ict sector plan 2013-2018

DEPARTMENT OF ICT & E-GOVERNMENT

Information and Communication Technology (ICT)

for Development Strategy (2013 2018)

August 2013

COUNTY GOVERNMENT OF UASIN GISHU

ICT for Development ICT & E-Government, County Government of Uasin Gishu

i

Executive Summary

As devolution take root in counties, there is need for appropriate

structures to support the vision 2030 aspiration to have Kenya

become middle-income knowledge-based economy. Counties

putting in place measures towards the same collectively will

ensure Kenya attains its vision.

County Government of Uasin Gishu (CGUG) has prioritize utilization

of modern tools (ICT) in service provision, as a framework to

enhance accountability and open access to processes and

information to public for scrutiny. This strategy therefore forms a

basis for guiding efforts towards utilizing available resources for ICT

integration in services (ICT as an enabler). This strategy further

focuses in setting up ICT as an enabler for first class service delivery

to citizens of Uasin Gishu (UG) County. ICT therefore will permeate

across all departments to ensure efficient revenue generation,

development project accountability, and transparency to the

public.

ICT is also positioned as a development tool with promotion of

spatial tools to guide planning, monitoring and decision-making in

key CGUG economic segments, namely: agriculture, infrastructure

and investment opportunities. This strategy further introduces an

aspect of youth empowerment for utilizing the ICT savvy and

talented out of school group in identifying opportunities both at

National and County Governments.

To undertake this strategy requires enormous resources and

contribution from various stakeholders and partners. It is proposed

that appropriate structures shall be put in place to encourage

public private sector partnership in resources mobilization and

implementation of programmes. This includes identification of

counties and government at local and international for capacity

development and information exchange


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Table of Contents Executive Summary .......................................................................................................................................... i

List of figures ......................................................................................................................................................... iv

Table of Acronyms ............................................................................................................................................ v

1 Introduction ....................................................................................................................................................... 1

2 Objectives .......................................................................................................................................................... 3

3 Policy and Legal Framework to guide ICT integration in Development .............. 4

3.1 Needs Assessment and Baseline Data on ICT4D in the County ................................ 4

3.2 ICT4D Strategy Review (Based on priority aspects of IDP and National policy) ... 4

3.3 Establish a Mechanism for Monitoring of CIDP (with focus on ICT4D) ..................... 4

3.4 Facilitate participatory legislative framework ................................................................ 5

4 Automation of Key priority aspects of the County............................................................... 6

4.1 Existing Systems ........................................................................................................................ 6

4.1.1 Documentation of Existing Systems ............................................................................ 6

4.1.2 Inventory of IT Assets and Other Components (ISO 27001 Templates) ............ 6

4.2 E-Staff Management .............................................................................................................. 6

4.3 Development of a robust health information system framework including e-

health to enahce service delivery in the health sector ...................................................... 7

4.4 E-Revenue ................................................................................................................................. 7

4.4.1 Types .................................................................................................................................... 8

4.4.2 Modes of Payments ........................................................................................................ 8

4.4.3 Implementation ................................................................................................................ 8

4.5 E-Records ................................................................................................................................... 9

4.6 Surveillance Systems (security and environmental) ...................................................... 9

4.7 Infrastructure Development ................................................................................................. 9

4.7.1 Basic Policies and Standards ...................................................................................... 11

4.7.2 Data Centre Room Establishment............................................................................. 11

4.7.3 Access to Computing Devices .................................................................................. 11

4.7.4 User Controls and Access (Domain Design and Configuration) ...................... 11

4.7.5 Communication and Collaboration Infrastructure .............................................. 12

4.7.6 IT Security .......................................................................................................................... 12

4.7.7 Software Licenses .......................................................................................................... 12

4.7.8 Maintenance and other contractual obligations ................................................ 13


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5 UG Enterprise Geographic Information System (EGIS) to Guide E-

Development .................................................................................................................................................... 14

5.1 Enterprise GIS Steering Committee .................................................................................. 14

5.2 Countywide GIS Assessment study .................................................................................. 15

5.3 GIS Platform Architecture Design and Capacity Planning ....................................... 16

5.4 Implementation ..................................................................................................................... 17

5.5 GIS Practice Governance .................................................................................................. 19

6 UG Youth Empowerment using ICT ............................................................................................... 20

6.1 Objectives ............................................................................................................................... 20

6.2 Opportunities within County and National Government .......................................... 20

6.3 Forum for engagement ....................................................................................................... 21

7 Capacity Building and Partnership ............................................................................................... 22

7.1 E-leadership ............................................................................................................................ 22

7.2 ICT Champions and Youth Agents ................................................................................... 22

7.3 Staff Training ........................................................................................................................... 22

7.4 ICT Interns ................................................................................................................................ 23

7.5 Partnership and outreach programmes ......................................................................... 23

8 Staffing Requirements ............................................................................................................................. 24

8.1 System Administration / Infrastructure ............................................................................. 24

8.2 E-Services and Innovations ................................................................................................. 25

8.3 Capacity Building and ICT Champions .......................................................................... 25

9 Monitoring and Evaluation.................................................................................................................. 25

Annex I. ICT4D Key Action Plan ............................................................................................................ 26


iv

List of figures

Page

Figure 1: UG County Network Layout .................................................................................................................. 10

Figure 2: System Design Process: Inputs, Design, and Output .................................................................. 17

