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Deployment of DAD in Sri Lanka Electronic Project Management Systems

Deployment of DAD in Sri Lanka Electronic Project Management Systems. Sunil De Saram Director Ministry of Plan Implementation Central Bank Building Colombo 1 Sri Lanka. Our Mission.

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Deployment of DAD in Sri Lanka Electronic Project Management Systems

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  1. Deployment ofDAD in Sri Lanka Electronic Project Management Systems Sunil De Saram Director Ministry of Plan Implementation Central Bank Building Colombo 1 Sri Lanka

  2. Our Mission • The Ministry of Plan Implementation is mandated with the responsibility to monitor and facilitate the implementation of all donor funded and locally funded development projects and programmes. • Sri Lanka receives a considerable amount of foreign aid, both by way of Official Development Assistance (ODA) and non ODA.

  3. The progress of projects implemented with ODA is monitored through a electronic Project Monitoring System (e-PMS) • Non –ODA projects are Monitored using the electronic Development Information Management System (e-DIMS) • These two systems are using to monitor foreign funded development Projects

  4. Electronic Development Information Management System (e-DIMS) was developed by the Synergy International Systems reconfiguring the Development Assistance Database (DAD) • DAD system introduced with UNDP financial assistant in 2005 to monitor aid received for post-tsunami rehabilitation projects.

  5. 1129 Tsunami Projects are in the system entered by the 168 NGOs.

  6. Electronic Project Monitoring System (e-PMS) • The electronic Project Monitoring System (e-PMS continues to be the main mechanism for monitoring of the ODA projects. • This system captures Foreign Funded development project over Us$ 5 million. • Currently there are over 130 foreign funded projects worth over Us$ 4.0 billion

  7. What is Electronic Project Monitoring System (e-PMS)..? • e-PMS is a pro-active, web-based, project monitoring tool that helps to ensure project / programmes are implemented according to schedule ( cutting delays, shortfalls) • Keeps track of the progress electronically • Alerts short-falls, and gaps • Escalates problems, issues and constraints • Helps to resolve problems

  8. Data Captured At Source – Project Office feeding Information to PMS National Agencies 1. Data Entry at source 3. Shared data available at Various levels (DSS) E P M S E P M S • Project Office Project Directors 2. Data stored in the Web Server Citizens (Restricted)

  9. Key Elements • Project Profile: (Name, Donor, Duration, EA/IA Goals, Purpose, Outputs, Location, Key Dates, Source of Funding, Project cost and Officer responsible.) • Project Log frame: Hierarchy of objectives; OVI, MOV, Key Assumptions • Financial Progress: (Total donor funding, Cumulative Utilization, Annual Allocation / Expenditure; Disbursement (Target / Actual); Utilization; Issues) • Activity Monitoring: Planned vs Actual (Start/ End dates); Time overrun; Time Overrun; QTY Target/Achievement; Dependencies; Critical / Non-critical activities; Status, Activity Specific Issues and General Issues) • Project Status: (On-schedule; behind-schedule)

  10. Electronic Development Information Management System (e-DIMS) • e-DIMS has been developed to track non ODA and will capture the quantum of aid mobilized in development activities implemented with non ODA.

  11. While the electronic Project Monitoring System (e-PMS) captures the progress of projects implemented with ODA there was no mechanism to assess the progress and impact of activities implemented with non –ODA. It was therefore necessary to introduce a similar mechanism to capture non-ODA to ensure that activities implemented by NGO's with non-ODA: Supplement the Government’s development programme Support government priorities Are not contrary to Government policy GOVERNMENT – NON GOVERNMENT PARTNERSHIP IN THE GREATER INTEREST OF THE COUNTRY THE NEED FOR e-DIMS

  12. WHAT IS e-DIMS?(e-DEVELOPMENT INFORMATION MANAGEMENT SYSTEM) • A web based system to track non-ODA development activities of INGO / NGO • Predecessor was DAD • DAD was re-configured and named e-DIMS

  13. 11 NGOs are entering their projects 67 Projects are in the system

  14. WHO IS RESPONSIBLE FOR MONITORING NGO’s? • National Secretariat for Non-Government Organizations (under Priminister Office) • NGO Secretariat registers NGO’s and monitors their activities • At present there are over 1278 NGO’s registered with the Secretariat.

