports submitted to BOFED Internal Audit, quaterly reports submitted to BOFED / ZoFED Count and Reconcillation of fixed assets
SI# ULG Region Financial Year
Quarter Deadline Date Date Submitted Month Deadline Date Date Submitted Quarter Deadline Date Date Submitted Date of Count
Figure 1
4.5.2 Count and Reconciliation of fixed assets
Count and reconcillation of fixed assets
Financial Year Quarter ULG Name
Search
Asset Description Quantity of stock

SI# Financial Year Quarter ULG Name Date of count Asset name and type Asset condition Asset Value Asset Purchase Date Obsolete Quantity Damaged Quantity Asset Location
Modality count
Figure 2
4.5.3 Audit Progress Report
Audit Progress
ULG Region Financial Year
Search
Date of Final Account Date of Audit Audit Submitted Audite submitted

SI# Level ULG Region Financial Year State of Audit Audit Compliance
Submitted to ORAG Report (EC and GC) Before Deadline Category
Figure 3
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696
Annual Action Plan
Search

Figure 4
Field Visit Report
Search
Uploaded
Figure 5
Search
Figure 6
4.6.1 Environment Management M&E Report
Environment Management M&E Report ( ESMS & RS )
ULG Name Select ULG
Search
Month Cummulative
Categorization and recommendation from ESMF Screening form REPA Decision Implemenation of REFCC Decision Categorization and recommendation from ESMF Screening form REPA Decision Implemenation of REFCC Decision
Total Number of CIP
Total Number of Total Number Number categorized Number categorized Number categorized Number of Projects Number submitted Number Accepted Number subject to Number of EIAs Number of environ- Total Number of Number categorized Number categorized Number categorized Number of Projects Number submitted Number Accepted Number subject to Number of EIAs Number of environ-
SI# ULG Name Projects planned to % Achieved
CIP Projects Projetc Screened under schedule 1 under schedule 2 under schedule 3 (Under the category by ULG to REPA Revision completed for mental review Projects screened under schedule 1 under schedule 2 under schedule 3 (Under the category by ULG to REPA Revision completed for mental review
be screened
during Month (Requires EIA) (Requires Environmental( No Potential of no further action schedule 1 Project report completed for (Requires EIA) (Requires Environmental
( No Potential of no further action schedule 1 Project report completed for
review report) Impacts) to be taken) schedule 2 Project review report) Impacts) to be taken) schedule 2 Project
Figure 1
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696
4.6.2 Environment and social audit report
Environment and social audit report
Region Name Select Region ULG Name Select ULG Start Date of Audit Select Date End Date of Audit Select Date
Search
Submission date of Findings

SI# Region Name ULG Name Start Date of Audit End Date of Audit Audit Report Action Implementation
Findings Description Project Name Action to be taken Responsible Party Timeline for action
Status
Figure 2
4.6.3 Project Screening Report
Project Screening Report
Project Name Select Project ULG Name Select ULG
Search
Site Selection Impact Identification and Classification Chechklists of Impacts General Questions that apply for all types of projects and sub projects Categorisation and recommendations
Proposed Date of Work Technical Drawing Extension of changes Any Existing property Any Plans for Site sensitivity Type of Projects List of Checklist Potential for Question Category List of Questions List of Answers Category of the Recommendation
SI# Project Name ULG Name Location Estimated Cost Physical Data
Commencement and specifications to existing alignment to transfer to New construction Issues (With Explaination) Rating Items adverse impact ( Yes / No) Project
reviewed ( Y/N) (Y/N) Project (Y/N) (Y/N)
Figure 3
4.6.4 ESIA Report
ESIA Report
Policy , Legal and Analysis of Environment Appendixes

Administrative Environment and social Alternatives Management Plan List of ESIA Report Record of intragency Trable Presenting List of associated
SI# Executive Summary Project Description Baseline Data
Framework Impacts Preparers References and consultation the relevant data reports
Meeting
Figure 4
4.6.5 Environment Management Plan
Region Name Select Region ULG Name Select ULG Project Name Select Project
Search
Potential Environment Proposed Mitigation Responsibility for Respomsible for Time Horizon Cost Estimates
SI# Region Name ULG Name Project Name Impacts Measures Implementing the Monitoring
Mitigation Monitoring Mitigation Monitoring
mitigation measures
Figure 5
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4.6.6 Annual Environment Performance Audit Report
Annual Environment performance audit report
ULG Name Select ULG
Search
SI# ULG Name Date Audit Started Date Audit completed Date Audit Report
By Region By Region Received by ULG
from Region
Figure 6
Annual Action Plan
Search

Figure 7
Field Visit Report
Search
Uploaded
Figure 8
Search
Figure 9
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696
4.7.1 Social Development M&E Report
Social Development M&E Report
ULG Name Select ULG
Search
SI# ULG Name Total Number Total Number Number Requiring Number RAP Number RAP not Percentage of Percentage of
of CIP Projects screened as per RSG RAP Completed Completed Project screened RAP completed
Screening form
Figure 1
4.7.2 Environment and Social Audit Report
Environment and social audit report
Region Name Select Region ULG Name Select ULG Start Date of Audit Select Date End Date of Audit Select Date
Search
Submission date of Findings

SI# Region Name ULG Name Start Date of Audit End Date of Audit Audit Report Action Implementation
Findings Description Project Name Action to be taken Responsible Party Timeline for action
Status
Figure 2
4.7.3 Project Screening Report
Project Screening Report
Project Name Select Project ULG Name Select ULG
Search
Site Selection Impact Identification and Classification Chechklists of Impacts General Questions that apply for all types of projects and sub projects
Categorisation and recommendations
Proposed Date of Technical Drawing Extension of changes Any Existing property Any Plans for Site sensitivity Type of Projects List of Checklist Potential for Question Category List of Questions List of Answers Category of the Recommendation
SI# Project Name ULG Name Location Estimated Cost Physical Data
Work Commencement and specifications to existing alignment to transfer to New construction Issues (With Explaination) Rating Items adverse impact ( Yes / No) Project
reviewed ( Y/N) (Y/N) Project (Y/N) (Y/N)
Figure 3
4.7.4 Resettlement Action Plan
Resettlement Action Plan
Project Name Select Project Region Name Select Region ULG Name Select ULG
Search
Potential Social Proposed Mitigation Responsibility for Responsible for Time Horizon Cost Horizon
SI# Project Name Region Name ULG Name Impact Measures implementing the Monitoring Mitigation Monitoring Mitigation Monitoring
Mitigation measures
Figure 4
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696
4.7.5 ESIA Report
ESIA Report
Policy , Legal and Analysis of Environment Appendixes

