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Mission Report - Belize eGovernment Workshop

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Mission Report - Belize eGovernment Workshop Powered By Docstoc
					  T@SF
Caribbean Technical and Advisory Support Facility (TASF) on eGovernment
UNDESA/ CARICAD




           MISSION REPORT



                                          Technical and Advisory Support Facility (TASF)
                                     Development of E-Government & ICT in the Public Sector:
                                                      Government of Belize
                                                                     May 16th – 18th, 2006


Based on a request from Ms. Myrtle Palacio, Director of the Office of Governance, the Knowledge and Information Manager visited
Belize from May 16th to 18th, and conducted four (4) half-day In-Country Workshops on E-Government for the following Personnel:


    1. The Cabinet Secretary and all Chief Executive Officers (Permanent Secretaries)
    2. Heads of Department from various Public Sector Agencies
    3. Supervisory and Middle Management Public Sector Officers
    4. Information Technology Personnel from all Public Sector Agencies
A total of sixty-three (63) persons participated in these four Workshops (See Appendix 1). Each Workshop had specific objectives, ranging
from building capacity and understanding of E-Government to the development of a strategic framework for the advancement of the E-
Government agenda in the Government of Belize.


The agenda/presentation outlines for the various workshops are outlined below:


       Cabinet Secretary and all Chief Executive Officers (Permanent Secretaries)
       1.   Definition of E-Government
       2.   Dimensions of E-Government
       3.   Stages of E-Government
       4.   E-Government: Implications for the Organization & Management
       5.   E-Government Policy Formulation Process

       Heads of Department
       1.   Definition of E-Government
       2.   Dimensions of E-Government
       3.   Stages of E-Government
       4.   E-Government and Public Sector Reform/Modernization
       5.   E-Government: Institutional & Human Resource Considerations
       6.   E-Government Policy Formulation

       Supervisory and Middle Management Public Sector Officers
       1.   Definition of E-Government
       2.   Dimensions of E-Government
       3.   Stages of E-Government
       4.   E-Government: Implications for the Organization & Staff
       5.   Knowledge into Action: Implementing E-Government Initiatives

       Information Technology Personnel

       1. Definition of E-Government
       2. Dimensions of E-Government
                                                                                                                                       2
       3. Stages of E-Government
       4. Update on ICT in the Public Sector
       5. E-Government Policy Formulation & Action Plan

The session with the IT personnel included the use of a participatory methodology whereby key issues, as well as the strategies to address
those issues are generated by the participants themselves, with guidance from the facilitator. The application of this methodology entailed
extensive group work by the participants and was done in three steps:

Step 1: Priorities Areas for Public Sector IT in Belize

       Step 1a:        List the top three to five priorities for advancement of the IT function in your Agency
       Step 1b:        List the top three to five priorities for the IT agenda in the wider Public Service

Step 2: Blocks and Constraints towards achievement of the Common Vision (Priority Areas)

Step 3: Strategic Direction to overcome blocks and constraints




                                                                                                                                         3
                             OUTPUT OF PARTICIPATORY METHODOLOGY AND GROUP EXERCISES

    Step 1a:        List the top three to five PRIORITIES for advancement of the IT function in your agency

    Step 1b:        List the top three to five PRIORITIES for the IT agenda in the wider Public Service

