Enq: Thomas Mathiba TERMS OF REFERENCE DEVELOPING AND IMPLEMENTING AN IT BASED PROJECTMANAGEMENT SYSTEM 1. PROJECT TITLEDeveloping and Implementing an IT-Based Project Management System 2. BACKGROUNDSills development is one o! the major challenges !acing the ne" So#th $!rica on its "ay to improved living standards !or the majority o! the pop#lation% increased prod#ctivity levels and a higher competitiveness on the "orld maret& The Sills Development $ct prom#lgated in '(() lays the !o#ndation to redress the past by introd#cing ne" training systems "hich place special emphasis on enabling the !ormerly disadvantaged to actively participate in the co#ntry*s economic activities&Since the la#nch o! the Sills Development Strategy in +ebr#ary ,--'% a lot o! Sector Ed#cation and Training $#thorities .SET$s/ have made signi!icant contrib#tion in taing !or"ard the broad objectives o! the Sills Development $ct& Some SET$s have s#cceeded to e!!ectively co-ordinate ed#cation and training programmes at the "orplaces by #sing practical project management approach to manage the learnership implementation& 0hilst project management "as oncethe e1cl#sive job o! project managers "ho most o!ten coordinated the activities o!speciali2ed% comple1% large scale projects% in the more recent years% ho"ever% therole o! project managers and project management has been changing& The applicability o! the project management has "idened to incl#de projects o! a broad range% !rom a simple to a comple1% and !rom man#!act#ring to service and ed#cation and a host o! other areas& Based on the s#ccess o! the project management approach "ithin the SET$ environment% it is grad#ally emerging that beca#se projects bring together people !rom a range o! jobs% they are diverse and !le1ible% and provide them "ith the opport#nity to collaborate in a #niq#e "ay% SET$s are increasingly !inding project management approach as a pre!erred "ay to !#l!ill the needs o! their staeholders and achieve the 3ational Sills Development Strategy targets& 4o"ever% at iss#e "ith most SET$s is the lac o! an IT-based project management system& 0hat is req#ired is a system "hich o#tlines the project management body o! no"ledge% tools% techniq#es% processes% proced#res% templates and standards to be applied to meet project req#irements& The p#rpose o! the project management system is to ens#re that management o!m#lti !#nctional projects is per!ormed in a logical !lo" o! activities to g#arantee good res#lts% achieve overall project goals and eliminate shortc#ts& 5nless projects are scoped% planned in a similar "ay their q#ality is compromised res#lting in lac o! !oc#s and inability to achieve organi2ational goals&2Wholesale and Retail SETA contextIn ,--6% the 078SET$ commissioned a research to revie" the operations o! theProjects 9!!ice and ho" that co#ld be improved& $mongst others% the research report noted that the system at best "as lacing in so#nd processes% tools% and overall project management system& 9ne o! the ey shortcomings "ith regard to methodologies and processes "ithin the project o!!ice "as that doc#mented processes are not !#lly applied by the project managers and there areinconsistencyinproject doc#mentation and !illing& The ambig#ity o! projects reports made it virt#ally impossible to "oro#t real per!ormance based on "hat "as reported& 8evie" o! the !iles "as not s#!!icient to s#rmise the c#rrent state o!a!!airs on any o! the projects& :ac o! project plans made it di!!ic#lt to meas#re per!ormance against plan&The research report "ent on to mae some recommendations "hich brie!ly indicates that: $ Project Management System be developed and implemented and sho#ld detail project management methodologies and processes that are strictly applied& $ll doc#mentation !ormats% layo#ts and level o! detail req#ired need to be standardi2ed and m#st involve all ey staeholders& The system sho#ld ens#re that projects are managed "ithin the three pillars o! proper project management: B#dgets% Sched#le and ;#ality& The standard sho#ld be more or less the same !or all projects& $ll sho#ld incl#de b#t not limited to the p#rpose% level