Stellenbosch Municipality has upgraded its existing SAMRAS software system supplied by National Data Systems (NDS), to the state-of-the-art SAMRAS DB4 and is already reaping the benefits of the sophisticated installation.
The SAMRAS (South African Municipal Resource Administration System) software suite caters specifically for the diverse accounting and financial needs of local authorities.
Realising the need to acquire management information out of their existing 20-year-old system, Stellenbosch Municipality signed up with NDS for the new SAMRAS DB4 offering four years ago. At that time, SAMRAS DB4 was under development and NDS installed SAMRAS 3 Debtors at Stellenbosch Municipality to help them manage the transition to the Value Added Taxation (VAT) system until the DB4 version of the product was available.
"The municipalities are unique in this area as our VAT structures are very specific and different to the private sector," says Deputy Town Treasurer, Leon de Villiers.
"This was one of the reasons why we needed to have a system that was more structured, that fitted in with our networking requirements, and one that provided us with more functionality," continues de Villiers.
"We required a main database that also consisted of smaller modules. The information contained needed to be on-line and of a real-time nature.
"It was also important that this information could be accessed by personnel of any department at any time - especially if a rate payer required specific information at any given time. Being able to provide real time information was of course imperative in the continuing effort to provide professional and consistently good customer service," adds de Villiers.
"It was at this stage that NDS came into the loop. We were already talking to two other suppliers but when we were offered the chance to become involved in the development of a system specific to most of our individual needs, we realised that this was an opportunity not to be missed," he continues.
"We were also very comfortable with the fact that NDS is so widely represented in the Cape Province.
"Ten municipalities, together with NDS, formed a development group and initially a module was developed that was specific to Human Resources and Salaries. Following on the success of this module, the group of developers progressed to the Debtors System, an extremely large module that covers rates and taxes, refuse, water etc. This module has been in operation at Stellenbosch for the past three months and has proved extremely successful. We are in the testing stage of the Expenditure System and we are confident that this will be up and running before the start of our next financial year," said de Villiers
Being Chairman of the SAMRAS User Group in the Western Cape which currently has 35 members, the investment has proved not only exciting for de Villiers but also beneficial to the members.
"We offer a pro-active service to our potential users, as far as the implementation of systems are concerned and sort out any potential stumbling blocks before they occur. This is one way of eventually offering a professional service to our most valued stakeholder, our local ratepayers," concludes de Villiers.
Developed as a result of vast changes within local authorities and through extensive local market research including the formation of a Local Authority representatives committee, SAMRAS DB4 conforms to regulations for control measures set by the Receiver of Revenue and the Provincial Auditors and is set to become the market leader in its field.
"Stellenbosch Municipality is one of the 80 country-wide municipal authorities who currently have a SAMRAS system installed," says Ralph Rossel, Manager, General Manager, Local Government Business Unit, NDS.
SAMRAS DB4, offers a wide range of sophisticated user friendly accounting modules including payroll and income and expenditure modules. The system is fully integrated and flexible, and caters for the individual and changing needs of local authorities. Transactions do not require to be handled more than once, and this creates an error free environment and results in all the relevant portions of the system being updated simultaneously. This saves both time and money. The software is open systems compliant and offers a choice of operating systems and database engines.
Fully Year 2000 compliant in line with the Government's recently launched campaign, SAMRAS DB4 affords rate payers peace of mind regarding account payments, continuation of essential services as well as continued levels of customer service. The product is also ISO 9000 compliant.
SAMRAS DB4 also supports third party payments enabling municipal accounts to be paid at Post Offices and supermarkets, thereby reducing the need to stand in endless queues at month end. As a result cash flow is enhanced and more improved customer relations and service levels emanate.
Editors Note
About National Data Systems (NDS)
NDS is a division of the listed Fintech Group of Companies. NDS has been successful in various business and market sectors where their motto is to provide solutions that enable their customers to better understand and service their customers. NDS is very active in the financial industry where 75% of the installed base of ATM's in South Africa, has been installed by NDS. The NCR/NDS retail Point-of-Sale and Back Office solutions are installed in several of the retailers in South Africa.
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