Planning and Budgeting Management Manual

RUB Planning and Budgeting Management Manual 

Quality Assurance Documentation

The RUB-IMS (Planning and Budgeting Management - PBM) User Manual is a guide for using the Planning and Budgeting Module within the Royal University of Bhutan Information Management System (RUB-IMS). This module is designed to assist university administrators in financial planning, budgeting, and resource allocation across different colleges.

Summary of the RUB-IMS (PBM) User Manual

The RUB-IMS (Planning and Budgeting Management - PBM) User Manual is a guide for using the Planning and Budgeting Module within the Royal University of Bhutan Information Management System (RUB-IMS). This module is designed to assist university administrators in financial planning, budgeting, and resource allocation across different colleges.

The manual includes:

1. Introduction & Background

• Explains the RUB-IMS as a web-based integrated system that enhances transparency, efficiency, and decision-making.

• Lists the constituent colleges under RUB.

• Emphasizes automation and digitization to replace manual processes.

2. Objectives

• Improves information flow within RUB.

• Ensures timely data processing for students and employees.

• Maintains secure and up-to-date records.

• Enhances ICT-based academic and administrative operations.

• Provides real-time and reliable financial information.

3. Planning Module

• Facilitates strategic planning, including Five-Year Plans and Annual Performance Agreements (APAs).

• Allows university leaders (Vice Chancellor, Presidents, Directors) to set objectives, define activities, and measure success.

• Supports mid-term reviews and performance evaluations.

4. Budgeting Module

• Categorized into:

• Finance Codes Management (RGOB broad head names, object codes, accounts grouping).

• Budget Proposal & Approval (capital and operational budgets).

• Budget Re-appropriation (transfers between accounts).

• Supplementary Budgeting (requesting additional funds).

• Budget Withdrawals (reallocating unused funds).

• Enables budget creation, approval, and tracking.

5. User Interface & Navigation

• Provides step-by-step guidance on logging in, data entry, approval processes, and reporting.

• Features forms, charts, and search tools for managing financial records.

Importance of the RUB-IMS (PBM) User Manual

1. Enhances Financial Planning & Transparency

• Ensures efficient resource allocation based on the Five-Year Plan and Annual Budgeting.

• Provides a centralized financial database for decision-making.

2. Improves Administrative Efficiency

• Reduces manual paperwork and automates budget tracking and approvals.

• Ensures timely report generation for financial audits.

3. Supports Strategic Decision-Making

• Provides real-time budget insights to university leaders.

• Helps in performance evaluation and financial forecasting.

4. Ensures Compliance & Accountability

• Aligns financial planning with government regulations (RGOB).

• Reduces risks of budget mismanagement and inconsistencies.

5. Facilitates Better Coordination Across Colleges

• Allows RUB administrators and colleges to collaborate on funding allocations and financial planning.

• Ensures uniform budget policies across institutions.

6. Improves ICT Integration in University Operations

• Strengthens the use of digital platforms for financial governance.

• Reduces reliance on manual spreadsheets and paperwork.

This manual is a key resource for finance officers, administrators, and decision-makers in managing university finances efficiently and transparently.