Organization                 1a: Priorities for IT advancement in organization                       1b: Priorities for IT agenda for
                                                                                                          wider Public Service
NEMO                     1. Network administration requires strengthening.              I. Integration of IT services via a common focal point.
                         2. Dedicated ICT Officer needed.                              II. Better coordination of individual agencies through
                         3. Specialized IT training needed.                                dedicated IT representatives.
                                                                                      III. Centralized GOB technical/IT services that serve all
                                                                                           areas of IT.
Department of the       1.   Create a dbase of all environmental impact assessment.     I. Function and service
Environment             2.   Create a dbase of all environmental compliance plans.     II. Websites
                        3.   Create a digital registry of all department files.       III. Updated data
Department of the       1.   Control of the Internet use – restriction on website       I. Developing a proper website
Environment             2.   Acquiring programmes such as Photo editing, video         II. Uploading public documents on web-site for easy
                             editing, GIS Arc, etc..                                       access
                        3.   Upgrading the computers available at the office.         III. Having a web-based environmental checklist form
                        4.   Uploading EIA’s on the MNREI website.                         for availability to the people.
                                                                                      IV. Inter and Intra Ministerial access to data
                        1.   Provide adequate needed staff                              I. Services integration
Belize Archives         2.   Training – advanced level with support from GOB           II. Get better IT support from GOB – GOB is not
Department              3.   Better budget for IT – to upgrade equipment and software      using IT to its advantage
                                                                                      III. Get people aware of the ways GOB provide services
                                                                                           to increase its use and for convenience of the public.
Elections &             1.   Equipment                                                  I. Equipment
Boundaries              2.   Training                                                  II. Training
                        3.   Maintenance Plan                                         III. Maintenance plan
                        4.   Department/election relevant database software           IV. Standardization of equipment, websites, databases,
                                                                                           MIS Unit structure in terms of position,
                                                                                           responsibilities, power.



                                                                                                                                            4
Organization               1a: Priorities for IT advancement in organization                              1b: Priorities for IT agenda for
                                                                                                                 wider Public Service
Ministry of Defence   1.   Hardware                                                          I.   Hardware
                      2.   Training                                                         II.   Training
                      3.   Financing for services (e.g. Internet access in remote areas)   III.   Finance
                      4.   Personnel                                                       IV.    Innovation – the use of Open Source when finance is
                      5.   Heads of Department need to be in the “bandwagon”.                     not available.
                      1.   Investment in hardware and software                               I.   Management understanding of IT
Immigration &         2.   Provide country wide network                                     II.   Limited resources – unable to provide full
Nationality           3.   Co-workers IT training                                                 implementation of systems
                      4.   Provide assistance in development (software), more IT           III.   Encapsulate all ministries
                           persons
                      5.   Supervisors lack IT knowledge; unable to understand the
                           complexity of IT systems.
Ministry of Works     1.   Hardware (50% old)                                                I.    Connectivity between ministries
                      2.   Training (for IT staff in security, networking, etc…)
                      3.   Legal software (most software is pirated)
                      4.   Staff (poorly staffed)
                      5.   Budget (minimum allocation of finances)
                      1.   Development of an integrated Police Information                   I. Training
Police Department          Management System encompassing a Crime Management                II. IT Policy
                           System, Human Resource Management System, Fleet,                III. Standardization
                           Exhibits, etc…
                      2.   Proper staffing of the IT Unit
                      3.   Development of a wide area network
                      4.   Budget - financing
                      1.   Budget                                                            I.   Uniform infrastructure (standardization)
Ministry of Health    2.   Improved business processes                                      II.   Standard platforms (open standards)
                      3.   Implemented processes                                           III.   Budget
                      4.   Human resources (development of software)                       IV.    Human resources
                      5.   Capacity strengthening                                           V.    Process improvement

Ministry of Health    1. Improved hardware (Advanced computer systems)                      1. Communication between the Public Service
                      2. Improved software (Budget)                                            Ministries
                      3. IT training                                                        2. Link to IT professions to share knowledge/skills
                                                                                            3. Network of ministries

                                                                                                                                               5
Organization               1a: Priorities for IT advancement in organization                       1b: Priorities for IT agenda for
                                                                                                        wider Public Service
Ministry of Natural   1.   Finance                                                     I.   Finance
Resources             2.   Equipment (new) upgrade                                    II.   Governmental commitment
                      3.   Training availability                                     III.   The ministry willingness
                      4.   Opportunity                                               IV.    The availability of Personnel
                                                                                      V.    The availability of training
Ministry of           1. Training in Information management                            I.   An IT strategy for the country
Agriculture           2. Better computers/platforms                                   II.   Training in IT for officers
                      3. Training in database management                             III.   Networking between ministries
                      4. More support in IT department
Karl Heusner          1. Training (sensitization of personnel to instill culture        I. Education – focus on providing awareness and
Memorial Hospital        change; hence not becoming resistant to the changes).             acceptance of changes
                      2. Security of Information                                       II. Transparency/Openness – will decrease the levels of
                      3. Technological infrastructure                                      resistance if stakeholders are involved in the
                                                                                           development processes.
                                                                                      III. Infrastructure
                      1. For the advancement of the IT function, management has         I. Managers/Supervisors must be knowledgeable about
Customs Department       to appreciate the role of IT in their decision making and                   IT
                         the effectiveness it can have in the agency. Therefore        II. Staff training
                         training and knowledge of IT is the key for managers.
                      2. Training (continuous) is important in this specialized field
                         since updates and changes occur rapidly
                      3. Proper compensation of staff and increase in budget