o! detail% !or "hom they are "ritten and e1pected o#tcomes Eq#ally important is that projects #ndertaen sho#ld be de!ined in terms o!their characteristics and type& $ll projects initiated sho#ld !oc#s on ho" therespective project "ill contrib#te to"ards the attainment o! all Do: targets !or the organi2ation& There sho#ld be proper doc#mentation and !illing To this e1tend the 078SET$ "o#ld "ant to req#est proposals !rom providers to develop and implement a Project Management System&33. OVERALL PROJECT OBJECTIVE The overall objective o! the project is to develop and implement a Project Management System to s#pport the 078SET$ b#siness processes in an a#tomated "ay& 4. SCOPE OF THE PROJECT4.1 Pro!"# M$%$&!'!%#( Pro)*+! ,-.. /ro!"# '$%$&!'!%# ,or #0*1 /ro!"# The provider "ill have to provide the !ollo"ing: project management engage in a scoping and planning e1ercise de!ine the b#siness objectives o! the project develop a strategy !or meeting them&The activities sho#ld incl#de developing b#siness and technology strategy% de!inethe change imperative% b#ilding a b#siness case% assess the change readiness% determine processes and system ris assessment% develop project team technical environment% and de!ine overall training strategy& 4. 2 D!1*&%*%& #0! 121#!' 4.2.1 D!,*%*%& #0! 121#!'This "ill req#ire the provider to !orm#late a clear statement "hich re!lects a precise #nderstanding o! the scope and nat#re o! a problem& Establishing a de!inition serves t"o p#rpose: it "ill commit the organi2ation to developing an appropriate in!ormation system "hich "ill serve the needs o! the organi2ation and its staeholders% and serves as a benchmar against "hich the system can be meas#red once it is operational& De!ining a system req#ires the inp#t and agreement by the 0holesale and 8etail SET$ line !#nctionaries& 4.2.2. I+!%#*,2*%& r!/or#*%& r!3-*r!'!%#1The provider sho#ld identi!y reporting req#irements as the ne1t proced#re in b#ilding an in!ormation system& 5nless it is done% it is impossible to no" "hat data "ill event#ally have to be collected& Partic#lar attention m#st !irst be paid to recogni2ing all #ser gro#ps& Developing proposals !or reporting !ormats speeds #p the process beca#se staeholders have something to respond to&4.2.3 S/!"*,2*%& o/!r$#*o%$. r!3-*r!'!%#14The provider "ill have to intervie" the end-#sers to note the operational req#irements% and de!initely be!ore determining so!t"are and hard"are req#irements% and de!initely be!ore the system b#ilding proced#re begins& The best so#rce o! operational req#irements in!ormation is the Projects 9!!ice and theline !#nction managers "ho "ill #se the system&

The system m#st meet the !ollo"ing operational req#irements< +orm part o! the 078SET$ policies and proced#res% Be c#stomi2ed to SET$s type o! projects Be #ser-!riendly Be available to everyone dealing "ith projects Even tho#gh each project scope "ill di!!er% the planning% implementation% monitoringand reporting sho#ld be the same both at doc#mentation and detail level& It m#st lend itsel! to e1pansion as line !#nctions and staeholders identi!y ne" in!ormation needs& It sho#ld ens#re greater inter-operability and integration o! di!!erent applications +acilitate contin#o#s improvement in the technology4.2.4 T!"0%*"$. 1#$%+$r+1The provider "ill be e1pected to de!ine the #nder-mentioned technical standards that "o#ld begin the process o! rationali2ing technology and e1plain ho" they "ill"or to enable the Project Management System to share data and inter-operate "ith other systems& 3et"oring protocols 9perating systems Data-bases and data-"areho#se Middle-"are Transaction processing Destop environment M#lti-media standards4.2.4 I+!%#*,2*%& +$#$ !.!'!%#1It is req#ired that the provider trans!orm the reporting req#irements into data req#irements or elements& This means deciding "hich pieces o! ra" data m#st be collected and processed in order to prod#ce the reports req#ested by in!ormation #sers&The provider m#st identi!y data elements metic#lo#sly& $ttention also need to be given to ho" the data is to be entered& $s this 5proced#re gets #nder "ay% related data elements sho#ld be gro#ped together in order to create data !iles&

