Session3 introduction to e governance project lifecycle

e-GOVERNANCE PROJECT LIFE CYCLE

Project Management Office/Unit
E-governance Project life cycle
1
Vision &
Strategy
Developme
nt
2
Current
State
Assessment
3
Future
State
Definition
5
Develop
and
implement
IT system
4
Implementatio
n approach
and sourcing
6
Operate
and
sustain
Change Management and Communications
2

Need for a more robust approach for e-governance
 To support government’s education organizations to:
• Get it right first time
• Orient project designs with stakeholder focus and needs
• Achieve heightened focus on business and stakeholder benefits
• Prioritization of requirements in line with business and stakeholder
needs
• Support in adoption of best practices and right approach at each phase
• Manage the private sector participation and project delivery to the
results
• Phased implementation with minimal impact and maximum results to
stakeholders
7

Essential elements of e-government project
 Vision and strategy
 Government Process Re-engineering (BPR/FPR)
 Enterprise Architecture
 Software development and IT Infrastructure implementation
 Business model
 Legal Framework
 Change Management
 Training and Capacity Building
 Project and Program Management
 Monitoring & Evaluation…
8
IT is only a
component

1. Vision &
Strategy
Development
2. Current
State
Assessment
3. Future
State
Definition
4.
Implementati
on approach
and sourcing
5. Develop
and
implement IT
system
6. Operate
and sustain
9

Vision &
Strategy
Development
2. Current
State
Assessment
3. Future State
Definition
4.
Implementation
approach and
sourcing
5. Develop and
implement IT
system
6. Operate and
sustain
??
10

e-Governance Project Life Cycle (eGLC)
PHASE 1: VISION & STRATEGY DEVELOPMENT
 KEY ACTIVITIES
 Needs Assessment
 Define clear vision & objectives
 Prioritization of services and projects
 Incorporate domestic and global learnings
 Identify institutional structures & capacities for
implementation
 Define funding requirements
 Define monitoring and evaluation approach…
11

Phase 1: Vision & Strategy Development Typically
Includes
 Assessment of department functions and services
 Services listing and prioritization based on vision and objectives
 Identification of projects for achieving the vision and objectives
and prioritization of projects
 Definition of expected benefits, outputs and outcomes
 Definition of implementation roadmap and timelines
 Definition of institutional structures required, including roles
and responsibilities for implementation of identified projects
 Assessment of funding requirements for implementation of
strategy
 Risk assessment and mitigation measures definition…
 Monitoring & Evaluation framework
12

13
1. Vision & Strategy
Development
2. Current
State
Assessment
3. Future State
Definition
4. Implementation
approach and
sourcing
5. Develop and
implement IT
system
6. Operate and
sustain
??

 To perform an in-depth assessment of business functions
and services identified for coverage under e-Governance
project to understand:
 Current approach for performing the business functions
and service delivery
 The key challenges and to identify improvement areas
 Stakeholder needs and expectations
 Good practices and learnings from similar implementations
in similar domains
 Current systems (IT) implemented in the department,
coverage and gaps
 Organization structures and people capacities etc
PHASE 2: CURRENT STATE ASSESSMENT
14

PHASE 2: CURRENT STATE (AS-IS) ASSESSMENT
As-Is Assessment is carried out along the following dimensions:
16
AS-IS
ASSESSMENT
IT
Systems
Business
Processes
People

 KEY OUTPUTS/DELIVERABLES
17
PHASE 2: CURRENT STATE ASSESSMENT
• Process maps
• Pain points
• Initial
improvement
areas
• Stakeholder
needs
As-Is
Processes
• IT Systems
• Scope and
functionality
• Strengths and
gaps
• IT Infrastructure
(network,
security, data
center)..
As-Is IT
Environment
• Organizational
structures
• Roles and
responsibilities
• Capacities and
skill sets
• Change barriers..
As-Is People
Environment

18
Development
2. Current State
Assessment
3. Future
State
Definition
4. Implementation
approach and
sourcing
5. Develop and
implement IT
system
6. Operate and
sustain
??

e-Governance Project Lifecycle (eGLC)
PHASE 3: DEFINE FUTURE STATE (TO-BE DEFINITION)
 To define how the identified business functions and services
shall be performed going forward
 To define the new business processes
 To define IT solutions and services for automation of new
business processes
 To define people change management, capacity building
and communication requirements for project
implementation
19

20
To-be definition is performed along the following dimensions:
TO-BE
DEFINITION
IT
Systems
Business
Processes
People

21
KEY OUTPUTS/DELIVERABLES
• To - be
business
processes
• New process
KPIs/metrics
• Changes to
the legal and
policy
environment
To-be
Processes
Functional Architecture and
Requirements specifications
Enterprise Architecture
covering Application, data,
network, security, data center
architecture
Data digitization and
migration strategy
SLAs
To-be IT
Environment
• Institutional structures
needed for project
implementation
• Training and Capacity
building plan
• Change Management
Plan
• Communications
Management Plan
To-be People
Environment

22
Development
2. Current State
Assessment
3. Future State
Definition
4.
Implementation
approach and
sourcing
5. Develop and
implement IT
system
6. Operate and
sustain
??

