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Web-based- Project Monitoring System (PMS)

Web-based- Project Monitoring System (PMS). Mr. V. Sivagnanasothy Director General Department of Foreign Aid and Budget Monitoring Ministry of Plan Implementation. Scope and Contents. Introduction to web-based PMS. Importance of PMS in the development context.

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Web-based- Project Monitoring System (PMS)

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  1. Web-based- Project Monitoring System (PMS) Mr. V. Sivagnanasothy Director GeneralDepartment of Foreign Aid and Budget MonitoringMinistry of Plan Implementation

  2. Scope and Contents • Introduction to web-based PMS. • Importance of PMS in the development context. • Key elements and Salient features of the System. • Potential users. • Operationalization of the system.

  3. What is Project Monitoring System (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) in a results oriented manner • Keeps track of the progress electronically • Alerts short-falls, and gaps • Escalates problems, issues and constraints • Helps to resolve problems

  4. What is PMS contd…….. • Moving away from a manual monitoring system to electronic on-line paperless development monitoring system harnessing potentials of ICT. • Improve performance of public Sector Projects • Implementation Progress [Financial/ Physical] • Achievement of Development objectives [Benefits / Effects/ Impacts]

  5. What is Project Monitoring System? Contd…. • Early warning signals to identify sick projects and projects behind schedule and enables concerned authorities to take timely corrective actions to resolve implementation issues. • Not a “Policing” function or “fault finding exercise” – But a “facilitation function” to help Project Management to implement projects smoothly. • Based on Malaysian NOR Model.

  6. PMS Helps Project Managers to resolve implementation issues by drawing the attention of LM, MF, MPI and President’s Office • Need for higher level intervention in project implementation (MPI and President’s Office) • Contractual Problems • Inter-agency coordination issues • Troubleshooting (problems beyond the control of LM and PM) • PMS as a mechanism for Senior Managers to monitor project progress at ground level.

  7. Key Elements • Project Profile: (Name, Donor, Duration, EA/IA Objectives, Outputs, Location, Key Dates, Source of Funding, Project cost and Officer responsible.) • Financial Progress: (Total donor funding, Cumulative Utilization, Annual Allocation / Expenditure; Disbursement (Target / Actual); Utilization; Issues) • Activity Monitoring: (Start / End dates; Time overrun; Target/Achievement; Dependencies- Network Analysis; Critical / Non-critical activities; Status, Activity Specific Issues and General Issues) • LFA: Goals, Purpose, Outputs, KPI, (Benchmark / Actual), MOV, Assumptions, (Results Monitoring) • Project Status: (On-schedule; behind-schedule)

  8. Continue…… • Loan Covenants Monitoring: Track the compliance of Loan Covenants • Procurement Monitoring: Keep Track of the Procurement Progress • Major Issues: Keep Track of the Major Issues and action taken

  9. Three major functions of PMS • National M&E function – Central Agencies (Assist MPI, MF and LM) – Executive Information System • Managerial Functions – Project Managers-Management Information System • Governance function – restricted Access to Citizens ( Accountability, Transparency)

  10. 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) P M S P M S • Project Office Project Directors 2. Data stored in the Web Server Citizens (Restricted)

  11. Reports Generated • Flash Report : Overall financial progress, Physical progress and Major Issues and action taken • Summary Reports on Aid Utilization & Budget Progress : Ministry-wise, Sector-wise, Donor-wise and Project-wise • Tailor Made Reports : Crystal Report facility

  12. Salient Features • Paperless Project Monitoring Capabilities • Data Captured at Source • Early Warning signals and Alerts (on sick projects) – Proactive System • Facility to insert pictorial proof of status (Digital camera / Scanners) • On-line information anywhere, anytime. • Information can be projected on to a large screen and used for discussions at meetings.

  13. Potential Users • MPI, MF, PO/ PS, • Line Ministries • 120 Project Directors • Citizens (Restricted)

  14. Operationalizing the System • Updating in time is essential for success • Buy-in the system – PD to designate officers responsible and ensure system is updated • Technical Backstopping / maintenance – NOR/ICTA • D/FABM to liaise with PD’s – oversee, upgrade and Improve • M/F&P, Line Ministries, Senior Policymakers and PD’s should make regular use of the system (Demand Driven)

  15. Thank you

  16. Introduction to PMS NOR Development Management Information System Project Monitoring Performance Monitoring Thematic Monitoring • Ongoing Projects • Pipeline Projects • Completed Projects • – PEIS • Ministries • Departments • Statutory bodies • Macro Economic • Performance • Sector Performance • PRSP / MDGs

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