4.2.5 D!#!r'*%*%& #0! !3-*/'!%# r!3-*r!'!%#1The provider "ill have to de!ine the tools% s#pplies% machinery or materials "hich "ill be req#ired to operate the system& Eq#ipment co#ld mean a certain so!t"are application r#nning #nder speci!ic comp#ter operating system environment& It is ho"ever important to eep in mind that not all systems req#ire essentially the latest technology to operate e!!ectively& 4.2.6 B-*.+*%& #0! 121#!' The proced#re to be !ollo"ed consists o! three s#b-proced#res:4.2.6.1 S21#!' +!1*&%( the provider sho#ld lay a physical design o! the system& It is req#ired the relationships and dependencies are established bet"een the gro#ps o! data elements% or data !iles% in order to determine ho" data !iles interact "ith each other& The res#lt o! this s#b-proced#re sho#ld be a schematic diagram "hich "ill be #sed to g#ide the system b#ilder&4.2.6.2 S21#!' +!)!.o/'!%#( The b#ilder sho#ld #se the design doc#ment to start the process o! establishing "hat the data entry !orms "ill loo lie% "hat data "ill be entered onto "hich paper !orms< ho" the data "ill be entered< ho" o#tp#t% in the !orm o! reports "ill be generated& 4.2.6.3 So,#7$r! 1!# -/( I%1#$.. $%+ "o%,*&-r! #0! 121#!' #o /ro)*+! #0! r!3-*r!+ 1-//or# #o .*%! ,-%"#*o%1.The provider "ill con!ig#re and pre-test thesystem to con!irm that it s#pports the target vision% and de!ine the req#ired c#stom development "or& $ctivities incl#de designing the To-Be processes and technology req#irements% con!ig#ring the processes in the so!t"are% creating the training c#rric#l#m% and developing technical speci!ications !or conversion% reports and !orms&

4.2.6.4 S21#!' #!1#*%&( The b#ilder sho#ld ens#re that the system !#nctions correctly& I! errors are !o#nd the b#ilder o! the system m#st locate the so#rce o! the problem% repair it% and test it again& The b#ilder sho#ld !rom time to time cons#lt "ith Projects 9!!ice and line !#nction managers to !ind o#t abo#t the #ser*s impressions o! the loo and !eel o! the system& 4.2.6.4 8r*#*%& 121#!' +o"-'!%#$#*o%( the provider sho#ld doc#ment the proced#re "hich have been !ollo"ed as the system development proceeds& 6Technical documents: The technical documents should describe in detail every aspect of the development process, from the point of defining the system througha detailed description of what went into the building of the system !o elements should be ignored "a detailed record of the wor# which has been done to date must be put down in writing This will enable a new system builder to build on what a previous one has done

$ser documents: A userdocument or manual is crucial %any users may be at acomplete loss when using a newly built system unless they can refer to a well&written user manual

4.2.6.5. I'/.!'!%#$#*o% $%+ Tr$*%*%&( The project team sho#ld validate and implement the integration o! the ne" b#siness processes% the so!t"are% prod#ction technology% processes and systems sec#rity and controls% and organi2ational in!rastr#ct#re and "or!orce changes& $ctivities sho#ld incl#de per!orming integration and end-#ser training% per!orming process and technology c#tover activities !or =go live*& 4.2.6.6 Pro!"# R!)*!7( The provider sho#ld o#tline a project revie" process4.2.6.5. O%9&o*%& S-//or# $%+ M$*%#!%$%"!( The provider sho#ld o#tline ho" on going s#pport and maintenance "ill be o!!ered& 4. DESIGN AND IMPLEMENTATION PHILOSOPHY3eeds $nalysisThe provider sho#ld o#tline ho" he>she "ill cond#ct a joint needs analysis o! speci!ic req#irements "ith the Projects relevant line !#nctionaries& The core system to be tailor made to s#it the needs o! the 0holesale and 8etail SET$ b#siness process&?oncentrate on core req#irements Based on the res#lts !rom the needs analysis% the provider sho#ld seq#ence the req#irements and concentrate on core req#irements E!!ective implementation is critical The 0holesale and 8etail SET$ regards e!!ective implementation o! a "oring b#siness system rather than the installation o! a so!t"are as critical& 4ence% it is importantto the 0holesale and 8etail SET$ that a clear plan o! action to deal "ith on site s#pport% personnel training is provided& 5. E:PECTED OUTCOME AND DELIVERABLE 7 $ !