2014 DAD Community of Practice ( CoP ) Conference NAIROBI - KENYA 21 st – 23 rd January 2014

1. 2014 DAD Community of Practice (CoP) Conference • NAIROBI - KENYA • 21st – 23rd January 2014 Highlights on electronic Project Monitoring Information System(e-ProMIS) PETER M. KAMAU E-ProMIS Admin THE NATIONAL TREASURY - KENYA 21ST JANUARY 2014.

2. Presentation Outline • Need for Project MIS in GOK. • Shared Project MIS Incentives/Benefits • e-ProMIS Objectives • System Scope/Modules • Sample Application/visualizations Screenshots • Key Achievements/Challenges • Next Steps

3. Need for Project MIS in the GOK • Integrated Project Information – Critical in linking Policies, Planning and budgeting. Required by MTEF, Ministries, Donors, Citizens, NGOs, CSOs. • Workflow Inefficiencies • Slow data collection • Data analysis done manually • Duplication of Effort in both data entry and reporting • Frequent human error • Fragmented project MIS or complicated Spreadsheets with version control problems. • Insufficient manual validity checks. • Reporting Issues • Reports have to be created from scratch each time. • Weak M&E GOK systems – Due to unavailability of Information on Projects in the Govt. This has led to: • Stalling/non-completion of projects in time. • Endemic Time/Cost over-runs of project implementation – 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 • Non alignment to the country’s strategy and policy.

4. Shared Project MIS Incentives/Benefits • SMART Projects: • Improved data quality - accurate, timely, within budget and objectives, pinpointing the variances. • Relevant information to management speeds up the decision making process . • Increases the Project success rate – value for money • Centralized data repository - All project data integrated and stored in one place. • Instant access to data - a single source of updating. • Simplified data collection - data directly captured online. • Simplified Reporting - Enables quick, timely and accurate reporting. • Project implementation standardization - a shared framework that standardizes the processes and project services - (Hosting, platform, servers). • Improved/Savings government costs: • As a result of economies of scale, savings on paper forms. • Increases and provides accurate GOK counterpart Funding. • Tracking TAs work permits/ skills, draw-downs and asset inventory. • Score card – performance measure, showing status, trends, relationships and interdependencies. Disbursements increased as a result.

5. What is e-ProMIS • An MIS software application that allows users to effectively track, update, and analyze project inputs and outputs, programmatic outcomes and impact. • Key users include the development partners, implementing agencies, beneficiaries, coordinating agencies, non-state actors and the project beneficiaries (the public). • The goal is to enable decision makers and stakeholders to make evidence based decisions. • Accessed through http://e-promis.treasury.go.ke

6. e-ProMIS Objectives. • The e-ProMIS is a Web-based information system for 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 Service data dissemination channel:- a tool enabling sharing of platform and project repository; enhancing cost cutting and reducing duplications. • Alignment: aligns development projects with national/international strategies and priorities - Vision 2030, MDGs, Paris Declaration. • Harmonization: identifies development flow patterns, gaps, duplication of efforts, and priority areas, thereby promoting harmonized, transparent, and effective delivery of projects. • Scoring/Performance measure - allows organizing projects by performance based on the comparison of target and actual values of financial, physical and time indicators.

7. Objectives cntd’ • Managing for results: tracking the project implementation process with a focus to realize the results – value for money. This requires embracing standards: • Prince Methodology • Program Theory of Change (Logic Model) • IATI Geo-coding Methodology - used to complete the geo-coding exercise of projects in the system. • Mutual Accountability/empowerment: • Promotes mutual accountability by providing a complete, reliable, and transparent picture of the development landscape. • Fosters enduring Partnerships between Stakeholders. 7. Managing the Project Resources: • Ascertain the cost of local and foreign TA’s and the duty waivers undertaken by the government while implementing projects. • Project Asset Register – A register for all the project assets, automation of DA1 processing workflow including computation of all duty exemptions • TA Skills and Work Permits - Alerts on local and foreign TA’s skills and expired work permits of the TA’s. TA deployment coordinated in order to make the best use of the resources.

8. e-ProMIS Scope Five stages of project, according to PMI: • Initiation • Planning • Executing • Controlling • Closing Budgeting Projects Outputs/Assets Disbursements Expenditure Requests/Releases • e-ProMIS has integrated the five project implementation stages, through various Applications that are packaged as one system.

