GRIPS PFM Seminar N0.5:

FINDINGS AND LESSONS FROM PUBLIC
FINANCIAL MANAGEMENT REFORM
PROGRAM (PUFMARP), GHANA:
From a Ghanaian Perspective
Presented by:Alhassan Iddrisu(GRIPS PhD Candidate)
Date: 21st April, 2006
Email: alhassan_370@yahoo.com

OUTLINE OF PRESENTATION

1. Brief background of the Reform
Process
2. Description of the Reform Process
3. Ghana’s Experience
1. Gradualism and comprehensiveness2. Ownership
3. Donor coordination

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OUTLINE OF PRESENTATION

4. Achievements
5. Challenges
1. Gradualism and comprehensiveness2. Ownership
3. Donor coordination

6. Lessons
1. Gradualism and comprehensiveness2. Ownership
3. Donor coordination

Brief Background
1. Public Finance Management (PFM) problems
uncovered by annual Public Expenditure
Reviews (PERs) in the early 90s
2. PFM problems:a. Incremental budget systemb. Lack of budget ownershipc. Lack of proper accounting , auditing, andreportingd. Ineffective public expenditure monitoring
and control
e. The budget lacked medium term outlook
f. Lack of broad based budgeting2

Brief Background
2. PFM Problems (cont.):
g. No linkage between recurrent and capitalbudgeth. Lack of strategic planningi. Lack of accurate and timely financial
information for decision making
j. Weak compliance with financial regulations
k. Personnel and payroll problems (phantom
employees)l. Incomplete aid and debt management
information
m. Low level of human resource capacity

Brief Background
3. Earlier efforts to address the above
problems were conducted in an isolated,piecemeal manner. These efforts were
found to be ad hoc, disjointed, incoherent,
and incomprehensive
4. Earlier initiatives:

1. Public Investment Program (PIP) to deal
with issues affecting capital budget
2. Civil Service Reform Program
3. Integrated Personnel and Payroll Project(IPPD) to deal with staff cost3

Brief Background
3. Earlier initiatives (cont.):
4. Budget Improvement Working Group(BIWIG) to help implement the broad
based budget concept, and
5. Expenditure Tracking System (EXTRACON)
to monitor expenditures in the Ministries,
Departments, and Agencies (MDAs)

4. These efforts did not transform thegovernment’s financial management systemand did not help to implement an integrated
systemBrief Background
5. Instead the piecemeal approach led to eachministry adopting measures that sought its
own solution to its problems leading to a
proliferation of accounting systems
introduced and funded by international donor
agencies
6. Thus there was the need to develop an allembracing programme, which would link all
aspects of public financial management
together

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OUTLINE OF PRESENTATION

1. Brief Background of the Reform
Process
2. Description of the Reform Process
3. Ghana’s Experience
4. Achievements
5. Challenges
6. Lessons

Description of the Program
1. PUFMARP was thus conceived from thisbackground by the GoG as more acomprehensive and integrated approach toresolving the above named problems.
2. PUFMARP was launched in July, 1995 at
Akosombo by the then Minister of Financewith the full backing of the president of
Ghana.
3.

It was officially initiated in 1996 with thesetting up of a secretariat and a ProjectManagement Team (PMT). The program
officially ended in 2002

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Description of the Program
4. The Government’s strategy was to institute acomprehensive and integrated PFM programthat will unify all aspects of public finance toovercome the problems of earlier attempts
5. PUFMARP was funded by GoG and multibilateral donors led by the World Bank. The
other donors were:
1. Overseas Development Administration(ODA, now DFID)
2. The Canadian International Development
Agency (CIDA)
3. The European Union (EU)

Description of the Program
6. The ultimate objective of PUFMARP was toenhance the efficiency, transparency andaccountability of financial management
functions of government
7. Programme components:
a. Budget preparation (MTEF and BPEMS)
b. Budget implementation (BPEMS)
c. Financial accounting and reporting (BPEMS)
d. Cash Management (BPEMS)
e. Revenue Management

