INTEGRATED BUDGET AND EXPENDITURE SYSTEM

IBEX 

AdministratorManual
Table of Contents
Table of Contents i

Tables & Figures iv

List of Figures iv

List of Tables iv

Introduction 1

General Administration 2

Physical Security 3

Server Room Conditions 3

Hardware Administration 4

Machine Specifications 5

Servers 5

Firewalls 6

Modems 8

Switches 8

IBEX Configurations 9

Distributed Configuration 9

Standalone Configuration 10

Budget & B. Adjustment Module Functional Administrations 11

Migrating Budget Data 11

Exporting Budget Data 11

Importing Budget Data from IBEX 13

Importing Budget Data from BIS 14

Sources of Finance 16

Adding a New Source of Finance 16

Editing an Existing Source of Finance 16

i
 New Budget Year 16

Creating a New Budget Year 16

Migrating Budget Adjustments Data 17

Exporting Budget Adjustments Data 17

Importing Budget Adjustments Data from IBEX 17

Importing Budget Adjustments Data from BDA 18

Accounts & A. Consolidation Module Functional Administrations 19

Migrating Monthly Reports Data 19

Exporting Monthly Reports from IBEX 19

Importing Monthly Reports from BDA 20

Importing Monthly Reports from IBEX 21

Migrating Consolidated Regional Data 22

Exporting Consolidated Regional Data 22

Importing Consolidated Regional Data 22

Administration Module Functional Administration 23

Modifying the Chart of Accounts 23

Adding a New Account or Set of Accounts 23

Modifying an Existing Account or Control Account 23

Deleting an Existing Account 24

User Administration 25

The System Tree 25

IBEX Users 27

IBEX Resources 27

IBEX Roles 28

Accounts Module Role to Function Mapping 29

Budget Module Role to Function Mapping 30

Budget Adjustment Module Role to Function Mapping 30

Budget Control Module Role to Function Mapping 31

Accounts Consolidation Module Role to Function Mapping 31

IBEX Attributes 31

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 Managing the System Tree 34

Add, Edit or Delete an Application 34

Add, Edit or Delete a Region 34

Add, Edit or Delete a Department 35

Managing Roles 35

Creating a New Role 35

Adding/Removing Users to/from a Role 36

Managing Role Attributes 37

Deleting a Role 38

Managing User Accounts 38

Adding a User 38

Creating a New User by Copying an Existing User 40

Editing a User 41

Deleting a User 41

Adding/Removing a Role to/from a User 41

Manipulating User Attributes 42

Generating a User Information Report 43

Backup Procedures 44

Backup Procedures 44

Cleaning Tape Head 44

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Tables & Figures

List of Figures
Figure 1: IBEX System Architecture ..........................................................................................................2
Figure 2: IBEX Network Diagram.............................................................................................................4
Figure 3: An IBEX Distributed Configuration ..........................................................................................9
Figure 4: An IBEX Standalone Configuration ......................................................................................... 10
Figure 5: Select Budget Phase...................................................................................................................11
Figure 6: Select Budget Type ................................................................................................................... 12
Figure 7: Export Confirmation Screen ..................................................................................................... 12
Figure 8: Select Source File ...................................................................................................................... 14
Figure 9: BIS Import - Select Import Scope............................................................................................. 15
Figure 10: Monthly Reports Import – Select Source File......................................................................... 20
Figure 11: Managing the Chart of Accounts ............................................................................................ 24
Figure 12: The IBEX System Tree ........................................................................................................... 25
Figure 13: Creating a New Role ............................................................................................................... 36
Figure 14: Assigning Roles to Users......................................................................................................... 36
Figure 15: Adding Attributes to Roles...................................................................................................... 37
Figure 16: Creating a New User ............................................................................................................... 39
Figure 17: Adding Roles to a User............................................................................................................ 42
Figure 18: Adding an Attribute to a User ................................................................................................. 43

List of Tables
Table 1: IBEX Servers Detail Specifications..............................................................................................5
Table 2: IBEX External Firewall Specifications ........................................................................................7
Table 3: IBEX Internal Firewall Specifications .........................................................................................7
Table 4: IBEX System Tree Containers................................................................................................... 26
Table 5: Accounts Module Role to Function Mapping ........................................................................... 29
Table 6: Budget Module Role to Function Mapping .............................................................................. 30
Table 7: Budget Adjustment Module Role to Function Mapping .......................................................... 30
Table 8: Budget Control Module Role to Function Mapping ................................................................. 31
Table 9: Accounts Consolidation Module Role to Function Mapping ................................................... 31
Table 10: List of Atrributes ....................................................................................................................... 32

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I N T R O D U C T I O N

1
Chapter

Introduction
The Integrated Budget and Expenditure System (IBEX) is a financial information system
that has been designed and developed to automate and support public finance in Ethiopia.
It is comprised of different modules including a Budget, Accounts, Budget Adjustment,
Budget Control, Accounts Consolidation and Administration Module.

The Administrator Manual provides guidelines for administering IBEX system installations
and management. It is intended for use by qualified IT administrative personnel and as-
sumes a basic knowledge of IT service procedures. The Administrator Manual contains
sections about functions accessed through the Administration Module as well as adminis-
trative functions found inside the other modules.

The Administrator Manual contains sections about:

• General Administration
• Hardware Administration
• Software Administration
• Functional Administration
• User Administration
• Backup Procedures

The Administrator Manual encompasses all the basic functionalities of the Administration
Module and other administration tasks aided with relevant screenshots.

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G E N E R A L A D M I N I S T R A T I O N

2
Chapter

General Administration
The IBEX system installation consists of mission-critical servers, security, networking,
backup and power equipment. The system is housed in a single server cage rack that pro-
vides for proper installation of the equipment as well as physical security. The following
high level diagram illustrates the architecture.

Figure 1: IBEX System Architecture

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G E N E R A L A D M I N I S T R A T I O N

Physical Security
• Only authorized personnel should have access to the server room.
• Keep the server room door locked at all times.
• Keep the server cage locked at all times.