9. e-ProMIS Applications: • Projects • Technical Assistance Personnel • Organisations Profile • DA1 Form Submission • M&E Results Profile Example - Project Application Modules Each of these applications have specific Modules System Dashboard Notes and Attachments • Project Basic Information Project Application Project History • Project Stakeholders Paris Declaration • Financial Flows Duty Exemption Monitoring and Evaluation Technical Assistant

10. Sample Application Screenshots List of Projects by Source of Fund

11. Sample Application Screenshots Projects Application Data Entry Modules

12. Data Entry - Technical Assistance Application

13. Data Entry - M&E Application

14. Detailed Inventory of Projects’ Locations • e-ProMIS supports geo-coding of all project activities to support visualization of development activities. • Geocoding (attaching geographic coordinates to a specific location) facilitates more effective monitoring at the lowest possible sub-national level.

15. Scale of Mapping • Geo-coding have enabled project activities to be mapped at the lowest possible level • Using latitude and longitude of actual location on the ground • By District • By County

16. Geo-coding Process Project Data Project Documents Information

17. Visualization of Development Projects - Screenshots More than 2,000 locations mappedfor over 600 development aid projects in Kenya

18. Example - Distribution of Projects in Mombasa County by Project Cost

19. Example – Number of Projects in Naivasha County by Project Cost

20. ViewDonors Sectoral Support Projects Relation to MDGs • Showcase projects according to sector. • Quickly see no. of projects vs Amount in funding. • Show sectors most funded and most projects. • Viewing Projects relation to MDGs

21. Example – Report on Project s by Project Status • Gives a single infographic report on status of the e-ProMIS project portfolio.

22. KEY ACHIEVEMENTS • Adoption of the system as the key M&E tool by the Government • Harmonized Aid Effectiveness tool - All Donor financed projects currently managed in the system with the requisite financing. • Top management support (System usage enforcement )- through PFM Act regulations and Government Circulars e.g Treasury Budget Circulars. • e-ProMIS is the source of project related data to the Global Open Aid Map (hosted by Open Aid Partnership) in addition to sharing with Kenya Open Data Initiative -https://opendata.go.ke- open data to public, easily accessed anywhere, by anyone, at anytime. • Government of Kenya has a strong commitment towards aid transparency and accountability, better aid coordination, and increased aid effectiveness • Geo-coding and Mapping of the donor financed projects. • Capacity building on system usage. • Portal for public access and information viewing.

23. Challenges • Lack of cooperation from some technical departments in provision of the relevant project data leading to inadequate and/or lack of information on projects under implementation: • Work-plans • Project documents • Expenditure details • TAs skills and personal emoluments, etc. • Usage level : Inertia- Fear/resistance to embrace the system by some users. • Inadequacy in project implementation/development guidelines and harmonized statutory provisions – hampers on sharing of services. • Historical data: voluminous and availability/cross referencing on financial data. High workload. • Changes in governance structure in the government – Devolution • Technology – Connectivity and citizen digital divide/literacy. • Parallel systems – prompted some stakeholders to developed similar systems.

24. Lessons Learnt • Co-operation with other technical Government departments in provision of the relevant project data is critical to ensure availability of project information– work-plans, project documents, TAs skills, TAs personal emoluments, etc. • Geocoding and Visualization - Geocodingof development projects increased demand for visualization for M & E data/information. • Adequate project implementation/development guidelines are necessary for system development/project success. • Guidelines for provision of adequate location information must be included in project preparation stage • Development data must be harmonized between the Government and Donors • Need for an elaborate communication strategy • Need to assess work load and define baseline information • Historical data can be voluminous and incomplete. Initially, the system have focused on active projects.

25. Next Steps • Geocoding and Mapping of: • The government financed projects • Off-budget projects • Publishing data - Kenya Open Data Initiative Portal - Global Open Aid Mapping Platform • Integration of the eProMIS data with other Government systems (IFMIS, Kenya Revenue Authority, CBK, etc) • Building capacity for effective update/use of data: • Training of Government officials and development partners • Training of the Media and civil society organizations in the effective use of the data • Update M & E/Results data from the M&E Directorate and the relevant ministries • Extend the program to support devolution process in Kenya