PROJECT FOR THE PROMOTION OF EXCELLENCE IN PUBLIC...
Transcript of PROJECT FOR THE PROMOTION OF EXCELLENCE IN PUBLIC...
PROJECT FOR THE PROMOTION OF EXCELLENCE IN
PUBLIC MANAGEMENT OF THE MUNICIPALITY OF RIO DE
JANEIRO
(RIO EXCELLENCE PROJECT)
Term of Reference
For the preparation of a Master Plan of
Information Technology for the
City Hall of the City of Rio de Janeiro
Activity 3.2.3.0.1
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Table of Contents
Justification, Background and the Context ................................................................ 3
1.1 Justifications ......................................................................................................... 3
1.2 ICT Context in the City Hall ..................................................................................... 4
1.3 The Context of Information Technology and Communication in the Public Sector .... 6
2. The Initiative Rio Cidade Inteligente ................................................................. 7
3. Subject Matter of Contracting ........................................................................ 10
4. Scope of the Work and Project Limitations ..................................................... 10
4.1 Project Organization ............................................................................................ 10
4.2 Strategic adjustment and diagnosis of current status ............................................ 11
4.3 Modelling of macroprocesses and functional platforms ........................................ 11
4.4 Modelling of ICT governance ................................................................................ 12
4.5 Modelling of ICT architecture ............................................................................... 13
4.6 Feasibility Studies and Focus on Implementation.................................................. 14
4.7 Master Plan Definition ......................................................................................... 15
5. Expected Products and Results ....................................................................... 15
6. Performance Deadline and Disbursement Schedule ........................................ 18
7. Specification of Key Team .............................................................................. 19
8. Available Inputs ............................................................................................. 20
9. Management of the Consulting Company ...................................................... 20
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Justification, Background and the Context
On 08/26/2014, MRJ and Banco Mundial executed the loan agreement for the
performance of the Project for Promotion of Excellence in Public Management of the
Municipality of Rio de Janeiro - Rio Excellence Project, a project of technical assistance
which will aim at strengthening the following municipal administration areas:
(i) public investment management,
(ii) innovation in the rendering of public services,
(iii) social governance and monitoring and assessment of public policies;
and
(iv) environmental management.
The Consulting service covered by this Term of Reference comprises
Component 3 (Strengthening of Social Governance and Monitoring and Assessment) of
Rio Excellence Project.
1.1 Justifications
The main justification for such contracting relates to the actual problems faced
by Information and Communication Technology (ICT), leading to risks of interruption of
critical services and operations of the city hall, mainly caused by insufficient
Investments over many years, resulting: in obsolescence of ICT infrastructure; low
connectivity and weaknesses of telecommunication services; information systems
legacy supported by outdated technologies; vertical and not integrated database; lack
of assistance of technological tools to some of the Secretariat and lack of cooperation
tools providing a better integration to municipal processes.
The difficulties in the technology infrastructure may cause loss of efficiency,
thus causing: slowness of data network; failure to collect tax revenues; difficulty in the
operation and integration of bodies; delay in school enrollments and difficulty of a
more effective control of the rendered services.
Some of the critical systems that may produce great impact with the
interruption or shortage of the services: Electronical Invoice; IPTU (Urban Real State
Tax); ISS (Municipal Services Tax); Overdue Debt; Regulation of Beds; Digital
Enrollment; 1746; Virtual PA; SMU Online License; Web Permit; Medical Discharge;
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EGP (Public Management School) Web; SICOP (Single Protocol Control System);
FINCON and ERGON.
Other justifications are, as follows:
a) Insufficient investments over many years, resulting: in obsolescence of ICT
infrastructure; low connectivity and weaknesses of telecommunication
services; information systems legacy supported by outdated technologies;
vertical and not integrated database; lack of assistance of technological
tools to some of the Secretariat and lack of cooperation tools providing a
better integration to municipal processes;
b) Organizational limitation of PCRJ in performing activities required under
ICT, whether due to the lack of funds, or to the lack of a corporate
governance model;
c) Need for transformation of the ICT management model for an effective
support to activities and services of public administration;
d) Consolidation of the planning and implementation of strategic and
innovative initiatives included in the platform Rio Cidade Inteligente.
