Session3 introduction to e governance project lifecycle

AP GOVT PLANNINGS

1. e-GOVERNANCE PROJECT LIFE CYCLE

2. 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

3. Need for a more robust approach for e-governance
Tosupportgovernment’seducationorganizationsto:
•Getitrightfirsttime
•Orientprojectdesignswithstakeholderfocusandneeds
•Achieveheightenedfocusonbusinessandstakeholderbenefits
•Prioritizationofrequirementsinlinewithbusinessandstakeholder
needs
•Supportinadoptionofbestpracticesandrightapproachateachphase
•Managetheprivatesectorparticipationandprojectdeliverytothe
results
•Phasedimplementationwithminimalimpactandmaximum resultsto
stakeholders
7

4. Essential elements of e-government project
Visionandstrategy
GovernmentProcessRe-engineering(BPR/FPR)
EnterpriseArchitecture
SoftwaredevelopmentandITInfrastructureimplementation
Businessmodel
LegalFramework
ChangeManagement
TrainingandCapacityBuilding
ProjectandProgramManagement
Monitoring&Evaluation…
8
IT is only a
component

5. 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
Project Management Office/Unit
Change Management and Communications
E-governance Project life cycle
9

6. 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
Change Management and Communications
??
E-governance Project life cycle
10

7. e-Governance Project Life Cycle (eGLC)
PHASE1:VISION&STRATEGY DEVELOPMENT
KEYACTIVITIES
NeedsAssessment
Defineclearvision&objectives
Prioritizationofservicesandprojects
Incorporatedomesticandgloballearnings
Identifyinstitutionalstructures&capacitiesfor
implementation
Definefundingrequirements
Definemonitoringandevaluationapproach…
11

8. e-Governance Project Life Cycle (eGLC)
Phase 1: Vision & Strategy Development Typically
Includes
Assessmentofdepartmentfunctionsandservices
Serviceslistingandprioritizationbasedonvisionandobjectives
Identificationofprojectsforachievingthevisionandobjectives
andprioritizationofprojects
Definitionofexpectedbenefits,outputsandoutcomes
Definitionofimplementationroadmapandtimelines
Definitionofinstitutionalstructuresrequired,includingroles
andresponsibilitiesforimplementationofidentifiedprojects
Assessmentoffundingrequirementsforimplementationof
strategy
Riskassessmentandmitigationmeasuresdefinition…
Monitoring&Evaluationframework
12

9. e-Governance Project Life Cycle (eGLC)
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
Project Management Office/Unit
Change Management and Communications
??

10. e-Governance Project Life Cycle (eGLC)
Toperformanin-depthassessmentofbusinessfunctions
andservicesidentifiedforcoverageundere-Governance
projecttounderstand:
Currentapproachforperformingthebusinessfunctions
andservicedelivery
Thekeychallengesandtoidentifyimprovementareas
Stakeholderneedsandexpectations
Goodpracticesandlearningsfromsimilarimplementations
insimilardomains
Currentsystems(IT)implementedinthedepartment,
coverageandgaps
Organizationstructuresandpeoplecapacitiesetc
PHASE 2: CURRENT STATE ASSESSMENT
14

11. e-Governance Project Life Cycle (eGLC)
PHASE2:CURRENT STATE(AS-IS)ASSESSMENT
As-IsAssessmentiscarriedoutalongthefollowingdimensions:
16
AS-IS
ASSESSMENT
IT
Systems
Business
Processes
People

12. e-Governance Project Life Cycle (eGLC)
KEYOUTPUTS/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

13. e-Governance Project Life Cycle (eGLC)
18
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
Change Management and Communications
??

14. e-Governance Project Lifecycle (eGLC)
PHASE3:DEFINEFUTURESTATE(TO-BEDEFINITION)
Todefinehowtheidentifiedbusinessfunctionsandservices
shallbeperformedgoingforward
Todefinethenewbusinessprocesses
TodefineITsolutionsandservicesforautomationofnew
businessprocesses
Todefinepeoplechangemanagement,capacitybuilding
and communication requirements for project
implementation
19

15. e-Governance Project Life Cycle (eGLC)
20
To-be definition is performed along the following dimensions:
PHASE 3: DEFINE FUTURE STATE (TO -BE DEFINITION)
TO-BE
DEFINITION
IT
Systems
Business
Processes
People

16. e-Governance Project Life Cycle (eGLC)
21
KEY OUTPUTS/DELIVERABLES
•To - be
business
processes
•New process
KPIs/metrics
•Changes to
thelegaland
policy
environment
To-be
Processes
FunctionalArchitectureand
Requirementsspecifications
Enterprise Architecture
coveringApplication,data,
network,security,datacenter
architecture
Data digitization and
migrationstrategy
SLAs
To-be IT
Environment
•Institutionalstructures
needed forproject
implementation
•TrainingandCapacity
buildingplan
•Change Management
Plan
•Communications
ManagementPlan
To-be People
Environment
PHASE 3: DEFINE FUTURE STATE (TO -BE DEFINITION)

17. e-Governance Project Life Cycle (eGLC)
22
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
Change Management and Communications
??

