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Manuals to Streamline Mak Processes Launched
As part of the activities of the Change Management Committee, the Quality Assurance Directorate has released three manuals to further streamline processes at Makerere University. The Financial Procedures Manual; the Procurement and Disposal Manual; and the Internal Audit Manual were launched by the Deputy Vice Chancellor in charge of Finance and Administration, DVCFA, Prof. Barnabas Nawangwe, at a ceremony in the CEDAT conference hall on 3rd Dec 2014 .
The manuals are to be used by the respective offices of Makerere University and soft copies of the same will be availed online by the Quality Assurance Directorate.
The Internal Audit Manual is an amalgamation of all key separate policies including the Internal Audit Charter, Audit Committee charter, Code of Ethics and Audit Standards. This manual makes reference to best internal audit practices the world over like of integrity, confidentiality, objectivity and competence in guiding users. It is applicable to all staff, students and agents of the University who conduct, manage or oversee university resources.
The Financial Procedures Manual is strong on financial discipline across the university. The section on responsibilities stipulates that Principals, Directors and Heads of Units conduct their activities in a manner consistent with good internal control. They shall ensure compliance with Government of Uganda, University and donor requirements in the use of resources. This includes assessing the risks of achieving set objectives and explaining budget variances from expected budget conditions. In the guidelines provided, this manual is to be used as the main reference on financial accounting policies and procedures. Consultation is to be made with the University Bursar on any areas outside the scope of this manual.
The Procurement and Disposal Manual points to the principles of non-discrimination, transparency, fairness, and conflict of interest in handling public procurement and disposal activities.
At the launch of these manuals, the Commissioner Financial Management Services in the Ministry of Finance, Planning and Economic planning, Godfrey Ssemugooma shared that the ministry is introducing a Computerised Education Management & Accounting System (CEMAS). The system, which aims at automating all university processes, is being implemented through a collaboration of the Ministries of Education, Finance & Works; the eight public institutions of higher learning; as well as regulators and operators including NITA-U, and the National Council for Higher Education among others.
CEMAS is expected to introduce new business features & modify processes; provide system training and skills 
development for financial management cadres; and redefine the common consumables procured by the University, e.g., stationery. In some of its benefits, CEMAS will see to the timely access to accurate financial information: including online tracking of revenue performance; quick generation of reports; quality data for planning; timely reconciliations and financial reporting. It will also ensure flexibility of the university, through extended business hours: 24/7 availability of selected services; reduced operational costs, less customer queues, and less human resource hours.
In response to the proposed system, Prof. Nawangwe noted that, “we do not want you to bring a system that will add to our already many problems. We will embrace CEMAS for as long as it is indeed a solution to help us in the timely delivery of services.
The Director Quality Assurance, Dr. Vincent Ssembatya, observed that Makerere University has to provide services with the knowledge that modern students access information online.
Larry Ribbeklint a consultant with KPMG observed that Makerere University has in place the necessary laws but emphasized the need for the different constituents to come together to form ideas about an overall internal control system. He gave an example of the absence of a clear paper on anti-corruption at Makerere University.
Article by Marion Alina, Public Relations Office
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