Server Room Conditions

• The server room must be kept clean and dust-free at all times.
• Keep all doors and windows closed at all times.
• Carefully mop the room floor and wipe dusty surfaces with a damp cloth regularly.
• Clean/change the filter on the air conditioner as it becomes clogged with dust.

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H A R D W A R E A D M I N I S T R A T I O N

3
Chapter

Hardware Administration
The following is a schematic overview of the hardware equipment in the IBEX system in-
stallation.
Figure 2: IBEX Network Diagram

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H A R D W A R E A D M I N I S T R A T I O N

Machine Specifications
Servers

The IBEX system contains four servers: the Web Server, the Application Server, the Policy
Server and the Database Server. Below is a short description of each server.

XXAPP01 (Application Server for XX region):

XXDB01 (Database Server for XX region):

XXWEB01 (Web Server for XX region):

XXPOLICY01 (Policy Server for XX region):

Table 1: IBEX Servers Detail Specifications

Server Name Specifications

Model: Dell PowerEdge 2850
CPU: 2 x 3.0 Ghz Xeon
RAM: 2GB
XXAPP01 Storage: Standard
(Application Server OS: Windows 2003 SE
for XX region) Configuration: NIC #1: IP = 10.0.0.2, MASK=255.255.255.0
GATEWAY: 10.0.0.1, WORKGROUP: IBEXAPP
Software: Microsoft Windows 2003 Server, 5 CAL license Apache
Tomcat : Open Source Symantec NAV Client
Model: Dell PowerEdge 2850
CPU: 1 x 3.0 Ghz Xeon
RAM: 2GB
XXDB01
Storage: 60GB RAID5 15K RPM
(Database Server for
OS: Windows 2003 SE
XX region)
Configuration: NIC #1: IP=10.0.0.3, MASK=255.255.255.0
GATEWAY: 10.0.0.1, WORKGROUP: IBEXAPP
Software: Microsoft Windows 2003 Server, 5 CAL license Micro-

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H A R D W A R E A D M I N I S T R A T I O N

soft SQL Server, XX User Licenses Vertias Backup Exec 9.1 Sy-
mantec NAV Client
Model: Dell PowerEdge 750
CPU: 1 2.4Ghz P4 x 1
RAM: 512 Mb
Storage: Standard
OS: Windows 2003 SE
XXWEB01 Configuration: NIC#1 (external) : IP = 10.0.2.2,
(Web Server for XX MASK=255.255.255.0
region) NIC#2 (internal) : IP = 10.0.1.1, MASK=255.255.255.0
GATEWAY: 10.0.2.1, WORKGROUP: IBEXWEB
Software: Microsoft Windows 2003 Server, 5 CAL license
Apache Web Server (Open Source) Netegrity SiteMinder Web
Agent, 1000 user license (shared with other installations) Syman-
tec NAV Client
Model: Dell PowerEdge 1850
CPU: 1 2.4 Ghz Xeon x 1
RAM: 512 Mb
Storage: Standard
XXPOLICY01 OS: Windows 2003 SE
(Policy Server for XX Configuration: NIC #1: IP = 10.0.0.4, MASK=255.255.255.0
region) GATEWAY: 10.0.0.1, WORKGROUP: IBEXAPP
Software: Microsoft Windows 2003 Server, 5 CAL license
Netegrity Siteminder Policy Server, 1000 user license (shared with
other installations) Microsoft ADAM: Free ware Symantec NAV
Client

Firewalls

As identified in the network diagram, the IBEX system contains two firewalls.

• Firewall 1 (FIREWALL01) protects the public web subnet by restricting traffic to

the web sever to HTTP and HTTPS traffic (ports 80 and 443 respectively).

• Firewall 2 redundantly protects the application domain and prevents all traffic
originating from outside the application domain from entering. Only traffic specifi-

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H A R D W A R E A D M I N I S T R A T I O N

cally required for the authentication on the web server to the security server is
permitted.

The machine specifications and firewall configuration rules are as follows:

Table 2: IBEX External Firewall Specifications

XXFIREWALL01 (External Firewall for XX region)

Hardware

CISCO PIX 515E - Restricted Bundle

Software

Cisco PIX Restricted Bundle

Rules

Accept /Deny Source Destination Ports Additional/Notes

Accept Specific to location 10.0.2.2 80 (http), 443 (https) Client Connections

Address Translations

From Interface Original Address To Interface Translated Address Mask

Inside 10.0.2.2 Outside Specific to location 255.255.255.255

Table 3: IBEX Internal Firewall Specifications

XXFIREWALL02 (Internal Firewall for XX region)

Hardware

CISCO PIX 515E - Restricted Bundle

Software

Cisco PIX Restricted Bundle

Rules

Accept /Deny Source Destination Ports Additional/Notes

Accept 10.0.1.1 10.0.02 8009 Tomcat Application Server

Connector

Accept 10.0.1.1 10.0.0.4 44441, 44442, 44443 SiteMinder Connections

Address Translations

Interface Original Address Interface Translated Address Mask

(From) (To)

Internal 10.0.0.2 External 10.0.1.12 255.255.255.255

Internal 10.0.03 External 10.0.1.13 255.255.255.255

Internal 10.0.0.4 External 10.0.1.14 255.255.255.255

Internal 10.0.0.5 External 10.0.1.15 255.255.255.255

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H A R D W A R E A D M I N I S T R A T I O N

Modems

The system schematic provides for two modems which are intended to provide emergency
failover access to the application in case of wide network failure, and administrative access
to the application environment respectively.

Modem 1 (XXMODFO01) is connected to the Web server and can be used for emergency
access to the application during periods of external wide area network failure. This modem
is configured to only allow HTTP traffic (ports 80 and 443) and restricts access to author-
ized users as well.

Modem 2 (XXMODRA01) is connected to the application server in the application zone

and can only be accessed by administrators seeking to remotely administer the application
environment.

The modem specifications are: US Robotics, 56k baud rate modems with USB connection.

Switches

A single switch is used by the environment to create the DMZ in the application domain.
The specifications for this switch are: 16 Port Dell PowerConnect 2016 switching hub.

