Government Agencies Project Program Activity Information System
GAPPAIS
(Government Agencies Project Program Activity Information System)
User Guide
Part of ARDIS (Audit Related Data Information Systems)
GAPPAIS User Guide Page 1
Government Agencies Project Program Activity Information System
CONTENTS
I. Introduction ...................................................................................................................... 3
II. Features of the System .................................................................................................... 3
III. System Security .............................................................................................................. 3
IV. Using Government Agencies Project Program Activity Information System ..................... 4
V. GAPPAIS Home Page Screen ......................................................................................... 6
VI. Setup ............................................................................................................................... 7
VII. Transactions ...................................................................................................................10
VIII. Reports...........................................................................................................................13
IX. Change Password ..........................................................................................................15
X. Logout ............................................................................................................................16
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Government Agencies Project Program Activity Information System
Government Agencies Project Program Activity Information System (GAPPAIS)
I Introduction
Audit Related Data Information System (ARDIS) is a web-based Information System which aims
of capturing audit related information at the audit team level to facilitate monitoring and generation of
required reports.
ARDIS is an integration of the following:
Audit Resource Information System (ARMIS)
Audit Engagement Monitoring System (AEMS)
Audit Findings, Recommendations and Implementation Monitoring System (AFRIMS)
Cash Advance Monitoring System (CAMS)
Government Agencies Project Program Activity Information System
Government Agencies Project Program Activity Information System (GAPPAIS) is a system that
records details about Programs/Projects/Activities of government agencies.
II Features of the System
The System has the following features:
Inclusion of validation procedures within the System.
Password protected, levels of access are set specifically for those menus which need
supervision/controls
Provision of audit trails for all task within the system
Ensures integrity of data can detect corrupted or altered files outside of the system
Inclusion of back-up and recovery procedure
It generates the following reports:
o List of agencies projects/programs/activities
o Project status and report on government agencies projects/programs/activities
III System Security
The System has the following security features:
Only authorized user can access GAPPAIS
The system is password protected for proper authentication of the user identification.
The levels of access are set specifically for those menus that require supervisory controls
Audit trails is provided to log all changes made using the system
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Government Agencies Project Program Activity Information System
IV Using Government Agencies Project Program Activity Information System
To Start Working with GAPPAIS
1. Click the ARDIS icon on the desktop
ARDIS Shortcut Icon
You may can also access by typing ARDIS’ Uniform Resource Locator (URL) then
press enter:
ARDIS URL
2. ARDIS homepage will be shown
ARDIS Homepage
3. Click on the GAPPAIS panel
GAPPAIS Panel
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Government Agencies Project Program Activity Information System
4. By clicking on the GAPPAIS panel, you will be directed to GAPPAIS login page
GAPPAIS Login Screen
5. Enter your login credentials. Login is your Initial First + Initial Middle + Surname
(example jdcruz ) and your temporary password is Your employee Number ( example
0123456)
6. Click on LOGIN
Login Button
7. If your login credentials are wrong, an error message will be shown and need to login
again.
Login Error Message
8. Else if your login credentials are correct you will be directed to GAPPAIS homepage
GAPPAIS Homepage
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Government Agencies Project Program Activity Information System
V. GAPPAIS Home Page Screen
The GAPPAIS Home Page Screen is displayed on your screen.
GAPPAIS Home Page Screen
The GAPPAIS sidebar menu consists of the following:
1. Setup
2. Transations
3. Reports
4. Utililities
GAPPAIS’ sidebar menu
User actions such as Change Password and Log Out can be found on upper right side of the menu.
Change Password and Log Out
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VI SETUP
Click on Setup to display the Setup Menu
SETUP Menu
6.1 CONTRACTORS / SUPPLIERS
Click on Setup and select Contractors / Suppliers. The Contractors / Suppliers window is
displayed on the screen.
CONTRACTORS / SUPPLIERS
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Government Agencies Project Program Activity Information System
To add new contractor / supplier click the button, a form will be shown and you need to fill
in the fields for Name and Description of the contractor / supplier.
NEW CONTRACTOR / SUPPLIER FORM
Click the button, to save the new data, a message will be prompt if successful.
SUCCESS MESSAGE
Click the button, to delete the data in record, a confirmation dialog will be prompt to continue.
CONFIRMATION MESSAGE
Click the button, to edit a data in record, the update form will be shown together with the
existing details.
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6.2 FUND TYPE (VIEW)
Click on Setup and select Fund Type (View). The Fund Type window is displayed on the screen.
This window is for viewing only.
FUND TYPE (VIEW)
6.3 MODE OF PROCUREMENT (VIEW)
Click on Setup and select Mode of Procurement (View). The Mode of Procurement window is
displayed on the screen. This window is for viewing only.
FUND TYPE (VIEW)
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Government Agencies Project Program Activity Information System
VII TRANSACTIONS
Click on Transactions, the Transactions menu is displayed.
TRANSACTION
7.1 PROJECTS
Click on Transacions and select PROJECTS.
PROJECTS
Enter the Sector
Cluster
Audit Group
AuditTeam
Agency
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To add new government project click the button, a form will be shown and you need to fill in
the project details fields such as name, type, location, decription, mode of procurement, funding
source, cost, implementing agencies, development partners, contractors and dates.
NEW PROJECTS / PROGRAMS / ACTIVITIES
Click the button, to save the new data, a message will be prompt if successful.
SUCCESS MESSAGE
Click the button, to delete the data in record, a confirmation dialog will be prompt to continue.
CONFIRMATION MESSAGE
Click the button, to edit a data in record, the update form will be shown together with the
existing details.
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Government Agencies Project Program Activity Information System
7.1.1 PROJECT DETAILS
To see the details of the projects, click the button on list of projects, a form will be shown
about the details of PPA.
PROJECT DETAILS FORM
Fill in the details about the project activity by clicking the button, a form will be shown and fill in
the activity details such as date started, target date / percentage of completion, date as of, cost incurred
to date, actual date of completion and remarks.
NEW PROJECTS / PROGRAMS / ACTIVITIES DETAIL
Click the button, to save the new data, a message will be prompt if successful.
SUCCESS MESSAGE
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To edit the details of programs/project/activities detail, just edit the text box then click the icon,
else to delete, click the icon.
PROJECT DETAILS
VIII REPORTS
Click on Reports The Reports Dashboeard is displayed on your screen.
REPORTS
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Government Agencies Project Program Activity Information System
8.1 CONSOLIDATED REPORT ON GOVERNMENT PPA
Click on Reports and select Consolidated Report on Government PPA.
REPORT: Consolidated Report on Government PPA
Enter the required data: Audit Group
Audit Team
Agency
Project
Date Criteria As of
Duration Date From
To
ANNEX B
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Government Agencies Project Program Activity Information System
ANNEX A
IX CHANGE PASSWORD
To change password, go to upper right side of menu (on the picture of user).
New window will be shown for changing of password.
Fill in all the fields for your new password and click ‘Save’.
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Government Agencies Project Program Activity Information System
X LOG OUT
To logout from the system, go to upper right side of menu (on the picture of user).
Upon logout, you will be redirected to the login page.
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