                                                                                                                                        6
Step 2:       Blocks and Constraints towards achievement of the Common Vision
   Organization                                                 Blocks and Constraints
Department of the     Blocks and Constraints to advancement of IT in the organization
Environment           1. Training/manpower/equipment/security
                      2. Manpower/time constraints
                      3. Manpower/time constraints and training and technology
Department of the     Blocks and Constraints to advancement of IT in the organization
Environment           1. Budget Allocation
                      2. Lack of knowledge from supervisors regarding the use of programs

                       Blocks and Constraints to the IT agenda in the wider Public Service
                        I. Budget Allocation
                       II. Do not have immediate access to web-developers or web upgraders thus info cannot be loaded to web
                      III. The ministries are not linked together thus information is not readily available.
                      IV. Not enough personnel to address the above
Belize Archives        Blocks and Constraints to advancement of IT in the organization
Department             1. Inadequate staff is usually provided
                       2. It is sometimes difficult to educate on your own due to limit of salary.
Elections &            Blocks and Constraints to advancement of IT in the organization
Boundaries             1. Finance
                       2. Political Interest
                       3. Resistance to Change
                       4. Lack of maintenance of systems
                       Blocks and Constraints to advancement of IT in the organization
Ministry of Defence    1. Finance for obtaining the necessary hardware is not available.
                       2. There is not time nor trainers to train the staff. IT staff have limited knowledge of IT.
                       3. Not enough finance for services in remote areas nor for services for “industrial” equipment like printers.
                       4. IT staff is small, and the ministry itself is small. Furthermore, the ministry encompasses all the country and we
                           do not have enough personnel to cover or offer maintenance to remote areas.
                       5. Heads of Department think that they know it all and when they are advised on something or asked for
                           something, they always give their “expert” solutions.




                                                                                                                                         7
   Organization                                                   Blocks and Constraints
                     Blocks and Constraints to advancement of IT in the organization
Immigration &        1. Not enough personnel
Nationality          2. Limited Budget
                     3. No Central IT Unit for information sharing
                     4. Not enough IT personnel in the Department
                     5. No seminars targeted specifically to management concerning IT

                     Blocks and Constraints to the IT agenda in the wider Public Service
                      I. Awareness/Incompetent in IT (Management)
                     II. Budget not assigned to IT (Limited resources for full implementation of systems)
                    III. No group or agency to unite all ministries/department (Encapsulate all ministries)

                     Blocks and Constraints to advancement of IT in the organization
Ministry of Works    1. Lack of money (Hardware -50% old)
                     2. Lack of money (Training (for IT staff in security, networking, etc.)
                     3. Lack of money (Legal software -most software is pirated)
                     4. Job positions do not exist (Staff - poorly staffed)
                     5. Importance is not recognized (Budget -minimum allocation of finances)

                    Blocks and Constraints to the IT agenda in the wider Public Service
                     I. Too many different software being used (Connectivity between ministries)
Police Department   Blocks and Constraints to advancement of IT in the organization
                    1. Understanding & support for such initiatives as:
                         • Funding
                         • Staffing of IT personnel
                         • Priorities
                    2. Government downsizing, not hiring (Proper staffing of the IT Unit)
                    3. Lack of funds/budget, same as No. 1
                    4. Financial constraints (limited Budget)

                     Blocks and Constraints to the IT agenda in the wider Public Service
                      I. No set policy or guidelines on training
                     II. No set policy or guidelines on IT
                    III. No set policy or guidelines on standard

