Welcome to DMS 

                                       Step by Steps user Manual  
    

 

This user manual provides step-by-step guidance on how to use the Marie Stopes Document Management System (DMS) for managing Staff Activities Advances Retirement. It is designed to help DMS Responsible Officers and relevant staff members understand how to accurately retire staff activity advances, ensuring compliance with financial procedures and accountability standards. 

What’s covered in this manual? 

 
    

 

The manual covers how to access the relevant module, input necessary data, upload supporting documents, and submit or approve advance retirement records. By following this guide, users will be able to efficiently process retirements of advances issued for staff activities such as field work, training, or project-related travel. 

 

Whether you are new to the system or need a quick refresher, this manual aims to make the process simple, transparent, and error-free. 

 

 

 

 

Step by step from the start 

    🔐 Logging In to the DMS 

    Open the DMS Login Page: 

     Go to the official DMS URL http://41.73.168.43:8090/ using your web browser. 

    Enter Your Credentials: 

    Username: Enter your registered email  

    Password: Enter your current password. 

    Click “Login”: 

    If your credentials are correct, you will be directed to the DMS dashboard. 

📌 Tip: Save your login credentials securely. 

Note: If you are logging in for the first time, your temporary password will be provided by your system administrator or IT department. You will be prompted to change it upon first login. 

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2. Password Reset Issues 

If you forget your password or are unable to log in, you can reset your password using the following steps: 

How to Reset Your Password: 

    Click “Forgot Password?” 

    This option is available on the DMS login page below the password field. 

    Enter Your Registered Email: 

    Type in the email address linked to your DMS account. 

    Check Your Email: 

    You will receive a password reset link in your inbox. Follow the instructions provided. 

    Set a New Password: 

    Create a strong password and confirm it to complete the reset process. 

Tip: Use a combination of uppercase letters, lowercase letters, numbers, and symbols to create a strong password. 

 

 

Fig1.1: Login Page  

Landing into DMS Pages 

Once logged into the DMS system, you will land on your Dashboard (see Figure 2.1 below). From here, you can easily navigate to the My Advances tab where you can manage and create advances related to staff activities. 

Step-by-Step Navigation: 

    🏠 Locate Your Dashboard: 

    After logging in, you should see the DMS Dashboard. This is the main screen with all key sections and tools listed. 

(See Figure 2.1 below for reference.) 

A screenshot of a computer

AI-generated content may be incorrect. 

Figure 2.2: Dashboard Page  

    Find the “My Advances” Tab: 

    On the top navigation bar, you will see several tabs. Click the tab labelled “My Advances” as allocated with the red arrow above. 

     

    Click on the “My Advances” Tab: 

    Simply click on the “My Advances” tab to switch to the page where you will be able to create and manage staff activity advances. 

After selecting “My Advances” tab, it will open to the new page which will require user to fills all essential information as highlighted in the “Blue tabs” as shown in figure 2.3 below. 

 

 

Figure 2.4 My Advance Page  

    In Applicant & Activity Details 

    Select the field Called “Choose Application type” There are four options in this field which are 

    Impress Application 

    Petty Application 

    Ad hoc Application 

    Claim Application 

Select the Application type as shown in the Example below A screenshot of a computer

AI-generated content may be incorrect. 

Figure 2.4.1: Choose Application Type 

    Select Activity Start Date and End Date Mean while the Request Date and Due Date will be provided Automatically with the system 

A screenshot of a computer

AI-generated content may be incorrect. Figure 2.4.1: Activity Dates 

    Enter The Purpose of the Application type you have selected as located below the Due date show with blue arrow in Figure 2.4.1: above 

    On The Imprest type there are two field which are  

    Group and 

    Individual 

    Then Select The Currency Example TZS 

    Now Add Active Financial year on the field listed below as shown in the following figure 2.4.2 Figure 2.4.2: Active Financial year 

  

    On the Cost Center, you can select the Cost center provided, if visible directly or search in the given chat as shown below A screenshot of a computer

    AI-generated content may be incorrect. Figure 2.4.3: Cost Center 

 

A screenshot of a computer

AI-generated content may be incorrect. Figure 2.4.4: search Cost Center 

    On The Imprest Activity Select Either of the two, between-: Funded by single Project or 

    Funded by single Project  

    Funded by Multiple Project  

    At the field “Do you want Training?” Choose if you want training, if you don’t need, then select NO, If You Need Training then Select YES and it will give a dropdown showing the type of trainings as shown below in figure below  A screenshot of a computer

    AI-generated content may be incorrect.  Figure 2.4.5: Training   

    At “Do you want Fleet?” Section, this field is for the transport requests, if you don’t need then choose NO to proceed with the next steps; but if need then Choose YES then it will bring a dropdown List of the transport means as shown below Figure 2.4.6.1: fleet 

    For the Fleet Options appeared which Are Plane, Boat, Plane &Car when selected allows you to continue, but if only Car selected, then it gives another dropdown list to select a specific driver and the Approximated Distance in KM’s in where user should add the figures as shown in the example below . 

    🛠️ Only fill this section if applicable. 

 

    A screenshot of a computer

    AI-generated content may be incorrect. Figure 2.4.6.2: fleet 

 

    On the same page, scrolling down to fill the tab called “Impress Lines” then select the name of the Employee in the Search bar, on selecting employee, It will automatically fills the section of the “Line Manager” then fills the other sections including Quantity and the Unit Prices.  

Repeat the procedures for the Advances Needed as shown below in the figure 2.5 and 2.6 Then Click Submit button 

 

Figure 2.5: My Advance Page  

 

Figure 2.6: My Advance Page  

✅ Step 6: Submit Your Request 

    Review all entries 

    Click “Submit” to send for approval 

📌 Double-check before submitting. 

 

 

💡 Tips for Success 

    Double-check dates and cost centers 

    Use dropdowns for accuracy 

    Save progress regularly 

 

 

📦 Step 7: Retire Your Advance 

    Go to “My Advances” 

 

    Select your request 

A screenshot of a computer

AI-generated content may be incorrect. 

 

    Click “Edit Retirement” 

A screenshot of a computer

AI-generated content may be incorrect. 

A screenshot of a computer

AI-generated content may be incorrect. 

 

 

 

 

 

 

 

    Upload receipts and finalize 

A screenshot of a computer

AI-generated content may be incorrect. 

 

🧾 Keep all receipts organized for upload: Then submit