#lly !#nctional Project Management System ?#stomised +inancial Management System $ trained Projects 9!!ice sta!! $ trained 078SET$ management and sta!! $ c#stomi2ed projects o!!ice .!ront and bac/ in electronic!ormat .?D/ Technical doc#ments 5ser doc#ments 6. COMPETENCY AND E:PERTISE RE;UIREMENTS The provider sho#ld: Be registered as an accredited training provider 4ave trac record 4ave the capacity to develop and implement the system Be able to design training man#als 4ave the necessary capacity to !acilitate training FUNCTIONALITIES =.1. Pro!"#1 F*%$%"*$. M$%$&!'!%# S21#!'The system sho#ld be able to per!orm the !ollo"ing:Project Earned @al#e AraphSho#ld be able to meas#re a series o! categories and overall per!ormance "ithin a project& Meas#re project per!ormance Planned @al#e% $ct#al @al#e% $ct#al ?osts Monetary val#e to time and cost +orecast estimate to complete the project based on c#rrent per!ormance+inancial 8eports 8 Project B#dgets 0or per!ormed vers#s "or sched#led B#dget cost vers#s act#al cost ;#ality o! the project Project e1pendit#re and balance Project spending stat#s on q#arterly and ann#al basis =.2 Pro!"# R!/or#1The system sho#ld prod#ce str#ct#red reports speci!ically !or the !o#r phases o! a project li!e cycle& 8eports sho#ld be based on the !ollo"ing: Planning Implementation Monitoring Eval#ation =.3 Pro!"# F.o7 C0$r#1 The systems sho#ld prod#ce !lo" charts Project +easibility 8eport process Project ?harter approval process Project $pproval process B#dget approval process ?hange 8eq#est process Proc#rement > ?ons#ltant process etc& =.4 Pro!"#1 T!'/.$#!1The system sho#ld be able to prod#ce the !ollo"ing templates: Project In!ormation Inde1 $ction :og ?omm#nication tracing :og ?orrespondence :og Project ?ontact Details ;#ality 8evie" ?heclist 9rganisation ?hart 8eso#rce Speci!ication +orm B#dget $pproval +orm 8is Management +orm9 8is Management :og 8is $ssessment 8is $ction :og 8eso#rce $ssignment Matri1 Tas :ist Milestone Table Min#tes and $ctions !rom meetings ?hange 8eq#est +orm ?hange 8eq#est :og +a#lt Management +orm Iss#e Management +orm Iss#e management :og :og o! Plans and Deliverables Doc#mentation distrib#tion 0or breado"n str#ct#re Project stat#s reports Monthly reports =.4 Pro!"# M$%$&!'!%# Pro"!+-r!1The system sho#ld prod#ce proced#res to be !ollo"ed "ith respect to: Project de!inition 8is Management E1ception Management ;#ality management 4#man 8eso#rce management ?ost management ?omm#nication ?hange management Proc#rement managementetc& =.5 Pro!"# #r$"?*%&The system sho#ld be able to trac project per!ormance in relation to project milestones% deliverables% targets% b#dgets and time!rames etc& =.6 Pro!"# S#$%+$r+1The system sho#ld prod#ce standards that re!ers to the processes% applicableobjectives and deliverables concerned "ith: Project Initiation10 Scope planning and de!inition 0or-breado"n str#ct#re 9rgani2ation Estimating Project Plans E1ception Management 8is Management Proc#rement Management ;#ality Management ?omm#nications Management ?hange Management Project Plan E1ec#tion ?ost control Sched#le control 8eporting ?lose-o#t=.< Pro!"# Do"-'!%#$#*o% $%+ F*..*%&The system sho#ld be able to manage% !ile% store and retrieve all project related doc#mentation in a standardi2ed !ormat "hich incl#des and not limitedto the !ollo"ing: Project register Doc#ment tracing !ile Project ?harter Project Plan Project B#dget Stat#s 8eports Payments 8eceipts ?hange 8eq#est ?ontracts "ith cons#ltants Stat#s reports !rom cons#ltants Min#tes o! meetings Strategy in!ormation Technical man#als Stat#tory doc#ments @endor in!ormation etc&1@. REPORTING RE;UIREMENTS 11The service provider "ill: 8eport directly to the Project Manager S#bmit monthly progress reports S#bmit an eval#ation report at the end o! the project Mae presentations on req#est to 078 SET$ Projects Board11. TIMEFRAME This project is !or the d#ration o! 6 months12. EVALUATION CRITERIA ?@ o! providers ?osting Methodology and $pproach 4istorically Disadvantaged Individ#al Proven Trac 8ecord

12