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I B E X C O N F I G U R A T I O N S

4
Chapter

IBEX Configurations

Distributed Configuration
There are two installation configurations of IBEX - one that is implemented in regional
BOFEDs and MOFED and is instantly accessible by all reporting units networked with
their BOFED/MOFED, and one that is installed in non-networked locations. Using the
networked configuration, the networked units operate IBEX as if they are working from
within the regional bureau, resulting in real-time data integration of all networked units,
and allowing the users with administration privileges to access all data from any location.

Figure 3: An IBEX Distributed Configuration

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I B E X C O N F I G U R A T I O N S

Standalone Configuration
However, for users with the standalone version of IBEX, it will be necessary to transport
the data on a regular basis as required by procedures, which will then be directly imported
into another version of IBEX - standalone or networked - using the Data Migration tools
located within the system.

Figure 4: An IBEX Standalone Configuration

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F U N C T I O N A L A D M I N I S T R A T I O N

5
Chapter

Budget & B. Adjustment Mod-

ule Functional Administrations
While the majority of IBEX functions are performed by end users using the modules, a few
of the tasks within IBEX that may be too complex for end users or occur infrequently have
been designated the responsibility of the local system administrator. Most of these tasks are
performed by choosing one of the commands in the Administration menus of the respec-
tive IBEX modules or in the Administration Module itself.

The IBEX Budget Module facilitates the export and import of budget data at different
phases. This interaction is done via the ‘Export Budget Data’ and ‘Import Budget Data’
tools located under the ‘Data Migration’ menu on the Menu Bar.

Migrating Budget Data

Exporting Budget Data

1. Select a budget year and click on ‘Export Budget Data’ under the Data Mi-
gration menu on the Menu Bar.

2. From the budge tree, select a BI for which you want to export budget data.

3. On the ‘SELECT BUDGET PHASE’ screen, indicate the budget phase

you want to export and click ‘Next’.

Figure 5: Select Budget Phase

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F U N C T I O N A L A D M I N I S T R A T I O N

4. On the ‘SELECT BUDGET TYPE’ screen, indicate the type of budget

you want to export - that is, ‘Recurrent’, ‘Capital’ or ‘Recurrent & Capital’ -
and click ‘Next’.

Figure 6: Select Budget Type

5. On the ‘CONFIRMATION’ screen, verify that the information you’ve se-

lected is correct, indicate whether you want to export to IBEX or BDA,
and click ‘Export’. Once the File Download dialog box appears, click
‘Save’.

Figure 7: Export Confirmation Screen

6. Choose a location on your computer to save the exported budget data, and
click ‘Save’ once again.

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F U N C T I O N A L A D M I N I S T R A T I O N

7. This will save an encrypted version of the budget data on your local com-
puter that can only be accessed through IBEX Import tools.


On the File Download dialog box, the suggested name of the export
file will contain parts of the selected budget information. This is done
for identifying the contents of the file for importing purposes.

Importing Budget Data from IBEX

1. Select a budget year and click on ‘Import Budget Data’ under the Data Mi-
gration menu on the Menu Bar.

2. From the budge tree, select a BI for which you want to import budget da-
ta.

3. On the ‘SELECT BUDGET PHASE’ screen, indicate the budget phase

you want to import and click ‘Next’.

4. On the ‘SELECT BUDGET TYPE’ screen, indicate the type of budget

you want to import - that is, ‘Recurrent’, ‘Capital’ or ‘Recurrent & Capital’
- and click ‘Next’.

5. On the ‘SELECT SOURCE FILE’ screen, click ‘Browse’ to locate the

IBEX export file on your computer. Once you locate the file, click on the
file name once and click ‘Open’, or double click on the file name. As
shown on Figure 31, the address of the file will be displayed.

6. Click ‘Next’ to begin the importing process.

7. On the ‘CONFIRMATION’ screen, verify that the budget data you have
chosen is correct. If so, click ‘Import’. The selected BI’s budget data will
be replaced with the imported data.

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F U N C T I O N A L A D M I N I S T R A T I O N


When importing from an IBEX export file, you have to make sure that
the budget year, scope, phase and type you specify match the con-
tents of the export file.

Importing Budget Data from BIS

1. Select a budget year and click on ‘Import Budget Data’ under the Data Mi-
gration menu on the Menu Bar.

2. From the budge tree, select a BI for which you want to import budget da-
ta.

3. On the ‘SELECT BUDGET PHASE’ screen, indicate the budget phase

you want to import and click ‘Next’.

4. On the ‘SELECT BUDGET TYPE’ screen, indicate the type of budget

you want to import - that is, ‘Recurrent’, ‘Capital’ or ‘Recurrent & Capital’
- and click ‘Next’.

5. On the ‘SELECT SOURCE FILE’ screen, click ‘Browse’ to locate the BIS
export file on your computer. Once you locate the file, click on the file
name once and click ‘Open’, or double click on the file name. As shown
on Figure 31, the address of the file will be displayed.

Figure 8: Select Source File

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F U N C T I O N A L A D M I N I S T R A T I O N

6. Click ‘Next’ to begin the importing process.

7. If it is a valid BIS file, the application will ask you to provide the BIS data-
base password. Provide the password and click ‘Submit’.

8. Once the password and the validity of the exported data is verified, you
will be directed to the ‘SELECT BI AND BUDGET TYPE SCREEN’. In
this screen, you can select the scope and budget type to import.

Figure 9: BIS Import - Select Import Scope

9. Select the desired scope by identifying a BI from the drop down and click
‘Import’.

10. On the following screen, confirm the data you are about to import, and
click ‘Import’ once again. The selected scope’s budget data will be replaced
with the imported data.


When importing from an IBEX export file, you have to make sure that
the budget year, scope, phase and type you specify match the con-
tents of the export file.

Outside of the normal operations of the Budget Module there are a few administrative
functions that are used to set up the system for general use. These are setting up sources of
finance and creating a new budget year.

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F U N C T I O N A L A D M I N I S T R A T I O N

Sources of Finance
Adding a New Source of Finance

1. On the Administration item on the Menu Bar, click on ‘Source of Finance’

and the ‘SOURCE OF FINANCE’ screen will appear.