  15. Ministry of Plan Implementation and NGO Secretariat will collaborate closely enabling each other to carry out its functions on a mutually beneficial manner

  16. ALL NGO'S RECEIVING FOREIGN FUNDS INTENDED FOR DEVELOPMENT ACTIVITIES IN SRI LANKA ARE MANDATORILY REQUIRED TO SUBMIT THE RELEVANT DATA

  17. WHAT WILL e-DIMS CAPTURE? In respect of each non-ODA project e-DIMS will capture: • Project description • Sector • Geographical location of each activity • Donor • Implementing agency • Financial data • Key outputs • Implementation progress • Contact details of organization implementing project

  18. WHY IS THIS INFORMATION NECESSARY / IMPORTANT / USEFUL? • To determine the aid mobilized, committed and expended on account of different sectors • To identify the geographical distribution of such aid (this will prevent duplication of activities and promote equitable distribution of aid) • To assess whether projects are in fact implemented efficiently and the intended outputs are delivered • To assess whether these activities produce results that will contribute to national development • To assist policy makers and planners to take decisions on future development activities • To assist NGO/INGO to determine their future areas of interventions

  19. OPERATIONALIZING e-DIMS Steps were taken to bring all NGO’s engaged in development activities with foreign funds within e-DIMS: - Through notices in national newspapers calling upon relevant NGO’s to send basic data to MPI; - Addressing personal communications to all NGO’s registered with the NGO Secretariat - Obtaining names of NGO’s working in the various districts from the district authorities and addressing communications to them - By giving each NGO that sent the basic data a password and user name to enter data online and update it monthly

  20. WHO IS RESPONSIBLE FOR ENTERING DATA IN e-DIMS? • Organizations • engaged in • development activity • with foreign funds • received outside the Government Budget

  21. Organization includes- • Bilateral agencies • Multilateral agencies • International NGO’s • Local NGO’s Engaged in could be as a- • Donor • Funding Agency • Implementing Agency Foreign Funds include – • Cash (grant/loans) • Kind (goods, services etc.)

  22. HOW IS DATA ENTRY BY NGO’S ENSURED? • There is no legal regime at present to compel NGO’s to enter data • But NGO’s persistently failing to submit the required data will be seen as those not complying with Government policy and they will be reported to the NGO Secretariat which is responsible for their registration and monitoring so that the NGO Secretariat can take appropriate action as the registering and monitoring authority.

  23. The Systems Harmonization • System named as Integrated National Development Information System (INDIS) • This will capture all the databases in the MPI • The e-DIMS was built on core technology of the developer known as IDM • This has powerful querying and reporting facilities. • The proposed harmonized system will be built using the this IDM system.

  24. e-PMS - Monitoring of all ODA projects • e-DIMS - Monitoring of all non-ODA projects • EIS - Evaluation Information System • AIMS - Aid Information Management System Implemented by the External Resources Department (ERD) • NGO Registration System - NGO Secretariat

  25. Ministry wise MfDR Module • Consist of two main parts i. Agency Result Framework (ARF) ii. Agency Score Card (ASC) • MfDR Module - An Agency result framework will be designed to monitor results of a particular ministry. • Ministry Scorecard and dashboard will be designed to see the performance. • This module will be integrated with the ODA and non ODA modules

  26. Sector wise MfDR Module • KPI module will be integrated into the system enabling outcome analysis by sectors, locations, organizations etc. • This module will be integrated with the ODA and non ODA modules.

  27. Tsunami Aid module - Tsunami projects are mostly completed, organizatins will be provided with the facility to archive information on completed projects. • incompleted projects alerts facilities will be provided. • Reporting and analytical features will be available

  28. Organization profile • An organizational directory will be available • Module will be linked to all other modules to share information on the projects, the indicators and the out comes of all organizations. • National Aid Effectiveness portal. • This would allow simplifying the access to INDIS outputs for the users performing analysis on aid coordination and effectiveness in Sri Lanka

  29. Thank you

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