Figure 3: UG Enterprise GIS Deployment Option ............................................................................................ 18

Figure 4: ICT4D Organization Structure ............................................................................................................ 24


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Table of Acronyms

ICT4D Information and Communications Technology for Development

CGUG County Government of Uasin Gishu

CIDP County Integrated Development Plan

TOGAF The Open Group Architecture Framework

EGIS Enterprise Geographic Information System

MIDL Master Input Data List

SLA Service Level Agreement

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1 Introduction

County Government of Uasin Gishu (CGUG) through its Integrated

Development Plan is positioned to be a knowledge-based economy in line

with Kenya's Vision 2030 and Jubilee Manifesto which calls for action by all

actors. For the County to achieve its goals and vision, it plans to leverage on

the potential of Information and Communications Technology (ICT) in driving

all economic segments in service provision and delivery. This therefore makes

ICT a cross-cutting sub-sector which contributions for effective delivery of all

planned programmes in the County as an enabler for development making

ICT for Development (ICTD) feasible.

ICT4D Pillars

Support policy formulation and other decision-making processes

Effective resource allocation and utilization

Efficiency in service delivery

Stake-holder engagement, communication, and awareness

Precision agriculture, quantifying and forecasting

Development project tracking and monitoring

Resource Mapping

Accountability and public awareness

The County endeavours to achieve its ICT4D plans by leveraging on

endowed talented youth who are ICT savvy trained by various Universities

and tertiary institutions in and around the County. This strategy therefore, aims

at taking advantage of these capacities in planned activities for greater

ownership and sustainability. This again is in line with national government

legislations which require programmes implementation to prioritize youth

participation at all levels.

Recognizing global trends on economic development of Nations and state

actors, ICT for Uasin Gishu County is taking a step higher on information

collection, processing and dissemination for use to empower the largely

agricultural population on adoption of modern tools and ideas in maximizing

agricultural potential as well as crop diversification informed by data

presentation on spatial tools.


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The ICT4D therefore provides Uasin Gishu County with a defined strategy for

addressing areas of specific weakness and opportunity for the purpose of

improving the role of ICT in the Countys economic development and job

creation. The strategy is designed to be aligned with Kenyas ICT Policy.


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2 Objectives

ICT is positioned as a key driver to economic development for the county

(referred to as ICT4D), moving beyond an enabler and automation for

efficient and effective service delivery. It is anticipated that when ICT is linked

to development, clear impacts will be seen beyond effective and efficient

approaches to service delivery.

Key focus should also be enabling access of internal processes to the public

as a means of transparency and accountability as well as scrutiny to weed

off any bottlenecks in service provision to citizens by the county staff and

agents.

The key strategic objectives will be:

To develop an ICT4D policy and legal framework to guide integration of

ICT in all sectors of the County development;

To automate key priority aspects of the County including revenue

collection and management (cashless operations of the county), staff

(Online HR Management), supporting infrastructure (back office support

components) and security surveillance (CCTV, access control, information

/ data);

To design and develop a GIS Framework for guiding E-development (GIS

for Agricultural planning, Roads Network, Urban Planning, Geo-

addressing);

To develop a robust health information system framework including e-

health and m-health to enahce service delivery in the health sector

To develop a programme for empowering youth using ICT platforms for

participation in opportunities within County and Central Government (e-

agriculture, e-revenue, e- business, e-tender); and

To develop a capacity development plan for all leaders, staff and

stakeholders in the County as well as foster partnership and collaboration

with counties in developed nations (sister diaspora counties).


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3 Policy and Legal Framework to guide ICT integration in Development

Key for harmonious implementation of ICT programme for the county is

supportive legislative and critical policies to fast-track integration of ICT in all

services. The County Assembly will make appropriate laws and guidelines to

guide ICT programme implementation by all clients and stakeholders in the

County.

For ICT4D programmes to play an important and central role in the

development agenda of CGUG, a comprehensive ICT4D Strategy shall be

developed involving all stakeholders and sectors of the County. To achieve

this strategy, the following key activities will be undertaken:

3.1 Needs Assessment and Baseline Data on ICT4D in the County

As the county embark on implementation of its County Integrated

Development Plan (CIDP), ICT4D will require an in-depth assessment to

establish baseline of key strategies proposed in this programme. The current

situation of manual operations indeed have been the major cause for

inefficient service provision, revenue leaks and unaccountability of all

resources within the County.

3.2 ICT4D Strategy Review (Based on priority aspects of IDP and National

policy)

ICT4D strategy clearly indicating planned activities, resources available and

responsibility will be developed. This will guide implementation of ICT4D

agenda for the County. It is expected that cross-cutting areas will be brought

into this programme for harmonization and integration to avoid wastage and

ensure all activities result in sustainable initiatives in the County. The process of

establishing a dynamic strategy will require a continuous engagement in a

consultative process with ICT professionals within and without the County,

and being futuristic and focus towards knowledge- based economic

development.

This activity will allow ICT4D Strategy be reviewed in tandem with national ICT

policies and master plan, as well as guide for inter-county system integration

for data and information exchange.

3.3 Establish a Mechanism for Monitoring of CIDP (with focus on ICT4D)

ICT4D Strategy will establish a framework that allows monitoring of

programmes to be done across entire CIDP. ICT tools shall be used to map

achievements or milestones across programmes and where negative

impacts occur highlighted for public awareness. It is also anticipated that


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much of the monitoring can bring the public to check progress of each

activity within the County.

