Challenge of Implementing IT-enabled Business Change In The Public Sector

CASE STUDY: IFMIS Implementations

CONTEXT •  Kenya has just successfully concluded the

first elections with the new constitution in place.

•  Major transition expected as the country moves from central to devolved government

•  What lessons learnt from implementing change in public sector can we utilize during this period of change?

•  What role can project managers play?

What are IFMIS Projects?

•  Integrated Financial Management Information System

•  Usually a core component of Public Financial Management (PFM) Reform.

•  Goal: To improve public expenditure management through an integrated and automated financial management system in order to ensure efficient and effective utilization of public resources.

Characteristics of IFMIS Projects

•  Complex procurement process •  Project duration considerably lengthy – 2

to 10 years •  Painful transition process •  Numerous internal and external

stakeholders •  Capacity & competence building a critical

success factor •  Difficult to determine success

Typical IFMIS Project Components

TRANSITION MANAGEMENT

PROCESSES & PROCEDURES

CONTRACT

SITES

SOLUTION PROVIDER

IMPLEMENTATION METHODOLOGY

THE SOLUTION

Role of Project Manager

•  Communication

•  Stakeholder Management

•  Contract Management

•  Monitoring and Control of Project Delivery

•  Issues and Risks Management

PM Challenges to be Experienced

•  Managing the Transition

•  Diverse interests – Complex Stakeholder

Management

•  Contract and Procurement Management

•  Knowledge Transfer - Capacity & Competence

Building

A disappointed salesman of Coca Cola returns from his Middle East assignment. A friend asked, "Why weren't you successful with the Arabs?" The salesman explained, "When I got posted in the Middle East , I was very confident that I would make a good sales pitch in rural areas. But, I had a problem I didn't know how to speak Arabic. So, I planned to convey the message through three posters...

First poster- A man lying in the hot desert sand...totally exhausted and fainting. Second poster - man is drinking our Cola. Third poster- Our man is now totally refreshed. Then these posters were pasted all over the place "That should have worked," said the friend. The salesman replied "I didn't realize that Arabs go from right to left"

Managing the Transition – know the culture!

Stakeholder Management – Engage them All!

ACCOUNTANT GENERAL

MEDIA

DONORS

BANKS

PUBLIC

OTHER GOVT

BODIES

USERS

PM Lessons Learnt (1/2)

•  An evolutionary (gradual change) rather than revolutionary (Big-Bang) IFMIS approach increases chances of success.

•  Phased implementation ensures mistakes are not rolled out

•  Rolling Benefits Realization Planning crucial to communicate wins in every phase

•  Use regular WorkGroups to engage stakeholders.

PM Lessons Learnt (2/2)

•  Training is the first step to competence and capacity building

•  Incentives ensure project team is motivated towards capacity and competence building

•  Collaboration between solution provider and client

•  Ensure a working Change Control mechanism

DISCUSSION