2. Click ‘New’ and the ‘CREATE SOURCE OF FINANCE’ screen will ap-
pear.

3. Enter the source of finance in all the languages listed and the type of ex-
penditure the financing is. The languages entries are required. Refer to Ap-
pendix A at the end to learn more about registering a new BI name using
Ge’ez fonts.

4. Click ‘Save’ to save the new settings and exit back to the ‘SOURCE OF
FINANCE’ screen, or simply hit ‘Exit’ to exit back to the same screen
without saving.

Editing an Existing Source of Finance

1. On the Administration item on the Menu Bar, click on ‘Source of Finance’

and the ‘SOURCE OF FINANCE’ screen will appear.

2. Click on the registered source of finance row you want to edit. The ‘EDIT
SOURCE OF FINANCE’ screen will appear with the entered data pre-
populated in the input field.

3. Make all desired edits and click ‘Save’.

4. Click ‘Exit’ to return back to the ‘SOURCE OF FINANCE’ screen with-

out saving.


To delete a source of finance, click on the checkbox on the left end of
the row and click ‘Delete’. Remember that you can only edit the first
four default sources of finance. Click on the checkbox in the column
title to select all newly entered sources of finance.

New Budget Year

Creating a New Budget Year

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F U N C T I O N A L A D M I N I S T R A T I O N

1. On the Administration item on the Menu Bar, click on ‘New Budget Year’.

2. An IBEX message will appear asking the user if he/she is sure that they
want to create a new budget year.

3. If the user clicks ‘Yes’, then the new budget year will be automatically in-
sert in the budget tree with the previous year’s structure. The creating new
budget year function cannot be undone.

4. Click ‘No’ to exit the interface.

Migrating Budget Adjustments Data

The IBEX Budget Adjustment Module facilitates the export and import of annual budget
adjustments. This interaction is done via the ‘Export Budget Adjustments’ and ‘Import
Budget Adjustments’ tools located under the ‘Data Migration’ menu on the Menu Bar.

Exporting Budget Adjustments Data

1. Select a budget year and click on ‘Export Budget Adjustments’ under the
Data Migration menu on the Menu Bar.

2. Select a reporting unit from the budge tree for which you want to export
all budget adjustments for the selected budget year.

3. On the ‘CONFIRMATION’ screen, verify that you have chosen the cor-
rect RU and click ‘Export’ to export the budget adjustments data. Once
the File Download dialog box appears, click ‘Save’.

4. Choose a location on your computer to save the exported budget data, and
click ‘Save’ once again.

5. This will save an encrypted version of the budget adjustments data on your
local computer that can only be accessed through IBEX Import tools.

Importing Budget Adjustments Data from IBEX

1. Select a budget year and click on ‘Import Budget Adjustments’ under the
Data Migration menu on the Menu Bar.

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F U N C T I O N A L A D M I N I S T R A T I O N

2. Select a reporting unit from the budge tree for which you want to import
all budget adjustments for the selected budget year.

3. On the ‘SELECT SOURCE FILE’ screen, click ‘Browse’ to locate the

IBEX export file on your computer. Once you locate the file, click on the
file name once and click ‘Open’, or double click on the file name and click
‘Next’ to begin the importing process.

4. On the ‘CONFIRMATION’ screen, verify that you have chosen the cor-
rect RU and click ‘Import’ to import the budget adjustments data.

Importing Budget Adjustments Data from BDA

1. Select a budget year and click on ‘Import Budget Adjustments’ under the
Data Migration menu on the Menu Bar.

2. Select a reporting unit from the budge tree for which you want to import
all budget adjustments for the selected budget year.

3. On the ‘SELECT SOURCE FILE’ screen, click ‘Browse’ to locate the

BDA export file on your computer. Once you locate the file, click on the
file name once and click ‘Open’, or double click on the file name and click
‘Next’ to begin the importing process.

4. The application will request the BDA database password. Enter the pass-
word and click ‘Submit’.

5. On the ‘CONFIRMATION’ screen, verify that you have chosen the cor-
rect RU and click ‘Import’ to import the budget adjustments data.

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6
Chapter

Accounts & A. Consolidation

Module Functional Admini-
strations

Migrating Monthly Reports Data

The IBEX Accounts Module gives the user the ability to export/import Monthly Reports
via the ‘Export Monthly Reports’ and ‘Import Monthly Reports’ tools located under the
‘Data Migration’ menu on the Menu Bar. Depending on the permission of the user, he/she
may not have access to the import tools. The import tool is used to upload unposted
Monthly Reports for further processing from either IBEX or BDA export files, while the
export tool is used to send the Monthly Reports data from IBEX.

Exporting Monthly Reports from IBEX

1. Select a budget year and click on ‘Export Monthly Reports’ under the Data
Migration menu on the Menu Bar.

2. From the budge tree, select a sub-agency or project that is a reporting unit
from which you want to export Monthly Reports data.

3. On the ‘SELECT BANK ACCOUNT(S)’ screen, select from the check-

box list which bank account(s) you want to export monthly reports from
and click ‘Next’. By default, they will all be selected.

4. On the ‘SELECT ACCOUNTING PERIOD’ screen, select the account-

ing period and click ‘Next’.

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F U N C T I O N A L A D M I N I S T R A T I O N

5. On the ‘CONFIRMATION’ screen, verify that the information you’ve se-

lected is correct. If so, click ‘Export’. Once the File Download dialog box
appears, click ‘Save’.

6. Choose a location on your computer to save the exported Monthly Re-

ports data, and click ‘Save’ once again.

7. This will save an encrypted version of the Monthly Reports data on your
local computer that can only be accessed through IBEX import tools.

Importing Monthly Reports from BDA

1. Select a budget year and click on ‘Import Monthly Reports’ under the Data
Migration menu on the Menu Bar.

2. From the budge tree, select a sub-agency or project that is a reporting unit
into which you want to import Monthly Reports data.

3. On the ‘SELECT ACCOUNTING PERIOD’ screen, select the account-

ing period and click ‘Next’.