1.2 ICT Context in the City Hall
a) IplanRio, the Municipal Computer Company of the City Hall of the City of
Rio de Janeiro is liable for managing ICT funds, rendering services similar
to indirect and direct municipal bodies; however, over the years, it has
been suffering with the lack of investments and the lack of a more
appropriate governance model to public service.
b) The City Hall of Rio de Janeiro released on April 17, 2012 the Strategic Plan
for the period comprising the years 2013 and 2016. This Planning
continues, updates and expands the Plan in force which ends in 2012. The
experience obtained throughout the implementation of strategic
initiatives over the last four (4) years expressed the need for a more strict
transformation of the support rendered by ICT to the activities and
services of public administration of the city;
c) Currently, the City Hall of Rio de Janeiro does not have a special structure
for Information Technology and Communication Governance - ICT, and it
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is known that ICT programs and initiatives are fragmented, distributed by
several bodies, in noncompliance with strategic guidelines or more
comprehensive governmental orders. In part, such situation started in the
initial stage of maturity of the Municipal Government regarding the
support to formulation and implementation of governance strategies and
technology management. Thus, a substantial waste of energy and
investments is estimated, since they are individual and, often, redundant
actions, leading the Municipal Government to provide a level of assistance
to citizens inferior to the one that would be possible by means of the
same human, material and technological resources available;
d) The evidence of low investments in ICT infrastructure, the risks to critical
processes of municipal operation, for example the Center for Regulation
of Beds, Rio Operations Center – COR, Nota Fiscal Carioca (Carioca
Invoice), services requiring a high level of availability and soundness in ICT,
the low quality of connectivity being one of the services with the largest
number of complaints. All this result in low quality of services rendered.
e) The new Strategic Plan estimates innovative and fundamental initiatives
for the evolution of the city, including telemedicine solutions, electronic
medical records of patients, intelligent sign and traffic estimate system,
availability of virtual channels for the access to the City Hall’s services,
implementation of Base Cidadão, a greater integration of information in
COR and in assistance programs, among others. In order to promote this
improvement it was created a specific initiative named Rio Cidade
Inteligente, included in the own Strategic Plan, which will comprise the
modelling, purchase and implementation projects of all technology
components necessary to support the corporate activities of the City Hall,
including the ICT governance, the structuring of an internal area and a
better use of the bodies associated with the ICT management at PCRJ.
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1.3 The Context of Information Technology and Communication in the Public
Sector
a) The dynamics of the Information Technology and Communication - ICT
caused, especially over the last twenty years, huge changes, thus
transforming the ICT departments into truly strategic partners of business
actions. The improvement of social media, portable equipment and several
sourcing of services and systems are evidences that the dynamics of this
sector is changing the way technology may influence the routine of
organizations and citizens;
b) Thus ICT has become a strategic area for companies and not only an area
sort of or purely operational. Its importance for obtaining success in the
enterprises raised the area to the command level (c-level) of organizations;
c) In the public sector, the transformation of ICT had not the same speed and
many governments, in all scopes, held operating structures in the command
of the area, without developing strategies providing the same
improvements of the private enterprise.
d) The City Hall of Rio de Janeiro intends to reach a global leading behavior,
which is expressed by the prospect of the city for 2030, i.e., to be deemed
as the best city of the southern hemisphere to live in, work at and visit. The
Strategic Plan defines an initiative to cope with such perspective and this
provision of details of a Master Plan for the ICT of the City Hall will boost
the success of initiatives and the achievement of the Prospect itself.
Accordingly, the subject matter of this Term of Reference is justified, since the
products resulting from this contracting aim to promote and strengthen the
development of the City Hall of the City of Rio de Janeiro and, consequently, the City as
a whole.
