Developing a web-based information management system A Foundation

Developing a web-based information management system A Foundation for realizing the RUFORUM Theory of Change Nodumo Dhlamini, Agnes Akwang Obua-Ogwal, Claire Akun-Ntwali, Sylvia Mkandawire, George Flatters The Regional Universities Forum for Capacity Building in Agriculture (RUFORUM – www. ruforum. org) 7 th AFREA Conference 5 -7 March 2014 Yaounde, Cameroon

Outline / Objectives 1. Overview of the RUFORUM Theory of Change 2. The Approach and Methodology for developing the RUFORUM Information Management System 3. Achievements 4. Lessons and way forward • Lessons learnt designing M&E data collection systems • Opportunities presented by open source platforms to non -profit organisations

Definition of Terms • A web based information management system is defined as a computerised database management information system that is accessible for use via the internet. • It allows both users and technical support staff to access, populate and use it online – improving online data collection, management and analysis.

OVERVIEW OF THE RUFORUM THEORY OF CHANGE, VISION AND MISSION

RUFORUM Vision A vibrant agricultural sector linked to African universities which can produce high performing graduates and high-quality research responsive to the demands of Africa’s farmers for innovations and able to generate sustainable livelihoods and national economic development

RUFORUM Mission To strengthen the capacities of Universities to foster innovations responsive to demands of smallholder farmers through the training of high quality researchers, the output of impact oriented research, and the maintenance of collaborative working relations among researchers, farmers, national agricultural research institutions and governments.

RUFORUM Theory of Change IMPACT STATEMENT: High performing African universities that produce skilled, proactive graduates, demand driven research outputs and innovation in response to local, regional and national agricultural development priorities 1. RUFORUM member universities are strong institutions that shape the agricultural sector in positive ways 2. RUFORUM alumni are pro-active and dynamic change-makers in the agricultural sector 3. RUFORUM becomes a regional reference point for Agricultural Research and Higher Agricultural Education RUFORUM is a dynamic regional platform that fosters collaboration, coordination and learning amongst member universities Universities: 1. Focus faculties produce more relevant and user-oriented research 2. Focus faculties produce proactive and skilled graduates 3. Institutionalize enabling policies, principles and practices 4. Benefit from spill-over effects beyond focus faculties RUFORUM Secretariat facilitates: 1. The institutionalization of appropriate research processes in focus faculties 2. The institutionalization of improved training in focus faculties 3. The development of capacity at university to support secretariat outputs 1 and 2 4. The functioning and governance of RUFORUM

The Justification for a web-based RUFORUM Information Management System

Why a web-based RUFORUM Information Management System? 1. Built to fulfil the requirements of the RUFORUM Theory of Change that recognizes strong management information systems as focal to the effectiveness of the RUFORUM Secretariat Core Programs. 2. The success of our interventions in the universities depend on strong systems for information management, information tracking and program evaluation.

Why a web-based RUFORUM Information Management System? 1. To facilitate efficient and flexible data capturing and data / information access 2. To improve monitoring of the implementation of research grants through web-based reporting 3. To strengthen learning in the RUFORUM Network 4. To provide data, information and knowledge for decision-making and justifying investments

The Situation Before the web-based RUFORUM Information Management System (RIMS) • Used Microsoft Word and Excel templates – with researchers submitting these templates and related attachments by email. • The emails tended to be bulky • The templates asked the researchers the same questions at each reporting period because static information was not accommodated. • The method of storage and retrieval of information was inefficient – if information was required it took time for it to be extracted and formatted for use • The information could not be viewed online and the information was not easily accessible to other key stakeholders.

The RUFORUM Information Management System (RIMS) 1. An open source platform built on a Django application, written in Python, running on a My. SQL relational database management system and runs on a Linux server. Components of RIMS include a) Contacts database that tracks students, alumni, principal investigators, university faculty and other stakeholders that network with RUFORUM b) Online Reporting for grant awardees to report at 6, 12, 18, 24 and 30 months c) Events module d) Module for capturing grant details and grant calls e) Online Scholarship Applications for MSc and Ph. D Students f) Managing Templates g) Back end system for managing user rights and access.

The Approach and Methodology for developing the RUFORUM Information Management System

Methodology used to develop the web based RIMS Agile Methods – used to get an agreed understanding of what needed to be done, for whom, and what resources would be required: • A persona session where participants create fictional personas to represent users' perspectives on the MIS product • A user journey session where we examined the key tasks that each user (represented by the personas) wants to accomplish • A user story session where we captured detailed information about selected steps in the user journeys

Methodology used to develop the web based RIMS Agile Methods üembedded users to provide requirements üdivided project into discrete runs that are developed individually üUsed the scrum concept üDaily status meetings. üMinimized paperwork and accelerated development speeds are top goals of agile.