18. Implementatio
n Approach
and Plan
Business
Model
Definition
RFP and
Contract
Development
Vendor
Evaluation
and Selection
e-Governance Project Life Cycle (eGLC)
KEYACTIVITIES/OUTPUTS/DELIVERABLES
23
PHASE 4: IMPLEMENTATION APPROACH AND SOURCING
Implementation
ApproachandPlan
Implementation
timelines
Identification of
key stakeholders
andtheirrolesand
responsibilities
Monitoring and
Evaluation(M&E)
Plan
Project
investmentsand
costs
Business/implem
entationmodel
Paymentterms
SLAs
Procurement
approach
Request for
Proposals(RFP)
Contract
Documents/Agre
ements
Pre-bidminutes
andclarifications
Vendor
evaluation
reports
Vendor (s)
identification
Signedcontract
documents

19. e-Governance Project Life Cycle (eGLC)
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
Project Management Office/Unit
Change Management and Communications
??

20. e-Governance Project Life Cycle (eGLC)
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

21. e-Governance Project Life Cycle (eGLC)
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
Project Management Office/Unit
Change Management and Communications
??

22. e-Governance Project Life Cycle (eGLC)
PHASE6:OPERATEANDSUSTAIN
KEYACTIVITIES
Systemoperationsandmaintenance
Softwarechangemanagement
Rolloutservicesandsystems(functionalityandgeography)
Objectivesandbenefitsevaluationandreinforcement
Sustainedchange,capacitybuildingandcommunications..
27

23. e-Governance Project Lifecycle (eGLC)
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
Change Management and Communications
??

24. e-Governance Project Lifecycle (eGLC)
PROJECTMANAGEMENT OFFICE/UNIT
OBJECTIVES
•Toprovidedirectionandtomanagetheprojectthroughoutthelifecycle
•Toensureprojectdevelopmentandimplementationinlinewiththeoverall
visionandobjectives
•Tooperationalisetheprojectstrategyinlinewiththedefinedtimelines
•Toensureapplicationoflearningsandbestpracticesacross
initiatives/geographies/functions
•Coordinate,monitorandtracktheprojectactivities…..
COMPOSITION:
•Consistsofmanagement andoperationsteamfromGovernmentwith
experts/supportstafffromprivatesectorentities
•Reportstoprojectleadershipteamforseekingnecessaryguidanceand
support
•Tobeintactthroughouttheprojectlifecycletillsuccessfulstabilizationof
thesystemsandoperations
•Sizeofteam,rolesandresponsibilitiesmayvaryfromphasetophase
29

25. e-Governance Project Lifecycle (eGLC)
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
Change Management and Communications
??
30

26. e-Governance Project Lifecycle (eGLC)
GenerallyisdrivenbyProjectManagementOffice/Unit
Objectiveistoaddressandmanagethe‘people’related
aspectsintheprojectimplementationincluding:
•Managingthepeoplechangeintermsof
addressingtheresistance
•Managingpeopleresistancetochange
•Communicating theprojectvision,objectives
andbenefitstoallthestakeholders
•Tobuildskillsetsandcapacitiesacrossvarious
levelsintheorganizationtoadoptnew
processesandsystems
31
CHANGE MANAGEMENT AND COMMUNICATIONS

27. e-Governance Project Lifecycle (eGLC)
32
e-Governance
Strategy
Development
Current State
Assessment
Future State
Definition
Implementation
approach and
sourcing
Develop and
implement IT
system
Operate and
sustain
•NeedsAssessment
•Defineclearvision&
objectives
•Prioritization of
servicesandprojects
•Incorporatedomestic
andgloballearnings
•Identifyinstitutional
structures &
capacities for
implementation
•Define funding
requirements
•Define monitoring
and evaluation
approach…
•Criticalassessment
ofcurrentbusiness
processesandpain
areas
•Bestpracticesin
similarenvironments
•Assess legal
framework and
currentlimitations
•AssesscurrentICT
systemsandtheir
abilitytosupport
futureplans
•Assessment of
currentcapacitiesat
alllevelsandtheir
preparednessfore-
governance..
•Process
reengineeringandto
–be process
definition
•Identity IT
enablement
opportunities and
requirements
•Definechangesto
the legal and
regulatory
environment
•Develop People
changeandcapacity
buildingplan
•Develop project
awareness and
communication
requirements…
•Define
implementation
approach and
phasing plan
(functional and
geographic)
•Assess detailed
funding
requirements and
businessmodel
•Develop vendor
evaluation and
selectioncriteria
•DevelopKPIsand
performance levels
forservicesand
systems
•DevelopRFP
•Bidevaluationand
vendorselection
•Definitionofdetailed
functional and
technical
requirements
•Systemdesignand
development
•Software quality
assurance,
acceptance testing
andauditing
•Training and
capacitybuilding
•Changemanagement
and project
communications
•Project
documentation
•Projectgo-live
•System operations
andmaintenance
•Software change
management
•Rolloutservicesand
systems
(functionalityand
geography)
•Objectives and
benefitsevaluation
andreinforcement
•Sustained change,
capacity building
and
communications..