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2. The Initiative Rio Cidade Inteligente
The services rendered by the City Hall of Rio de Janeiro are extremely
diversified and involve over thirty (30) municipal secretariats and over ten (10) public
companies. In order to turn this Project more agile and pragmatic, we focused on some
of the areas of result of administration, namely those areas considered strategic and so
described in Strategic Plan 2013-2016. They are the following:
1. Health and Education
2. Transportation
3. Housing and Urbanization
4. Public Order and Conservation
5. Public Finance and Management
6. Environment and Sustainability
7. Economic Development
8. Social Development and Culture
Thus, we will restrict the scope of the Project to the involvement of some
municipal secretariats, public municipal companies, municipal authorities and
municipal foundations. They are the following: Major’s office, Administration, Social
Assistance, Civil House, CET-Rio, Comlurb, Public Services and Conservation, Culture,
Education, Treasury, Geo-Rio, Municipal Guard, Housing, IplanRio, IPP, Environment,
Works, Public Order, Rio-Águas, Health and Civil Defense, Transportation, Sports and
Leisure, Rioluz, Rio Operations Center – COR, Tourism and Urbanism.
The Initiative will comprise an integrated program of transformation of ICT
involving the modelling of all components of information technology and
communication, i.e., infrastructure items, governance in City Hall, electronic
government policies, processes and systems, project definition, economic feasibility
studies, purchase of products and services, and actions for short and long-term
implementation.
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The development of the initiative will be classified in three (03) consecutive
steps with the purpose of mitigating the risks involved and providing a controlled
progress.
Figure 1 - Project Steps
Step 1 – ICT Master Plan – It aims to perform modellings and planning required
in order to adjust the information technology and communication of the City Hall to
the demands of the city, to the other initiatives of the 2013-2016 Strategic Plan and to
Rio’s Perspective for 2030.
By the end of this step all modellings of infrastructure, governance, policies,
processes and systems will be highly defined, as well as the description of all projects
required for its implementation and the appropriate feasibility studies.
In order to perform this step, the City Hall will be supported by an expert
consulting company, to be contracted based on this Term of Reference, and the
development deadline is estimated around 6 months.
Step 2 – Short-term Implementation, Purchases and Provision of Details – It
will start soon after the completion of the first step (Master Plan) and its projects will
be defined in the Master Plan itself (Step 1). The deadline for completion of this step
must be of at least twelve (12) months.
The general approach of the Initiative estimates detailing works for items
requiring deeper modellings, such as, for example, advanced ICT processes, functional,
Step 1 Step 2 Step 3
ICT Master
Plan
Purchases
Provision of Details
LP Implementations
Integrated Management of Initiative
CP Implementation
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corporate or final processes, which require greater definitions for ICT support, and any
specific studies related to the definition of ICT items which have been determined
during step 1.
For ICT items fully defined during the first step comprising products or
services to be contracted, such as, for example, infrastructure items, the purchase
processes will be performed in this step 2.
For modellings performed in Master Plan which do not require additional
modellings or purchases, such as, for example, the governance and the basic ICT
processes in the City Hall, the respective implementation projects will be performed in
short-term, i.e., throughout step 2.
Also during Step 2, the Integrated Management of the Initiative will take
place, aiming to monitor the development of several projects and perform appropriate
adjustments, following the recommended practices for the Programs and Projects
Management. For this activity, the City Hall intends to be supported by the expert
consulting company in charge for the support to the preparation of Master Plan.
Step 2 IS NOT THE SCOPE OF THIS TERM OF REFERENCE and will be further
revised in Master Plan. It is expected to be completed within a maximum deadline of
twelve (12) months.
Step 3 – Long-term Implementations, Purchases and Provision of Details – It
is the third and last step of the Initiative “Rio Cidade Inteligente” which will consist of
long-term implementations of all items demanding more time, whether for more
detailed modellings, more extensive or complex purchase procedures. The definition
of these implementation projects will be made in Master Plan.
The Integrated Management of the Initiative will remain throughout the
entire step 3, with external support, AND WILL ALSO NOT BE PART OF THE SCOPE OF
THIS TERM OF REFERENCE. The deadline for the completion of this phase will not
exceed 36 months, completing the initiative.
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3. Subject Matter of Contracting
The subject matter of this Term of Reference is the description of technical and
business elements which will provide the grounds for contracting a Consulting
Company of Information Technology and Communication – ICT, in order to define a
Master Plan, comprising a new Information Technology and Communication
Operation and Management Model which will guide the transformation of ICT into an
effective tool for the Public Management of the Municipality of Rio de Janeiro.