4. On the ‘SELECT SOURCE FILE’ screen, click ‘Browse’ to locate the

BDA export file on your computer. Once you locate the file, click on the
file name once and click ‘Open’, or double click on the file name. As
shown on Figure 31, the address of the file will be displayed.

Figure 10: Monthly Reports Import – Select Source File

5. Click ‘Submit’ to begin the importing process. You will be prompted to

provide the BDA database password.

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F U N C T I O N A L A D M I N I S T R A T I O N

6. On the following screen, you will be asked to select a bank account from
the drop down for which you want to import accounts data. You cannot
import into bank accounts that do not exist.

7. On the ‘CONFIRMATION’ screen, verify that the Monthly Reports data

you have chosen is correct. If so, click’ Import’. The selected RU’s
monthly reports data will be replaced with the imported data.

Importing Monthly Reports from IBEX

1. Select a budget year and click on ‘Import Monthly Reports’ under the Data
Migration menu on the Menu Bar.

2. From the budge tree, select a sub-agency or project that is a reporting unit
into which you want to import Monthly Reports data.

3. On the ‘SELECT ACCOUNTING PERIOD’ screen, select the account-

ing period and click ‘Next’.

4. On the ‘SELECT SOURCE FILE’ screen, click ‘Browse’ to locate the

IBEX export file on your computer. Once you locate the file, click on the
file name once and click ‘Open’, or double click on the file name. As
shown on Figure 31, the address of the file will be displayed. Click ‘Submit’
to begin the importing process.

5. On the ‘CONFIRMATION’ screen, verify that the Monthly Reports data

you have chosen is correct. If so, click’ Import’. The selected RU’s
Monthly Reports data will be replaced with the imported data.


When importing Monthly Reports from an IBEX export file, if a bank
account does not exist, the application will create it.

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Migrating Consolidated Regional Data

The Accounts Module offers the function to export the consolidation regional data, which
includes the entire budget structure, chart of accounts and budget data.

Exporting Consolidated Regional Data

1. Select the year to export consolidated regional data form the dropdown on
the toolbar.

2. Under the Data Migration item of the menu bar, click on ‘Export Consoli-
dated Data’.

3. The application will display a message listing the list of items that will be
included in the consolidated export file and requiring a confirmation of the
data migration.

4. Click ‘Yes’ to begin the exporting process. Once the File Download dia-
logue box appears, click ‘Save’ and save the export file to a desired location
on your computer. For fast and convenient access to export files, it is al-
ways recommended that you temporarily save the file on the Desktop.

The Accounts Consolidation Module allows users to import consolidated regional data
for report preparations at the national (federal) level.

Importing Consolidated Regional Data

1. Select the consolidation year you want to import region data into from the
dropdown on the toolbar.

2. From the Data Migration item on the menu bar, select ‘Import Region
Data’

3. In the ‘Regional Consolidated Data Import’ screen, click ‘Browse…’ and

select the file with the consolidated regional data that has been exported
from the Accounts Module.

4. Click ‘Import’ to import the consolidated regional data in the selected con-
solidation year. The application will perform the necessarily validations and
notify the user in the case of errors.

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7
Chapter

Administration Module Func-

tional Administration

Modifying the Chart of Accounts

Modifications to the existing chart of accounts should only be made by a system adminis-
trator.

Adding a New Account or Set of Accounts

1. Open the Administration Module of the IBEX application

2. Click on the Chart of Accounts tab and select the budget year from the drop down
list.

3. Locate the control account you want to insert the new account code in by expand-
ing the account codes tree and click on it.

4. In the form that appears to the right, click on the ‘New Child’ button and you will
be taken to the ‘New Account Code’ interface.

5. Enter the details of the new account and click ‘Save’. The chart of accounts tree
will be updated accordingly.

Modifying an Existing Account or Control Account

1. Open the Administration Module of the IBEX application

2. Click on the Chart of Accounts tab and select the budget year from the drop down
list.

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F U N C T I O N A L A D M I N I S T R A T I O N

3. Locate the account or set of accounts to be edited by expanding the account codes
tree and click on the account or control account group.

4. Make all desired edits and click ‘Save’. The chart of accounts tree will be updated
accordingly.

Deleting an Existing Account

1. Open the Administration Module of the IBEX application

2. Click on the Chart of Accounts tab and select the budget year from the drop down
list.

3. Locate the account to be deleted by expanding the account codes tree and click on
it.

Figure 11: Managing the Chart of Accounts

4. In the form that appears to the right, click ‘Delete’. The chart of accounts tree will
be updated accordingly.

24
U S E R A D M I N I S T R A T I O N

8
Chapter

User Administration
Access to the IBEX system is secured through a third-party security application (SiteMinder), Ac-
tive Directory, and a custom security framework implemented within IBEX. For a more detailed
information about IBEX system security, refer to the “IBEX - Security Strategy” document.

The System Tree

User rights are configured and managed using the IBEX Administration Module. Within
the Administration Module, a hierarchical System Tree is defined to logically organize the
security configuration such as regions, users, roles and resources. The following diagram
illustrates a typical layout of an IBEX System Tree.

Figure 12: The IBEX System Tree

25
U S E R A D M I N I S T R A T I O N

Each System Tree is composed of the following containers:

Table 4: IBEX System Tree Containers

Container Description

• The applications container contains applications de-

fined in the security framework. Multiple applica-
tions can be defined under the applications con-
tainer. However, currently only the IBEX applica-
tion is defined in the security framework.

Applications

• An application defined under the applications con-

tainer will be the highest level in the security hierar-
chy. All other containers, such as regions, roles, re-
sources etc will be defined under a specific applica-
tion.

• Regions that will be configured to use a given appli-

cation will be created under the regions container.
The regions container itself is created under each
Regions application node.

• Each region will contain regional users, regional

roles and the departments.

• The departments container contains each depart-

ments that are available for a given region such as
the accounts and budget departments.
Departments
• Each department will contain departmental roles
such as “accounts_monthlyreport_register”.

26
U S E R A D M I N I S T R A T I O N

Container Description
Roles can be defined at the application, region and depart-
ment levels. The defined roles created at the different levels
will be configured in SiteMinder to grant access to resources
Roles defined for the entire IBEX application. For example, the
role “accounts_monthlyreport_register” will be configured
to allow access to
“/accounts/monthlyReportTrialBalanceSave.do” resource.

