IT Project Management for Social Welfare Sector: Funding and Guidelines

1. Seminar on IT Project Managementfor the Social Welfare SectorLF Applications in Respect of IT ProjectsMr KOK Che-leungChief Social Work Officer (IST)

2. Use of Lotteries Fund for IT Projects • Framework endorsed by LFAC in October 2001 • Funding support for IT projects to be non-recurrent in nature and on a project-by-project basis • Major sector-wide IT initiatives under LF auspices to be centrally coordinated

3. Use of Lotteries Fund for IT Projects • Invitation to LF applications in respect of IT projects on an annual basis with prescribed application form • Exceptionally justified proposals received outside the normal application period to be considered on individual merits

4. Use of Lotteries Fund for IT Projects • NGOs may be required to present their project proposals before funding approval • Annual call to be announced later with emphasis on service delivery

5. Generic Parameters for Assessing IT Projects • Potential of synergy with other IT initiatives to facilitate wider use of IT in the sector • Able to enhance or improve service delivery and increase the productivity and cost effectiveness of existing social welfare services, in terms of both direct practice and social welfare management and administration

6. Generic Parameters for Assessing IT Projects • Of benefit to service users including disadvantaged groups • Able to support or facilitate training in the sector

7. Eligibility to Apply for LF Grants • Bona fide non-profit-making NGOs providing social welfare services • NGOs may make an application in partnership, e.g. tertiary institutes or public professionals bodies

8. Coverage of Funding Application on IT Project • Project objectives and description • What is to be achieved with the project? • What is the project about? • Existing problem(s) to be addressed by the project • A clear and concise statement to highlight the problem(s) the applicant agency is facing and is to address with the project

9. Coverage of Funding Application on IT Project • Need(s) to be met by the project • A more future-oriented vision of the anticipated needs that may arise in the near future and can be met through the project • Cost and benefit analysis of the project • A clear breakdown of the non-recurrent and recurrent costs for the project • A clear analysis of the tangible and intangible benefits of the project • Is the project cost effective in terms of the costs and benefits?

10. Coverage of Funding Application on IT Project • Technical solution to be adopted by the project • What are the technical options the applicant agency has considered for implementing the project? • What is the rationale to adopt the technical option of the agency’s choosing? • Participating organisations and alliance • Is the applicant agency the sole applicant? Any partner agencies to do the project?

11. Coverage of Funding Application on IT Project • Project implementation plan with timeline • A clear timetable for the project implementation with a highlight of deliverables and milestones at various stages • Potential for sharing application • How feasible is the final product of the project to be shared for use by other NGOs? • How feasible is the source code of the final product of the project opened to NGOs for use or customisation?

12. Coverage of Funding Application on IT Project • Budget • What are the cost or expenditure items and the amount of money required for each of the items? • How much of the budget can the applicant agency afford to cover with its own resources? How much is requested from the Lotteries Fund?

13. Coverage of Funding Application on IT Project • Project management structure • What sort of committee will be set up to steer the project? Who is to chair the committee and who else will sit on the committee? • How will the Board of Directors be involved in the project management?

14. Coverage of Funding Application on IT Project • Risk management plan • What are the possible risks to the agency arising from the project (e.g. project slippage)? • What are the steps to take in minimising the risks? (e.g. regular review of the project progress to ensure timely delivery of deliverables, stage payment upon satisfactory delivery of deliverables, etc.)

15. Coverage of Funding Application on IT Project • Training and communication plan • How will the applicant agency prepare their staff for the changes arising from the implementation of the IT project? • How is training offered to staff? What approach will be taken? (e.g. Train-the-trainers, etc.)

16. Coverage of Funding Application on IT Project • Project sustainability or maintenance plan • Will the project continue subsequent to the lapse of the LF grant? • How will the recurrent expenses for the project be met? • Output and outcome indicators • What are the indicators for measuring the output and outcome of the project? • Will the indicators be built in the system at the start?

17. Project Management and Monitoring • Board of Directors and Agency Heads to assume full responsibility to monitor the project • To set up a proper project management structure with clear responsibilities to steer, oversee, administer and undertake tasks in the project

18. Project Management and Monitoring • To negotiate payment terms with IT contractors and clearly set out the terms in the contract • To conduct a post-implementation review of the IT project and submit the review report to SWD

19. Promotion of a Sharing Culture • Concerted efforts to develop a culture to share and exchange for IT development • NGOs to consider allowing products of their IT projects to be used or replicated by other NGOs • NGOs to properly document their IT projects and to be prepared to share with other NGOs their experience in implementing the projects

20. Enquiry

21. Thank You