Planned Activities

MIS & GIS

The use of digital information databases for government service management has expanded rapidly in Pakistan over the past decade.  At the same time, the rapid growth in the population and infrastructure has made it difficult for provinces to maintain an accurate picture of who is being served, what proportion of population is being served, where are the services in disrepair and what are the overall costs of infrastructure upgrades.  The project, through the PMU, will assist the GoKP and other partners including donors and implementation technical consultants to have an integrated and standard mode of information sharing, reporting and will help in the use of electronically generated information in multiple decisions. This information system is also expected to gradually expand to be integrated to the other government information systems.  Furthermore, the system is expected to evolve into a decision support system as the information database approaches completion and becomes of value to on-going functions of project and government.

Project’s Objectives under MSP Program

A fully integrated e-governance platform/Information system must serve the three main ingredients of any effective e-governance implementation:

1.      Administrative Efficiency

2.      Transparency and Accountability

3.      Citizen Service Delivery

Following are the main objectives of the project

a. Streamlines the processes and standardizes them across all the bodies in the department/program as well as enables the MSDP-PMU team to perform the standard reporting and information sharing with all stakeholders.

b. Bring consistency in operations through a standardized software solution covering all the bodies/aspects and operations necessary for any service delivery program.

c. Digitize records and make them available to all stakeholders online and ensure its presences at some digital repository such as databases/share points etc.

d. Set up a well-designed call centre where a common man will be able to register his complaints, grievances and even suggestions. This channel/platform will be used to provide real time support to common citizen and to help us get buy-ins from them through their engagement via feedbacks and suggestions.

e. Establishment of state of the art data centre for MSDP applications and electronic records availability

f. To design and execute capacity building initiatives, on continuous basis

MSP-PMU Information System can be defined as an integrated set of mutually supporting tools, processes and methods for managing program information. Applied in a consistent way to support the decision making and information needs of the program stakeholders and MSDP-PMU.

The intelligent service delivery programs become able to mobilize the different kinds of knowledge that exist in the program and its sub projects in order to enhance performance. It pursues goals in a changing environment by adapting behaviour according to knowledge about itself and the world it thrives in. These intelligent SDPs are therefore skilled at creating, acquiring, organizing, and sharing knowledge/information, and at applying this knowledge to design its behaviour. This depends critically upon information management -- the capacity to harness the program's information resources and information capabilities to energize program effectiveness and performance. Information management is a cycle of processes that support the overall program activities: identifying information needs, acquiring information, organizing and storing information, developing information products and services, distributing information, and using information.

Every day MSDP-PMU projects/activities discover and apply new methods, practices and experiences in their work. All this knowledge stays isolated from the rest of the stakeholders and only in few opportunities or events we have a chance to share this new knowledge among ourselves, stakeholders or with general public, not as result of a plan but as a result of individual initiatives. This lack of proper sharing results in a duplication of efforts and costs that should be avoided.

Description of the Project

The following paragraphs provide an overview of the nature of the work to be accomplished under each of the planned interventions: 

1. Streamlines the processes and standardizes them across all the bodies in the department/program as well as enables the MSDP-PMU team to perform the standard reporting and information sharing with all stakeholders.

One of the important problems in service delivery programs are that they creating and using systems that are too narrow in scope and lack the integrated approach. All activities are executed following the separate patterns and information sharing and distributions are done by using non-integrated approaches throughout; which normally leads to duplication of information, effort and resources. Some project systems focus too much on collecting, organizing and reporting data giving little time to critically analyse the information and make sound decisions.

Data governance is an emerging discipline with an evolving definition. The discipline embodies a convergence of data quality, data management, data policies, business process management, and risk management surrounding the handling of data everywhere. Through data governance, big programs are looking to exercise positive control over the processes and methods used by their data stewards and data custodians to handle data.

Under this objective the project will ensure the following

  1. All the work done with in program including its sub projects will be documented
  2. Standard reporting formats (Digital) will be used to share information within the program and with the stakeholders including donors
  3. Ensures a best-practice framework and guideline for essential process architecture that can be adapted to the program activities/sub projects
  4. A central digital repository for all the records will be maintained using a standard mechanism
  5. Process management software will be implemented that will enable MSDP-PMU to integrate program’s risk and compliance efforts into one business process, approaching convergence. 