Administrative Environment and Alternatives Management Plan List of ESIA Report Record of intragency Trable Presenting List of associated
SI# Executive Summary Project Description Baseline Data
Framework social Impacts Preparers References and consultation the relevant data reports
Meeting
Figure 5
Annual Action Plan
Search

Figure 6
Field Visit Report
Search
Uploaded
Figure 7
Search
Figure 8
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696
4.8 Infrastructure Asset Management
4.8.1 Infrastructure Asset Inventory
Infrastructure Asset Inventory
Asset Condition
Search
Collectors and
SI# Road Type Primary Road (KM) Secondary Road (KM) Total (KM)
Local Road (KM)
Pedestrian Walk on collectors and Local

SI# on Primary Road (KM) on secondary Road ( KM) Total (KM)
Away Type ( Km) Road (KM)
Street Light Street Light

Street Light on primary
SI# Street Light Type on secondary on collectors and Local Total (NO)
road ( NO)
Road (NO) Road (NO)
SI# Machinery Amount Remark
Drain on
SI# Drain Type Drain on Drain on Collectors and Total Drain (KM)
Primary Road (KM) Secondary Road (KM) Local Road (KM)
Quantity with unit Water Supply

SI# Description Type Total (NO) Length Width ( Diameter)
and items Sub category
SI# Sanitation Facilities Description Quantity with unit of items
Greenery and
parking sub-
SI# category Greenery and Park Details
SI# Kind of facility Location Unit Quantity Functionality Remark
Figure 1
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696
4.8.2 Asset Condition Assessment
Asset Condition
Search
Movement Network
SI# Total Area (m2) Total Number Percentage Detoriated No. of Potholes Total Length Condition
Asset category
SI# Road Drainage Type Total Length (Km) Condition
Water supply sub-

SI# Type Total No. Total Length (Km) Width (Diameter) Condition
category
Sanitation asset
SI# Asset type Total No. Condition
category
Solid waste manage-

ment asset category
Greenery and parks

asset category
Social and economic

SI# development facilitiesAsset type Total No. Condition
asset category
Figure 2
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696
4.8.3 Asset Management Plan
Asset Managemnet Plan
SI# Position Name Qualifications Contract Details
SI# Strategic Activity Area Physical Asset Category
Responsible Person/
SI# Asset category Responsible Body Remarks
Group
Asset Inventory
SI# Asset Inventory Report
SI# Asset condition assessment Report
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696
Normal Maintenance Frequency of Budget for the

SI# Feature Class Unit Cost
Activity Operation activity
Strategic Activity Cost (EB)

SI# Item Total Cost
area Operation
SI# Asset Category Asset category type Unit of measure Qunatity Unit Rate ( EB ) Cost ( EB ) Total Cost
Strategic and supp- Total Budget for Normal

SI# Replacement Cost Residual Value
ortive activity area maintenance
Costs and prioritised new works projects
Strategic and supp- Cost of new works Normal maintenance

SI# Total Budgets
ortive activity area projects or new works project
Implemenation schedule for new works projects for year 1
Date when the new

project is entered into
SI# Approval Date of tender Date of tender Date of signing of a Date of start of Date of Project Date of handover to the database for existing
Invitation closure Contract activity Completion the city assets
Strategic and suppo- No. of Projects Cost of projects No. of projects started Cost of Projects Total
SI#
rtive activity areas approved approved started
Date when the

SI# Approval Date of signing of a Date of start of Date of completion condition of the asset
Contract activity of activity is updated
Strategic and suppo- No. of activities Cost of activities No. of activities Cost of activities Total
SI#
rtive activity areas approved approved completed completed
Figure 3
4.8.4 Infrastructure asset management M&E Report
Infrastructure asset management Progress Report
ULG Name Project Name
Search
Planned for Financial From Month To Month

SI# ULG Name Name of Project Infrastructure asset Category Unit of Measurement
Year Planned Actual Percentage Achieved Planned Actual Percentage Achieved
O&M Budget FOR EFY

Annual EFY for the months of ----
Name of reporting period from ----- to --- Reporting period from ---- to --- EFY---
ULG
SI# Project/A Percent
Name Financial Planned Percent
ctivity Physical Financial Planned Actual
(Budget) Financial Actual Financial (Birr) Physical
(Planned) Executio Physical Physical
(Birr) (Birr) Execution
n
Figure 4
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696
Annual Action Plan
Search

Figure 5
Field Visit Report
Search
Uploaded
Figure 6
Search
Figure 7
Rev.: 3.0

696
4.9 Urban Land Management
4.9.1 Urban Land Management M&E Data
Land Management M&E Data
ULG Name
Search
CUMULATIVE AT START OF THE MONTH

Annual Plan for EFY 2013 NUMBER OF PLOTS OF LAND RELEASED THROUGH ALLOCATION/ALLOTMENT
RESIDENTIAL COMMERCIAL/INDUSTRIAL OTHERS (SOCIAL, ETC) TOTAL
ULG Number of Plots Hectares Number Hectares Number Hectares Number Hectares Number Hectares
CUMULATIVE AT START OF THE MONTH

Annual Plan for EFY 2013 NUMBER OF PLOTS OF LAND RELEASED THROUGH AUCTION/BIDDING
RESIDENTIAL COMMERCIAL/INDUSTRIAL OTHERS (SOCIAL, ETC) TOTAL
ULG Number of Plots Hectares Number Hectares Number Hectares Number Hectares Number Hectares
MONTH
Annual Plan
Total Number JULY-AUGUST (HAMLE)
ULG
of Files for EFY Planned Number of Actual Number of Files
2013 Files made ready for made ready for
Percentage
adjudication and adjudication and
Achieved
registration during the registration during the
Month Month
Annual Plan MONTH

Total Number
of Adjudicated
ULG Parcels ready
for JULY-AUGUST (HAMLE)
registration Actual Number of
Planned Number of Adjudicated Parcels
for EFY 2013
Adjudicated Parcels approved by Percentage
ready for registration Commission and ready Achieved
during the Month for registration during
the Month
Annual Plan MONTH

Total Number
ULG of Registered
Parcels for EFY JULY-AUGUST (HAMLE)
2013 Planned Number of Actual Number of
Percentage
Parcels Registered Parcels Registered
Achieved
during the Month during the Month
Figure 1
4.9.2 Land Registration
Land Registration, inventory, Release, Development, Banking
Region Name ULG Name Sub-city Select Sub-City Woreda Select Woreda Kebele Select Kebele
Search
SI# Region Name ULG Name Sub-City Name Woreda Kebele Land Registration serial
Allotment Auctionowner
Numberor(UPIN) Lease Plot Number Land Description Land Dimension Land Category
Figure 2
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696
Annual Action Plan
Search

