e-gov application models - cases from ethiopia

e- Governance ApplicationEthiopia

Objective:

• To share the experiences of Information Technology Solutions(ITS) in developing and utilizing a planning and management application ProMIS – Project Management Information System in Ethiopian Civil Service Organizations.


Integrated Planning and Management System

(IPMS)Based on the principles of Management by Objectives and Results

(MOR)


IPMS • Is a disciplined process for the

coordination and direction of resources to achieve management established objectives.

• A system which ensures the presence of effective management in a given organization.

e-Governance ApplicationEthiopia

IPMS

The process is divided in to three major phases:

• Setting Objectives

• Work Planning(Action Plan)

• Control(Guiding the plan)


IPMS• Provides uniform approach for planning

and controlling work efforts of all types• Determines before the work effort starts

weather or not the objectives are realistic and achievable

• Obtains commitments from the individuals performing the work.


IPMS• Provides visibility for those accountable for the work,

thus bases for performance appraisal and incentive plan• Integrates planning or schedules man power levels and

costs.• Identifies potential problems in time to take preventive

actions• Justifies functional departments staffing needs• Produces department status reports that are”Future

Work” oriented.


• Provides summarized status reports (MIS) for all levels of Management.

• Improves coordination between functions and departments.

• Creates active instead of reactive management


Major Work Breakdown Structure • IPMS is supported with a web based, distributed

and integrated software tool. ProMIS (Project Management Information System).

• The software is customizable based on the organizational structure.

• Works in three local languages, Amharic, Tigrigna and Orommiffaa and English


Major Work Break Down Structure• Approving Authority or Program Guiding task force Identification;• Establishment of Planning and Management Support Unit(PMSU);• On the Job training of Planning experts on the

Principles, processes tools and techniques;• Pre data uploading Consultancy on IPMS and user

training for experts in the organization


Major Work Breakdown Structure• Draft data entry, approval, uploading and

post uploading quality assurance ;

• Identification and compilation of the critical few goals and objectives

• Official launching of the annual goals and objective program


Major work break Down Structure• Technical support on control or how to guide the

plan in the system• First quarter report as per the standard• Second quarter report as per the standard• Handing over the system to PMSU director.

.


• Developed an Access based Desk TOP Database Management System using the model

• Tested the implementation in one regional Health Bureau.

• Received feed back on the language and accessibility issues.


• Launched software development project for localization to use current technology, local calendar & local language.

• Developed A six-day workshop to train planning experts on the principles processes, tools and techniques.


• Implementation procedures and processes were carefully designed used and continuously updated.

• Trained local trainers and consultants of the system through on the job training.

• Focused on the training and then on the implementation of IPMS since July 2001

IPMS Implementation In Civil Service Organizations

• The IPMS principles and processes were introduced to all Federal Top and Middle level managers by Eng. Sioum Gebeyehu. Supported by the Ministry of Capacity Building, Civil Service reform Program, Top Management Systems Sub-program Financed by UNDP & The World Bank


principles, processes ICT tools and techniques were introduced to more than 500 planning experts of All Federal organizations and some Regional and Private sectors through On-the-Job Training.


• Pilot implementation was run in 20 institutions under five priority Ministries.

• A survey was conducted to check on the feed back

• Procedures were updated following the analysis of survey results.

Results In Civil Service Organizations

• The government required organizations to develop strategic plans and touse IPMS process in the planning which shows the leadership Commitment.

• More than 2000 local experts were familiarized with the IPMS system.

• Two Ministries, Ministry of Education & Ministry of Federal Affairs are currently implementing the system.

Challenges

• Training time and cost of employees to deliver training.

• Very high cost of Application development;• Resistance of the civil servants to change of old

way of doing things. • Breaking communication barriers existed in the

old system. • Uncommitted managers and leaders at all levels • The bureaucracy

IPMS implementation Lessons learned:

• Political commitment to implement effective management system is a critical factor for success. • Implementation is not simple, involves Mechanical and Human Process and takes up to three or more years to change the planning and management system of an organization where there is a political commitment.

IPMS implementation Lessons learned:

• Insisting in to conduct BPR aspect of the implementation before implementation will lead to success;

• Continuous improvement(CI) is an integral part of implementation process.

• Various courses need to be developed to ease the resistance to change.

e-Governance Application: Ethiopia

Woubalem Taye; Managing Partner;

Information Technology Solutions;Addis Ababa, Ethiopia

Tel: 251-1-77 29 94 Mobile:251-9-25 02 63 Fax: 251-1-13-24-45 E-mail: [email protected] [email protected]

e-gov application models - cases from ethiopia

Business

ipms system

management system ipmsbased

database management

principles of management

implementation of ipms

levels of management

reactive management

work efforts