The University of Business and Integrated Development Studies on March 4, 2026, held a stakeholder engagement session to discuss the implementation of new financial management software aimed at strengthening financial administration and improving operational efficiency. The session, organised by the Directorate of Finance, took place at the New Auditorium on the University campus.
The engagement was conducted in two sessions. The morning session brought together Deans, Vice-Deans, and Directors, while the afternoon session involved sectional heads, faculty and school officers, senior administrative members, and senior staff from various units of the University. The engagement provided a platform for stakeholders to gain a clear understanding of the objectives of the new systems, offer feedback, and clarify their respective roles in ensuring a smooth and effective transition.
The first presentation, introducing and briefing participants on the implementation of the financial management software, was delivered by Mr. Roger Yelkumwin Zolko-Ere. He explained that while the University currently records most financial transactions using Microsoft Excel, the growing complexity of financial operations requires a more robust and integrated system.
Mr. Zolko-Ere noted that as a public institution, the University is mandated to adopt the Government Integrated Financial Management Information System (GIFMIS). Compliance with the system requires regular reporting on implementation progress. He said that, although some staff had previously received training, full implementation had been delayed due to the University’s unique operational structure. He concluded that other public universities, however, have successfully adopted GIFMIS alongside their existing systems.
To meet national requirements while addressing institutional needs, Mr. Zolko-Ere outlined the University’s plan to implement two complementary systems: GIFMIS and Panacea. The Panacea system is already in use by several public sector educational institutions and has been installed by the same vendor in other universities. While the software name may vary across institutions, its interface and core functionalities remain consistent.
The second presentation, delivered by Romould Sungyiri Balabuoro, focused on the roles of stakeholders in the implementation process. He highlighted that faculties, institutes, and other units generating revenue and maintaining their own bank accounts will serve as accounting units, with officers responsible for preparing payment vouchers, authorising transactions, and approving payments according to the established hierarchy.
Mr. Balabuoro emphasized that the new systems will enforce strict financial discipline, requiring adherence to approved budgets and preventing payments that exceed allocated amounts. The systems will also strengthen internal financial controls, including procurement processes, which must begin early to ensure all transactions are completed within the financial year. Suppliers must be registered in the system and provide the necessary documentation before payments can be processed he said.
He further underscored the importance of following due process. Staff were cautioned against bypassing procedures to satisfy individuals or vendors, as such actions could expose them to personal accountability during audits. Another key feature of the systems is strict segregation of duties, ensuring no single officer can initiate, authorise, and approve the same transaction.
Mr. Balabuoro also explained functional differences between the two systems. While Panacea allows some flexibility in processing payment vouchers, GIFMIS requires that all approvals be completed before vouchers can be printed. Panacea also includes automated notifications to inform beneficiaries when payments are ready for collection.
The session concluded with an interactive segment where participants asked questions, shared concerns, and provided suggestions to support the successful rollout of the financial management software.
Overall, the University emphasised that the implementation of GIFMIS and Panacea will enhance efficiency, transparency, and accountability in financial operations, and that staff will receive training and refresher sessions to ensure a smooth transition.