Resource The Resource Attribute Configuration container contains

resource to attribute mapping configuration.
Attribute

Configurations

The Resources container contains all resources secured

Resources
within SiteMinder.

The All Users container contains all users defined within the
All Users
entire security framework.

IBEX Users
In order to access the IBEX application, one must obtain a valid user id and password that
has been configured within the security framework. Within the security framework, user id
will be created and configured to have access to portions of the IBEX application based on
the user’s access requirement. The Administration Module is used to create and manage
user ids within the security framework.

IBEX Resources
In the IBEX application, resource is a URL or a hyper link that has been implemented to
allow a user to interact with the application. For example, the URL
“/budget/application.jsp” is an IBEX resource that will load the Budget Module. The URL

27
U S E R A D M I N I S T R A T I O N

“/budget/deleteBIAction.do” is also an IBEX resource that is attached to a button dis-

played on the Budget Module’s tool bar which can be used to delete a BI code.

There are hundreds of resources defined for IBEX. However, not every single resource is
secured within the security framework. During the implementation of IBEX, a list of re-
sources have been identified and secured in the security framework. For example the re-
source “/budget/deleteBIAction.do” has been secureed to prevent an unauthorized dele-
tion of BI codes.

Resource security is configured within the SiteMinder application and all secured resources
are listed under the Resources container in the System Tree. Resource security can not be
modified from the system Administration Module at this point.

IBEX Roles
Roles are used as logical groupings of users according to the functions they perform. For
example, the role “accounts_bankaccount_admin” will group users that will be administer-
ing bank accounts within the Accounts Module. Once a role is defined in the security
framework, access to secured IBEX resources will be configured within the SiteMinder ap-
plication which will enable users that are members of the role to have access to the secured
resource.

Roles are also used to assign attributes for securing dynamic data or for personalizing the
IBEX application. The system Administration Module is used to assign attributes to roles.
For example, the “ibex.budget.fiscalyear.read” attribute is used to set which fiscal years a
user belonging to this role can view within the Accounts Module.

Roles can be created at the application, region or department levels. In addition, each time
a new application, region or department is added to the system tree a new role “administra-
tors” is automatically created for each new system tree element. By default, the “adminis-
trators” role grants complete access privileges to the system tree element it is attached to all
the child elements. For example, a user belonging to the “administrators” role defined at
the region level can administer the region and all departments belonging to the region. The
user can create new departments under the region or create new roles under a specific de-
partment belonging to the region.

During the implementation of IBEX, various roles have been defined and configured in
the security framework. These roles grant access to various parts of the IBEX application.
The following consequent sections list the role to function mappings that have been pre-
defined. The administrator must use these mappings while assigning roles to users. If a role
defined in the mappings below does not exist, the administrator should create the role ex-
actly as it appears in the list.

28
U S E R A D M I N I S T R A T I O N

Accounts Module Role to Function Mapping

Table 5: Accounts Module Role to Function Mapping

29
U S E R A D M I N I S T R A T I O N

Budget Module Role to Function Mapping

Table 6: Budget Module Role to Function Mapping

Budget Adjustment Module Role to Function Mapping

Table 7: Budget Adjustment Module Role to Function Mapping

30
Budget Control Module Role to Function Mapping

Table 8: Budget Control Module Role to Function Mapping

Accounts Consolidation Module Role to Function Mapping

Table 9: Accounts Consolidation Module Role to Function Mapping

IBEX Attributes
Attributes are used to secure dynamic data and to personalize the IBEX application. An
attribute can have multiple values and can be set to a given role or directly to a user. If an
attribute is set for a given role, all users belonging to that role will also have access to the
attribute.

The security framework uses attributes to secure dynamic data by inspecting a pre-
configured attribute’s value with the dynamic data. For example, in the Budget Module the
attribute “ibex.budget.year” has been defined to secure which budget years a given user can
access. This attribute is then assigned to a user or a role with the values set to budget years
that the user or members of the role should see. When a list of budget years are obtained
from the Budget Module’s database, the data access framework of the IBEX application
will “ask” the security framework to determine which budget years should be visible to the
user from all the available budget years. Therefore, if the “ibex.budget.year” attribute is set

31
for a user with the values 1997 and 1998 but the database has budget data for 1996 through
1999, then only 1997 and 1998 budget years will be visible to the user.

The IBEX application also uses attributes in order to personalize the application. For ex-
ample, an IBEX user can set their preferred language. Internally the IBEX application uses
the “ibex.profile.language.default” attribute to set and remember the user’s preferred lan-
guage. The preferred language will be retrieved and set automatically for the user when the
user returns back to the application.

The security framework uses pattern matching while attribute values. Therefore, when at-
tributes are set for a role or a user with in the Administration Module, the attribute values
can be exact values such as 1997, 1998 or patterns such as wild cards like 19.* . Using pat-
terns such as wild cards can minimize the amount of attribute configurations. In the above
example, if the attribute “ibex.budget.year” value was set to 19.* then the user will have
access to all budget years in the 1900 to 1999 range.

List of attributes names have been pre-defined during the implementation of IBEX. The
system administrator will use the pre-defined attribute names to assign them to roles and
users. The following table lists all pre-defined attributes and their functions.