There will be need for feedback mechanism on planned activities so that

impact on resource utilization can be checked through comments from the

beneficiaries.

3.4 Facilitate participatory legislative framework

For ICT4D Strategy to be effective in the County, appropriate policies and

laws will need to be developed and enacted by County Assembly. This

therefore require members of country assembly to be capacity built on both

tools and skills to comprehend ICT scope and principles to be able to make

legislations that spur ICT growth in terms of industry players and also service

delivery.

Policies to implement the laws will be developed by ICT Department in

consultation with stakeholders to ensure the sector is both in sync with

national legislative regime and also facilitative to inter-county systems

integration. Some of the policies which will be developed shall facilitate

information dissemination for public scrutiny of county programmes as well as

allowing access to information on opportunities in the county.


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4 Automation of Key priority aspects of the County

4.1 Existing Systems

The County has inherited existing systems from former Municipal Council of

Eldoret and other defunct Councils which used to manage various resources

and operations. This strategy will undertake an Audit of such system with a

focus towards establishing their technical capacities, future requirements for

integration with planned systems in this programme and sustainability in terms

of maintenance (licenses if any, SLAs or upgrade costs).

4.1.1 Documentation of Existing Systems

The ICT Department will identify and document all systems used in the

County (Any computer system in operations)

Documentation expected to take the following format:

Name of the System: IPPD, Live Forms etc.

Objective: IPPD - Used to manage Human Resource

Features: Standalone / Networked; Key Modules handled by the

system (Payroll, Establishment, Basic Staff Profiling, Training etc.)

Database: Which platform is used by a given system i.e. Oracle, MS

SQL, MySQL, MS Access

In-depth analysis shall b e done on processes in order to re-engineer

them for efficiency and effective service provision

4.1.2 Inventory of IT Assets and Other Components (ISO 27001 Templates)

In-depth capture of risks and threats to information and IT Assets will be

undertaken in the county to help in planning for measures to ensure security

of such vital assets. ISO 27001 will be used to undertake study and key

recommendations will form the basis for securing the infrastructure and IT

assets.

4.2 E-Staff Management

CGUG will implement an online human resource system in order to audit staff

in the County and undertake detailed individual staff profiles. The proposed

system will borrow from what is currently being implemented for Central

Government employees, which allows importing staff currently in the payroll

into the online platform to allow all staff in county to update profile and

upload certificates.

This will allow for accurate and appropriate re-deployment of staff to relevant

departments based on skills and qualification. This online tool will allow for


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capacity development of staff for re-skilling and further development to

meet the needs for CIDP.

4.3 Development of a robust health information system framework

including e-health to enahce service delivery in the health sector

The devolution of health services to the counties was meatn to create

efficiency and effectivelness in the management and delivery of public

health.

Public health care system in Kenya has been facing formidable challenges in

the efficient and effective application of the limited resources put at their

disposal.

This worrisome trend has eroded the quality of care, patient safety and

satisfaction, and the overall responsiveness of the health care system to a

rapidly changing environment: Improved health care seeking behaviour,

increased survival times for critical illnesses including HIV/AIDS, an enhanced

focus on geographical coverage, and the emergence of non-

communicable diseases as a major contributing factor to morbidity, have led

to ever increasing patient numbers.

Proper automation of of health services and application of emaerging

technologies in e-health shall lead to profound clinical, financial and

managerial benefits. Lack of automation leads to poor access to patient

data, which are commonly recorded in out-patient record books without any

in-house copies. Likewise, considerable financial haemorrhage stems from

the fact that care providers tend to rely on a confusing number of in-house

cash collection points, in an environment strained by the poor human

resources, time and operations management.

4.4 E-Revenue

For the County to maximize on revenue collection, use of modern tools and

innovation is critical. Making sure collections are done using cashless means

with minimal cash handling by County staff is expected to bring

transformation. This will require establishing a robust licensing regime and use

of identification details to monitor trade levies and renewals done by trade

actors. This is more or less a self-service solution accessible across various

locations such as Huduma Centres.


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4.4.1 Types

Revenues identified include and not limited to:

Business permits

Licensing structures

Park fees

Defaulter fines etc.

This will be validated using existing structures of the Revenue Collection

section within the County as may be prescribed in a given years County

Finance Bill.

4.4.2 Modes of Payments

It is anticipated that payments will utilized available options within the country

such as M-Pesa, Bank Deposit and Online Payments. It is important that

appropriate legislations are introduced to facilitate payments using these

means, with appropriate integration to back-office applications for County

staff to verify in real-time status of payments.

Once a spatial framework (GIS Infrastructure) is in place and linked with

business locations (GPS Co-ordinates), monitoring of revenue payments and

accurate locations of any debtors in the County will be feasible (medium

term plan). This will make it possible for public participation in the monitoring

of revenues when this service is made online.

Online transactions initiated by persons seeking services with County will

make it impossible for loopholes in revenues to occur due to physical

interactions.

4.4.3 Implementation

It is anticipated that much of the records largely manual, will be recreated a

fresh to capture traders and business specific information. This will be

achieved through close engagement of youth groups at Wards level in

collaboration with business owners. Youth and ICT centres will be empowered

to facilitate traders with online access to licensing and business permit

renewal approaches, more like self-service.


