Overview

A government agency engaged me as the sole Business Analyst on a full implementation of their Accounting Management System (AMS). The system was designed to digitise the agency's end-to-end financial operations; covering voucher workflow automation, General Ledger management, budget tracking, payroll processing, fixed asset management, and GIFMIS payment integration. The project was tracked in Jira under the DTPAMS project code.

Challenge

The agency's accounting operations were entirely manual; vouchers were raised on paper, approvals happened through physical sign-offs, and GL entries were made by hand. Reconciliation with GIFMIS was a weekly manual exercise prone to errors and delays. There was no digital audit trail, which created both compliance risk and operational inefficiency.

As the sole BA, I was responsible for requirements across six interconnected modules; each with its own stakeholders, process complexity, and regulatory constraints. Aligning the Finance department, Audit team, IT department, and agency leadership on a single integrated system required significant stakeholder management work before a single requirement could be written.

My Approach

I structured the engagement around six modules: Voucher Management, Chart of Accounts and GL, Budget Management, Payroll and Disbursements, Fixed Asset Management, and GIFMIS Integration. For each module, I ran dedicated stakeholder workshops, documented the as-is process in BPMN, identified automation opportunities, and authored the to-be functional specifications.

• Facilitated requirements workshops across Finance, Audit, IT, and agency leadership
• Produced 15 BPMN process diagrams covering 6 AMS modules
• Documented the complete 12-stage voucher lifecycle (submission through reconciliation)
• Authored epics and user stories in Jira (DTPAMS project) covering GL posting, voucher workflow, budget allocation, and payroll
• Designed GIFMIS API integration specifications; including payment submission, status polling, and reconciliation flows
• Produced GL posting rules covering double-entry validation, period close controls, and exception handling
• Defined user roles, approval hierarchies, and multi-factor authentication requirements across 8 user roles

The 12-Stage Voucher Lifecycle

One of the key deliverables was documenting and designing the end-to-end voucher lifecycle for the government agency:

• Request Submission (Employee, 15 min)
• Department Head Review (1–3 days)
• Voucher Auto-generation (System, 5 min)
• Finance Officer Filling (30 min–2 days)
• Finance Manager Approval with MFA
• GIFMIS API Submission (System, 5 min)
• Payment Processing (GIFMIS, 24–48 hrs)
• GL Auto-posting (double-entry, 5 min)
• Voucher Archival as PDF
• Daily GIFMIS Reconciliation
• Financial Report Generation
• Audit Query via API

Key Deliverables

• 15 BPMN process flow diagrams (6 modules, as-is and to-be)
• Jira backlog: epics, user stories, acceptance criteria, and test cases (DTPAMS)
• GL posting rule specifications with double-entry validation logic
• GIFMIS API integration specification
• User role and approval hierarchy matrix
• MVP prioritisation matrix across all modules

Tools & Stack