GTL4FMIS Greater Than Leadership Program for Financial Management Information Systems

1. GTL4FMIS Greater Than Leadership Program for Financial Management Information Systems Adaptive Leadership Program for FMIS Development CemDener • Governance and Public Sector Management (PRMPS) Practice • Poverty Reduction and Economic Management (PREM) Network • The World Bank

2. GTL4FMIS • Contents • FMIS Design and Implementation Challenges • What is GTL4FMIS? • How to Use GTL4FMIS and RRA in FMIS Projects? GTL4FMIS and RRA

3. Why FMIS? Goals: Daily Recording & Reporting of PF Data + Improved Service Delivery Integrated Financial Management Information System Open Data Public Sector Institutions Operational Systems FMIS Database Web Portal - Intranet PFM Interfaces E T L OLTP FMIS : Collaboration & Coordination OLAP DW : Dynamic Monthly Updates & Query Options BI BI Data Warehouse BI DM Web Portal - Internet DM DM • consolidation • slice & dice • drill-down Multi-dimensional analytical queries Citizens, NGOs, Businesses Images: jscreationzs / FreeDigitalPhotos.net OLTP : Online Transaction Processing OLAP : Online Analytical Processing ETL : Extract, Transform, Load BI : Business Intelligence DM : Data Mining GTL4FMIS and RRA

4. FMIS Challenges • FMIS Design and Implementation Challenges • Long term political commitment and ownership of the borrower • PFM reform needs and priorities > Clear definition of the problem • Allocating enough time and resources for project preparation • Large scale change management and training activities to strengthen institutional capacity for PFM reforms • Developing necessary skills to implement and sustain FMIS solutions • Decision about the type of FMIS application software, and using shared ICT infrastructure • Readiness for procurement and contract management activities GTL4FMIS and RRA

5. FMIS Challenges • How to Identify Technical and Adaptive Challenges? • Most of our client countries are faced with technical and adaptive (non-technical) challenges while developing FMIS solutions. • Project/task teams are usually supported by technical specialists who are capable of reviewing the functional & technical requirements and monitoring the execution of contracts based on a well defined methodology to address technical challenges. • However, despite all efforts to strengthen the institutional capacity, many project teams experience difficulties in change management, and substantial delays are observed during PFM reforms. • Therefore, there seems to be some room for improvements in defining the adaptive (non-technical) challenges during design, and address change management issues properly during implementation of projects. • Applying the principles of Science of Delivery (an evidence-based, outcome-focused approach based on rapid evaluation, learning and adjustment cycles) may help in the resolution of these challenges. GTL4FMIS and RRA

6. FMIS Technical Challenges • How to Address Technical Challenges? • Project/task teams should be supported by technical specialists who are capable of reviewing the business processes, functional & technical requirements, and monitoring the execution of contracts, based on a well defined methodology to address technical challenges. • A methodology and related project design check lists are available to guide the project teams during the design and implementation of FMIS (OLTP) solutions (FMIS Study, Apr 2011). • Key challenges in publishing Open Budget Data from FMIS platforms were also studied, and new guidelines were published in Sep 2013, to assist the project teams in the design of public finance web sites linked with FMIS and Data Warehouse solutions (OLTP+OLAP). • Also, the FMIS CoP is available as a knowledge sharing and learning platform since Sep 2010. GTL4FMIS and RRA

7. Methodology FMIS Development Methodology Years > 0 1 2 3 4 5 6 7 8 9 10 1. Identify the PFMreform needs of the government (What? Why?) FMIS design and implementation may take at least 6-7 years, despite advances in technology • Assess PFMcapacity & practices Preparation • Develop PFM Reform Strategy • Advisory support for PFM reforms • Conceptual Design • Assistance in PFM capacity building • Coordination with other donors 2. Develop customized solutions (How? Where? When?) • Assess existing ICT skills & resources Benefit from GTL4FMIS >>> RRA to shorten impl. • Develop ICT/e-Gov Strategy • System Design • Technical Specifications [ ICB docs ] • Assist in technical capacity building • Coordinate w/ other e-Gov initiatives Approval 3. Strengthen capacity and implement project (Who?) Implementation • Project Mgmt Group (PMG) and PIU • Establish a countrywide network FMIS take off Support & Maintenance Flying Solo • Procurement of ICT solutions [ ICB ] • FMIS implementation Post Warranty Warranty • Capacity building & change mgmt • Monitoring & Evaluation Images: jscreationzs / FreeDigitalPhotos.net GTL4FMIS and RRA

8. FMIS Adaptive Challenges • How to Address Adaptive Challenges? • Greater Than Leadership program for FMIS (GTL4FMIS) • is one of the practical options. Initiated in 2012. Initial results were demonstrated by Albania, Philippines, Vietnam in October 2013. GTL4FMIS and RRA