Implementatio
n Approach
and Plan
Business
Model
Definition
RFP and
Contract
Development
Vendor
Evaluation
and Selection
 KEY ACTIVITIES/OUT PUTS/DELIVERABLES
23
PHASE 4: IMPLEMENTATION APPROACH AND SOURCING
 Implementation
Approach and Plan
 Implementation
timelines
 Identification of
key stakeholders
and their roles and
responsibilities
 Monitoring and
Evaluation (M & E)
Plan
 Project
investments and
costs
 Business/implem
entation model
 Payment terms
 SLAs
 Procurement
approach
 Request for
Proposals (RFP)
 Contract
Documents/Agre
ements
 Pre-bid minutes
and clarifications
 Vendor
evaluation
reports
 Vendor (s)
identification
 Signed contract
documents

24
1. Vision &
Strategy
Development
2. Current State
Assessment
3. Future State
Definition
4.
Implementation
approach and
sourcing
5. Develop
and
implement
IT system
6. Operate and
sustain
??

25
PHASE 5: DEVELOP AND IMPLEMENT IT SYSTEM
Requirement
Specification
DeploymentTesting
Construction
(development
or coding)
System
Design
SOFTWARE DEVELOPMENT LIFE CYCLE
System design and development
Software quality assurance, acceptance
testing and auditing
Training and capacity building
Change management and project
communications
Definition of
detailed
functional
and
technical
requirements
Project
documentation
Project go-live

26
1. Vision &
Strategy
Development
2. Current State
Assessment
3. Future State
Definition
4.
Implementation
approach and
sourcing
5. Develop and
implement IT
system
6. Operate
and
sustain
??

PHASE 6: OPERATE AND SUSTAIN
 KEY ACTIVITIES
 System operations and maintenance
 Software change management
 Rollout services and systems (functionality and geography)
 Objectives and benefits evaluation and reinforcement
 Sustained change, capacity building and communications..
27

28
1. Vision &
Strategy
Development
2. Current State
Assessment
3. Future State
Definition
4. Implementation
approach and
sourcing
5. Develop and
implement IT
system
6. Operate and
sustain
??

PROJECT MANAGEMENT OFFICE/UNIT
 OBJECTIVES
• To provide direction and to manage the project through out the lifecycle
• To ensure project development and implementation inline with the overall
vision and objectives
• To operationalise the project strategy inline with the defined timelines
• To ensure application of learnings and best practices across
initiatives/geographies/ functions
• Coordinate, monitor and track the project activities…..
 COMPOSITION:
• Consists of management and operations team from Government with
experts/support staff from private sector entities
• Reports to project leadership team for seeking necessary guidance and
support
• To be intact throughout the project lifecycle till successful stabilization of
the systems and operations
• Size of team, roles and responsibilities may vary from phase to phase
29

Development
2. Current State
Assessment
3. Future State
Definition
4. Implementation
approach and
sourcing
5. Develop and
implement IT
system
6. Operate and
sustain
??
30

 Generally is driven by Project Management Office/Unit
 Objective is to address and manage the ‘people’ related
aspects in the project implementation including:
• Managing the people change in terms of
addressing the resistance
• Managing people resistance to change
• Communicating the project vision, objectives
and benefits to all the stakeholders
• To build skill sets and capacities across various
levels in the organization to adopt new
processes and systems
31
CHANGE MANAGEMENT AND COMMUNICATIONS

32
e-Governance
Strategy
Development
Current State
Assessment
Future State
Definition
Implementation
approach and
sourcing
Develop and
implement IT
system
Operate and
sustain
• Needs Assessment
• Define clear vision &
objectives
• Prioritization of
services and projects
• Incorporate domestic
and global learnings
• Identify institutional
structures &
capacities for
implementation
• Define funding
requirements
• Define monitoring
and evaluation
approach…
• Critical assessment
of current business
processes and pain
areas
• Best practices in
similar environments
• Assess legal
framework and
current limitations
• Assess current ICT
systems and their
ability to support
future plans
• Assessment of
current capacities at
all levels and their
preparedness for e-
governance..
• Process
reengineering and to
–be process
definition
• Identity IT
enablement
opportunities and
requirements
• Define changes to
the legal and
regulatory
environment
• Develop People
change and capacity
building plan
• Develop project
awareness and
communication
requirements…
• Define
implementation
approach and
phasing plan
(functional and
geographic)
• Assess detailed
funding
requirements and
business model
• Develop vendor
evaluation and
selection criteria
• Develop KPIs and
performance levels
for services and
systems
• Develop RFP
• Bid evaluation and
vendor selection
• Definition of detailed
functional and
technical
requirements
• System design and
development
• Software quality
assurance,
acceptance testing
and auditing
• Training and
capacity building
• Change management
and project
communications
• Project
documentation
• Project go-live
• System operations
and maintenance
• Software change
management
• Rollout services and
systems
(functionality and
geography)
• Objectives and
benefits evaluation
and reinforcement
• Sustained change,
capacity building
and
communications..

Session3 introduction to e governance project lifecycle

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