4. Scope of the Work and Project Limitations
ICT Master Plan will comply with the following structure of activities for its
development:
Project Organization
Strategic adjustment and diagnosis of current status;
Modelling of macroprocesses and functional platforms
Modelling of ICT governance
Modelling of ICT architecture
Feasibility studies and focus on implementation
Master Plan Definition
4.1 Project Organization
Purposes:
To prepare a detailed work plan and a plan of the management procedures of
the Project, the structuring of the team of participants of the City Hall and consulting,
the definition of documentation required for the approval of products and services,
the availability of space and support to the Project and the performance of the initial
event and the subsequent monitoring events along with the head departments.
Products:
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P1 – Project Organization Report
P2 - Monitoring Report
4.2 Strategic adjustment and diagnosis of current status
Purposes:
To analyze the strategic plan of the City Hall and the current status of the
main macroprocesses covered by the areas of result, whose purposes are the
following:
(i) To identify the demands of the strategic initiatives and its ICT impacts;
(ii) To map the level of support of systems to the corporate or final processes and the
current ICT infrastructure, including platforms of processing, data, connectivity and
safety;
(iii) To survey the governance and macroprocesses of ICT management in force and
(iv) To prepare a diagnosis reporting the risks, bottlenecks, functional and technical
deficiencies and any inadequacies to the current or expected service levels.
Products:
P3 – ICT Impacts and Strategic Adjustment Report
P4 - Current ICT Support and Macroprocesses Descriptive Report
P5 – Current ICT Infrastructure Descriptive Report
P6 – Current ICT Governance Descriptive Report
P7 – Current ICT Status Diagnosis Report
4.3 Modelling of macroprocesses and functional platforms
Purposes:
The main driver of the transformation of information technology and
communication is its adjustment to the macroprocesses and strategies of the City Hall.
The modelling activity of macroprocesses and functional platforms will provide such
adjustment, based on the guidelines and initiatives outlined in strategic plan.
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The challenge of this activity consists in redesigning the current
macroprocesses into new functional platforms in order to provide a significant
efficiency gain to the management and operation of the City Hall. The submission, by
the expert consulting company, of references in process models in governments,
especially municipalities, as well as innovations in the use of channels, management
and public services are extremely important. It will be made the transfer of knowledge,
models and references, from the consulting company to the city hall team, which must
be expressed in the work proposal of the consulting company.
Products:
P8 – New Functional Architecture Modelling Report (Platforms)
P9 - Proposed Macroprocesses Descriptive Report
P10 - Corporate Data Architecture Modelling Report
4.4 Modelling of ICT governance
Purposes:
To propose new governance models for the management and operation of
information technology and communication in the City Hall and to select that which
better adapts to the desired culture and transformation. A transition governance is
likely to be established during the entire development of the initiative until Rio Cidade
Inteligente has been fully implemented, i.e., until 2016. The transition governance
modelling, as well as the final modelling are the subject matter of this activity.
Considering the existence of a public company - IplanRio - aimed to render
exclusive ICT support to the City Hall of Rio de Janeiro, this modelling will include
analyses and proposals for the repositioning and potential restructuring of the
company within the new governance model.
The consulting company will submit a knowledge contribution on successful
governance models in great ICT transformations, as well as on high-performance
governments worldwide. The transfer of knowledge, from the consulting company to
the City Hall team, will be clearly defined in the proposal of the consulting company.
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ICT governance will comprise organizational aspects, such as structures and
responsibilities in the bodies of the City Hall and in IplanRio, operational aspects, such
as the modelling and architecture of macroprocesses of ICT management and
operation and sourcing matters, such as determining what can or cannot be
outsourced.
Products:
P11 – City Hall’s ICT Governance Model Report
P12 – PCRJ’s ICT Bodies Structure Report
P13 – ICT Macroprocesses Model Report
4.5 Modelling of ICT architecture
Purposes:
It is the definition of all components required for the full support to the
management and operation of the City Hall, within the scope of this Project. The
architecture of applications, built over functional platforms, will submit the
recommendations of systems of support to macroprocesses, corporate and final, and
the technical architecture must submit the recommendations for the infrastructure
items.
This activity will propose potential solutions to systems and infrastructure, by
qualifying and quantifying the solutions such as packs, tailored systems, tools,
architecture services, integration and safety, servers, work stations, data connection
networks and other equipment and software.