9. GTL4FMIS • Contents • FMIS Design and Implementation Challenges • What is GTL4FMIS? • How to Use GTL4FMIS and RRA in FMIS Projects? GTL4FMIS and RRA

10. What is GTL4FMIS? GTL4FMIS > One Year Program GTL4FMIS First Round (Four Countries) Sep–Oct 2012: Preparatory consultations (country visits) Dec 2012: GTL4FMIS workshop in Seoul + Adaptive Leadership and other modules + Korean experience + Rapid Results Approach (clinic) Jan-Oct 2013: Follow-up phase (results lab) GTL4FMIS and RRA

11. How? The Challenge of Development Leadership HOW ? Desired State Technical Adaptive Status Quo Leadership The process of mobilizing people, resources, and ideas to collaboratively address adaptive challenges in seeking to achieve a shared goal. GTL4FMIS and RRA

12. Why GTL4FMIS? • GTL4FMIS Strategic Objective • To help reform teams take “leadership actions” to address adaptive (non-technical) challenges during FMIS implementation GTL4FMIS and RRA

13. GTL4FMIS GTL4FMIS Workshop (3 to 5 days) GTL4FMIS and RRA

14. GTL4FMIS Framework “How” of reforms Technical Adaptive Management Leadership Formal Authority Informal Authority Finite Dynamic Source: Definitions used in the Greater Than Leadership (GLT) program for FMIS by Manuel E. Contreras GTL4FMIS and RRA

15. Tech vs. Adaptive Challenges Technical vs. Adaptive Challenges Source: Definitions used in the Greater Than Leadership (GLT) program for FMIS by Manuel E. Contreras (Adapted from Groupsmith) GTL4FMIS and RRA

16. GTL4FMIS Framework Authority Resources • Formal • Informal • Where you are • Position GTL4FMIS and RRA What you do and How you are perceived • Competence • Reliability • Trust • Legitimacy • Integrity

17. GTL4FMIS Diagnostics • Stakeholder Influence Mapping • Stakeholder Mapping (Net-Map) can help in understanding: • Complexity of the problem from different perspectives • Informal and formal networks to be considered • Bottlenecks, reasons for success and failure Source: Greater Than Leadership (GLT) program for FMIS GTL4FMIS and RRA

18. GTL4FMIS Diagnostics Drawing the Net-Map • Step One: Who is involved (actor cards)? • Step Two: What are their links (one color at a time)? • Step Three: What are their positions (aligned for or against next to actor)? • Step Four: How influential are they for your question (influence towers)? GTL4FMIS and RRA

19. GTL4FMIS Diagnostics • Constraints to Collective Actions • What different stakeholders might confront… Source: Greater Than Leadership (GLT) program for FMIS GTL4FMIS and RRA

20. GTL4FMIS Diagnostics Constraints to Collective Actions • Free Rider Problem I use… You pay… … but the community loses • Asymmetric Information I know… He doesn’t… I gain! My house is only worth $20,000 … but the community loses GTL4FMIS and RRA

21. GTL4FMIS Diagnostics Constraints to Collective Actions • Agenda Setting I maneuver… I win! • Lack of Trust Care I break my promise… Trust I suffer! Competence Credibility GTL4FMIS and RRA

22. GTL4FMIS Implementation • What is Self Mastery? • Managing emotions & thoughts for effective leadership actions • CALMNESS and DYNAMISMInner strength to gain informal authority • CREATIVITY and AWARENESSMastering adaptive challenges • CONNECTEDNESSTrust building through • heart-to-heart • communication GTL4FMIS and RRA

23. GTL4FMIS Implementation • What is Strategic Communication? • Knowing your key stakeholders well • Understanding what they want and don’t want (WIIFM > What’s in it for me?). • How can we achieve transition from WIFM to WIFUS? (WIFUS > What’s in it for us?) • Contribute to behavior change efforts that address adaptive challenges • Persuading stakeholders to work together toward a shared goal to create public value by using pertinent framing and a good mix of both inquiry and advocacy. GTL4FMIS and RRA

24. GTL4FMIS Implementation • Strategic Communication • Which Actors should “Move” to increase the “Likelihood of Success”? High Influence Strong Opposition Strong Support Low Influence GTL4FMIS and RRA

25. GTL4FMIS >>> RRA • What is Rapid Results Approach? • ‘RRA is about making progress, not finding grand solutions’ • Rapid Results Initiatives (RRI) provide a structured process that mobilizes teams to achieve results in 100 days or less- learning along the way. • Helps teams accelerate progress on complex projects • Uses techniques from multiple disciplines: • Capacity building • Management coaching • Change management • Used in Fortune 500 Companies, Governments, and Non-profits Source: Greater Than Leadership (GLT) program for FMIS, RRA Coaches: Daniel Manitsky and BenjaminaM. Randrianarivelo GTL4FMIS and RRA