Figure 3
Field Visit Report
Search
Uploaded
Figure 4
Search
Figure 5
4.10 Urban Planning
4.10.1 Proposal Progress Report
Proposal Progress Report
Region Select Region ULG Select ULG Proposal Name Select Proposal Period Select Period
Date Received Select Date Financial Year Select Year
Search
Assessment
Total Area in
SL# Region Name ULG Name Proposal Name Period Date Received Project Type Financial Year Assessment Criteria Remark/ Approval Status
Hectare
Recommendation
Figure 1
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696
4.10.2 Urban Planning M&E Report
Urban Planning M & E Report
ULG Name Select ULG Type of Urban Plan Select Type
Search
Approval and Validity of Plan Structural Plan Approval of CIP Project

Urban Plan Number of CIP
Urban Plan Council Urban Plan Council Number of CIP
SL# ULG Name Type of Urban Plan Technical Number of CIP Projects for which
Urban Plan Type Minutes of Minutes of Planning in Period Remaining time in Projects for which
Endorsement Date Projects ( Works ) Right of way
Approval Date Approval Year Site plan issued
of BUDCo Standards issued
Figure 2
Annual Action Plan
Search

Figure 3
Field Visit Report
Search
Uploaded
Figure 4
Search
Figure 5
4.11.1 Planning and Budgeting Progress Report
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696
Planning and Budgeting Progress Report
Region Name Select Region ULG Name Select ULG
Search
Particpation of Citizens in the planning process. No. of Public consultations ( lower level and city level )
Meeting Category Meeting Date Number of attendes Total Particpant % of Women

SI# Region ULG
Men Women
Particpation of citizen in the planning process , Increase in number of people involved from prior year to the current year
Financial Category Meeting Date Number of attendes % of Women Increase in male Increase in female Increase in total
SI# Region ULG
Men Women attendes attendes attendes
Budget Reliability for city administration total budget ( Annual )
Budget Category Budget Amount Variance Variance less than

SI# Region ULG Actual Amount
10%
Budget Reliability for city administration for capital budget (per quarter )
Budget Category Annual Budget Actual for Quarter Percent of execution Variance less than
SI# Region ULG Quarter
10%
Figure 1
4.11.2 CIP Progress Report
CIP Progress Report
Region Name Select Region ULG Name Select ULG
Search
CIP Preparation and approval process by city council and region
Financial Year EC or GC Date Approved Date Approved

SI# Region ULG
By city council By region
CIP Budgets : Expenditures and Utilisation rates
Annual Budget Quarter Percent of Execution

SI# Region ULG Actual
Figure 2
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696
4.11.3 Matching Funds Progress Report
Matching funds Report
SI# Expected minimum Budgeted in CIP Percentage budgeted in CIP Actual deposited Percentage of actual Date deposited Financial year
(Birr) ass per MUDCo
notification of
indicative or
approved allocation
Figure 3
Annual Action Plan
Search

Figure 4
4.12.1 Procurement Audit Status Report
Procurement Audit Performance Status Report
ULG Name
Search
Findings
Audit
Procurement audit
SL# ULG name completion Finding
timeline Rectification plan Deadline Party responsible Deadline status
report description
Figure 1
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696
4.12.2 Procurement Management M&E Report
Procurement Management M & E
Procurment Category
Search
EFY (NEW PROJECTS EXCLUDING ROLLED OVER PROJECTS)
Number of Number of Number of Number of Total Number of Contracts Number of Percent of Percentage of Percentage of Percentage of Contracts Percent of
S. N Procurement Category Number of
Contracts not Contracts in Contracts Signed Contracts Signed Signed (completed and not Contracts Contracts not Contracts in Contracts Signed Signed (completed and not contracts
Contracts Planned
tendered out process (not completed) (completed) completed) Completed tendered out process (not completed) completed) completed
1
2
3
4
EFY (ROLLED OVER PROJECTS)

Contracts Planned
1
2
3
4
EFY (TOTAL NEW & ROLLED PROJECTS)

Contracts Planned
1 #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!
2
3
4
S.No. Name of Procurement Basic Data Procurement Planning Competitiveness Cost Management Procurement cycle time Management(Procurement Initiation-Contract Procurement Compliant handling
Procurement Category of Identification Source of Finance Was the Procurement included Procurement Original Price in Contract Completion Price Diviation in % b/n Price in Diviation in % Original Planned Procurement Actual Procurement Cycle Time Was (Were) there Date(s) of Final date(s) of Number of Was(Were) the Was(Were) the
Reference No. Procurement Package Lot in the original Procurement Method the Amount in ETB (Turnout Cost)(ETB) the Procurement Plan and b/n contract Cycle Time complaint(s) complaint(s) comlaint(s) Days took to complaint(s) complaint(s)
Number Number Plan? Procurement contract amount amount Original Original Total Actual Actual Actual Deviation
Figure 2
4.13.1 Self – assessment
Self-Assesment
Name Age Job Title Thematic Area
Search
SI# Names Age Job title Name of institution Name of department /Unit
Years in organisation Highest level Training received List of gaps in the List of gaps in the
(or thematic area) of education skills attitude
Figure 1
4.13.2 Training Evaluation
Training Evaluation
Training Date
Search
Year of service in the Relevance , Effectiveness , Impact

SI# Training Date Sex Education Level area Current Position Rating What type of support What are your
you need to apply recommendation for
the newly acquired the improvement of
knowledge or skill over all training process?
Figure 2
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696
4.13.3 Capacity Building Plan Implementation Report
Capacity Building Plan Implementation Report
Region Name ULG Name Thematic Area
Search
SI# ULG name Region Name Pillar Activity Packaging Thematic area CB modality Performance indicators Target Actual Start date End date Budget in birr Actual expenditure in birr
Figure 3
4.13.4 Capacity Building Progress Report
Capacity Building Progress Report

Region Name ULG Name
Search
SI# Region Name ULG Name Financial Year Annual CBP Budget Number of Activities From Month To Month
in CBP Planned Actual %Financial Spent Planned Actual %Physical Spent Planned Actual %Financial Spent Planned Actual %Physical Spent
Figure 4
Annual Action Plan
Search