6Description of the Program
8. Programme components (cont.):

f. Aid and Debt Managementg. Comprehensive Auditingh. Procurement Reforms
i. Fiscal Decentralisation
j. Legal and Regulatory Frameworkk. Integrated Personnel and Payroll Database

9. BPEMS, the core component of PUFMARP, isaimed at reforming the budgeting(preparation and implementation),
accounting and financial reporting system,and to provide for a computerised platform to
run the entire financial management system

Description of the Program
10. Five BPEMS modules have been designed toprovide the above functions. The modules are
1. Accounts Receivable (AR);
2. Accounts Payable (AP);
3. General Ledger (GL);
4. Purchasing Ordering (PO); and5. Public Sector Budgeting (PSB)

11. MTEF which preceded the implementation of
all the other components was designed withthe overall objective to improve the planningand budgeting of public expenditures andthus contribute to strengthened fiscal policy
formulation and implementation

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OUTLINE OF PRESENTATION

1. Brief Background of the Reform
Process
2. Description of the Reform Process
3. Ghana’s Experience
4. Achievements
5. Challenges
6. Lessons

Ghana’s Experience-Gradualism andcomprehensiveness1. The implementation of MTEF was initiallyplanned for 3 pilot ministries (MoH, MoE, and
MoRT) but was later extended to cover all 21
MDAs
2. However the MTEF process was implemented
gradually and later deepened to introduce
more complicated concepts (e.g. national
goals, sectoral goals, outcomes)

8Ghana’s Experience-Ownership
1. PUFMARP was managed and coordinated by
the PMT which consisted of well qualified
Ghanaian professionals in relevant areas of
public finance management recruited throughinternational search.
2. The PMT were under the direct supervision of
the PUFMARP Steering Committee which met
monthly to provide the policy guidance andreview the progress in design andimplementation of the various components of
PUFMARP

Ghana’s Experience-Ownership
3. To show the political will, ownership, andcommitment of GoG, the PUFMARP steeringcommittee was headed by our deputy
Minister of Finance and was composed ofchief directors who are the civilian heads ofall the key ministries and other government
agencies
4. GoG counterparts (including myself) wereseconded from MoF to take active part in thedesign and implementation of the project toenable appropriate technology transfer fromthe PMT and project consultants

9Ghana’s Experience-Ownership
5. A Central Implementation Team (CIT) drawn
from relevant ministries was constituted toassist in the implementation of the various
components
6. Budget committees were instituted in all
MDAs as change drivers of the new budgetingsystem and with well defined responsibilities
7. Well motivated trainers were drawn fromwithin the ministries and other government
agencies. Similarly incentives were provided
for government officials who participated inworkshops

Ghana’s Experience-Ownership
8. In terms of MTEF, training went down to the
district level though the degree of permeation
was rather limited
9. The preparation of the budget has been
decentralised to line ministries. For example,
80% of the 2006-2008 budget was captured
from the other line ministries with only 20%
captured centrally at MoFEP
10. To prepare the minds of government officials
and ensure general acceptability for the newcoming change, change management
workshops were held at various levels.

10Ghana’s Experience – donor coordination
11. Donor coordination among the sponsors was
led by the World Bank
12. The donors had less of an active role in the
day to day design of the process and left theGovernment to define the details of theapproach
13. Donors were active participants of thesteering committee meetings resulting in
better flow of information and perhaps
reduction in transaction cost (associated withstand alone PFM projects)

Ghana’s Experience – donor coordination
14. However there was some level offragmentation in donor support with donors
working in isolation in different areas
15. Donor support was characterised by large
and complex IT projects managed by project
units, donor financed consultants, andseconded civil servants

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OUTLINE OF PRESENTATION

1. Brief Background of the Reform
Process
2. Description of the Reform Process
3. Ghana’s Experience
4. Achievements
5. Challenges
6. Lessons