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4.5 E-Records

County's Records Management is in dire need for recreation to serve people

in various services. The registry both for human resources and other

transactions need to be reorganized and document management system be

put in place to ease record search with enterprise search capabilities. This

component will be undertaken in collaboration with stakeholders from

relevant sectors for ease of adoption and ownership.

Digitalization of records in the county will ensure accountability and security

of key assets (land records, transfer history, personnel inventory and County

assets etc.). It is an indicator of County's preparedness for investor

confidence and security of investments in the area.

4.6 Surveillance Systems (security and environmental)

Surveillance achieved through use of closed-circuit television (CCTV) as an

enabler for safety guarantee to business communities and citizens. This also is

intended to help monitor activities on key locations of interests to the security

or County monitoring teams.

Areas targeted in this programme activity include:

Key streets of the Eldoret town and residential areas;

Administrative Offices of key departments;

Security systems will be integrated with Geographic Information Systems to

allow police and law enforcers to track incidents and facilitate faster

response to occurrences.

Other surveillance aspects include use of GPRS solutions to monitor water

pollutions (fertilizer and/or urban effluent discharge) and water levels in rivers

(guard against floods).

4.7 Infrastructure Development

The diagram below represents envisaged infrastructure design for UG County

(expected to be used in all key County Offices). This is expected to provide a

solid framework for use in migrating the whole county to digital operations for

efficient service provision and delivery to UG Citizens and stakeholders.


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Internet

(10Mbps)

Join all Client PCs to

Domain Controller

WebDev Admin - 1

Backup Mechanism

Admin - 2

Ethernet Switch

1 2 1 3 1 4 1 5 1 6 1 7 1 8 1 91 2 3 4 5 6 7 8 9 1 0 1 1 2 0 2 1 2 2 2 3 2 4

C hange H ub Speed

10Base-T

100Base-TX

C ollision

M a n a g e d

S t a t u s

P o w e r

Intel Express 210TStackable Hub

C la s s I

Left (Green)

Solid = Link

Blink = Activity

Right (Yellow )

Solid = Disabled

Blink = Wrong speed

24 Port Hub

T1

UG County Network Layout

UG_VApp1

(Virtual 1)IIS

SQL Server

8 GB RAM

500GB Hard DriveUG_DC1

(Physical 1)Primary Domain

Controller

Wins Server 2012

PDC 8GB RAM

750 GB Hard Drive

APC Smart-UPS 3000 RM

Will support all servers and

networking hardware in the

server room in the event of power failure.

UG_VApp2 (Virtual 1)

4 GB RAM

RAID 5, 4x900 GB HD

(3.6 TB Usable)

UG_VExch1 (Virtual 2)

4GB RAM

RAID 5, 1x1TB HD

(750 GB Usable)

Firewall 1

VTMG 1Firewall 1

VTMG 2

Firewall

Infastructure

Virtual or Physical

depending on

Server Specs

Wins Server

8GB RAM

750 GB Hard Drive

UG_VDC2

(Virtual 2)Domain Controller

Wins Server 2012

PDC 8GB RAM

750 GB Hard Drive

Pre-requisites

a) Agree on IP Addressing

Scheme

b) Agree on IT Assets

Naming Convention

c) Agree on both Online and

Physical Inventory System

d) Assign Responsibilities

on IT Asset Management,

Support, and training to IT

Staff

WebDev

UG_App1 (Physical 2)

IIS

SQL Server

Anti-Virus Ent Server

8 GB RAM

500GB Hard Drive

Laptop / Tablets

Firewall 1

VTMG 3

197.232.13.80 /16

197.232.13.81 /16

197.232.13.82 /16 197.232.13.83 /16

197.232.13.90 /16

197.232.13.94 /16

192.168.100.254 /16

192.168.100.252 /16

192.168.100.253 /16

192.168.100.1 /16192.168.100.3 /16

192.168.100.5 /16

192.168.100.7 /16

192.168.100.6 /16

192.168.x.x/16

Figure 1: UG County Network Layout


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4.7.1 Basic Policies and Standards

Basic guidelines and operational policies shall be developed by ICT

Department of the County to help users utilize ICT services and solutions.

Some of the policies to be developed include: standard operating

procedues for data centres and computer rooms; IT security guidelines; use

of collaboration tools and emails; anti-virus; user access controls and

passwords; confidential storage of digital information and access controls;

software licenses and upgrades; software installation and use; backups, data

recovery and offline storage of digital information; IT infrastructure guidelines;

appropriate use of social media and networking tools such as Facebook,

twitter, amongst others.

The County shall set service charter targets to guide the operations of ICT

staff in response to issues raised by the staff and customers.

4.7.2 Data Centre Room Establishment

County's data centres / server rooms are in dire need for overhaul. There is

need for establishment of a modern Data Centre to host key server and

storage facilities. Appropriate design (raised floor, sealing of all openings, air

conditioning, extra power storage, alternative power sources etc.),

procurement and installation of key equipment and migration of key solutions

and systems to Data Centre will be prioritized. An evaluation will be made to

determine viability of cloud deployment e.g. Amazon Web Services,

Microsoft Azure, RackSpace, etc. for global facing applications.

4.7.3 Access to Computing Devices

It is important that access to computing devices is sized to ensure all staff in

the County have means of access centrally hosted information systems. A

desire of 1:1 ratio of staff to computing device shall be planned for and

measures put in this activity to achieve the same. For wider access to services

online, mobile-based applications may be encouraged to allow for diverse

ICT platform use. The choice of the platform will largely depend on roles,

convenience, mobility, and primary use case for information.