Figure 4
Field Visit Report
Search
Uploaded
Figure 5
Search
Figure 6
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696
4.14.1 Business Idea Competition Report
Business Idea Competition Data
ULG Name Rating
Search
Name of People / MSEs Rating of business Selected business Support Provided for Business Plan
SI# ULG Name Deadline of business who submitted plan Plan the implementation implementation Status
Plan submission business plans of business plan
Figure 1
4.14.2 Job Creation Plan
Job Creation Plan
Project Name Project Category
Search
SI# Project Category of project Unit of Measure Quantity Total Cost Implementation Year Category of Jobs Male Female Total
Figure 2
4.14.3 Led and Job Creation M&E Report
M & E Report
Region Name ULG Name Financial Year
Month
Search
Public Private Dialouges
Number of agreed
SI# Region Name ULG Name Financial Year Category of Meeting Date of Meeting Number of agreed actions
action Implemented
SI# Region Name ULG Name Financial Year For Month Planned Actual % Achieved
No. of MSEs one stop centres(OSC) Supported to be fully functional againts annual taregt
No. of gradudated MSE provided with support from the medium manufacturing enterprises development unit in the CA Against
annual target
Functionality indicators
OSC catchment area Staff positions that are filled Did the OSC Does the ULG
Name of For how many Does the OSC Production and provides maintain
Office Job Seekers is the OSC equipped
One Stop people For how cater for 15,000 Is the OSC Sells Site Graduation/ Were at least fundamental documents Overall, is the
S.No Administrator/ Registration, Trade How many with equipment and
Centers (individuals not many MSEs people or coordinator Accounts and Facilitation, Transfer 5 key staffs trainings to consultation OSC functional?
Secretary/ Registration, Trade positions are furniture? Yes/
(OSC) households) live does the OSC maximum of 500 position Audit Officer Training Industry facilitation positions staffs, at least notes as an Yes/ No
Information License, and TIN filled? Yes/No No/Yes
around this cater? MSEs? filled? Extension and expert filled? Yes/No 2 areas in the evidence of
Desk preparation Expert
OSC? Yes/No Market Linkage OSC Service operationality? Yes
Figure 3
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696
4.14.4 Temporary Jobs Report
Temporary Jobs
ULG Name
Search
For Month
Temporary Jobs Planned in CIP by Age Group Actual Temporary Jobs Created by CIP by Age Group Percent Achievement
NAME OF
Males Females Total Males Females Total Males Females Total
ULGs
S/N 30 years and Over 30 Total Males 30 years and Over 30 years Total Females Over 30 years Total Percent Female 30 years and Over 30 Total Males 30 years and Over 30 years Total Females 30 years Over 30 Total Percent 30 years Over 30 Total 30 years Over 30 Total 30 years Over 30 Total
To Month
Temporary Jobs Planned in CIP by Age Group Actual Temporary Jobs Created by CIP by Age Group Percent Achievement
NAME OF
30 years 30 years 30 years 30 years
ULGs 30 years and Over 30 30 years and 30 years and Over 30 30 years and Over 30 Percent Over 30 Over 30 Over 30
Total Males Over 30 years Total Females Over 30 years Total Percent Female Total Males Over 30 years Total Females and Total and Total and Total and Total
under years under under years under years Female years years years
S/N under under under under
Figure 4
4.14.5 Firm Jobs Report
Firm Jobs
ULG Name
Search
For Month
Planned Number of People Employed in firms provided with serviced land and/or MSE sheds under CIP Actual Number of People Employed in firms provided with serviced land and/or MSE sheds under CIP Percent Achievement
Name of
ULGs
S/N 30 years and Over 30 Total Males 30 years and Over 30 years Total Females Over 30 years Total Percent Female 30 years and Over 30 Total Males 30 years and Over 30 years Total Females 30 years Over 30 Total Percent 30 years Over 30 Total 30 years Over 30 Total 30 years Over 30 Total
To Month
Planned Number of People Employed in firms provided with serviced land and/or MSE sheds under CIP Actual Number of People Employed in firms provided with serviced land and/or MSE sheds under CIP Percent Achievement
Name of
30 years 30 years 30 years 30 years
ULGs 30 years and Over 30 30 years and 30 years and Over 30 30 years and Over 30 Percent Over 30 Over 30 Over 30
Total Males Over 30 years Total Females Over 30 years Total Percent Female Total Males Over 30 years Total Females and Total and Total and Total and Total
under years under under years under years Female years years years
S/N under under under under
Figure 5
Annual Action Plan
Search

Figure 6
Field Visit Report
Search
Uploaded
Figure 7
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Search
Figure 8
4.15.1 Institutions participating in risk analysis
Institution participating in risk analysis Report
ULG Name Institution Name
Search
Resources that can

SL# ULG Name Institution Name Expertise Major Strength Major Weakness
be provided
Figure 1
4.15.2 Urban Resilience performance scoring matrix
Urban Resilience performance scoring matrix Report
ULG Name Category Year assessed
Search
Waivers /
Performance Evidence to be
SL# ULG Name Category Year assessed Maximum Points Objective Exceptions/Clarifica
Measurement Produced
tion
Figure 2
4.15.3 Risk Analysis Summary
Risk Anlaysis Summary
ULG Name Severity Level
Search
Major Identified Frequency of

SL# ULG Name Exposed entity severity level extent cause and effects Risk Priority Percentage to be affected Number and group entities affected
risk / disaster occurrence
Impact Likelihood Impact Severity Risk Score Priority Worst Case Most Likely Worst Case Most Likely
Figure 3
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4.15.4 Urban Resilience and DRM Progress Report
Urban Resilience and DRM M&E Report
ULG Name
Search
Urban Resilence and DRM Units Emergency Response institutional structure
SL# ULG Name

Emergency Emergency Name of emergency
Name of DRM
response plan unit Risk Map Developed response plan Name of rapid response plan
Officer
established prepared assessment officer officer
Figure 4
Annual Action Plan
Search

Figure 5
Field Visit Report
Search
Uploaded
Figure 6
Search
Figure 7
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4.16 Gender Development
4.16.1 Gender Audit
Gender Audit
Region Name ULG Name Financial Year Audit Report Submission Date
Search
Audit report submission List of Aduit Action planned for

SI# Region Name ULG Name Financial Year Auditor's Name List of Findings Timeline Progress for each action on each recommendation
Date Recommendation each recommendation
Figure 1
4.16.2 Gender Mainstreaming
Gender Mainstreaming
Meeting Date of
Financial Year
Number Meeting
Search
Number of Gender
Focal person , sector Focal person , sector Focal person , sector Agenda of the Meetings
SI# Meeting Number Date of Meeting Financial Year
officers attended officers attended officers attended
( Male) ( Fenale ) ( Others ) Planning Implementation Monitoring Achievement Challenge Recommendation Progress
Figure 2
4.16.3 Employment Mainstreaming
Employment Mainstreaming
Category of Employment
Search
Annual Gender annual plan / Budget Meeting with gender Implementation of Number of Number
SI# Category of Number of Women Number of Men Total Professional Percentage Women Financial Year Month Gender Focal Person Educational Year of Experience Development Plan/ Approved by city CBP and Gender focal persons from Date of Meeting Meeting Number
gender activities in activities Implemented % Implemented Gender Plan Budget Actual Spent % Spent
Employment in place Back Ground Budget Council ( Yes / No) guideline each sector office Plan
Figure 3
4.16.4 Employment Empowerment
Category of Employment Sub-Category of Employment ULG Name of Project
Search
Category of Sub-Category of ULG Name Name of Project

