PROFESSIONAL COURSES SPONSORSHIP SCHEME ...minecofin.gov.rw/fileadmin/user_upload/Announcements/New...Maximum exams are: 2 in ACCA, 3 in CPA®/CIFA and 4 in CAT® Be careful, if you

Simplified PFM staff Database Tool Quick User Guide – New Candidates

1 | P a g e

PROFESSIONAL COURSES SPONSORSHIP SCHEME – MINECOFIN

1. GENERAL CONDITIONS

Below are general condition for a staff joining the professional course under MINECOFIN sponsorship;

A staff enrolled into the program under MINECOFIN sponsorship must attend tuition classes and

mock exams. As a policy, any failure by a staff to attend at least 60% of the tuition classes and to

attempt all internal (mock) exams for a registered paper without a reasonable explanation endorsed

by the Chief Budget Manager shall lead to the refund of the tuition fees paid and the concerned Chief

Budget Manager shall be advised by MINECOFIN to effect the recoveries accordingly.

A staff who is or has benefited for the professional courses program is not allowed to drop out from

this program. In case the staff opt to drop out, he or she is required to refund all costs incurred on

his/her training under the program. In this case, you will be required to liaise with the Accountant

General to provide you with all the details of the amounts involved and the modalities of recovering

such amounts;

A staff who is or has benefited for the professional courses program cannot be authorized to suspend

his duty or resign until he has served for required period of 5 years as per the Prime Minister’s Order

N°151/03 of 10/06/2016 determining modalities for conducting training of public servants, especially

article 13 unless the staff is moving to another public entity and upon clearance by the Office of

Accountant General;

Specific note to be considered:

Classes or training attendances enforcement:

If you are registered to attend classes or Training and attempt mock (internal) exams, those are

compulsory for papers/exams you have been currently sponsored and registered for. Students fail to attend

classes and mock/internal exams set by tuition providers; is totally breach of the training contract and it is

therefore subject to disciplinary action. In this regard the students should take note of the following decision

on the coming examination sitting;


2 | P a g e

As student who is eligible to be sponsored by MINECOFIN at a given sitting should register for

exam only if he/she feel not comfortable with classes or training attendances requirements;

(register for exam only and not register to classes attendances or training is allowed);

Students who will fail to attend at least 60% of the classes and those who will not sit for the

mock/internal exams will be removed from sponsorship program. The concerned students will be

required to refund any amounts that may have been paid for their training under the scheme;

The Chief Budget Managers shall be notified on the attendance of their respective staff and will also

be requested to recover funds spent on students with poor attendance. With this, If you will not be

able to attend classes as required, please you can select to be registered/sponsored for exam(s)

only without being registered to the classes lists;

Students who failed their paper(s)/exams are not eligible to get the mission allowances in re-

attending these paper(s)/exams they have failed;


3 | P a g e

2. PFM STAFF/USERS REGISTRATION PROCESS

Visit the MINECOFIN website: www.minecofin.gov.rw

You are recommended to use “Google Chrome” or “FireFox” as web brouser in order to ensure the system is capturing accurate information.

Do not use Internet Explorer as some information should be lost.

On the home page slider click SmartEWP link as below:

Click Here

http://www.minecofin.gov.rw/


4 | P a g e

Note: as RRA’s network does not allow to log in the EWP for registration; RRA students are required to use

modem or other network linkage so that you manage to complete their registration.

You will be redirected to the SmartEWP link:

http://smartewp.minecofin.gov.rw:7777/ewp/jsp/comps/login.jsp?module=sv

- if the system shows you “The user name or password you entered is incorrect”, register yourself by

clicking on a menu “Register New PFM User” and complete below information properly:

Click Here

First of all try to use:

User Name: Your National ID

(16 Digit only & remove space)

Password: Pfm@12345

http://smartewp.minecofin.gov.rw:7777/ewp/jsp/comps/login.jsp?module=sv


5 | P a g e

Thereafter, wait for Admin to approve and follow correspandances via your email address to get a log in

“instructions”.