Youth will be encouraged to open and operate digital centres for access to

online services of the county by as many citizens and businesses.

4.7.4 User Controls and Access (Domain Design and Configuration)

User access to computing devices needs to be centrally managed, with all

rights properly defined as per policy developed by ICT Department. The

supporting infrastructure must be well structured in the Data Centre / Server

Room established for the County. It is expected that some important design


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should allow documents of users to be held in a central store for purpose of

backup and continuation in case of computer replacements or loss of

devices.

Appropriate measures shall be put in place to allow for proper definition of

user details and rights assigned. This will prevent unauthorised users from

entering County premises and accessing computing resources without

clearance.

4.7.5 Communication and Collaboration Infrastructure

The County will establish a communication strategy to utilize modern tools

and media for effective interaction within and without. Use of e-mails shall be

prioritized to be an official means of sharing information across all levels as

well as sharing of information in the official County website.

Use of social networks and other web 3.0 tools shall be explored as a means

to reaching to wider and diverse people of the UG County.

To support these features, the County shall established appropriate and

adequate infrastructure in the Data Centre / Server Room to ensure this

service is created, operated and provisioned to the entire County.

4.7.6 IT Security

The County shall establish measures to ensure information and IT assets are

secured from unauthorised access, unauthorised changes and / or loss due

to hardware failure. As such the following shall be installed as bare minimum:

Firewall to reduce impacts of external threats to County network

resources

Anti-virus to guard against any virus software impact on computing

resources;

Protection against illegal software installation or use by UG County staff.

At all times, county staff (from executive, county assembly and entire cadres

of the County) shall be sensitized and trained on measures to guard against

any compromise to the IT security of the County.

4.7.7 Software Licenses

It is important that UG County establish a framework of engaging on

appropriate and cost effective software licenses regime. This includes all

systems procured and office productivity tools. Measures shall be taken into

consideration to ensure that software license agreements entered into does

not disadvantage or are not sustainable. Where license renewal shall be

required, the ICT Department shall keep track of such dates when such


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licences require renewal to avoid disruption of service or operations of the

County.

4.7.8 Maintenance and other contractual obligations

It is important that appropriate maintenance contracts are put in place to

ensure key important equipment operate optimally. It is expected that some

arrangement shall be put in place by procurement through guidance of ICT

Department. Where such contracts exist, contractual obligations must be

shared with all staff in order to know their rights and services available from

such an arrangement. Service Level Agreements (SLAs) and warranty

considerations shall be captured under this programme activity.


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5 UG Enterprise Geographic Information System (EGIS) to Guide E-

Development

The use of geospatial technology and information in the County will be

prioritized in order to link development efforts and projects to real location.

GIS technology is a tool that integrates, visualize, and analyse data, resulting

in knowledge that enhances policy development and implementation. This

programme activity aims at setting up appropriate infrastructure to support

use of Geographic Information System in managing the development

agenda of the County. A countywide solution that cuts across departments

will be deployed as a UG County Enterprise GIS (UG EGIS). Specifically, the following application areas will be fast-tracked:

1. Prioritize Establishment of Geo-Addressing of the County Assets and

Cadastral Details: this forms the foundation that can be linked to

navigation services and monitoring of county revenue segments once

systems are harmonized;

2. Prioritize tracking and monitoring of Roads and Infrastructure Projects to

be coordinated from the WebGIS tools for ease of monitoring by

County officers and public on progress of utilization of resources;

3. Setup of a GIS Mapping Portal integrated with UG Website for public

access: Work with partners to create a WebGIS guide for County

Government of Uasin Gishu for investment marketing and educational

purpose (developed in partnership with well-developed counties / sister

states abroad, and GIS Software Companies);

4. Natural resource management and precision agriculture to include:

appropriate land-use, quantifying agricultural capacity, forecast

agricultural productivity, forestry and river management; and

5. Capacity Building of key County officers will be critical for

management and maintenance of platform once created and

operationalized.

UG EGIS platform will be established such that applications and services

can be deployed on top of it as a layer. In order to ensure a capable

enterprise GIS program that meet county development needs is established,

the following strategic steps are being proposed:

Set up Enterprise GIS Steering Committee

Conduct a countywide GIS assessment study

Conduct system architecture design and capacity planning

Implement appropriate GIS platform infrastructure

Establish governance and GIS practice

5.1 Enterprise GIS Steering Committee

In order to secure success, a GIS committee will be constituted to ensure

inclusion of all stake holders. At least one primary stakeholders from each


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department expected to leverage GIS in initial phases shall form the

committee. The two primary functions of this committee is to facilitate buy-in

and roll out of geospatial technology across departments; and foster

collaboration from respective departments. The committee will convene

every two months to receive progress and ensure departmental

interests/requirements are on track.

5.2 Countywide GIS Assessment study

An assessment of GIS capabilities across all functional departments will be

conducted to create a technology capacity baseline. The process will entail

a master inventory of current geospatial technology being used, GIS

practitioners, processes, and application use cases in place today. An audit

of existing GIS software licenses and available data sets will also be

documented. High-level requirements will also be discussed as part of this

study.

The deliverable for this phase is a GIS Assessment Study report that outlines

the status quo and a gap-analysis. The report will contain the following

sections:

Existing state of geospatial data create an inventory of all spatial

data and compile a master input data list (MIDL).