SI# From Month No. of Male No. of Female Total % women To Month No. of Male No. of Female Total % women
Detailed Activities in Annual Gender Development Plan Budget Utilization per each activity
ULG Name Activity Name Financial Year Annual Budget

SI# Budget Category From Month Planned Actual % Achieved To Month Planned Actual % Achieved
Figure 4
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4.16.5 Women Participation and community dialogue
Women Participation and community dialogue
ULG Name Kebele Name Meeting Number Date of Meeting
Search
Number of awareness
raising workshop / Other contextual
Equal Pay and Gender
SI# ULG Name Kebele Name Date of Meeting Time of Meeting Meeting Number Number of Male Number of Female Total Particpant % of Women training on women's Gender Based Violence
Sexual Harrasment issues related to gender
awareness
right in workplace at ULGs
Figure 5
4.16.6 Gender Development Plan
Gender Development Plan
Region Name ULG Name Financial Year
Search
SI# Region Name ULG Name Financial Year Gender Issue and/or Cause of the Gender GAD Result Satement/ Relevant Agency MFO/ GAD Activity GAD Budget Source of Budget Responsible Unit/ Total Budget Prepared by (User) Approved by (User) Date
GAD Mandate Issue GAD Objective PAP Office
Figure 6
Annual Action Plan
Search

Figure 7
Field Visit Report
Search
Uploaded
Figure 8
Search
Figure 9
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4.17 Complain Management
4.17.1 Procurement Complain
Procurement Complain
Name of Contract Contract Number Date Received
Date Resolved
Search
SI# Name of Contract Contract Number Complain Description Nature of Complaint Date Received Date Resolved Resolution
Figure 1
4.17.2 ULG APA Complains
ULG APA Complain
ULG Name Date of assessment
Search
Specific Complaint
SI# ULG Name Date of assessment Specific disagreements Response from
Category
and justifications the comiittee
Figure 2
4.17.3 Region APA Complains
RIAs APA Complain
Search
Specific Complaint
SI# Region Name Date of assessment Specific disagreements Response from
Category
and justifications the comiittee
Figure 3
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4.17.4 Complain Assigned
Complain Assigned
Search
Assigned to
SI# Complain Name Complain Number
Thematic Area Assigned Date User Assigned
Figure 4
4.18 System Administration
4.18.1 User Information
User Information Report
Name Category Thematic Area Organization
Search
SL# Full Names Category Email Address Phone Number Thematic Area Organization Date of Birth Address Level ULG Region Name Next of Kin Details
Figure 1
4.18.2 ULG Detail Report
ULG Detail Report
ULG
Search
Total Population Total Population Total Population

SL# ULG Name Region Name Number Of Kebele Kebele Names Total Population
Below 15 Years below 15 and 50 above 50 Years
Figure 2
4.18.3 Regional Detail Report
Region Detail Report
Region
Search
Address of the city

Number of Regional
SL# Region Name RIA Address Number Of ULGs Name Of ULGs administration for
Mobile Teams
each office
Figure 3
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4.18.4 User Permission Report
User Permission Report
User Group ID User Group Name
Search
SL# User Group ID User Group Name Responsibilites Modules Accessibility
Figure 4
4.18.5 Focal Person Report
Focal Persons Report
Focal Person Name Commencement Date End Date
Thematic Area Level ULG
Search
Focal Person Date Commencement

SL# Focal Person Name Of Birth Date End Date Thematic Area Level ULG Name Region Name
Figure 5
4.19 Document Management
4.19.1 Data of Document Uploaded
Document Upload
Region Name ULG Name Thematic Area
Submit
Sub-Category
SI# Title Description Category Tags Level ULG Name Region Name Upload Document
Thematic Area Version Index
Figure 1
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5 User Responsibility Matrix
System Responsibility ULG Focal Person Regional Mobile Team Federal Mobile Team
Prepare, Review and Approve
Create Read Update Create Read Update Create Read Update
MoUs
Review and Approve Training
Read Update Read Update Read Update
Programs
Review and Approve Training ToRs Read Update Read Update Read Update
Review M&E Reports Read Update Read Update Read Update
Annual Staff Performance Create Read Update

Review Staff Evaluation Read Update Read Update Read Update
Review APA Complaints Read Update Read Update Read Update
Consolidate APA Complaints Create Read Update Read Update Read Update
Vfm Audit Create Read Update Read Update
View VfM Report Read Update Read Update Read
Develop/Update Manuals Create Read Update Delete Read Update Create Read Update
Review and Approve/Reject Field
Create Read Update Read Update Read Update
Visit Requests
Prepare and Review Field Visit
Create Read Update Create Read Update
Report
Review and Approve/Reject Annual
Read Update Read Update Read Update
Action Plans
Track Progress of activities in
Read Read Create Read Update
annual action plan
Prepare and Review Progress
Create Read Update Read Update
Reports
View APA Reports Read
Comment on APA Report Create Update
Prepare IPF ToRs Create Read Update
View Procurement Audit Reports Read
View Environment Audit Reports Read
APA Read Read Create Read Update

Document Report Create Read Update Create Read Update Create Read Update
Non-thematic Areas Read Read Create Read Update
Preparation of Annual Work Budget
Plan
Report of UIIDP AWP and Budget Create Read Update Read Read
Report of Regional AWP and
Create Read Update Read
Budget
Monitoring report on
implementation of AWBP
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Prepare, Review and consolidate
Read Update Create Read Update Create Read Update
action plan
annual action plan
Set Performance Indicators Create Read Update
Prepare and Review M&E Report Create Read Update Create Read Update
Review and consolidate M&E
Create Read Update
Report
Prepare Filed Visit Request Create Create Read Update
Report
Review,Update,Upload Manuals
Create Read Update
and Guidelines
Result Framework Create Read Update
Progress Report Create Read Update Read Read
Urban Development Program Read Read Create Read Update
M&E Actual Plan Management The System is consolidating , reviewing , approving different thematic area action plan
View APA Reports Read Read Read
Comment on APA Report Create Update Create Update
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Review AMP Read Update Read Update Read Update
Review REP Read Update Read Update Read Update
Review CIP Read Update Read Update Read Update
View PO Requisition Read Read Read Update
Prepare and Review Bid Documents Create Read Update Read Update
Bid Evaluation Read Update Read Update Read Update
Prepare and Review Contracts Create Read Update Read Update Read Update
Review Contract Claims Read Update
Infrastructure Projects Create Read Update Create Read Update Create Read Update
Review Infrastructure Design Read Update
Prepare Filed Visit Request Create Read Update Create Read Update