If the system told that your ID arleady exist, please your User Name = your ID and Password: Pfm@12345

Upload a soft

copy of your

National ID

Upload a soft copy of your

Appointment letter or a

copy of contract


6 | P a g e

3. COMPLETE GENERAL INFORMATION REGISTRATION PROCESS

Once you are logged in on the system follow below guidance to complete your details and register

on the system:

1. Complete your general information: click edit and complete missing information and make sure

your email is properly written and save

Click Here

Click

He

re


7 | P a g e

2. To complete your Bio-data:

As below clicking “Add” option: complete information displayed by user interface and

thereafter save and click on “Back”

Click

He

re

Click

He

re


8 | P a g e

3. To complete personal contact information

As below per screen print; clicking “Add” option: complete information displayed by the user

interface and thereafter save and click on “Back”

Click

He

re

Click

He

re


9 | P a g e

4. To complete personal Education information

As below per screen print; clicking “Add” option: complete information displayed by the user

interface and thereafter save and click on “Back”

Click

He

re

Click

He

re


10 | P a g e

5. To complete personal Employment details

As below per screen print; clicking “Add” option: complete Past and Current Employment

Details displayed by the user interface and thereafter save and click on “Back”

The system does not support long key responsibilities, you are recommended to summarize them.

Click

He

re

Click

He

re


11 | P a g e

4. PROFESSIONAL COURSES REGISTRATION PROCESS

I. REGISTER FOR THE COURSE (PROGRAM) “ACCA/CPA®/CAT®/CIFA

As below per screen print; Click to “Manager Professional Registration icon” to register for

ACCA/CPA/CAT/CIFA;

Click

He

re


12 | P a g e

With below interface proceeds by clicking to “Add User Course” option to complete all

information displayed by the user interface and thereafter save and click on “Back”.

Complete all information displayed by the user interface and thereafter save and click on “Back”

Select iCPAR as Certifying Body then CPA or CAT as Course Name or

Select ACCA Glasgow as Certifying Body then ACCA as Course Name or

Select KASNEB as Certifying Body with CIFA as Course Name

Click

He

re

Starting year of gaining

MINECOFIN sponsorship

(e.g 20xx for new)

The 1st Sitting sponsored

by MINECOFIN

(June or December)

Upload your scanned application documents in a

zipped folder: approved application letter,

appointment letter, notified Transcripts & Degree

and copy of ID

Write: “New June or

December 20xx”


13 | P a g e

Sample for CPA registration:

Note: After submission of your application, you have to wait for approval.

Your application should not yet be approved as bellow:

Wait for your

application approval


14 | P a g e

Your application should be “Rejected” as bellow:

Note:

If your application is rejected, you can see reasons for rejection and provide any explanation.

However, if those provided explanation are satisfactory, your application should be re-activated and

approved accordingly

Needed documents to support your application: Approved application letter, Appointment Letter,

Notified Degree & Transcripts and Copy of national ID. Those documents should be in one file or on

a zipped folder.

If your application is rejected, you

can see reasons for rejection and

provide any explanation by

clicking this icon in red

If your application is

rejected, the status

changed to rejected


15 | P a g e

Once your registration is approved; below is the interface

Once your registration is approved; as above you will be having right to register for exams,

classes attendances and annual renewable subscription. You can have oversight on cost incurred

to you, signed contract, attendance facilities paid and other relevant information.

Registration to the Course program “ACCA/CPA®/CAT®/CIFA ““Add User Course” have to be

done once.

If your application is

approved


16 | P a g e

II. REGISTER FOR EXEMPTIONS, EXAMS & CLASSES ATTENDANCES June or December

1. Register for Exemptions (CPA®): those approved to pursue CPA®/CIFA you can register for

exemptions as follow:

As below per screen print; clicking “Add” option: Add Exempted Exams displayed by the user

interface and thereafter save and click on (Add one by one) “Back”

Click

He

re

Click

He

re


17 | P a g e

As below, select the paper /exam you are eligible to be exempted then save.

More information on exemptions should be discussed with iCPAR or KASNEB.