The consulting company will submit information on suppliers and the
characteristics of several solutions available in the market, and will apply a
methodology enabling the independent assessment of the advantages and
disadvantages of each solution. This activity will also require the analysis of references
and successful cases of ICT solutions in public sector. The transfer of knowledge and
techniques, from the consulting company to the City Hall team, will be clearly
evidenced in the work proposal of the consulting company.
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Products:
P14 – Applications Architecture Modeling Report
P15 – Technical Architecture Modeling Report
P16 - Data Architecture Modelling Report
4.6 Feasibility Studies and Focus on Implementation
Purposes:
The span of the ICT transformation in the City Hall, in addition to the
particularities of public sector, namely the funding processes and that of purchase of
products and services, demand a careful feasibility analysis and that of implementation
strategy, including the management of the change.
This activity consists of the calculation of investments and the payment of the
expenses with the proposed solutions, the assessment of the complexity of
implementation processes, the identification of the need for qualified human
resources, the analysis of interdependencies among several solutions and processes
and the weighing of strategic and functional priorities of the City Hall, with the purpose
of establishing a pragmatic, actionable focus of implementation with controlled risks
and high chance of success.
Special attention must be given to the following aspects, which will deserve
specific analyses:
1) Data migration strategy
2) Processes and structures transition strategy
3) Personnel training and allocation strategy
4) Purchase strategy
The expert consulting company will make available and apply a methodology
proven at identification and at the balance of all these factors, proposing alternative
focuses for the implementation, providing the strengths and weaknesses of each
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alternative. References of similar projects will be presented and visits to, at least, to
successful cases will be scheduled and held by the consulting companies.
Products:
P17 – Financial and Technical Feasibility Study Report
P18 - Implementation Focus Report
4.7 Master Plan Definition
Purposes:
The challenge of this activity is to make it feasible the implementation of
approved ICT models through a well-structured master plan of projects, duly qualified
and quantified in its subject matter, scope, extent, responsibilities, financial, physical
and human resources, schedules with deadlines and performance milestones, risks,
interference, interdependence, critical success factors and performance governance.
The expert consulting company will submit and apply a project definition
methodology comprising all abovementioned items, adjusted to the approved
Implementation Focus. Such methodology will be transferred to the city hall team and
the approach for this transfer will be explained in the work proposal of the consulting
company.
At the end thereof, the Master Plan will be required with all previously
complied products updated with the last definitions of the Project and also comprising
the proposal for Integrated Initiative Management to be developed from the second
step.
Products:
P19 – Project Definition Report
P20 – Master Plan Report
5. Expected Products and Results
The final products expected in view of the contracting from the Term of
Reference are the following:
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P1 – Project Organization Report;
P2 - Monitoring Report;
P3 – ICT Impacts and Strategic Adjustment Report;
P4 - Current ICT Support and Macroprocesses Descriptive Report;
P5 – Current ICT Infrastructure Descriptive Report;
P6 – Current ICT Governance Descriptive Report;
P7 – Current ICT Status Diagnosis Report;
P8 – New Functional Architecture Modelling Report (Platforms);
P9 - Proposed Macroprocesses Descriptive Report;
P10 - Corporate Data Architecture Modelling Report;
P11 – City Hall’s ICT Governance Model Report;
P12 – PCRJ’s ICT Bodies Structure Report;
P13 – ICT Macroprocesses Model Report;
P14 – Applications Architecture Modeling Report;
P15 – Technical Architecture Modeling Report;
P16 - Data Architecture Modelling Report;
P17 – Financial and Technical Feasibility Study Report;
P18 - Implementation Focus Report;
P19 – Project Definition Report;
P20 – Master Plan Report;
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Step 1 Products
Project Organization
Strategic adjustment and
diagnosis of current status
Modelling of macroprocesses,
data and functional platforms
ICT governance modelling
ICT architecture modelling
Implementation focus and feasibility
studies
Master Plan Definition
P1 – Project organization
report
P2 – Monitoring Report
P3 – Strategic Adjustment
Report and ICT Impact
P4 – Current ICT Support and
Macroprocesses Descriptive Report
P5 – Current ICT Infrastructure
Descriptive Report
P6 – Current ICT Governance
Descriptive Report
P7 – Current ICT Status Diagnosis
Report
P8 – New Functional Architecture
Modelling Report (Platforms)
P9 – Proposed Macroprocesses
Descriptive Report
P10 – Corporate Data Architecture Modelling Report
P11 – City Hall’s ICT Governance Model
Report
P12 – PCRJ’s ICT Bodies Structure
Report
P17 – Financial and Technical Feasibility
Study Report
P19 – Project Definition Report
P20 – Master Plan Report
P18 – Implementation
Focus Report
P13 – ICT Macroprocesses
Model Report
P14 – Applications Architecture
Modeling Report
P15 – Technical Architecture
Modeling Report
P16 – Data Architecture
Modelling Report
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6. Performance Deadline and Disbursement Schedule
The full deadline for the performance of the contracted subject matter based on
this term of reference is of up to one hundred eighty (180) calendar days, as of the
execution hereof.
