Accounting Management System (AMS)

A government agency engaged me as Business Analyst on the implementation of its Accounting Management System (AMS): a platform that takes public-sector finance from the first expenditure request through to the final accounts.

It serves two audiences through two portals. In the Staff Portal, employees raise requests, follow each approval and retire their advances. In the Finance Portal, finance officers manage the budget, process payments, reconcile accounts and produce the financial statements.

The agency's finance work spanned budgeting, expenditure requests, payments, recoveries, payroll and reporting. Each request type followed its own rules, approval limits depended on who was approving, and every figure had to reconcile with the government's payment records.

Budget and approval rules also evolved during delivery. Requirements had to stay traceable from the first draft to sign-off, so that every change could be tested and agreed rather than argued about later.

• Mapped the end-to-end finance lifecycle, from request and approval through payment, reconciliation and final accounts
• Designed the information architecture for two portals and more than 40 screens
• Built a clickable prototype to validate flows with stakeholders before development began
• Documented user flows for every module, including tiered approvals with limits the system enforces
• Defined role-based access for ten finance roles, each with its own approval rights
• Captured integration requirements for six external systems, including government payment, HR and audit platforms
• Ran UAT and retesting, tracked every finding to closure, and consolidated agreed changes into a single sign-off document
• Wrote the end-user guide covering every module

• Budget & Vote Book: annual budget set-up, with funds checked before any spending is committed
• Requests: one hub for expenditure requests, advances, imprests and travel allowances
• Vouchers & Payments: checking, audit and payment, with a clear status at every step
• Cashbook & Journals: inflows, outflows, bulk imports and approved journal entries
• Reconciliation: automated matching against government payment records
• Payroll: payroll import and reconciliation of deductions
• Fixed Assets: asset register and depreciation
• Final Accounts & Reporting: general ledger, trial balance and financial statements

Key documentation produced for this engagement. All materials are confidential and provided for portfolio review only.