                                                                                                              8
   Organization                                                      Blocks and Constraints
                      Blocks and Constraints to advancement of IT in the organization
Ministry of Health    1. Lack of HR
                      2. Capacity strengthening
                      3. Processes not clearly defined
                      4. Propriety software vs. open source software – the need for more open standards for sustainability
                      5. Infrastructure too expensive
                      Blocks and Constraints to advancement of IT in the organization
Ministry of Health    1. Budget
                      2. Lack of human resources
                      3. Knowledge and education of Administration
Ministry of Natural   Blocks and Constraints to advancement of IT in the organization
Resources             1. Lack of Government finances
                      2. It is not a Government priority
                      3. The venture is too expensive to maintain
                      4. The venture is very delicate
                      5. Too many people involved
Ministry of           Blocks and Constraints to advancement of IT in the organization
Agriculture           1. Very few local trainers
                      2. Finance
                      3. Support from within the ministry
                      4. Finance
Karl Heusner          Blocks and Constraints to advancement of IT in the organization
Memorial Hospital     1. Training is not adequate and does not cater to all levels of staff on the team.
                      2. Policy and confidentiality and integrity of data…is non-existent; or if present – not equitably enforced.
                      3. Limited Budget
                      4. Time constraint on the part of the staff
                      Blocks and Constraints to advancement of IT in the organization
Customs Department    1. Management appreciation due to lack of knowledge or reluctance to let go power.
                      2. Budget for IT training is very limited since it is part of the training budget for the agency; there is very small
                         budget for training.
                      3. The Government’s pay scales



                                                                                                                                              9
                            Step 3: Strategic Direction to overcome blocks and constraints

Group Blocks                          Strategy
 1. Lack of HR                          1. Training required at 3 levels:
 2. Training & (IT personnel)                 • IT Personnel
 3. IT Policies(computer policies)            • Upper Management
 4. Shared resource pool                      • End user
 5. Budget                              2. Proper IT Policies
 6. Upper Management awareness
                                              • Usage of computers
 7. User training (end users)
                                              • Network administration
                                              • Protocols of development and procurement of computer software
                                        3. Staff levels must be of an acceptable. Proper HR. Quality.
                                        4. Commitment from Government. Government must place IT on a high priority
Contact person: Ian Smith                   level, thus, increasing budgets, secure outside funding for IT projects.
laismith@gmail.com                      5. Creation & integration of databases within the Government sector e.g. law
                                            enforcement & border patrol etc..
 1. Limited Budget                       1. Finance
 2. Ineffective Personnel                      • Annual budget for IT
 3. Non-existent ICT Strategy                  • Strategy and plan
                                               • A ministry for IT
                                         2. Human Resources
                                               • Need trained personnel to drive the system
                                               • Document the information system
                                                    - Business processes
Contact person: Peter Johnson            3. Plan
 pjohnson@moh.org.bz                           • Standardization of platforms
                                               • Continuous training
                                         1. Pool Resources with other ministries and departments
                                         2. Communications: Formalize with ministries
                                         3. Streamline the upgrading of programs
                                         4. Educational Training – older heads and with newer programs
                                         5. Streamline the training
                                         6. Identify job description for e.g. IT technician


                                                                                                                       10
 1.   Limited qualified IT personnel   1. Training and proper Compensation for IT professionals in Public Service
 2.   Budget                                • Specialized training for IT personnel
 3.   Lack of IT policies                   • Continuous training/Assistance with training
 4.   ICT countrywide network               • Creation of IT job classification
      infrastructure
                                            • Career path for IT personnel
                                            • Comparable salaries to private sector for IT personnel
Contact person: Farnaz Rabbani         2. Allocate budget for maintenance/software/training
farnazrabbani@hotmail.com              3. Well placed champion with the commitment to fully support the development
                                          IT policies and strategy
                                            • Commitment from IT professionals in the Public Service to assist in
                                                   process
                                            • Involvement of management for early buy-in and for implementation
                                       4. ICT Infrastructure
                                            • Finance
                                            • Political Will – Increase Awareness
                                            • Know How - Outsource




                                                                                                                      11
                                Appendix 1: List of Participants

                      Chief Executive Officers (CEOs)/Permanent Secretaries
                                          Cabinet Room
                                           17th May 2006