Online Project Management Tools Used 1. Django administration (https: //www. djangoproject. com/), a high-level Python Web framework that encourages rapid development and clean, pragmatic design 2. Kanban Tool (http: //kanbantool. com/), a visual project management tool. 3. Lopad (http: //lopad. org/), a public pad for recording meeting discussions 4. Redmine (http: //www. redmine. org/) web-based Project Management Tool written using Ruby on Rails framework. Redmine is open source and released under the terms of the GNU General Public License v 2 (GPL). 5. Online communication tools – Skype; Group email; Virtual Network Computing – VNC over skype for virtual demonstrations / progress reviews

The SCRUM Concept 1. A product owner creates a prioritized wish list called a product backlog. 2. During sprint planning, the team pulls a small portion from the top of that wish list, a sprint backlog, and decides how to implement those pieces. 3. The team has a certain amount of time — a sprint (usually two to four weeks) — to complete its work, but it meets each day to assess its progress (daily Scrum). 4. Along the way, the Scrum. Master keeps the team focused on its goal. 5. At the end of the sprint, the work should be potentially shippable: ready to hand to a customer. 6. The sprint ends with a sprint evaluation and retrospective. 7. As the next sprint begins, the team chooses another portion of the product backlog and begins working again.

THE TOOLS: Django, Kanban, Lopad, Redmine and Skype

Day to Day Management of the RIMS project • Clear deadlines and deliverables • Online check-in daily calls • Email Based Reminders for meetings • Regular review and feedback • Face to face discussions at the user site when possible • User Requirements signing off – to reduce lack of fit to expectations • Clear product owner from the client

ACHIEVEMENTS

Key Milestones 1. Over 3800 RUFORUM Network contacts information 2. 100 research grants information 3. Online reporting templates developed 4. Over 40 researchers submitted their progress reports online 5. MEL and Grants Team able to read and provide feedback to grantees online 6. Better understanding of the research being implemented by researchers

Lessons, Gaps and Conclusion

Lesson 1: software development methodologies • Choose a robust software development methodology such as AGILE to manage project risks e. g. • Scope Creep : Agile projects should add the missed requirements to the backlog, push off lesser value requirements, and drop unnecessary requirements • Requirement Error : Agile fleshes out the requirement when it is being implemented providing much more visibility and a shorter time frame to reduce costs.

Lesson 2: online project management and managing virtual teams • Daily online check-ins and feedback are very useful • Online projects can be implemented with African partners / clients. Virtual Team was based in Kampala, United Kingdom, Slovenia, Canada and other African countries where the RUFORUM team members frequently travel to • Kampala speed tests: • Wireless: upload = 1. 53 MB/s download = 2. 09 MB/s (Orange Uganda) • Dongle: upload = 0. 447 MB/s download = 1. 29 MB/s (Orange Uganda)

Lesson 3: Work flow understanding and change management • Encourage users to think more about the way that they work – use a retreat for reflection. During system testing encourage users to capture records to ensure the workflow is better understood • Involving some types of users (e. g. researchers at universities) at discovery phase was perhaps premature - would have been helpful to demo other systems in order to get useful input • Online project management tools were foreign to RUFORUM team members - accustomed to face interactions – help users deal with their fears.

Lesson 4: Budget Versus Needs 1. Aim for basic functionality – and improve the system as you become clearer on additional needs 2. Reduce “nice to have” functionalities 3. Use open source software development tools 4. Build internal capacity for support

Lesson 5: Sustaining RIMS 1. Need for a function in the organization to sustain the computerized MIS - to handle future changes requested by users and to administer the databases 2. Ensure that there is a clear champion for the MIS – don’t rely on consultants 3. Ensure buy in from the CEO and user departments

Gaps and Way Forward 1. Data Quality management 2. Data completeness 3. Continuous Training for increased ownership – and full migration towards full use of the system 4. Resources for adding more functionality

Conclusions 1. A well-articulated and accepted monitoring and evaluation framework is critical in the development of fitting computerised and web-based management information systems. 2. Online tools for supporting project management could cut down budget costs for developing management information systems. 3. Capacities and experiences of product owners need to be understood and training provided 4. Managing the scope of computerized Management Information Systems Projects is critical – link to the available budget 5. The procurement of software development consultants needs to be handled carefully. Ensure there is a team member in your organization who has experience managing software development projects