Report
Prepare and Review M&E Report Create Read Update Create Read Update Create Read Update
Prepare and Review Annual Action
Plan
annual action plan
Read Update
and Guidelines
Project Cost Create Read Update Create Read Update Create Read Update
Field Supervision Create Read Update Read Read
Material Test Create Read Update Read Read
Financial Schedules The System is reviewing Financial Schedules
Bills Create Read Update Read
Project Work Progress The System is retriving of Project Work Progress (Overall, Regional,ULG)
View GIS Interface Read Read Read
View Cadastre Interface Read Read Read

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View IBEX Revenue Sources Read
Prepare and Review REP Create Read Update Read Update Read Update
Review and consolidate progress
Read Update
report
Prepare field visit request Create Read Update Create Read Update
Report
Prepare Annual Action Plan Create Read Update
annual action plan
Create Read Update
and Guidelines
Revenue Data Will be coming from IBEX / IFMIS Team
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5.5 Finance Management
Review AMP, REP, CIP Read Update Read Update Read Update
IBEX Data Capture Create Update Create Read Update

Prepare and Review Financial
Create Read Update Create Read Update Read Update
Reports
Open/Close Periods Update Create Read Update
Review Audit Reports Read Update Read Update
View Audit Reports Read Update
Internal Audit Review Transactions Read Update
Review audit rectification plans Read Update
Enter Fixed Assets Create Read Update
View Fixed Assets Read
Enter Stock Card Data Create Read Update
View Stock Card Data Read
Enter Bin Card Data Create Read Update
View Bin Card Data Read
Prepare and Review Annual Fixed

Create Read Update
Asset Inventory Stock Count
View Annual Fixed asset inventory Read
View Final Summary Report of
stock discrepancies and Read Update
recommendations
Prepare field visit request Create Read Update
Prepare Field visit reports Create Read Update
Read Update
and Guidelines
Prepare and Review M&E Report Create Read Update
Create Read Update
report
Preparation of annual action plan Create Read Update
annual action plan
Budget The system is preparing Program Budgets and also developing Budget Forecasts using base-year budgets
Payable Management
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Enter Project Screening Create Update
Prepare and Review Project
Create Read Update
Screening Report
View Project Screening Report Read Read
Prepare and Review EIA ToRs for

Create Read Update
Schedule 1
View EIA ToRs for Schedule1 Read Read
Prepare and Review EIAs for

Create Read Update
Schedule 2
View EIAs for Schedule 2 Read Read
Prepare and Review EMP for

Create Read Update
Schedule 3
View EIAs for Schedule 3 Read Read Update
Prepare and review field visit

requests
Report
Prepare and Review M&E Report Create Read Update Read Update Read Update
Plan
annual action plan
Environment Performance Audit The system is capturing data and generating report for environment audit performance.
View Environment Performance
Read Read Read
Audit Report
Prepare and Review Environment
Performance Audit Rectification Create Read Update Read Update
Plan
View Environment Performance
Read Update
Audit Rectification status report
Read Update
and Guidelines
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Project Screening Create Update
View Screening Report Read Read Read
Project Screening Form Create Update

Prepare and Review Resettlement
Create Read Update
Action Plan
View Resettlement Action Plan Read Read
Prepare and Review ESIA Create Read Update

View ESIA Read Read
Prepare Field Visit Requests Read Update Create Read Update

Report
Plans
annual action plan
Audit Review Report Create Read Update Read Read
View APA Report Read Read Read
Review , Update,Upload Manuals
Create Read Update
and Guidelines
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5.8 Infrastructure asset management
Enter Asset Condition Create Update
Prepare and Review Asset
Create Read Update
Condition Status Report
View Asset Condition Status Report Read Read
Prepare and Review AMP Create Read Update Read Update

Review AMP Read Update
View Maintenance Report Read Update
Visit New Projects Read Update

Report
Create Read Update
reports
Prepare Field Visit Requests Create Create Read Update

Plan
annual action plan
Review and Update GIS Interface
Create Read Update
Asset Inventory
View GIS Interface Asset Inventory Read Read
View APA Reports Read Update Read Read

Assesment Indicator Create Read Update Read Read
Inventory Create Read Update Read Read
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5.9 Urban Land Management and Urban Planning
Prepare and Review Structural
Plans
View Structural Plans Read
View Implementation Records Read Read Read

Prepare and Review Infrastructure
Dev. Plans
View Infrastructure Dev. Plans Read
Proposal Feasibilty Assesment Create Read Update Read Update Read

Prepare and Review Proposal
Assessment Criteria
Review Proposals Create Read Update Read Update Read Update
Review EIAs Read Update Read Update Read Update
Review City Land Map Read Update

View City Land Map Read
Select Land to be Developed Read Update
View Land to be Developed Read Read
Select Serviced Land to be Leased Read Update
View Service Land to be Leased Read Read
Prepare Media Notice of Land to be
Create Read Update
Leased
View Media notice of land to be
Read
leased
Land Registration Create Read Update Create Read Update Read
Update Land Register Read Update
View Land Register Read
Land Management Create Read Update Create Read Update Read

Land Inventory Data The system is extracting land inventory data from GIS
Land Management Practices Will be Uploaded in DMS
Report
Prepare and consolidate progress
Create Read Update
reports
Annual action plan Create Read Update
annual action plan
Create Read Update
and Guidelines
View GIS Interface Read Read Read
View AutoCAD Interface Read Read

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Set, Review,Approve/Reject
Create Read Update
Standards and Indicators
View Set Standards and Indicators Read
Review REP Read Update
View REP Read
Review AMP Read Update
View AMP Read
Screening On Potential Projects Create Read Update Read Read
View Screening Report Read Read
Citizen Participation Create Read Update Read Read

Prepare and Review Draft CIP Create Read Update
Review CIP Read Update
Review Draft/Mid-Year CIP Read Update Read Update
Prepare and Review Revised CIP Read Update
Project Plan Create Read Update Read Read
Budgets Forecast
CIP Implementation Report The system is Preparing CIP Implementation Report and getting approved by City Cabinet.
View APA Reports Read Read
View Audit Reports Read
Create Read Update
and Guidelines
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Prepare and Review Procurement
Create Read Update
Strategies
Review Procurement Strategies Read Update
View WB Procurement Guidelines Read
Create Read Update
Plan
Review Procurement Plan Read Update

Create Read Update Delete Read
ToRs, EOIs, RFQs, RFPs
Review Procurement
Read Update Create Read Update
ToRs,EOIs,RFQs,RFPs
Prepare and Review PO
Requisitions, LPOs
Procurement Audit Create Read Update Create Read Update Create Read Update
Procurement Audit Performance
Status
Review Procurement Audit Report Read Update
View Procurement Audit Reports Read Read

Create Update
Audit Rectification Plan
Review Procurement Audit

Read Update
Rectification Plan
View Procurement Audit

Read Update
Rectification Status Report
Prepare Field Visit Requests Create Read Create Read Update

