e Governance Application Ethiopia

1
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.

2
e- Governance ApplicationEthiopia

• Integrated Planning and Management System
• (IPMS)Based on the principles of Management by
  Objectives and Results
  
• (MOR)

3
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.
  

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e-Governance ApplicationEthiopia

• IPMS
• The process is divided in to three major
  phases
  
• Setting Objectives
• Work Planning(Action Plan)
• Control(Guiding the plan)

5
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.

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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
  areFuture Work oriented.
  

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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

8
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
  

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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
  

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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

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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..

12
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.

13
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.
  

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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

15
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

16
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.

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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.

18
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.
  

19
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

20
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.

21
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.
  

22
e-Governance Application Ethiopia

• Woubalem Taye
• Managing Partner
• Information Technology Solutions
• Addis Ababa, Ethiopia
• Tel [phone] Mobile[phone]
  
  
• Fax [phone]
• E-mail ethioits_at_telecom.net.et
• ethioits_at_hotmail.com