2. Register to the exams and/or classes attendances: those approved to pursue should register

for exams and/or classes attendances as follow:

Click

He

re


18 | P a g e

As below per screen print; clicking “Add” option: Add Exams displayed by the user interface and

thereafter save and click on (Add one by one) “Back”

Note:

Remember on paper/exam registration you don’t have to enter mark (maintain “0”) and

results slip becasuse we don’t have data for coming examination sitting. if you make an error edit

and re-write “Zero” as mark and it does not requer to upload any document;

If you have any request (Reimbursement, 2nd Chance on justified failure or sickness

explanation), upload your request explanation as one combined file or zipped file with supporting

documents on “Upload request Explanation”. With this option, you can upload also the “Contract

Extension Letter”

Maximum exams are: 2 in ACCA, 3 in CPA®/CIFA and 4 in CAT®

Be careful, if you have applied to attend classes; make sure you are committed to attend classes,

mocks and internal exams at your preferred training center at least at 60%, otherwise you will be

requiring to refund amount paid to the tuition provider on your expected attendances; the cost of

attending classes per paper or exam is 513,256 RwF to ACCA and 359,629 Rwf for

CPA/CAT®/CIFA.

However; if you are not ready to attend classes, mocks and internal exams as required; you

are recommended to select Self Tuition & Study on Institute Name and Training Center side.

Click

He

re


19 | P a g e

If you are eligible to gain classes attendances facilities, you are required to select “Yes” on both

“Transport and/or Accommodation required options; otherwise the system will not generate your

payable facilities.

If you are eligible to gain

attendances facilities select

“Yes” on both Transport and

then on Accommodation

On registration you don’t

have to enter marks or

upload results slip for

coming sitting

If you have any request (2nd Chance,

Reimbursement or Sickness

explanation or Contract Extension

Letter) upload explanation as one file or

zipped file with supporting documents.


20 | P a g e

Icyitonderwa:

Kuri CPA/CAT®/CIFA Ufashe amasomo twakwishyuriye ntubashe kuyatsinda ukongeraho isomo rishya cg

amasomo mashyashya wifuza gusaba, igiteranyo cyayo yose ntikigomba kurenga amasomo atatu muri

rusange.

By’umwihariko kuri CAT uwabashije gutsinda amasomo atatu icyarimwe kuri sitting ishize ashobora gufata

amasomo ane (4) icyarimwe. Naho kuri CPA ugeze muri Intermediate ashobora guhitamo amasomo yose ya

Intermediate uko ari ane ya Level yose.

Some challenges and how to resolve:

Unable to log in:

Make sure you have completed all above information from edit to manage professional registration;

Make sure you have entered your email properly for further correspondences;

Make sure you are using an appropriate log name on log in option, the normal way for those managed

to use their national ID with your own password set.

If you are locked, make sure you have recorded your email address so that you should

recover your password by “Forgot your password ?” or request to unlock User while User access

is Locked due three failed Login attempts, So please unlock User using below link before trying again

“Request to unlock User”

Use Forgot your password?” or “Request to unlock User” to recover your Password

With all above, the system will send to your email the new password.

With the new version of EWP – PFM Staff inventory Database, you will be having right to register for exams,

classes attendances and annual renewable subscription. You can also have oversight on cost incurred to

you, signed contract, attendance facilities paid and other relevant information.

http://smartewp.minecofin.gov.rw:7777/ewp/loginAction.do?action=forgotpwd

http://smartewp.minecofin.gov.rw:7777/ewp/loginAction.do?action=unlockAccount

http://smartewp.minecofin.gov.rw:7777/ewp/loginAction.do?action=forgotpwd

http://smartewp.minecofin.gov.rw:7777/ewp/loginAction.do?action=unlockAccount


21 | P a g e

5. PROFESSIONAL COURSES REGISTRATION WITH iCPAR PROCESS

After clearing registration with MINECOFIN you are required to register with iCPA not later than 15

March or September 20xx by following below link: http://smms.icparwanda.com:8080/icpar-

portal/studentApplication/howToApply

Below are required requirements to complete your iCPAR Registration:

http://smms.icparwanda.com:8080/icpar-portal/studentApplication/howToApply

http://smms.icparwanda.com:8080/icpar-portal/studentApplication/howToApply


22 | P a g e

Below are CPA@ exemptions offered by iCPAR:

For any other clarification or challenges, please contact as through:

Cell Phone: 0783708905 or 0788639696

Email: [email protected]

Thank you for your usual collaboration

Best Regards,

mailto:[email protected]

PROFESSIONAL COURSES SPONSORSHIP SCHEME ...minecofin.gov.rw/fileadmin/user_upload/Announcements/New...Maximum exams are: 2 in ACCA, 3 in CPA®/CIFA and 4 in CAT® Be careful, if you

Documents