2. Bring consistency in operations through a standardized software solution covering all the bodies/aspects and operations necessary for any service delivery project:

Management information system encompasses the people, processes, and information technology required to create a consistent and proper handling of a program's data across all platforms. Some goals include:

  1. Increasing consistency and confidence in decision making
  2. Improving data security
  3. Designating accountability for information quality
  4. Enable better planning by supervisory staff
  5. Minimizing or eliminating re-work
  6. Optimize staff effectiveness
  7. Establish process performance baselines to enable improvement efforts
  8. Acknowledge and hold all gains

Under this objective the project will ensure the following

  1. Implementation of an ERP solution for core program processes
  2. Implementation of information security policies and procedures
  3. In addition to ERP solution a complete integrated information management solution
  4. A project management software for MSDP-PMU program and its related sub projects/activities
  5. A Monitoring and Evaluation system
  6. GIS reporting system ( A linkage to UPU GIS system)
  7. Community Response centres for community linkages and feedbacks

All these developed systems will then be linked with the government existing systems and/or may be adopted for similar project/operations for government initiatives or municipalities.

3. Digitize records and make them available to all stakeholders online and ensure its presences at some digital repository such as databases/share points etc.:

Digitization of the records and its availability through a standardized platform will enhance the efficiency and effectiveness of all the decision making based on this data.

It will be considered as a small step toward creating e-presence of all information including all knowledge and keeping in view all the constraints of a government project it will still target the modern needs of the stakeholders and general public in particular.

Under this objective the project will ensure the following

  1. Development and implementation of a digital repository for all records other than those generated by electronic business processes

  2. Availability of information/records online for all stake holders including donors and partners

  3. Archiving the records and lesson learned at a central position for future references

  4. Designing an internal feedback mechanism for the improvement and requests processing

  5. Digitizing the small projects (very short term) and linking it with main information system

  6. Digitizing and electronically archiving the records will be a step toward paperless environment and availability of the same to the stakeholders in real time will help in standardizing the information throughout the program, easy and fast dissemination of the information and gathering the inputs and it’s tracking more easily and accurately.

4. Set up a well-designed call center where a common man will be able to register his complaints, grievances and even suggestions. This channel/platform will be used to provide real time support to common citizen and to help us get buy ins from them through their engagement via feedbacks and suggestions.

The need of call center is very important in developing a relationship with the common citizen. This objective will focus on communications being done with the citizen and other relevant stakeholder through a complete setup of call center for citizen feedback, grievances, online support and/or any other help required. This feedback will then be evaluated or analyzed while taking program decisions and will be helpful to determine the program’s success.

Here we will develop a two way communication model; implementing both push and pull strategy by using the mean of communication technology. This initiative will provide an immediate access to the citizen to the municipal services information and the interventions of the program in the specified areas.

Under this objective the project will ensure the following

  1. Development of public telephone network and its availability for the general public
  2. Development of grievances addresal mechanism for general public and its linkages to all response centres of the program and other applicable areas
  3. Information sharing based on the feedback received to the relevant authorities irrelevant of their location
  4. Data analysis, mapping and interfacing with the MSDP-PMU information system including financials
  5. Provision of a toll free number and live operators support in local languages
  6. Provision of statistics and audit reports on all calls made to the number
  7. Provision of online telephonic surveys and information sharing
  8. Linkage of the call centre statistics with MSDP-PMU website for dissemination of information

5. Establishment of state of the art data centre for MSDP applications and electronic records availability

A data centre is a facility used to house computer systems and associated components, such as telecommunications and storage systems. It generally includes redundant or backup power supplies, redundant data communications connections, environmental controls and security devices.

IT operations are a crucial aspect of most program operations around the world. One of the main concerns is business continuity; these programs rely on their information systems to run their operations and availability of the information to the stakeholders, the lesson learned and availability of the program records for future references. If a system becomes unavailable, these functions may be impaired or stopped completely. It is necessary to provide a reliable infrastructure for IT operations, in order to minimize any chance of disruption. Information security is also a concern, and for this reason a data centre has to offer a secure environment which minimizes the chances of a security breach.

A data centre must therefore keep high standards for assuring the integrity and functionality of its hosted computer environment at MSDP-PMU.

6. To design and execute capacity building initiatives, on continuous basis

Professional training will be imparted to the relevant functionaries throughout the life of the Program on these systems developed.

The following are some of the benefits that can be attained from the development of this MIS system

  1. MSDP-PMU will be able to highlight their strengths and weaknesses due to the presence of data reports, employees' performance record, program’s objectives data etc. The identification of these aspects can help MSDP-PMU improve their business processes and operations.
  2. Giving an overall picture of the MSDP-PMU and acting as a communication and planning tool.
  3. The availability of the citizen data and feedback can help the program to align their business processes according to the needs of the general public. The effective management of this data can help the program to perform citizen specific activities in alignment to its objectives more efficiently and effectively.
  4. It will bring transparency and different job opportunities would become available due to program activities.
  5. The quick and automated results will directly benefit the fact based decision making which indirectly contributed toward the improvement of services in urban areas.

 

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