Data Migration Specialist

Attachment: Terms of Reference (TOR)

Federated States of Micronesia

Project for Strengthening Public Financial Management (P161969)

Terms of Reference – Data Migration Specialist
FM-DOFA-480081-CS-INDV

LOCATION: Department of Finance & Administration – Treasury Division

DURATION: Contract duration of three (3) months

Background:

The National Government of the Federated States of Micronesia (FSM) have partnered with the World Bank (WB) to implement development activities within the FSM. The current and pipeline portfolio includes projects in the sectors of Energy, Fisheries, Information & Communication Technology, Maritime Transport and strengthening Public Financial Management (PFM).

The objective of the project for Strengthening Public Financial Management Project is to improve the completeness, reliability and timeliness of financial reports of the National and four State Governments of FSM (Chuuk, Kosrae, Pohnpei, and Yap). The project is implemented through the Department of Finance & Administration (DoFA).

The project has five components:

Strengthening the public financial management environment

Financial Management Information System (FMIS)

Revenue Management System (RMS)

Change management and human resource development

Project management

Component 2 of the project funds the supply and installation of a commercial-off-the-shelf (COTS) financial management information system (FMIS) to enhance FSM Governments´ revenue and expenditure management, and reporting capabilities. The current system used by each of the respective governments is Fundware, written in code (e.g., COBOL) dating back to the 1960's. As part of the conversion to the new system, data and records in the Fundware system need to be reviewed and then migrated to the new system, FreeBalance. FreeBalance will provide the format for the data to be imported and the responsibilities of the Data Migration Adviser will be to extract the data from Fundware and provide it to FreeBalance in the format required.

PURPOSE AND OBJECTIVE OF THE ROLE

The purpose of this role is to support DoFA and the State governments in extracting data from the legacy system (Fundware) to extract and prepare the cleansed data to populate the new FMIS.

SCOPE OF SERVICES

The Data Migration Specialist will work in close coordination with the Treasury Advisor and under the policy direction of the Assistant Secretary Treasury. A mapping table has been completed for the conversion of data and will be run against any data that includes account codes before it is provided to FreeBalance.

The FMIS team have identified the current data locations. There are Microsoft Access databases setup for each entity's export that includes an ODBC link to the COBOL tables. Fundware also includes tools to extract that data to SQL server and a limited amount of the data (mainly receivables) is available natively in SQL Server. Where the ODBC link does not provide all of the information required then reports will need to be run in Fundware, and the information extracted from there. Fundware reports can be exported as text files which will then need to be manipulated to extract the data required.

The tasks to be completed for the National Government and each of the 4 States includes the following:

Coordinate the export of data from Fundware for the following items and anything else that needs to be imported to FreeBalance:

Ledger balances for FY23 from the trial balance;

Trial balance for the date that the conversion is scheduled or transaction details for FY24;

Budget data for FY24, FY25 and FY26;

Supplier vendors that have been cleaned up to only include vendors used in the past 12 months or with outstanding encumbrances and where possible to remove duplicates;

Purchase orders, encumbrances, commitments and payable invoices that are open as at the conversion date;

Receivable customers details, cleaned up to include only those used in the last 12 months and removing duplicates;

Receivable invoices that are open at the conversion date;

Bank reconciliation uncleared transactions for each bank account;

Assets details for all fixed assets (currently held in an Excel spreadsheets);

Employee details and balances of leave and payments made for the year as at the conversion date;

Payroll deduction and allowance details

Transfer cleaned data to FMIS-vendor supplied templates for upload into the new system

Test the migrated data for completeness and accuracy

A high level data conversion process is as follows:

This plan does not include all of the information to be extracted at this stage.

OUTPUTS

Work Plan

Extract the data required from Fundware and cleanup to remove duplicates

Write clean data to the excel spreadsheets provided by FreeBalance

Test Reports on Migration

QUALIFICATION AND EXPERIENCE REQUIREMENTS

The prospective candidate shall have previous experience in FMIS implementations and have direct experience in data migration and manipulation. Previous experience working with Fundware or other applications written in COBOL is a plus.

Mandatory Qualification and Experience:

Bachelor's degree in computer sciences, business or accounting

Minimum of 5 years of overall technical experience is required

A very good knowledge and previous experience using Microsoft Access, Excel and SQL Server

Excellent communication and organizational skills, including a wide range of architectures and technologies

Desirable Qualifications and Experience

Previous experience in working with Fundware (legacy system) or FreeBalance (new system)

Experience with converting text files to a format that can be read (e.g. SQL Server or Access) and removing the headers from reports

DURATION, LOCATION and CONDITIONS of ASSIGNMENT

The position is a full-time position in Palikir, State of Pohnpei, FSM. Domestic travel to other states will be required from time-to-time.

The position is an integral part of the Project Implementation Unit, and will report to the Assistant Secretary Treasury and the PFM Project Manager.

The duration will be until the end of the project in August 2025.