e- Governance Application Ethiopia 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.
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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.
e- Governance ApplicationEthiopia
Integrated Planning and Management System
(IPMS)Based on the principles of Management by Objectives and Results
(MOR)
e- Governance ApplicationEthiopia
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)
e-Governance ApplicationEthiopia
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.
e-Governance ApplicationEthiopia
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.
e-Governance ApplicationEthiopia
• Provides summarized status reports (MIS) for all levels of Management.
• Improves coordination between functions and departments.
• Creates active instead of reactive management
e-Governance ApplicationEthiopia
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
e-Governance ApplicationEthiopia
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
e-Governance ApplicationEthiopia
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
e-Governance ApplicationEthiopia
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.
.
e-Governance ApplicationEthiopia
• 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.
e-Governance ApplicationEthiopia
• 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.
e-Governance ApplicationEthiopia
• 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
IPMS Implementation In Civil Service Organizations
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.
IPMS Implementation In Civil Service Organizations
• 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