Current state of hardware infrastructure highlighting core server specs,

storage capacity, network configuration and specs.

Existing state of GIS Software identifying vendor software used,

versions, licensing models, maintenance status, and tool set

functionality.

Current GIS based applications existing tools in use, departmental

usage and scope of use, distinguish public facing and internal County

applications.

Current state of GIS expertise and overall County GIS capacity GIS

staff, number of GIS application users, training plans, and overall

awareness and application of geospatial technology

Existing governance process spatial data standards, new request

process, integration practices, and data sharing policies.

Gap analysis will provide high level requirements and GIS use cases

that cut across departments. Special focus will be directed to ensure all

immediate requirements and captured and prioritized.

High-level recommendations on next steps required to meet GIS

requirements of the county.


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5.3 GIS Platform Architecture Design and Capacity Planning

In order to ensure that a robust GIS platform that addresses development

requirements of the county is implemented, an architecture design and

planning activity will be conducted. The GIS platform should be broadly

integrated into County tools via a service-oriented architecture. This will

enable and extend existing and new business systems with geospatial

capabilities, and allow for scale economies. The service orientation also

promotes the reusability of spatial processes, such as geoprocessing models.

The overall goal of the system architecture design is to develop a target

system architecture that meets current needs, prepares for anticipated

growth, and that leverages current software and hardware technology.

Particular goals and drivers are listed below.

Define the appropriate infrastructure to build and deploy GIS

Integrate disparate departmental systems through GIS technology

Enable and extend existing County systems with geospatial data and

services

Support existing recurring County needs through a self-service mapping

platform

Provide broad access across the UG County constituents and

particularly youth to geographic data and processing

Deeply ingrain GIS capabilities into critical County processes and tools

in order to reap the most value of tracking progress and foster

accountability

Gain economies of scale through county-wide GIS use

Promote reusability of processes, geo-processing models, and web

services

Expand existing geospatial initiatives to meet County mapping needs

through improved functionality and integration with existing systems

Develop and deploy new spatial tools for cross-platform systems and

mobile devices

Develop a plan to integrate GIS into the County as a key IT service

The Open Group Architecture Framework (TOGAF) methodology below will

be adopted to ensure appropriate planning is conducted.


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Figure 2: System Design Process: Inputs, Design, and Output

Architecture design will also take into consideration issues of fail-over, disaster

recovery, integration and security.

5.4 Implementation

This phase will feed on recommendations made by the Architecture Design

and Capacity Planning phase. The objective is to implement a cost effective

enterprise geospatial technology solution that addresses the Counties

development needs for the foreseeable 4-5 years. An enterprise GIS

approach will be adopted to allow for all UG County data, licenses, and

systems be consolidated. The enterprise approach is preferred vis-a-vis

departmental solutions for the following reasons:

Reduced duplication and costs Through creating a central data

repository storing all data layers published by departments will enable

medium and light GIS user departments share the cost of storing,

accessing, and distributing GIS data, thereby avoiding the cost of

building and maintaining redundant systems around the County.

Increased data access and sharing An Enterprise GIS Program will

facilitate public and inter/intra-departmental access to GIS data by

placing integrated, standard data in a central, highly available

location.


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GIS Centre of Excellence: UG EGIS Program will support departments

as they implement GIS. It will provide best practices, strategic advice,

and expertise, to departments as they deploy GIS. The program will

leverage existing investments to distribute the advantages of GIS

across the County.

Public Outreach: UG EGIS Program will leverage the full potential of

the Countys GIS data and technology, which will make spatial

information more readily accessible to the public and other outside

stakeholders.

A preliminary proposed deployment option would conform to the

conceptual diagram below.

Figure 3: UG Enterprise GIS Deployment Option (to be revised upon completion of Architecture

Design)

A full fledge three-tiered platform consisting of the following environments will

be built:

Development environment Will be used when developing and testing

new applications

Staging Environment Provides a pre-production environment that

allows integration and holistic testing to be done.

Production Environment This environment will host all production

ready applications the server all end-users

This three-tiered environment will ensure application service level agreements

(SLAs) with user departments and UG County public are met.

County

Production

mapping

Transformation,

filtering,

aggregation

CRM SAP Other departmental systems (GIS and Non-GIS)

GIS Server instances,

exposing web

Online GIS Basemaps

UG RDMS

Feature / vector / etc. GIS Server

NAS tiles

cache Spatial

data

Basemaps


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5.5 GIS Practice Governance

A GIS program policy will be constituted to govern the use of mapping and

analytical capabilities. Governance addresses the resources required to carry

out the strategy, including processes, people, and structure. GIS governance

will establish process, define roles, and staffing recommendations necessary

to implement and sustain a state-of-the-art Countywide GIS. A team structure

of competent personnel will be formulated who will ensure the GIS platform is

deployed and capable of servicing county needs as stipulated by service

level agreements.

Policies governing geospatial technology and data access and restriction will

be formulated to control sharing and use of sensitive data such us

departments of lands and finance information. Such policies will also ensure

that UG County constituents and general public gain appropriate access to

leverage the most of the technology while ensuring that only credible

information on development projects are shared with the public.

This initiative will establish robust internal processes that enable effective data

and technology collaboration across UG County departments. GIS

governance practices will largely conform to the overall ICT4D policies.

However, in the GIS domain, the single most important governance issue is

the management of data.


