REPUBLIC OF KENYA MINISTRY OF FINANCE PROJECT MONITORING – THE KENYAN EXPERIENCE (e-ProMIS)

1. REPUBLIC OF KENYA MINISTRY OF FINANCE PROJECT MONITORING – THE KENYAN EXPERIENCE (e-ProMIS)

2. Outline of the Highlights • Need for Project MIS in GOK. • e-ProMIS Objectives / Benefits • Key features and capabilities • System Modules • Pending Enhancements • Challenges • Recommendations and way forward

3. Need for Project MIS in the GOK • Need for integrated Project Information – Critical in linking Policies, Planning and budgeting. Required by MTEF, Ministries, Donors, Citizens, NGOs, CSOs, • Weak M&E GOK systems – Resulted in unavailability of Information on Projects in the Govt. This has led to: • Inadequate Project Preparation • Lack of appropriate project appraisal and approval framework • Stalling/non-completion of projects in time. • Endemic Time/Cost over-runs of project implementation. • Cost over-runs leading to uncontrolled Project related Pending-Bills. • Lack of transparency and accountability in the utilization of development/Project funds. • Inability to get the intended benefits and under performance in the achievement of the targeted national objectives • Poor Budgetary Projections and lacking detailed costing of programmes and/or sector priorities.

4. Objectives for e-ProMIS • The e-ProMIS is a powerful, Web-based information collection, tracking, analysis and planning tool, which helps achieve the following objectives:  • Coordination : serves as a decision-support tool for the government to coordinate development efforts in the country. • Shared services:- a tool enabling sharing of platform and project repository; enhancing cost cutting and reducing duplications. • Data dissemination channel - Accurate, reliable and comprehensive projects cycle database covering negotiations, budgeting, disbursements, on-lending, expenditure and repayments. • Provides information for investment planning, policy and budgeting • Alignment: assesses the alignment of development projects with national/international strategies and priorities. • Harmonization: identifies development flow patterns, gaps, duplication of efforts, and priority areas, thereby promoting harmonized, transparent, and effective delivery of projects. • Managing for results: Facilitates efficiency and effectiveness in project implementation; tracking the results of development projects, thus supporting well-informed decision-making and planning providing the Kenyan public quality and timely value of money.

5. Objectives Ctd. • Mutual Accountability/empowerment: promotes mutual accountability by providing a complete, reliable, and transparent picture of the development landscape. Fosters Enduring Partnerships between Stakeholders. • Ascertain the cost of local and foreign TA’sand the duty waivers undertaken by the government while implementing projects. • TA Skills and Work Permits - Alerts on local and foreign TA’s skills and expired work permits of the TA’s. • Scoring/Performance contract - allows organizing projects by performance based on the comparison of target and actual values of financial, physical and time indicators. • Project Asset Register – A register for all the project assets and their treatment after the project ; automation of DA1 processing workflow including computation of all duty exemptions • Provides accurate counterpart Funding by GOK

6. Budgeting Projects Outputs/Assets Disbursements Expenditure Requests/Releases Project Cycle

7. Key Features and Capabilities • On-line /Off-line data entry: enables users to easily submit and subsequently modify all project/program information directly through the Internet, enhancing the quality of the data and facilitating the data collection and submission process. • On-the-fly querying: enables users to conduct custom querying of the data by any combination of variables (sector, donor, project status, executing agency, etc). • Analytical reporting, charting, and mapping: allows non-technical users to create sophisticated and user-friendly reports, charts and maps to support informed, strategic decision-making. All analytical tools are integrated into the software. • Interoperability Layer: provides an interface for linking e-ProMIS with existing systems and transferring data through import/export mechanisms, and links the Project Portal with the e-ProMIS in a way that enables the automatic publishing in the Portal of analytical results (reports, charts, maps) generated in the e-ProMIS. • Workflow Manager: automates business process execution (DA1 processing, alerts, e-mail notifications, user- role permissions, approval, etc). • Multi-lingual Capability: e-ProMIS can be easily adapted and localized into the required regional language. • Interfacing with Office Softwares – Word, Excel, Adobe Reader, MS Project,

