Esacco Proposal

Offline Premises Based

Prepared by
Ryanada Limited
22/08/2014

Prepared by Ryanada Limited

13th Dec, 2015

CONTENTS
1.0 INTRODUCTION ................................................................................................................... 3
1.2 BENEFIT OF THE ESACCO MANAGEMENT SYSTEM ............................................................. 3
2.0 FUNCTIONALITIES ............................................................................................................... 4
2.1 HOW IT WORKS ................................................................................................................ 4
3.0 AVAILABLE FEATURES ........................................................................................................ 4
1. Back Office Module (BOSA) .................................................................................................... 4
2. Front Office Module (FOSA) .................................................................................................... 4
3. Transactions ......................................................................................................................... 4
4. PROCESSING ...................................................................................................................... 5
5. REPORTING ....................................................................................................................... 5
3.0 INTEGRATION AND IMPLEMENTATION ................................................................................. 6
1. System requirement ................................................................................................................ 6
2. Security requirement ............................................................................................................... 6
3. Third Party Software requirements
..........................................................................................................................

4.0 INTEGRATION AND IMPLEMENTATION COST ........................................................................ 7

5.0 Happy Clienteles ..................................................................................................................... 7
6.0 LIST OF ABBREVIATION ............................................................................................................. 8

1.0 INTRODUCTION
Esacco is becoming more and more popular among SACCOs, and MFIs (Micro Finance
Institutions). As compared to a regular Excel spreadsheet, Esacco is designed to automate the
dynamics of a microfinance organization or SACCO.
Esacco consists of modular based applications that integrate to provide a working solution
featuring; Members and Clients Personal Accounts Management, Multiple Savings Products, and
Multiple Loans Products Management among others. An integrated General Ledger and
Accounting Module ensures that Accounting and financial reporting can be handled without
having to use a separate system to handle the same. It handles Members information and tracks
the Savings and Loan activities with ease and rendered over a secure intranet accessible via any
standard web browser.

1.2 BENEFIT OF THE ESACCO MANAGEMENT SYSTEM

A major advantage of ESACCO is that it provides easy access to accurate and realtime
information. For example, loan officers get information on loans that need follow-up;
SACCO management can monitor daily progress of the SACCO, and can get a full
picture of the portfolio performance and quality. Members also get quick information on
their accounts, savings and loan balances.
Detailed information is captured on members and their activities that can then be used to
assess members portfolio to assess impact. It is also useful in tracking historical
information of the members.
Activities, such as disbursements, repayments, deposits, withdrawals and money transfers
are completed faster, better controlled and with minimum chances for errors.
Key performance indicators provide an overview of the organizations performance,
efficiency and effectiveness of business procedures so that timely adjustments can be
made.

Enforces marker checker principle, where critical transactions are subjected to different
levels of approvals e.g. a member applies for a loan, the loan officer checks the
application, and then Credit committee approves the loan.

Information is produced in user-required formats, which facilitates better understanding,

setting priorities, objectives and strategy through custom reports.

2.0 FUNCTIONALITIES
2.1 HOW IT WORKS

FIG 1.0 Esacco System Functionality.

3.0 AVAILABLE FEATURES

1. BACK OFFICE M ODULE (BOSA)
The Back Office which is designed to keep track of member or client personal accounts, savings
and loan products and for automatic dividend generation.

2. FRONT OFFICE MODULE (FOSA)

The Front Office is a front office services module that automates all micro-banking transactions
within the institution.

3. TRANSACTIONS
After entering the initial member, loan types and share types information, the user will then enter
transactions on share amounts, share contribution rate, loan amounts and loan repayment amount
and other day-to-day adjustments. The transactions and adjustments that the system keeps track
of include the following

I.

Loan and Shares adjustments for the current month/period

II.

Cash remittance on loan, shares and interest

III.

Cash refund on loan, shares and interest

IV.

Repayment and contribution rate adjustment on loans and shares

V.

Registering new member loans, repayment amount, member basic salary and loan
guarantors

4. PROCESSING
The system carries out a number of automatic processes, which the program performs without
the users interaction. These processes include the following:
I.

Debit raising to generate a schedule of expected remittances on shares and loans

II.

Post period to close the current period and open a new period/month

III.

Generate dividend to calculate the tax charged and the amount paid to each Sacco
member

IV.

Post dividend to update dividend report

V.