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6 UG Youth Empowerment using ICT

The youth compose the highest number of unemployed persons in the

Kenyan populations, despite most of them having high affinity for technology

particularly mobile and Internet. Due to this situation, a number of youth are

exposed to activities which both are a threat to their livelihoods and societies

they live in.

The Youth from urban areas are further driven to despair due to increased

cost of living and influence from peer groups. These youth on many

occasions find themselves engaged in crime related activities such as

dealing with arms, drugs and or illicit activities.

6.1 Objectives

This programme activity aims at providing a framework for capacity building

to empower youth in utilizing ICT in a more productive way for improved

livelihoods as well as participate well in the knowledge economy.

Specific objectives to be addressed in this programme include:

Develop a youth empowerment training strategy that can be used by

any trainer (youth empowerment centres or tertiary institutions) to train

youths on taking advantage of ICT tools within their reach for improving

their livelihoods;

Undertake training programme for trainers of the programme;

Facilitate training of various groups of youth using the developed

strategy;

Identify various opportunities within the County and Central

Government for focusing the youth to participate in line with various

legislation within the Country;

Create appropriate youth forum for engagement in influencing policy

to support Youth agenda in UG County.

6.2 Opportunities within County and National Government

Youth will require guidance on opportunities based on preference to be

documented and assistance provided to various youth to take advantage of

the same. The possible opportunities include but not limited to:

Tenders and procurement related activities;

Youth attachment works;

Business opportunities (e-commerce and e-biz); and

Agricultural programmes.


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6.3 Forum for engagement

There shall be established a forum for information sharing and youth influence

to activities of the County. The youth will be expected to create and

moderate the activities of the forum to reflect appropriate language, level

and category of information posted. The county will facilitate the creation of

online professional meet-up groups to whereby entrepreneurial best

practices can be shared. To foster such engagement the County will set up

technology competitions and create an enabling environment that captures

and retains local youth expertise.


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7 Capacity Building and Partnership

For ICT4D to have maximum impact in service provision and delivery, training

and sensitization forums are required at all levels. For citizens to derive value

on investments on ICT solutions meant to delivery services, the County will

have to use media as avenue for educating on the anticipated changes.

The County will organize for opinion leaders in the sector to share technology

ideas and implementation approaches.

7.1 E-leadership

Clearly, without understanding by Management on ICT aspects, the activities

earmarked on this programme will not make any strides. It is proposed that

training and equipping of leaders and management staff be done to allow

them lead as champions. From individualized training to benchmarking visits,

they leaders shall be exposed to various tools and potential in UG County

service delivery.

Leaders will appreciate and make informed decisions on ICT4D policies or

legislations once they have been trained appropriately. Practice using

provided tools (Computing and mobile devices) will be prioritised at all levels

of leadership in the County.

7.2 ICT Champions and Youth Agents

The County has a teacher in each Constituency called an ICT Champion

whose role was to facilitate training of teachers on ICT integration for better

delivery of teaching and learning. These are well trained resources within the

County who are expected to play an important role in ensuring all education

institutions have prerequisite 21st Century skills important for knowledge

management and economy. This programme shall be expanded to reach all

secondary schools in the County as well as create ICT Championship for

primary school level per educational zone.

ICT savvy youth in each ward will also be identified as role-models and

Champions on service related programmes for wider reach to the citizens in

the County.

7.3 Staff Training

The UG County has more than 2,700 staff who need training on use of

technology will be prioritized to better serve the citizens effectively. Needs

assessment on ICT skills level shall be undertaken in liaison with Training

Department of Public Service Management sector. Adequate measures shall


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be put in place to ensure that capacity is developed for staff to participate

in the innovative and creative work environment anticipated for the County.

It is mandatory that all County staff (employment minimum level) must know

how to use basic computer packages (through own initiative). Planned

training is specialized to applications developed in line with sectors in the

County such as project management solution, GIS and AutoCAD solutions

etc.

7.4 ICT Interns

It is critical that students pursuing ICT trainings be engaged in helping come

up with innovative solutions in the County. Attachment students can offer

support services to ICT infrastructure in the county considering we have

limited group of ICT officers serving in the County.

7.5 Partnership and outreach programmes

Workshops for interest groups like teachers, farmers, traders and youth shall

be held from time to time on innovative tools and technologies in the County.

This is expected to form part of sensitization and capacity development on

use of modern tools and technologies in service delivery. The county create

outreach programmes in partnership with residents in diaspora with the

objective of tapping on new technological solutions to County issues.

CGUG has over the years had partnership programme on exchange of

information and skills with Arizona State and Minneapolis Metropolises. It is

expected that the experiences partner states have had over the years in

adoption and utilization of ICT in service delivery will play a major role in

implementation of this strategy.


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8 Staffing Requirements

Figure 4: ICT4D Organization Structure

8.1 System Administration / Infrastructure

1) Oversee the development and works on UG County Data Centres

and/or Server Rooms

2) Maintain user access controls and credentials for access of key

information assets in UG County networks (Domain Management)

3) Maintains database security and availability to guard against any

disruption to business systems and transactions in UG County

(Database Administration)

4) Supervise IT User Support and Computing Device Access and / or

inventory for efficient and effective service delivery of staff to UG

County Customers

Chief Officer,ICT and

E-Government

E-Services and

InnovationsData Center /

Server Room

Database

Administrator

Domain Management

(user Creation and

Controls)

System

Administration /

Infrastructure

County GHRIS

Geo Information

Platform

E-Health

ExecutiveICT and

E-Government

Internal

Customers and

Support

Capacity

Building and ICTCham pions

E-leadership

Coordination

Youth Empowerment

Programme using

ICT

Staff Training and

ICT Champions

IT Support

Inventory and

Contracts

System


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8.2 E-Services and Innovations

1) Design, implement and maintain an Online Human Resource Platform for

management of all HR functions in the County

2) Design, implement and maintain an Online Health Information

Management System for Better County Health Care Management

3) Develop and enable online Geo-Information System for accurate

management of spatial data and records of the County (cadastral, roads

and facilities, natural/environmental features, admin segment etc.)

