2014

Esacco Documentation

Prepared by Ryanada Limited 1/1/2014

CONTENTS
1.0 INTRODUCTION ...................................................................................................................................................3 1.2 BENEFIT OF THE ESACCO MANAGEMENT SYSTEM ...............................................................................3 2.0 FUNCTIONALITIES ..............................................................................................................................................4 2.1 HOW IT WORKS................................................................................................................................................4 3.0 AVAILABLE FEATURES .....................................................................................................................................4 1. Back Office Module (BOSA) ................................................................................................................................4 2. Front Office Module (FOSA) ................................................................................................................................4 3. Transactions ...........................................................................................................................................................4 4. PROCESSING .......................................................................................................................................................5 5. REPORTING .........................................................................................................................................................5 3.0 INTEGRATION AND IMPLEMENTATION ........................................................................................................6 1. System requirement ...............................................................................................................................................6 2. Security requirement ..............................................................................................................................................6 3. Third Party Software requirements ......................................................................... Error! Bookmark not defined. 4.0 INTEGRATION AND IMPLEMENTATION COST .............................................................................................7 5.0 Happy Clienteles......................................................................................................................................................7 6.0 LIST OF ABBREVIATION ............................................................................................................................................8

Esacco management Pro, system Specification and pricing @2014 Ryanada

1.0 INTRODUCTION
Specialized software is becoming more and more popular among SACCOs and MFIs (Micro Finance Institutions). As compared to a regular Excel spreadsheet, such software is designed to monitor the dynamics of a microfinance organization or SACCO. The ESACCO consists of modular based applications that integrate to provide a fully-fledged Enterprise level Software Suite to manage the needs of Savings management and Loan management. An integrated General Ledger and Accounts Management Module ensures that Accounts reporting can be handled without having to use a separate system to handle the same. It handles Member information and tracks the Savings and Loan activity with ease rendered over a secure intranet accessible via any standard web browser.

1.2 BENEFIT OF THE ESSACO MANAGEMENT SYSTEM

A major advantage of ESACCO is that it provides easy access to accurate and up-to-date information. For example, loan officers get information on loans that need follow-up; SACCO management can monitor daily progress of the SACCO, and can get a full picture of the portfolio performance and quality. Members also get quick information on their accounts, savings and loan balances. Detailed information is captured on members and their activities that can then be used to assess members portfolio to assess impact. It is also useful in tracking historical information of the members. Activities, such as disbursements, repayments, deposits, withdrawals and money transfers are completed faster, better controlled and with minimum opportunity for errors. Information is produced in user-required formats, which facilitates better understanding, setting priorities, objectives and strategy. Key performance indicators provide an overview of the organizations performance, efficiency and effectiveness of business procedures so that timely adjustments can be made. Use of ESACCO helps SACCO and MFI services more interactive, accessible and transparent.

Esacco management Pro, system Specification and pricing @2014 Ryanada

2.0 FUNCTIONALITIES
2.1 HOW IT WORKS
System functionalities

FIG 1.0

3.0 AVAILABLE FEATURES

1. BACK OFFICE MODULE (BOSA)
The Back Office which is designed to keep track of member register, savings and loans and for automatic dividend generation.

2. FRONT OFFICE MODULE (FOSA)

The Front Office is a front office services module that allows for micro-banking transactions to be carried out.

3. TRANSACTIONS
After entering the initial member, loan types and share types information, the user will then enter transactions on share amounts, share contribution rate, loan amounts and loan repayment amount and other day-to-day adjustments. The transactions and adjustments that the system keeps track of include the following:

Esacco management Pro, system Specification and pricing @2014 Ryanada

I. II. III. IV. V.

Loan and Shares adjustments for the current month/period Cash remittance on loan, shares and interest Cash refund on loan, shares and interest Repayment and contribution rate adjustment on loans and shares Registering new member loans, repayment amount, member basic salary and loan guarantors

4. PROCESSING
The system carries out a number of automatic processes, which the program performs without the users interaction. These processes include the following: I. II. III. IV. V. Debit raising to generate a schedule of expected remittances on shares and loans Post period to close the current period and open a new period/month Generate dividend to calculate the tax charged and the amount paid to each Sacco member Post dividend to update dividend report End of Year Procedure (EOY) to close current year and open a new year

5. REPORTING
After the period transactions are carried out various reports are then available from the system. These reports show the status of the loans, the members shares, loan and share history among others. All reports may be viewed on the form or printed out. The reports include: Loan repayment report Guarantors report Guaranteed report Group Issued Loan Report Group Loan balances report Group savings report Group available balances report Group daily transactions report Group periodical transactions report Income report

The reports can also be exported to popular spreadsheets and word processors such as Microsoft Excel and Microsoft Word or even send by electronic mail

Esacco management Pro, system Specification and pricing @2014 Ryanada

3.0 INTEGRATION AND IMPLEMENTATION

1. SYSTEM REQUIREMENT
I. II. III. IV. V. Microsoft Windows 7, Microsoft Windows XP,Ubuntu 12.04, CentOs sever 1.0GB of RAM (higher is recommended) 1.5GHz of processor speed (higher is recommended) Apache or Nginx server Optional External Software/Components: Adobe pdf reader, Microsoft Excel 2003 or above, Microsoft Word 2003 or above, HTML reader

2. SECURITY REQUIREMENT
For a customer web portal , there is a need for an SSL certificate to secure customers sensitive data

Esacco management Pro, system Specification and pricing @2014 Ryanada

4.0 INTEGRATION AND IMPLEMENTATION COST

ITEM
Sacco Management system with default Modules(FOSA,BOSA,Customers)

DESCRIPTION The whole system with vital modules required to run a Sacco, installation of databases and data integrity checks

Unit Cost (KSH)

Total COST (ksh)

TBD

TBD

USSD services

Integrate ussd services for customer to access their account easily

TBD

TBD

SMS alerts and Notification modules

Integrate a SMS notification module

Setup fee - TBD

Setup fee - TBD

Maintenance and Support

3 Month free support and maintenance

TBD

TBD

5.0 HAPPY CLIENTELES

The system has been deployed to several institutions which is a success story 1. 2. 3. 4. 5. Straight Sacco - Employee sacco Thika Transwest Sacco - Business Sacco - Kitale Umoinner Sacco - Matatu and Business Sacco - Nairobi Western Shuttle Sacco - Matatu Sacco Kakamega Grand Paint Sacco - Employee Sacco - Industrial Area

Esacco management Pro, system Specification and pricing @2014 Ryanada

6.0 LIST OF ABBREVIATION

1. TBD - To be discussed 2. SMS - Short Messaging service 3. USSD - Unstructured Supplementary Service Data 4. SSL - Secure Sockets Layer 5. TLS s- Transport Layer Security

Esacco management Pro, system Specification and pricing @2014 Ryanada