E-Government Fund Management Strengthening Program

Commission on Information and Communications Technology

Backgroundo May 2008 – Request made to review E-

Government Fund o Review identified areas for improvement

including the application and monitoring processes and the need to strengthen project management

o July 2008 - Recommendations for strengthening the e-Gov Fund based on Best Practices accepted

o November 2008 – Commencing Implementation

Initial Interviews

o Project Agencies Conducted 7 interviews

o CICT Initial meeting with Chairman Preliminary discussions with 3 section heads NCC

o Central Agencies Interview with NEDA, DBM Interview with Congressman (vice chair

appropriations)

o Project Agencies Support for review and improved e-Gov Fund

process Agencies identified at least one element for

improvement Application-Approval-Procurement-Monitoring

Processes Various stages of project implementation

Pre CICT projects and Present CICT projects Project Implementation & Development Issues

Sponsorship/Leadership Project Management Expertise Change Management

Initial Observations

o Project Agencies (cont.)o Project Implementation & Development

Issues (cont.) Risk Management Cross Agency Management Relationships between Agencies and Service

Providers IT skills – Resources Monitoring & Evaluation Reengineering of Business Process

Initial Observations

• CICTo Application Process

Criteria of multiple agency involvement No assistance provided to agencies in

developing proposals No review process before presentation to TWG

o Approval Expanded membership of TWG

oMonitoring Limited to reporting project status & fund

utilization Not reporting milestones, issues resolution

Initial Observations

Best Practices in ICT Project Management

Application of Project Management Institute (PMI) global standards for project management:

Five Process Groups:

Nine Knowledge Areas:

PMI Best Practice project management processes:

•10% Fund•Concept Plan•New application process•Staff level technical review

•Business Plan

•Business Plan Checklist and Scoring Form

•Reporting requirements•Outsourcing•Chief Information Officer

•Monitoring and Quality Assurance Framework

•Closure Report

E-Government Fund Reengineered Areas

E-Government Fund Reengineered Areas

10% Fund: E-Government Fund Technical Assistance Projects

o Project fund to provide support for the successful

implementation of the e-Government projects

o To be funded out of the 10% of the entire e-

Government Fund allocation for a specific year

o To be used to finance the preparation of business

plans and related studies specific to the e-

Government Fund project.

E-Government Fund Reengineered Areas

NEW APPLICATION PROCESS

o Required submission of an initial concept plan

o If approved, agency submits a detailed business

plan

o Technical review at the staff level

o Review and endorsement by an expanded Technical Working Group

o Approval by CICT Chairman

E-Government Fund Reengineered Areas

BUSINESS PLAN

o A detailed management document for the project.

o Application form revised to include critical knowledge

areas used in global best management practice:

Project Management, Communication Management,

Risk Management, Quality Management, Cost

Management, Stakeholder Management, etc.

o Business Plan Scoring Form

E-Government Fund Reengineered Areas

REPORTING REQUIREMENTS

o Milestones Report, regular Status Updates and

Change Request Form

OUTSOURCING

o Projects to be funded shall employ outsourcing to the private sector, including but not limited to outsourcing of data center facilities, as a preferred strategy. Outsourcing aims to increase efficiency and reduce costs, and enables the agency to concentrate on core functions and activities.

E-Government Fund Reengineered Areas

CHIEF INFORMATION OFFICER (CIO)

o Establishing the role of the CIO in strengthening e-

government leadership , establishing a methodology

in project management, quality assurance and risk

management and improving ICT coordination

within and across government agencies.

o Each agency is required to recognize the CIO functions and should designate a CIO.

E-Government Fund Reengineered Areas

MONITORING AND QUALITY ASSURANCE (M&QA)

o To provide consultation and project Monitoring and Quality Assurance from project initiation to planning approval to project close-out.

o To undertake periodic reviews, quality assurance reviews to ensure that agencies are meeting project deliverables.

o M&QA managers, who may be outsourced from the private sector, will be assigned to each project to ensure accurate reporting of project status and realization of project deliverables.

E-Government Fund Reengineered Areas

PROJECT CLOSURE

o The Project Closure report helps agencies take the steps needed to formally wind-up their e-government project.  

o Documenting all of the tasks needed to complete the project and turnover the deliverables to the appropriate department.  

Shift in Roles in the E-Government Fund Management Strengthening Program