Table 10: List of Atrributes

Attribute Name Module Description Sample Value

ibex.accounts.bank.read ACCOUNTS Grants a Read Access to a Bank .*

ibex.accounts.bank.write ACCOUNTS Grants a Write Access to a Bank C1

ibex.accounts.bi.read ACCOUNTS Grants a Read Access to a BI 15.*

ibex.accounts.bi.write ACCOUNTS Grants a Write Access to a BI 15000003.*

ibex.accounts.fiscalyear.read ACCOUNTS Grants a Read Access to a Fiscal .*

Year

ibex.accounts.fiscalyear.write ACCOUNTS Grants a Write Access to a Fiscal 1999

Year

ibex.budget.bi.read BUDGET Grants a Read Access to a BI .*

ibex.budget.bi.write BUDGET Grants a Write Access to a BI 15000001520122

ibex.budget.phase.read BUDGET Grants a Read Access to a Budget .*

Phase

ibex.budget.phase.write BUDGET Grants a Write Access to a Budget -1

0

32
Attribute Name Module Description Sample Value
Phase 1

ibex.budget.year BUDGET Grants a Read Access to a Budget .*

Year

ibex.budget.year.write BUDGET Grants a Write Access to a Budget 1999

Year

ibex.budget.reports.addisababa BUDGET Enables Budget reports that are true

specific to the Addis Ababa Zone

ibex.budgetadjustment.bi.read BUDGET Grants a Read Access to a BI .*

ADJUSTMENT

ibex.budgetadjustment.bi.write BUDGET Grants a Write Access to a BI 1500000111.*

ADJUSTMENT

ibex.budgetadjustment.fiscalyear.read BUDGET Grants a Read Access to a Fiscal .*

ADJUSTMENT Year

ibex.budgetadjustment.fiscalyear.write BUDGET Grants a Read Access to a Fiscal 1999

ADJUSTMENT Year

ibex.budgetcontrol.bi.read BUDGET Grants a Read Access to a BI 15.*

CONTROL

ibex.budgetcontrol.bi.write BUDGET Grants a Write Access to a BI 150000011101.*

CONTROL

ibex.budgetcontrol.fiscalyear.read BUDGET Grants a Read Access to a Fiscal .*

CONTROL Year

ibex.budgetcontrol.fiscalyear.write BUDGET Grants a Write Access to a Fiscal 1999

CONTROL Year

ibex.consolidation.year.read CONSOLIDATION Grants a Read Access to a Fiscal *

Year

ibex.consolidation.year.write CONSOLIDATION Grants a Write Access to a Fiscal 1996

Year 1997
1998

personal.datasource.catalog ALL-Personalization Sets a Preferred Database Ibex_tigray

33
Attribute Name Module Description Sample Value

security.management.admin INTERNAL Indicates a System Admin User

ibex.profile.country.default INTERNAL Sets a Locale Country

ibex.profile.language.default INTERNAL Sets a Default Language

Managing the System Tree

Add, Edit or Delete an Application
The IBEX application is already configured in the security framework during the IBEX
application implementation phase. System administrators should not modify or create ap-
plications.

Add, Edit or Delete a Region

Adding a New Region:

1. Open the Administration Module of the IBEX application.

2. The System Tree should be visible in the left hand scrolling window. If
not, click on the System Tree tab.

3. In the System Tree, go to Applications->IBEX and click on the Regions

container.

4. In the contents pane, enter the new region name and click Create.

Editing a Region Name:

ƒ Currently region names can not be edited using the Administration Mod-
ule.

Deleting a Region:
1. Open the Administration Module of the IBEX application.

2. The System Tree should be visible in the left hand scrolling window. If
not, click on the System Tree tab.

3. In the System Tree, go to Applications->IBEX->Regions and select the

region which you would like to delete.

4. In the contents pane, click on Delete.

34
Add, Edit or Delete a Department

Adding a Department:
1. Open the Administration Module of the IBEX application.

2. The System Tree should be visible in the left hand scrolling window. If
not, click on the System Tree tab.

3. In the System Tree, go to Applications->IBEX->Regions and select the

Deparments container under the region which the new department
should be contained.

4. In the contents pane, enter the new department name and click on Create.

Editing a Department Name:

• Currently department names can not be edited using the Administration
Module.

Deleting a Department:
1. Open the Administration Module of the IBEX application.

2. The System Tree should be visible in the left hand scrolling window. If
not, click on the System Tree tab.

3. In the System Tree, select the department which you would like to delete.

4. In the contents pane, click on Delete.

Managing Roles
Creating a New Role

Creating a New Role:

1. Open the Administration Module of the IBEX application.

2. The System Tree should be visible in the left hand scrolling window. If
not, click on the System Tree tab.

3. In the System Tree, expand the node of the application, region or depart-
ment which the new role should be attached to and click on the Applica-
tion Roles folder.

35
 4. In the contents pane, type the name of the new role and click Create.

Figure 13: Creating a New Role

5. When creating new roles, you can use the role name hints to reuse a role
name that has been created elsewhere in the System Tree.

Adding/Removing Users to/from a Role

1. Open the Administration Module of the IBEX application.

2. The System Tree should be visible in the left hand scrolling window. If
not, click on the System Tree tab.

3. In the System Tree, select the role which you wish to add a user to from
the list under the Application Roles folder.

4. In the contents pane, go to the Members tab.

Figure 14: Assigning Roles to Users

5. To add a user to the role, select the user from the list of “Available Users”
and click on the “<” button.

36
 • Multiple users can be selected by holding on the control key while making
the selection.

6. To remove a user to the role, select the user from the “Members” list and
click on the “>” button.

• Multiple users can be selected by holding on the control key while making
the selection.

Managing Role Attributes

Adding/Removing an Attribute to/from a Role:

1. Open the Administration Module of the IBEX application.

2. The System Tree should be visible in the left hand scrolling window. If
not, click on the System Tree tab.

3. In the System Tree, select the role which you wish to add an attribute to
from the list under the Application Roles folder.

4. In the contents pane, go to the Attributes tab.

5. To add a new attribute select the new attribute from the list of “Available
Attribute Names” and click on Add.

• An attribute must have at least one value and can contain regular expres-
sions like wild cards.

• Set the attribute value in the attribute value prompt box and click on ok.

Figure 15: Adding Attributes to Roles

6. To delete an existing attribute assignment, find the row of the added at-
tribute and click the “Delete” link next to the attribute name.

37
 7. To modify an attribute value, selected the desired attribute from the list of
“Assigned Attribute Names” and click on edit.

• A new value can be added by clicking on the Add link.

• An existing value can be deleted by clicking on the “Delete” link to the

right of the “Value” column.

Deleting a Role

Deleting a Role:
1. Open the Administration Module of the IBEX application.