Report
Prepare and Review M&E Report Create Update Create Read Update
Review and consoildate progress
Read Update
reports

Plan
Dissemination of Procurement Plan Create Read Update Read Read
annual action plan
Create Read Update
and Guidelines
Proposal Evaluation Create Read Update Read Read
Applicable Procurement Upload In DMS
Procured Goods Create Read Update Create Read Update Create Read Update
Registration Create Read Update Read Read
Suppliers and Consultants Create Read Update Create Read Update Create Read Update
Ineligible Firm Create Read Update Create Read Update Create Read Update
Contract Management Create Read Update Read Read
Bidding Progress Report Create Read Update Read Read
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Prepare and Review Capacity
Create Read Update Create Read Update Read Update
Assessment Report
Prepare and Review Capacity Needs
and Gaps Analysis
Prepare and Review Capacity
Building Plan
Capacity Building Report Create Read Update
Prepare and Review ToRs (Provide
Support to Other FPs)
Prepare and Review Training
Evaluation Plan
Prepare and Review Training
Evaluation Report
Training Thematic trainees Create Read Update Read Read
Evaluation by trainees Create Read Update Create Read Update Create Read Update
requests
reports
Create Read Update
and Guidelines
Complaints Create Read Update Read Read
Capture Business Idea Competition Create Read Update Read Read
View Prior Year LED and Job
Read
Creation Plan
Prepare and Review LED and Job
Creation Plan
Prepare and Review Dialogue
Create Read Update Read Update Create Read Update
Report and Action Plan
Review Public Dialogue Meeting Read Update
Prepare and Review MSEs Selection

Criteria
Prepare and Review MSEs Selection
Report
Create Read Update
report
Report
Job Creation Report Create Read Update Read Read
Create Read Update
and Guidelines
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Enter and Prioritise Identified Risks Create Read Update
View Identified Risk Read Read
Prepare and Review Risk Maps Create Read Update
View Risk Maps Read Read
Institution Participation Create Read Update Read Read

Prepare and Review DRM and
Emergency Response Plans
Create Read Update
reports
Report
Create Read Update
and Guidelines
annual action plan
5.15 Gender Development
View Prior Year Gender
Read
Development Plan
Prepare and Review Annual Gender
Development Plan
Prepare and Review Dialogue
Report and Action Plan
Prepare and review community
Create Read Update
dialogue tools
Review Progress Reports Create Read Update
Create Read Update
reports
Prepare and approve field visit
requests
Report
Preparation of annual action plan Create Read Update
Program Performance Report Create Read Update Read Update Read Update
Gender Performance Report Upload in DMS Upload in DMS Upload in DMS

Create Read Update
and Guidelines
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5.16 System Admin
User Management Create Read Update
Thematic Areas Management Create Read Update
Creation and update of project Create Read Update
IPF Management Create Read Update
Legal Entity Management Create Read Update Delete
Responsibilities Management Create Read Update Delete
Menus Management Create Read Update Delete
Reports Management Create Read Update Delete
Suppliers Management Create Read Update
Contractors Management Create Read Update
Auditors Management Create Read Update
Programm File Management Create Read Update
Customisation Create Read Update
6 External Interfaces
6.1 Hardware/Network Interfaces
The user can access the application through PC/Laptop/Tablet having any Make/Model of
H/W. For network, internet connection is required (minimum 512 kbps).
6.2 Software Interfaces
This section provides details of the external interfaces and/or integrations between the UIIDP
MIS and the existing government systems as well as the standalone systems in use for various
functionalities that must be put into consideration in order to achieve a fully functional end-
to-end integrated UIIDP MIS.
Like any integrated information system, the UIIDP MIS will exhibit intra-modular, inter-modular
and external interface and/or integration handshakes.
Owing to the various formats of data exchanges and the number of systems in place that need
to be interfaced and/or integrated, it is recommended that an Enterprise Service Bus – ESB be
considered for that purpose. The use of an ESB is worth considering when three or more
applications or services need to be interfaced and/or integrated which is the case of the UIIDP
MIS.
The Interfaces below describes the existing systems that the UIIDP MIS is expected to interface
and/or integrate with through an ESB:-
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 Exchange considerations between IBEX/IFMIS and UIIDP MIS

 Exchange considerations between GIS and UIIDP MIS
 Exchange considerations between Cadastre and UIIDP MIS
 Exchange considerations between STEP and UIIDP MIS
 Exchange considerations between AutoCAD and UIIDP MIS
6.3 Communication Interfaces
Different users of UIIDP MIS will need to access the system through a variety of devices. Users
and clients will access the UIIDP MIS through Web browsers. These will require a secure HTTPS
internet connection, user name and password of the user which will be verified before
accessing the UIIDP MIS application. The minimum browser requirements are:
i. The browser must allow HTTPS browsing;

ii. The browser must be JavaScript enabled;
iii. The browser must be able to translate responsive layouts; and
iv. The browser must support cookies and sessions.
7 Non Functional Requirement
a. Integration Requirement
The key objective of integration between different systems is for the systems to share data to
make transactions seamless. The systems should be integrated using Service Oriented
Architecture supported by the Enterprise Service Bus through which Application integration,
both internal and external, is expected to go through
 The system must be able to interface with the IBEX/IFMIS through the ESB to:
o Prepare the revenue enhancement plans
o Prepare M&E progress reports
o Facilitate fund disbursements to federal, regions and ULGs
o Allow checking of budgets at funds replenishment requests
o Synchronise procurement plans to payment processing
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o Asset Management plans

o Determine economic value of assets
o Determine O&M costs of assets
o Determine replacement values of assets
 The system must be able to interface with the IBEX/IFMIS through the ESB to share
data such as:
o Revenue sources
o Financial Reports
o Funds utilization
o Budgets
o Funds checker
o Payable/payment data
o Asset values
o Asset Maintenance costs
o Replacement costs
 The system must be able to interface with the GIS through the ESB to:
o Allow for tracking of developments on/of assets
o Allow keep a value on/of the assets
o Link the spatial asset data to UIIDP plans
o Enable preparation of AMP which feeds into the CIP
o Enable preparation of M&E reports
o Plan for land lease/allotment management
o Allow for tracking of developments on land
o To allow keep a value of the land
 The system must be able to interface with the GIS through the ESB to share data such
as:
o Land identification
o Unit of measure
o Dimension
o Location/address
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o Land Value
o Developments planned for the land
o Services on the land
o Ownership of the land
 The system must be able to interface with the Cadastre through the ESB to:
o Keep a record of land maps
o Allow for tracking of developments on land
o Allow keep a value of the land
o Link the spatial land data to GIS and UIIDP plans
o Plan for land lease/allotment management
 The system must be able to interface with the Cadastre through the ESB to share data
such as:
o Land identification
o Unit of measure
o Dimension
o Location/address
o Land Value
o Land parcels
 The system must be able to interface with the STEP through the ESB to:
o Enable development of ToRs as per the World Bank guidelines and standards
o Link procurement plans to the UIIDP MIS
o Enable preparation of M&E reports
o Keep track of contract execution
o Keep track of contract claims
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o Plan for IPFs

