Documentation
An overview of the pension and gratuity management information system: what it does, how a case flows through it, the technology behind it and the security controls that protect the data.
Overview
The system is an integrated digital pension and gratuity management information system for the public service pension function. It brings pension officers, beneficiaries, supporting documents and payment records into one platform, replacing scattered paper files and spreadsheets. The goal is to cut the delays that leave retired public servants waiting for their pensions and gratuity, and to give the pension office a clean, auditable record of every case.
Workflow
Enrolment
A pensioner or beneficiary is enrolled, either by a pension officer or through self-registration, and their records are captured.
Document handling
Letters of Instruction (LIRs) and gazette entries are attached to the case, so each claim carries its full supporting record.
Verification
The beneficiary is verified before any money moves, using self-service checks and identity verification design capabilities.
Computation and review
Gratuity and pension entitlements are computed, then grouped for review before payment is authorised.
Payment and reporting
Payments are recorded and payment history is kept for reconciliation, audit and management reporting.
Technology stack
| Frontend | Astro server-side rendering (SSR) with Svelte for interactive UI components, built on a Bootstrap based interface. |
| Backend | FastAPI (Python) handling authentication, pension and gratuity workflows and business rules. |
| Database | MongoDB storing pensioners, beneficiaries, gratuity records, documents and payment history. |
Standards and interoperability
Interoperability follows the Uganda National Digital Architecture (UNDA) and the NITA-U Government Enterprise Architecture, so the platform fits into the wider Government digital ecosystem.
Alignment with the UNDA
Aligned with the Uganda National Digital Architecture (UNDA) and the NITA-U Government Enterprise Architecture.
NIRA NIN and MoFPED IFMS
Validates pensioner identity against NIRA NIN and reconciles payments against the MoFPED IFMS.
Multi-channel delivery
Web and mobile surfaces today, with a USSD channel for low-bandwidth pensioner and next-of-kin access on the roadmap.
Versioned RESTful API
Integrations exposed through a versioned RESTful API for MDA and partner onboarding.
Security controls
Role based access control
Each user acts only within the permissions of their role.
Encryption in transit and at rest
Data is protected on the wire and in storage.
Tamper-evident audit logging
Every action is recorded with who did it and when.
DPPA alignment
Personal data is handled in line with the Uganda Data Protection and Privacy Act, 2019 (DPPA).
Modules in detail
Pension officer workflows
Structured queues route each pension and gratuity case to the right officer to receive, review, verify and approve. Every case shows its current stage, so nothing sits unattended and the office can see where a claim is at any moment.
Pensioner and beneficiary management
Enrol pensioners and beneficiaries, capture next of kin, and maintain a single record per person through the full lifecycle of a claim. Self registration lets pensioners and beneficiaries start their own records and reduces walk-ins.
Gratuity and pension computation
Entitlements are computed from service records and salary data, then grouped into review sets so figures are checked before any payment is authorised. This keeps computation consistent and auditable rather than done by hand per case.
Document handling
Letters of Instruction (LIRs) and gazette entries attach directly to each case, so every payment is traceable back to the instruction that authorised it. No case depends on files scattered across separate offices.
Verification
Beneficiaries are verified before money moves. The system is designed to check a beneficiary against the National Identification Number (NIN) held by NIRA, so payments reach the right person, and it flags records that do not match.
Reporting and reconciliation
Payment history, payment details and gratuity registers are kept clean for audit and management reporting, and are designed to reconcile with the MoFPED Integrated Financial Management System (IFMS) so records agree with the financial system.
Evaluator access and test credentials
Sign in with the demo evaluator account below to explore the system with a synthetic caseload, or use Self Registration to create your own account. The demo account has full read access to the dashboards and registers.
| Username | evaluator@iville.demo |
| Password | Evaluate2026 |
| Or PF No. | EVAL-001 |
Evaluator walkthrough
Open the landing page
Start at the home page. The live counter at the top reads registered pensioners, gratuity cases, verified beneficiaries, payment records and total disbursed straight from this prototype's database, so you can see the scale of the synthetic caseload before you log in.
Sign in
Go to Login and sign in with evaluator@iville.demo and password Evaluate2026 (the PF No. EVAL-001 works in the username field too). You will land on the dashboard.
Review the registers
From the dashboard, open the pensioners list and the gratuity registers. Filter and sort the tables, open a pensioner to see their payment history and payment details, and follow a case from its record to its payments.
Inspect analysis and reconciliation views
Open the gratuity analysis, beneficiary insights, and the reconciliation views (payment mismatches, unmatched payments, members without NIN). These show how the system surfaces gaps that are hard to catch on paper.
Try self registration
Log out and use Self Registration to create your own evaluator account. New self-registered accounts get a guest role, so you can see how the system separates access by role.
How it maps to the evaluation criteria
| Government relevance | Serves the Ministry of Public Service pension and gratuity mandate: enrolment, computation, verification, payment and reporting. The configurable data model and workflow adapt to other public-sector benefit schemes without a rewrite. |
| Interoperability and scale | Designed to verify against NIRA NIN and reconcile with MoFPED IFMS. A documented REST API and a document database scale from thousands to hundreds of thousands of records, with multi-channel access over web and SMS notifications for low-connectivity users. |
| Usability | Server-rendered pages stay fast on low bandwidth. WCAG contrast and keyboard navigation, a skip-to-content link, clear queues and plain language keep training time low for a mixed-literacy user base. |
| Innovation and sustainability | Self-service verification and grouped review queues remove the manual back-and-forth that stalls payments. The open, maintainable stack can be run and extended in-house, keeping total cost of ownership low over the life of the system. |
| Team | Built by Information Village Limited, a Ugandan software team delivering secure government and enterprise systems across pensions, health and public administration, combining local domain knowledge with modern engineering practice. |