2. The System Tree should be visible in the left hand scrolling window. If
not, click on the System Tree tab.

3. In the System Tree, select the role which you wish to delete from the list
under the Application Roles folder.

4. In the contents pane, click on Delete.

Managing User Accounts

Adding a User

1. Open the Administration Module of the IBEX application.

2. The System Tree should be visible in the left hand scrolling window. If
not, click on System Tree tab.

3. Click on the Create User button on the toolbar.

4. In the contents pane set the value for the following fields and click ‘Cre-
ate’.

a. User Id

• The user id must be in the format of <first initial><last name>. For

example, if the new user’s full name is Almaz Afework, this user’s id
will be aafework .

• By convention, a user id must be created in all lower case.

b. User Name

38
 • The user’s full name.

c. Description

• This is not a required field, thus any description can be entered.

d. Disabled

• If this box is checked the user’s account will be disabled.

Figure 16: Creating a New User

e. System Admin

• If this box is checked, the user will be a System Wide Administrator.

f. User Must Change Password At Next Logon

• This box should be checked for new user so that the user will be forced
to change his/her password when he/she logins in to IBEX for the
first time.

g. Password

• The password for the new user account must be set and it must follow
the following rules.

9 The length must be between 7 to 16 characters.

9 Must contain 1 upper case letter, 1 lower case letter and 1

numeric digit.

39
 Example: Password1

h. Confirm Password

• The password entered in the Password field must be re-entered in this

field to confirm the password.

5. Once a new user has been created go to the User Regions tab and set the
region that the current user belongs to.

Creating a New User by Copying an Existing User

Copying a User:
1. Open the Administration Module of the IBEX application.

2. The System Tree should be visible in the left hand scrolling window. If
not, click on System Tree tab.

3. Click on the Copy User button on the toolbar.

4. In the contents pane select the existing user to be copied from the User
ID to be Copied dropdown.

5. Set the User Id, User Name, and Password for the new user.

i. The user id must be in the format of <first initial><last name>.

For example, if the new user’s full name is Almaz Afework, this us-
er’s id will be aafework .

ii. By convention, a user id must be created in all lower case.

iii. The password for the new user account must be set and it must fol-
low the following rules.

• The length must be between 7 to 16 characters.

• Must contain 1 upper case letter, 1 lower case letter and 1

numeric digit.

iv. Example: Password1

6. Click on Copy.

40
Editing a User

1. Open the Administration Module of the IBEX application.

2. The System Tree should be visible in the left hand scrolling window. If
not, click on the System Tree tab.

3. Select the user to be edited from the list of users in the System Tree.

4. In the contents pane, edit the user’s information.

• If you would like to change the user’s password enter the new password in
both Password and Confirm Password fields and click on Change Pass-
word.

• The user Id can not be edited.

5. Click on Apply to save the edited user information.

Deleting a User

1. Open the Administration Module of the IBEX application.

2. The System Tree should be visible in the left hand scrolling window. If
not, click on the System Tree tab.

3. Select the user to be deleted from the list of users in the System Tree.

4. In the contents pane, click on Delete.

Adding/Removing a Role to/from a User

1. Open the Administration Module of the IBEX application.

2. The System Tree should be visible in the left hand scrolling window. If
not, click on the System Tree tab.

3. Select the user to be edited from the list of users in the System Tree.

4. In the contents pane go to the Member Of tab.

41
 Figure 17: Adding Roles to a User

5. To add a role to the user, select the role from the list of “Available Roles”
and click on the “<” button.

• Multiple roles can be selected by holding on the control key while making
the selection.

6. To remove a role from the user, select the role from the “Member Of” list
and click on the “>” button.

• Multiple roles can be selected by holding on the control key while making
the selection

Manipulating User Attributes

Adding/Removing an Attribute to/from a Role:

1. Open the Administration Module of the IBEX application.

2. The System Tree should be visible in the left hand scrolling window. If
not, click on the System Tree tab.

3. In the System Tree, select the user which you wish to add an attribute to.

4. In the contents pane, go to the Attributes tab.

5. To add a new attribute select the new attribute from the list of “Available
Attribute Names” and click on Add.

• An attribute must have at least one value and can contain regular expres-
sions like wild cards.

42
 • Set the attribute value in the attribute value prompt box and click on ok.

Figure 18: Adding an Attribute to a User

6. To delete an existing attribute assignment, click the “Delete” link next to

the attribute name.

7. To modify an attribute value, locate the row of the listed attribute.

• A new value can be added by clicking on the Add button.

• An existing value can be deleted by clicking on the “Delete” link under the
Attribute Actions column.

Generating a User Information Report

The User Information Report of the IBEX Administration Module displays all assigned
roles, attributes and attribute values for users defined in the security framework.

Displaying the User Information Report:

1. Open the Administration Module of the IBEX application

2. Click on the Reports tab in the left hand pane

3. Click on Reports Æ User Directory Æ Users Information

4. In contents pane, select which users you would like to generate the report
for and click on Generate Report .

43
 6
Chapter

Backup Procedures

Backup Procedures

The IBEX application system uses an automated tape backup system that is physically in-
stalled in the database server to expedite backup times.
The backup strategy involves a combination of automated backup configuration jobs and
manual processes.

The backup strategy utilizes the Veritas BackupExec application installed on the database
server to execute the automated backup jobs. Veritas BackupExec allows for a wide range
of back up strategies, and the following strategy is currently configured and in use:

• Daily backup of the entire database (full backup) at 12:00am onto the same tape.
• Weekly backup of entire database (full backup) removed and stored until end of
month ($ weekly tapes per month). Three of these tapes (excluding end of month)
can be re-used after the end of the month.
• Last weekly backup of the month archived permanently off-site.
• Following this schedule, the administrator’s responsibility is to:
• Perform a full database backup at the end of each week and store until the end of
the month.
• Label and store the final weekly backup of each month off site as archived backup.

Cleaning Tape Head

The tape head should be cleaned once a month by the administrator to ensure proper
backup operation. A tape-head cleaning tape is provided and should be kept in the server
cage. Simply inserting the head-cleaning tape into the tape drive will launch the tape clean-
ing process. The tape drive will notify the administrator once the cleaning process is com-
plete.

44