End of Year Procedure (EOY) to close current year and open a new year

5. REPORTING
After the period transactions are carried out various reports are then available from the system.
These reports show the status of the loans, the members shares, loan and share history among
others. All reports may be viewed on the form or printed out. The reports include:

Account Statements
Loan Repayment Statement &Reports
Guarantors & Guaranteed Reports
Group & Individual Loan Reports
Group Loan Balances Report
Group Savings & Individual Reports
Group Available Balances Reports

Group Daily Transactions Reports

Group Periodical Transactions Report
Accounting & Financial Reports e.t.c

The reports can also be exported to popular spreadsheets and word processors such as
Microsoft Excel and Microsoft Word or even send by electronic mail.

3.0 INTEGRATION AND IMPLEMENTATION

1. SYSTEM REQUIREMENT
Offline Server within the Office

Microsoft Windows 7, 8, 10, Ubuntu 12.04,

CentOs server
8.0GB of RAM (higher is recommended)
500GB Hard Disk
I3 core 2.5GHz of processor speed (higher is recommended)
Apache or Nginx server
Optional External Software/Components: Adobe pdf reader, Microsoft Excel 2007 or
above, Microsoft Word 2007 or above, HTML reader

2. SECURITY REQUIREMENT

PrintersEpson Lx 350 or any other (Dot Matrix)

or
Thermal Printer

4.0 INTEGRATION AND IMPLEMENTATION COST

ITEM

Sacco Management system with

default

DESCRIPTION
Back Office Module Supports Shares,
Savings, & Loans Products. Features most
functions required by non-deposit taking
SACCOs and MFIs.

Modules(,BOSA, Support Modules)

Supports Benevolent, Welfare

activities as well

FOSA Module

Online Access Dashboard + CRM

integration

USSD services

Unit Cost (KES)

Total COST
(KES)

TBD

Front Office System for (Deposit

taking)Current, Saving,
Fixed Deposits Accounts Operations

TBD

Enable authorized Members to access some

services online via Smartphone, PC & Tablets

Integrate used services for customer to access their

TBD
TBD

account easily

SMS alerts and Notification modules

Integrate a SMS notification module

Maintenance and Support

3 Month free support and maintenance

Human Resource Management &

Payroll Module

Full Payroll Module new NSSF, NHIF,

ITAX features supported

Document Management Module

Managing documents for various departments

User Training

Required after installation

Included
Annual support @
20% total cost

TBD
Included
session,( 6
sessions)

TOTAL

5.0 HAPPY CLIENTELES

The system has been deployed to several institutions which are success stories, a few of them include:
1.

Kounty Sacco. Ltd Nairobi : Hon Secretary: Muthui Njenga 0721294392

2.

Jinja Municipal Council Sacco Manager: Noah Kawanguzi +254782854176

3.

Earnst F. S Ngong Rd, Nairobi: Secretary James Ndegwa: 0722372916

4.

Eneza Group Sacco & Housing Juja, Nairobi Manager: Mr. Shadrack Kimani: 0719350880

5.

Kenya United Emirates Diaspora Sacco Dubai: Administrator John Osoro: +971552020881

6.

Jifaidi Sacco , - Nairobi, Naromuru: Administrator Judy: 0715762192

7.

Faidisha Wanabiashara Sacco Nairobi: Chairman: Geoffrey Nyangori: 0722506376

9.

Battery Co-operative Savings & Credit Sacco Chloride Exide, Nairobi: Treasurer Lubanga: 0721142378

Included
Annual
support @
20% total
cost

TBD
Included

6.0 LIST OF ABBREVIATION

1. TBD - To be discussed / Add on Module
2. SMS - Short Messaging service
3. USSD - Unstructured Supplementary Service Data
4. SSL - Secure Sockets Layer
5. TLS s- Transport Layer Security

Training Notes
Full Training is a 24 hour long course
Option 1 online training
Training Quoted for is Online Training that takes 6 sessions of 4hours each.
Total cost TBD
Option 2 At Esacco Premises
Training takes 3 days each day 8 hours long.
Total Charges for the Premises based Training is TBD
Option 3 - Training at Clients Premises
Training takes 3 days each day 8 hours long.
Total Charges for the Premises based Training is TBD
The client shall also take care of Accommodation and Travel Costs for the Trainer.
Support is optional
There is free 24/07 Online, Chat, Email, Phone call, Skype Support always