Administrative Systems and Institutional … Impact Assessment •Align with Strategic Operations...
Transcript of Administrative Systems and Institutional … Impact Assessment •Align with Strategic Operations...
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Administrative Systems
and
Institutional Infrastructure
<<<>>>
Some Key Considerations for ICT System
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ICT Systems - Key Issues
Why ICT?
Stakeholders
Gaining Support
Institutional Responsibility
Institutional Capacity
Business Operations Model
Organizational Architecture
ICT Function
HR Function
Environmental Support Issues
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Are We Sure?
Reason(s) for system should be defined
Scope should be crystal clear and realistic
Estimated impact should be assessed
Gains should be clear and quantifiable
Development cost justified & underpinned by details
Cost of on-going operation & maintenance should be calculated
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Stakeholders
Identify stakeholders and involve them
Does system require inter-institutional support (e.g. unified collection of tax & contributions)?
Where will database be managed? (e.g. Ministry vs Executive Agency)
Who will access database?
Who is owner of the data?
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Gaining Support Political support necessary?
Support from top management is VITAL
Understanding & involvement from middle management - CRITICAL
• Advantages for middle management must be sold
• Why change – the case should be watertight
• Who wins – and why (who loses?)
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Homework First……
Institutional Impact Assessment
• Align with Strategic Operations Plan
• Assess impact on Governance System
• (Re)Define Business Operations Model
• (Re)Define Organisation Architecture
• (Re)Define Service Delivery Model
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Homework First……
Institutional Impact Assessment (contd.)
• Agree Resources (human, technical and financial) – for new Business Operations Model
• Develop Risk Plan – impact on existing services during development
• Existing ICT systems – cost implications for cessation?
• Existing ICT contracts with suppliers – cost implications?
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ICT Function > Organization Structure
ICT often at wrong level in institution
Re-position – at strategic level
Implications for ICT function
• integration with strategic management team
• increase scope of responsibilities > new systems
• re-organisation of ICT function
• new management needed in ICT function?
• new staff
• up-skilling
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Human Resources - Impact
Audit of ICT and business skills analysis required
Recruit new ICT staff or up-skill existing staff?
Can ICT personnel (with the new skills required by a project) be fitted into existing grade & pay structures?
Is outsourcing required? Where?
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Human Resources - Impact
Recruitment – special methodology needed for ICT specialists?
Training and Development - new requirements, new specialisms
Who trains? Where is training available?
Budget – extra staff, training/up-skilling
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Human Resources - Impact Project Management
• In-house capacity?
• Contract in?
Project Team capacity (training?)
Contract in project team members?
Project Management software & resources
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Environmental Support - External
Communications infrastructure?
ISP providers?
Technology environment – can it support technology choice?
Where will ICT experts be recruited from? (universities, technical institutes etc.)
Role of external consultants
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Environmental Support - Internal
Physical infrastructure to accommodate ICT adequate?
Reliable electricity supply?
Backup system – different location?
Fire, water, theft and other hazards?
Data Center? Cost?
Paper archive? Migration
Fall-back administration system?
Legacy system – keep or phase out?
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Some Technical Considerations
• Chosen technology must be sustainable and affordable • Chosen technology must be adaptable • Enable de-linkage of back-office processing from front-
office service delivery • Keep data (and data validation rules & procedures)
separate from regulation and business rules and from business data validation logic
• Keep related functions modular – to enable amendments to be undertaken with minimum impact on related process software
• Combine similar functions across various benefit types – single registration module, single database update module etc.