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 l Introduction to web-based PMS. l Importance of PMS in the development context. l Key elements and Salient features of the System. l Potential users. l Operationalization of the system.
What is Project Monitoring System (PMS). . ? l 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 §
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]
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.
PMS Helps Project Managers to resolve implementation issues by drawing the attention of LM, MF, MPI and President’s Office l Need for higher level intervention in project implementation (MPI and President’s Office) l Contractual Problems l Inter-agency coordination issues l Troubleshooting (problems beyond the control of LM and PM) l l PMS as a mechanism for Senior Managers to monitor project progress at ground level.
Key Elements l Project Profile: (Name, Donor, Duration, EA/IA Objectives, Outputs, Location, Key Dates, Source of Funding, Project cost and Officer responsible. ) l Financial Progress: (Total donor funding, Cumulative Utilization, Annual Allocation / Expenditure; Disbursement (Target / Actual); Utilization; Issues) l Activity Monitoring: (Start / End dates; Time overrun; Target/Achievement; Dependencies. Network Analysis; Critical / Non-critical activities; Status, Activity Specific Issues and General Issues) l LFA: Goals, Purpose, Outputs, KPI, (Benchmark / Actual), MOV, Assumptions, (Results Monitoring) l Project Status: (On-schedule; behind-schedule)
Continue…… l Loan Covenants Monitoring: Track the compliance of Loan Covenants l Procurement Monitoring: Keep Track of the Procurement Progress l Major Issues: Keep Track of the Major Issues and action taken
l Three major functions of PMS l National M&E function – Central Agencies (Assist MPI, MF and LM) – Executive Information System l Managerial Functions – Project Managers. Management Information System l Governance function – restricted Access to Citizens ( Accountability, Transparency)
Data Captured At Source – Project Office feeding Information to PMS National Agencies 1. Data Entry at source P M S • Project Office 2. Data stored in the Web Server 3. Shared data available at Various levels (DSS) Project Directors Citizens (Restricted)
Reports Generated l Flash Report : Overall financial progress, Physical progress and Major Issues and action taken l Summary Reports on Aid Utilization & Budget Progress : Ministry-wise, Sector-wise, Donorwise and Project-wise l Tailor Made Reports : Crystal Report facility
Salient Features l Paperless Project Monitoring Capabilities l Data Captured at Source l Early Warning signals and Alerts (on sick projects) – Proactive System l Facility to insert pictorial proof of status (Digital camera / Scanners) l On-line information anywhere, anytime. l Information can be projected on to a large screen and used for discussions at meetings.
Potential Users l MPI, MF, PO/ PS, l Line Ministries l 120 Project Directors l Citizens (Restricted)
Operationalizing the System l Updating in time is essential for success l Buy-in the system – PD to designate officers responsible and ensure system is updated l Technical Backstopping / maintenance – NOR/ICTA l D/FABM to liaise with PD’s – oversee, upgrade and Improve l M/F&P, Line Ministries, Senior Policymakers and PD’s should make regular use of the system (Demand Driven)
Introduction to PMS NOR Development Management Information System Project Monitoring • Ongoing Projects • Pipeline Projects • Completed Projects – PEIS Performance Monitoring • Ministries • Departments • Statutory bodies Thematic Monitoring • Macro Economic Performance • Sector Performance • PRSP / MDGs
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