4) Coordinate the development of systems for efficient and effective

provision of services (automation or data management) in the County

5) Facilitate ICT-driven or facilitated businesses start-ups (includes Business

Process Outsourcing, Enterprises to offer services to other entities including

County Governments and agencies)

8.3 Capacity Building and ICT Champions

1) Coordinate the capacity building of leadership in the County for

accurate and informed decision-making on ICT related issues at all

levels in the County (e-leadership)

2) Coordinate the training of UG County Staff on ICT literacy and

Integration in service delivery

3) Create ICT Championship and Facilitate forums for ICT advocacy in

service delivery across all levels of UG County (ICT Champions at

schools, health institutions, departments / sections, wards / sub-

county etc.)

4) Develop a Youth Empowerment Programme using ICT for mentoring

youth on key skills for participation in socio-economic pillars of the

County

9 Monitoring and Evaluation

The ICT4D shall be regularly motinored to ensure that its implementation is on

course. This shall be done through annual reviews and regular reporting to

County Assemblys Committee on ICT & E-Government for oversight.

Stakehoders forum will be held periodic to ensure this Strategic Plan

contribute to improvement of livelihoods of people of Uasin Gishu County

and in line with Global Trends.


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Annex I. ICT4D Key Action Plan NARRATIVE SUMMARY OBJECTIVELY VERIFIABILE INDICATORS

2014 2015 2016 2017 2018 COST (KSHS.M)

Activities:

32.1 Develop capacity on e-leadership across all levels in the County.

32.1.1 Executive and Senior Management Capacity Built on ICT.

3.67 3.82 3.97 4.13 4.29 19.88

32.1.2 Other Staff Capacity Built on ICT. 1.20 1.25 1.30 1.35 1.40 6.50

32.1.3 ICT Champions identified and capacity Built

1.00 1.04 1.08 1.12 1.17 5.42

32.1.4 Annual ICT Integration Conference 3.30 3.43 3.57 3.71 3.86 17.87

32.1.5 Youth empowerment Programme using ICT Tools (including pilot Youth Huduma Centres)

2.57 2.67 2.78 2.89 3.01 13.92

32.2 Facilitate establishment of Electronic services and innovative solutions

32.2.1 Geo-Spatial Information System Established (Inclusive Uasin Gishu Enteprise Geospatial Information System)*

17.72 89.28 98.76 13.28 16.58 235.61

32.2.2 E-Revenue System Operationalized (Planned ERP Solution for the County)*

5.80 105.75 109.98 0.81 0.84 223.18

32.2.3 E-Agriculture Support Systems Implemented

1.00 1.04 1.08 1.12 1.17 5.42

32.2.4 E-Health Support System Operationalized

21.50 22.36 23.25 24.18 25.15 116.45

32.2.5 E-Transport Management System Operationalized

4.30 1.87 1.94 2.02 2.10 12.22

32.2.6 E-Staff Management System Operationalized (Inclusive HRMIS

Component of ERP Solution for the County)*

4.75 39.51 41.09 42.73 5.13 133.21

32.3 Establish a robust ICT Infrastructure to support ICT4D programme.

32.3.1 Datacenter (Server Room) established 10.00 6.24 8.57 6.75 11.26 42.82


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NARRATIVE SUMMARY OBJECTIVELY VERIFIABILE INDICATORS

2014 2015 2016 2017 2018 COST (KSHS.M)

32.3.2 Structured Cabling for Local Area Network (LAN) and Connectivity to County Offices Established

17.50 18.20 4.58 2.85 2.97 46.10

32.3.3 Servers and Server Storage Established

7.28 7.57 7.87 8.19 8.52 39.43

32.3.4 Software for Office Productivity and

Operations acquired

4.65 4.84 5.03 5.23 5.44 25.19

32.3.5 Computing Devices for Staff Acquired with preferrence for shared service-model

5.30 5.51 5.73 5.96 6.20 28.71

32.3.6 Messaging and Collaboration System Established

1.65 1.72 1.78 1.86 1.93 8.94

32.4 Establish and strengthen Institutional framework for ICT4D.

32.4.1 Institutional Structure for ICT4D established

2.16 2.25 2.34 2.43 2.53 11.70

32.4.2 Office Communication and Publicity Enhanced

4.10 4.26 4.43 4.61 4.80 22.21

32.4.3 Office Stationary and Consumables 3.23 3.36 3.49 3.63 3.78 17.49

TOTAL 122.68 326 332.6 138.9 112.1 1032.26

* - Resource Mobilization required for their implementation. County Resources will undertake limited

works to start off the process (development of specifications, stakeholder participation etc.)

ict sector plan 2013-2018

Documents

development ict egovernment

ict integration

ict savvy

services ict

development strategy

information exchange

communication technology

capacity development