o To link procurement plans and contracts to payment processing
o To link the procurement plans and processes to the UIIDP budgets and budget
allocations
 The system must be able to interface with the STEP through the ESB to share datas
such as:
o Contractor, Supplier, consultant data
o IPF data
o Contract claims
o Payment claims
o Payment status
o ToRs
o Contractor, Supplier, consultant data
o Payment processing
o Project information
o Execution time frames
o Budget allocations
 The system must be able to interface with the AutoCAD through the ESB to:
o To be able to reference structural plans of ULGs to project implementations
 The system must be able to interface with the AutoCAD through the ESB to share data
such as:
o Project details
o Structural plans
 The ESB interfaces must be scalable to accommodate changes in scale including
changes in user population, transaction volume and throughput
 The ESB must provide the capability to perform source to destination file integrity
checks for exchange of data and alert appropriate parties with issues
 The systems must be able to use standards-based communication protocols, such as
TCP/IP, HTTP, HTTP/S and SMTP.
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 The communication between core systems should be secured, even if secured network
is used for the connection. SSL and/or WS-Security will be applied as appropriate
 The ESB should support Web Services framework for integration including the
following protocols:
o eXtensibleMarkup Language (XML);
o Simple Object Access Protocol (SOAP);
o Web Service Description Language (WSDL); and
o Universal Description, Discovery, and Integration (UDDI).
 The ESB should support the following integration standards:
o Messaging based integration
o Bulk upload of flat files
o Application Programming Interface (API) based integration
 The ESB should provide a detailed error report on any failures to upload data during
Bulk uploads.
 The ESB should support use of XML based messages as part of Message based
integration
o The ESB would support near-real-time messaging with guaranteed once-only
delivery.
o The ESB would support guaranteed sequential delivery within a message family.
b. Availability Requirement
 The system would be 99.95% available for any given month of the year (an average of
less than one hour per week or 1.83 days per year).
 The system would be able to handle at least 10 back office users that are dealing with
the processing of end user requests.
 The system would also be able to handle at least 500 simultaneous requests for both
uploads and downloads.
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c. Reliability Requirement
 The system would be able to handle at least 50 Transactions Per Second (TPS) at peak
times
 The maximum response time for search and lookup performance would be 3 seconds
for 95% percent of the time.
 The maximum response time for a dashboard report would be 5 seconds, 95% of the
time.
 The maximum response time for static standard reports would be 5 seconds, 95% of
the time.
 The maximum response time for a parameter-based report would be 20 seconds.
d. Security Requirement
 The System would be password protected.

 The System Would support SSL certificates and encryption on all web forms.
 The System Would support authentication methods such as public key infrastructure.
 The System should Would password policy and trigger alerts whenever the following
conditions are not met:
o Minimum length of 6 characters
o Password change must be done every 90 days
o Passwords containing usernames shall not be used
o Previous passwords, shall not be used
o Every password must have at least a small letter, capital letter, numeral and
special character.
 The System would provide a single sign-on authentication and allow integration with
password policies in directories such as LDAP, Active Directory.
 The directory service would have support for open standards e.g. LDAP, XML.
 The System would support encryption of fields that store sensitive data such as
passwords.
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 The System would support customizable role-based access that is easy to manage to
ensure that data is only accessed by people with the privileges to access it
 The System would support administrative restrictions such as
o Configurations of systems
o Deletion of users
o New users’ registration
o This would be done by only the systems administrators
 The System would enable logging and have the capability to generate audit trails that
can be customized to different fields in the system.
 The System would have the capability to avoid creation of duplicate records as a
concern about the integrity of the data stored
 The System would support deactivation of a user account for a certain period and it
shouldn’t be possible for the deactivated account to be used to access the system or
data
 The system would have the capability to close an inactive session after a defined period
of time (Session timeout)
 The system would display the last date and time the user logged onto the system at
the time of logon.
 The System would have the capability to validate data input before storing to ensure
that it is correct and appropriate
 Access to each database would be restricted to connections from the respective
application servers.
 The system would allow an administrator to suspend a user ID from further use.
 The system would record and maintain past security profiles (history of security access
for staff) when changes are made to staff's security profile.
 The system would record in the system who changes security profiles and when
changes are made (user name, date and time stamp).
 The system would assign application access rights across entire suite of applications at
a single point of entry.

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URBAN INSTITUTIONAL AND

INFRASTRUCTURE DEVELOPMENT PROGRAM

Contract No: ET-MUDH-162373-CS-QCBS OCTOBER 2021

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REV Description of Change Author/ Reviewer Effective Date

1.0 Preparation of document Abhikrit Singh 20/09/2021

Review of document Deepak Kumar Das 18/10/2021

Incorporation of user matrix Abhikrit Singh 22/10/2021

Review of document Deepak Kumar Das 28/10/2021

Review of document Prajna Mishra 29/10/2021

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2 Overall Description ..................................................................................................... 22

3 Functional Requirement ............................................................................................. 27

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3.1.12 Field Visit Request [REQ-012]............................................................................. 47

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3.3.14 Bills of Quantities [REQ-038] ............................................................................ 120

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3.6.5 Annual Action Plan [REQ-065].......................................................................... 212

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3.9.1 Land Management M & E Data [REQ-092] ....................................................... 309

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3.13.11Field Visit Report [REQ-148] ............................................................................. 494

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3.16.4 Employment Empowerment [REQ-174] ............................................................ 584

4 Report Screen ............................................................................................................ 642

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4.1.5 UIIDP Regional AWP Budget ............................................................................ 643

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4.5.6 Capacity Building Plan ..................................................................................... 650

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4.9.2 Land Registration............................................................................................. 660

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4.14.3 Led and Job Creation M&E Report ................................................................... 667

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4.18.1 User Information.............................................................................................. 674

5 User Responsibility Matrix ....................................................................................... 676

6 External Interfaces .................................................................................................... 689

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7 Non Functional Requirement ................................................................................... 690

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1.2 Project Scope of Work & features

a. Implementation of UIIDP MIS application software with the following modules:

ii. Monitoring and evaluation

iii. Project engineering

iv. Municipal Finance and Revenue

vi. Environment Management

vii. Social Development

viii. Infrastructure asset Management

ix. Land Management

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xi. Planning and Budgeting

xiii. Capacity Building

xiv. LED and Job Creation

xv. Urban Resilience and DRM

xvi. Gender Development

xvii. Complaint Management