Achievements so far- MTEF
1. Since 1999 the MTEF has been fully
operational in all MDAs. Even though it was
initially planned for 3 pilot ministries, theprocess was later expanded to cover all 21
MDAs in the year due to the enthusiasm
shown by all MDAs and also to prevent
running a parallel budget
2. MTEF has been implemented in 25 District
Assemblies to date
3. Deepening of the MTEF process is on-going
and training has been institutionalised in
GIMPA and School of Administration in
University of Ghana

12Achievements so far- MTEF
4. Technical guide and a user-manual prepared
and later revised and consolidated into MTEF
handbook
5. MTEF has also contributed to facilitate theintegration of aid into the budget and to
improve dialogue between GoG and donors

Achievements so far- BPEMS
6. Budget formulation:a. The PSB module under the Oracle Financial
Management System is currently completed
b. The 2006 – 2008 budget is being captured
as a parallel system to the Activate software
currently used to prepare the MTEF budget.
The aim is to adopt the PSB Module toprepare the Budget from 2007 onwards

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Achievements so far- BPEMS
7. Budget execution, cash management andreporting:a. BPEMS has been re-engineered with abroad-based Chart of Accounts in use by all
MDAs countrywide
b. In terms of on-line operations, set-ups forthe entire 8 pilot MDAs with 14 sites andthe office of the president are completed
centrally even though the speed of the
network is currently very slow

Achievements so far- BPEMS
8. Budget execution, cash management andreporting (cont.):c. Among the 8 pilot MDAs, MoFEP and MoH
are currently running the system for theiroperations and the others will follow suit assoon as the network problems are
addressed
d. Interim measures implemented to address
the delay in the online operations include
i. Commitment Control Systems
ii. Cash Management System
iii. Reporting using Budget Management
System (BMS), Accounting System(ACCPAC) and National Expenditure
Tracking System (NETS)

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Achievements so far–Aid and Debt Mangt.
9. An application System, CSDRMS 2000+ is
operational in the Ministry, Controller andAccountant General’s Department and Bankof Ghana to handle all Aid and Debt of theGovernment
10. The Treasury functions of Aid and Debt
Management are being strengthened
11. A standardised format for Reporting on
Development Partners in-flows for project,programme and budget support has received
broader cooperation and yielding a morecomprehensive reporting.

OUTLINE OF PRESENTATION

1. Brief Background of the Reform
Process
2. Description of the Reform Process
3. Ghana’s Experience
4. Achievements
5. Challenges
6. Lessons

15Challenges –gradualism and comprehensiveness1. No proper sequencing of events. MTEF moved
way ahead of the other components of
PUFMARP. Till date BPEMS is not fully
operational. BPEMS delay was a potential
threat to the success of MTEF
2. The IT component of BPEMS was toocomplicated and was beyond the capacity ofcivil servants

Challenges –gradualism and comprehensiveness3. The implementation of MTEF at the districtlevel is limited and the objective of achieving
composite budgeting at the district level is yet
to be met. Till date only 25 districts have
prepared their budget in the current MTEF
format16

Challenges – ownership
4. Lack of top level commitment from some key
stakeholders (e.g. CAGD) leading toconsultants managing the program
5. The possibility of reform fatigue among thoserelatively few civil servants who have been
involved in many different reforms,
sometimes leads to faltering attendance atmeetings and workshops
6. Low participation in training programmes due
to non-payment of attendance allowances

Challenges – ownership
7. Limited capacity to implement reforms.
Consultants often lead the implementation
process so that the salary gap between these
consultants and the less motivated civil
servant works against project ownership andsustainability

17Challenges – donor coordination
8. Since funding was provided separately byeach donor, effective donor coordination andharmonisation was difficult to achieve
9. Donors were interested in achieving theirproject objectives only and in some occasions
rushed to spend to prevent money returning
to their government chest
1. EU: inconsistencies between the newfinancial regulation passed and BPEMS
2. CIDA: Fiscal decentralisation was designed
in isolation