26. GTL4FMIS >>> RRA • RRA > 3 Unique Elements • Ambitious but realistic goals: • Goals that can only be achieved through innovation versus “just by working harder” • Encouraging innovation from below • Front-line workers create their own action plans • Experimentation is encouraged • Coaching Support: Specially trained facilitators • Help teams think creatively • Help strengthen team work GTL4FMIS and RRA

27. GTL4FMIS >>> RRA Traditional Project Mgmtv.s. RRA (1/2) GTL4FMIS and RRA

28. GTL4FMIS >>> RRA Traditional Project Mgmtv.s. RRA (2/2) GTL4FMIS and RRA

29. GTL4FMIS >>> RRA • RRA Comparative Advantages • Reduced hidden risks inherent in long-term strategies • Proactive problem solving • Improved team work and collaboration • Increased opportunities for scale-up beyond 100 days and sustainability GTL4FMIS and RRA

30. Shape Launch Implement GTL4FMIS >>> RRA Rapid Results Initiative Phases Weekly Team Meetings Day 1 Day 50 Day 100 Sustainability Review Midpoint Review Launch Workshop • Sponsors: • Choose focus of RRI • Choose Team Members • Communicate challenge to team • Weekly Team meetings • Update work plan • Brainstorm solutions to obstacles • Plan out next week’s activities • Sponsors do not attend, unless asked to do so by the team • Teams create: • 100 day goal • 100 day work plan GTL4FMIS and RRA

31. GTL4FMIS >>> RRA GTL4FMIS Workshop Activities The Reform Teams (RT) submit a project proposal and identify team members. Teams decipher constraints to change. With potential coalitions in mind, teams practice using strategic communication tools for engaging stakeholders Through Adaptive Leadership teams recognize various challenges that can stall their reform Through stakeholder mapping, teams analyze the interests and relative influence of stakeholders and identify potential coalitions. With the analytical work complete, teams design an implementation strategy. With Rapid Results coaching they identify their 11 month goal(s), and develop a strategic work plan including how they will collaborate to become a high performance team. With advice from technical experts, teams identify viable target(s) for the first 11 months With a clear target, teams identify technical and embedded adaptive challenges they may face in implementing reform Self-Mastery serves as a personal foundation for leadership action, and teams practice various techniques . GTL4FMIS and RRA

32. GTL4FMIS • Contents • FMIS Design and Implementation Challenges • What is GTL4FMIS? • How to Use GTL4FMIS and RRA in FMIS Projects? GTL4FMIS and RRA

33. How? How to use Rapid Results Approach? RRI 16 RRI 15 RRI 4 RRI 14 RRI 5 RRI 3 RRI 13 RRI 6 RRI 2 RRI 7 RRI 12 RRI 8 RRI 1 HOW ? RRI 11 RRI 9 RRI 10 Desired State Status Quo GTL4FMIS and RRA • Identify key challenges and set priorities • Define RRIs to achieve results in 100 days or less • Innovate + Measure results • Learning by doing + Adjustment cycles

34. During the month of August issue all first pension payments within 2 working days GTL4FMIS >>> RRA RRI Example Long-term Goal (5 Years) Performance Challenge 100 Day Rapid Results Goal Improve operational efficiency and customer satisfaction within Ministry of Finance Decrease time to issue first pension payment GTL4FMIS and RRA

35. GTL4FMIS >>> RRA RRI Example: The Team GTL4FMIS and RRA

36. During the month of August issue all first pension payments within 2 working days GTL4FMIS >>> RRA What did the RRI produce? • Improved Capacity: • Team work • Project Management • IT skills • Trust between staff • Improved staff communication • Self-confidence: • We can do this! • Momentum: • What can we do next!? GTL4FMIS and RRA

37. During the month of August issue all first pension payments within 2 working days GTL4FMIS >>> RRA What did the RRI produce? Performance Challenge 2nd Round of 100 Days After 2nd Round Decrease time to issue 1st pension payment in Units A and B 6 month “traditional” program Decrease time to issue 1st pension in 3 Branch Offices GTL4FMIS and RRA

38. GTL4FMIS >>> RRA • Institutionalized through changes… • Circular/Decree [RRI = official tool to implement agovernment policy] • Alignment/Integrationinside broader performance management frameworks • “an increasing number of civil servants started focusing on achieving results” • “ministries start talking about breaking down silos” • “motivation increases and is maintained with having clear dates and responsibilities” GTL4FMIS and RRA

39. GTL4FMIS >>> RRA Examples of (Hard) RRI Results Source: Greater Than Leadership (GLT) program for FMIS, Benjamina M. Randrianarivelo GTL4FMIS and RRA

40. www.worldbank.org/publicfinance/fmis • Thank You • https://eteam.worldbank.org/fmis