8. Technology - Intelligent Data Manager (IDM) • IDM™ Core Engine - powerful engine, which enables for users via a Web browser to conduct detailed querying multiple databases by an infinite combination of data categories, as well as aggregate, group, sort and drill down. • Knowledge Builder: A tool kit for developing custom tailored database applications • Document and Text Engine - organize, manage and query among crucial and relevant documents. • Report generator – Web based to generate/save ad-hoc reports of a sophisticated structure – groupings, aggregations, etc • Visual Engine - automatically link spatial data in the database with Geographical Information Subsystem (GIS) on the Web • XML Export/Import - IDM to easily communicate with any other system • Publisher - Generates pre-defined analytical reports, charts and graphs -and publishes links to these reports to the Portal for easy access • Multi-lingual Support - IDM provides complete multi-lingual support in all facets of the Web database, including data-entry forms, ad-hoc reporting, filtering, presentation, and all user-interface components. • Security Management - A data administrator’s Web enabled tool for managing user’s access rights, and tracking and reporting of users’ access to the system. • Collaboration Tool - Enables for active feedback from users. Users may utilize the Discussion Forum to share best practices, provide qualitative and quantitative evaluation of information in the database, obtain contact information.

9. System Scope/Status • The system is to manage information on projects financed by GOK (Exchequer), government established funds, as well as Externally financed projects. • It targets projects implemented by ministries, Local Authorities, and State Corporations • System Development completed in Dec 2009. • Over 150 trainers and users trained to spearhead mainstreaming in the ministries. • Currently the system holds more than 600 projects and the number of projects is increasing every day.

10. Project Modules An integrated databases cross-cutting various departments on: • Project Profile - This entails basic information on the projects, Project terms and conditions and Project amendment details. • Financial - Project Budgeting; Disbursements; Requests; Releases; Expenditure; • Project Implementation Monitoring and Evaluation. • Monitoring of Technical Assistance personnel • Project Asset Management – DA1 Form Submission • Paris Declaration – Aid effectiveness • Project Notes and Attachments – support documentation • Project history – Project rescheduling and logs

11. e-ProMIS Applications The e-ProMIS Kenya is presently composed of four applications each dealing with a different dataset: These applications are the following: • Projects • Technical Assistance Personnel • Development Partner • DA1 Form Submission

12. Standard Reports • General Project Profile Details • Project Budget Reports (Allocations, Disbursements, Releases, Expenditure, Repayments) – source of funds; implementer; geographical implementation area; sector; Contractor, etc • Project Distribution/Coverage Reports sorted by Financier/Implementer • Project Status implementation Details • M&E Reports • Effectiveness –(extent to which a project has achieved its objectives). Covers the progress of KPIs (reflecting project outputs) against originally defined targets. • Impact - negative and positive, expected and unexpected • relevance (the value and usefulness of the evaluated undertaking) - the priorities of the government • Sustainability - continuation or longevity of benefits from a development intervention after the cessation of development assistance • Details of Duty Exemption on Project • TA draw-downs and work permits

13. M&E Reports

14. Pending Enhancements • Interfacing with KRA, BSD, Immigration, border posts, etc • Mobile interface for GSM/SMS • Automatic currency rates updating from CBK. • Alignment to the new constitution – counties, districts, constituencies

15. Challenges • Lack of cooperation from some technical departments in provision of the relevant project data. • Inadequate and/or lack of information on projects under implementation – work-plans, project documents, etc • Inadequacy in project implementation/development guidelines • Lack of an M&E policy and harmonized statutory provisions – hampers on sharing of services. • Emergent of interests to develop project systems – CDF, other ministries.

16. Challenges Cont’d • Inertia- Fear/resistance to embrace the system by some users. • Historical data: voluminous and availability/cross referencing on financial data • Non availability of expenditure details based on source of funds

17. Way Forward: • Establish an appropriate institutional set-up. In this regard it is recommended that a Project Implementation and Policy Unit (PIPU) be established to work with ministries in monitoring Project Implementation. • Functions of PIPU • Adherence to guidelines - Ensure that all projects are adequately documented and well prepared in readiness for implementation. • Undertake pre-budget appraisals and approvals of both on-going and new (Proposed) projects. • Ensure that all projects are demonstrably justified without duplications. • Harmonize the Government projects (investment) portfolio

18. Way Forward cont’d • Ensure that project information is of high integrity and regularly and adequately updated (appraised work-plans, progress reports) • Formulation of appropriate measures to ensure system population by the stakeholders • Policy back up on full operationalization of the system and the respective stakeholders to actively populate the system especially on: • Legislation on project implementation reporting with clear linkages between projects expenditure and related outputs • Guidelines to the stakeholders especially DPs and project implementers on the system’s usage and enforcement of required fields in processing the work permits of TAs and DA1 Forms.. • Formulation of appropriate measures to ensure system population by the stakeholders