10. GoG had no leverage on the use donor funds
as disbursement of funds was subject to the
disbursement rules of each donor

OUTLINE OF PRESENTATION

1. Brief Background of the Reform
Process
2. Description of the Reform Process
3. Ghana’s Experience
4. Achievements
5. Challenges
6. Lessons

18Lessons –gradualism and comprehensiveness
1. It is useful to adopt the gradualist approachand ensure that reform extensively builds on
existing systems and abstain from overambitious projects (e.g. BPEMS). The lesson
here is to embark on parsimonious PFM reform
capable of satisfactorily addressing the PFM
needs of the implementing country
2. Budget preparation process needs to be firmly
linked to budget implementation, monitoring,
reporting and evaluation to ensure that there
is synergy in the implementation of allcomponents

Lessons – ownership
3. Strong leadership is essential and political will
should be amply demonstrated at all levels andat every stage. The high initial level ofcommitment of GoG at the highest level in part
explains why the MTEF was very successful inits first year of implementation
4. MoF, its Ministers, the Chief Director andDirector of Budget need to be at the forefrontof the reform. The commitment and day to
day involvement and leadership of the senior
management of the Ministry of Finance is
probably the greatest contributing factor in the
success of the MTEF process in Ghana

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Lessons – ownership
5. The involvement of key stakeholders in thedesign process ensured that the MTEF process
met the needs of the Ghanaian situation andbuilt on previous work. The wheel was not reinvented
6. Using in house trainers is useful in promoting
general acceptance and ownership of reform.
General acceptability can also be enhanced bycreating the awareness and desire for change
through change management workshops andincreased participation of civil society

Lessons – ownership
7. A healthy relationship between the executing
agency and the other governmental agencies
is crucial in enhancing the success of a PFM
reform
8. Effective team building and working
relationships between Government andconsultants is a necessary ingredient, as
demonstrated by the team spirit and onenessof purpose of the CIT and consultants

20Lessons – ownership
9. Being flexible and responding to people’s
reactions during implementation pays. The
MoF responded to the enthusiasm shown by
MDAs by extending activity costing to all MDAs
even though it was initially planned for only 3
pilot MDAs. This prevented running parallelbudgets
10. The experience and lessons of previous
reforms needs to be built upon by involving
those who were involved in earlier reforms

Lessons – ownership
11. There is the need to establish a competent,
effective, and creative PMT which will use
participatory mechanisms to ensure thatcountry ownership of the program spreads toall stakeholders
12. There should be proper links among projectcomponents to ensure effective achievementof both sub project and overall program
objectives
13. It is necessary to provide an incentive
program to motivate and retain competentqualified staff to manage the system

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Lessons - donor coordination
14. In such non-basket multi-donor programs,
the country must build capacity to coordinate
donor activities if it really wants to achieve
program objectives
15. To ensure country ownership, donor policies
and programs should be aligned withexisting country strategies and frameworks(e.g. PRSPs, PRGF)
16. Choosing a strategic donor to lead the donors
may be an effective way of resolving
differences among donors on one hand andbetween donors and the partner country on
the other

Lessons - donor coordination
17. Donors must be willing to take active part indonor-donor and donor-partner dialogue andto implement decisions on coordination taken
jointly
18. Donors should be willing to subordinate theirindividual interests, concepts, and visibility toa joint approach to development

22Lessons - donor coordination
19. Donors should assist and strengthen partnercountry reporting and monitoring systems,
coordinate and simplify donor systems, andprovide common financial reports
20. Donors should move towards increased
program or budget support to ensure
reduction in transaction costs, promote
country ownership of policies andprogrammes, ensure pro-poor spending, andmake aid much more predictable

THANK YOU VERY MUCH
FOR YOUR ATTENTION

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