The maximum deadlines for the delivery of products provided in this Term of
Reference are the following:
PRODUCT DELIVERY DEADLINE
% TO BE RECEIVED
1) Project Organization Report Week 2 2,52
2) Monitoring Report; Week 2 2,52
3) ICT Impacts and Strategic Adjustment Report; Week 4 3,78
4) Current ICT Support and Macroprocesses Descriptive Report;
Week 5 5,04
5) Current ICT Infrastructure Descriptive Report; Week 6 4,20
6) Current ICT Governance Descriptive Report; Week 5 3,36
7) Current ICT Status Diagnosis Report; Week 6 2,52
8) New Functional Architecture Modelling Report (Platforms);
Week 11 6,30
9) Proposed Macroprocesses Descriptive Report; Week 10 3,36
10) Corporate Data Architecture Modelling Report; Week 12 6,30
11) City Hall’s ICT Governance Model Report; Week 13 2,10
12) PCRJ’s ICT Bodies Structure Report; Week 11 1,26
13) ICT Macroprocesses Model Report; Week 12 3,36
14) Applications Architecture Modeling Report; Week 18 10,08
15) Technical Architecture Modeling Report; Week 18 10,08
16) Data Architecture Modelling Report; Week 18 10,08
17) Financial and Technical Feasibility Study Report; Week 20 5,04
18) Implementation Focus Report; Week 20 3,36
19) Project Definition Report; Week 24 8,40
20) Master Plan Report; Week 24 6,30
6.1. The provisional acceptance must be granted by the Supervisory Commission
within ten (10) business days after the receipt of products provided in this Term of
Reference.
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6.2. The final acceptance must be granted within thirty (30) business days, as of the
provisional acceptance by the Supervisory Commission, as per Decree 34.012 dated
June 20, 2011.
7. Specification of Key Team
Key Team will comprise, at least, professionals with the following
characteristics:
Qty Position Level Operating Area
1 Officer Committee Management
1 Manager General Project Management
1 Consultant Governance / Change Management
2 Consultant Business Applications Architecture
2 Consultant Data / Technical Architecture Management
1 Consultant ICT Strategy
1 Consultant ICT Processes
1 Consultant ICT – Public Sector (Expert)
2 Analyst ICT Planning
For the development of activities provided in this Term of Reference the
following curriculums will be appreciated:
Technical-academic qualification of the team, preferably in the areas of
social sciences, political sciences, communication, economy,
administration, social service, international relations, engineering, human
rights or public administration, computer science and the like;
Graduate degree;
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Professional experience in the preparing, managing and monitoring
projects, related to ICT management and governance.
After the execution of the contract, the key team will not be replaced without
the authorization of the contracting party and, in the events of previous revision, it
must also be authorized by Banco Mundial.
The replacement of a professional from key team will only be requested upon
the provision of a curriculum equivalent or superior to that of the professional to be
replaced;
8. Available Inputs
Room for up to ten (10) people within IPLAN’s facilities;
Conference room;
Internet access in accordance with safety policy;
Internal and external extensions and;
Information needed for the development of the work.
9. Management of the Consulting Company
Whenever required, the contracted company will contact IPP and IplanRio in
writing. The products and reports must be delivered to the Contracting Supervisory
team.