          Name           Position      Ministry/Department                E-mail Address

1.   Marion McNab       CEO           Min. of Education             moeducation@moes.gov.bz

2.   Conrad Lewis       Clerk         National Assembly             conrad1428@yahoo.com

3.   Anita Zetina       CEO           Min. of Human Development     mhd@btl.net
                                      Min. of Foreign Affairs &
4.   Amalia Mai         CEO                                         amaliamai@yahoo.ca
                                      Foreign Trade
                                      Min. of Health, Local
     Margaret Ventura                                               mventura02@yahoo.com
5.                       CEO          Government and
                                                                    healthbze@btl.net
                                      Communications
                         Auditor
6.   Edmund Zuniga                    Audit Department              eddiezuniga_2000@yahoo.com
                         General
                         Contractor
7.   Robert C Swift                   Contractor General’s Office
                         General
8.   Myrtle Palacio     Director      Office of Governance          governancebz@btl.net
                         Cabinet
                                      Min. of Defence/Office of
9.   Robert Leslie       Secretary/                                 cabinet@btl.net
                                      Prime Minister
                         CEO
                                      Min. of Agriculture and
10. Sandra Hall         CEO                                        minaf@btl.net
                                      Fisheries
                                      Min. of National Development
11. Hugh O’Brien        CEO                                        econdev@btl.net
                                      Investment & Culture
12. Luke Castillo       CEO           Min. of Defence               puncy6766@yahoo.com

                                                                                                 12
                                            Heads of Department
                                           Customs Training Room
                                                16th May 2006


          Name                Position              Organization                         E-mail
      Cadet
1.                       Chief Engineer         Ministry of Works          chiefmow@btl.net
      Henderson
      Jose A.
2.                       Director               Dept. of Civil Aviation    dcabelize@btl.net
      Contreras
3.    Eugene Palacio     Director               Local Government           ehpalacio@hotmail.com
      P. Noreen          Principal Lands        Land & Survey/ Ministry
4.                                                                         noreenfairweather@hotmail.com
      Fairweather        Information Officer    of Natural Resources
5.    Cynthia Castillo   Asst. Commissioner     Department of Sales Tax    cynthia.castillo@stx.gov.bz
                         Deputy
      Malikah
6.                       Commissioner:          Lands & Survey Dept.       peachmal@yahoo.com
      Cardona
                         Lands & Survey
7.    Henry Baizar       Fire Chief             National Fire Service      bzenatfireser@yahoo.com
8.    Jose Zetina        Director               Immigration Dept.
      Helen Reynaldo
9.                       Director               Bureau of Standards        bbs@btl.net
      Arana
10. Martin Alegria       Chief Env. Off.        Dept. of the Environment   envirodept@btl.net
                         Deputy Chief Ed.
11. Alan Genitty                                Ministry of Education      moeeducation@moes.gov.bz
                         Officer
12. Edd P. Usher         Magistrate             Belize Family Court
      Elston R. V.       Asst. Postmaster
13.                                             Post Office                ervwade@yahoo.com
      Wade               Gen.
14. Gregory Gibson       Comptroller            Customs & Excise Dept.     gcggibson@yahoo.com
15. Nicola Cho           Legal Counsel          MNRE                       legal@mnrei.gov.bz
16. Wilber Sabido        Chief Forest Officer   Forest Dept.               cfo@mnrei.gov.bz


                                                                                                           13
                                               Senior Public Officers
                                              Customs Training Room
                                                   18th May 2006

No.               Name                Position                     Organization                        E-mail
 1.   Wayne Simon           Asst. Auditor General        Audit                              wlsimon644@yahoo.co.uk
 2.   Patricia Saldivar     Admin. Officer               Min. of Education                  psaldivar@moe.gov.bz
 3.   Gareth A. Murillo     Asst. Director               Immigration & Nationality          gmurillo@btl.net
 4.   Ruth Meighan          Admin. Officer               Min. of Natural Resources & Env.   ruthameighan@yahoo.com
 5.   Ewart N. Bradley      Postal Controller            General Post Office                taiis@btl.net
 6.   Emel Neal             Admin. Asst.                 Min. of Education                  bashkyd@yahoo.com
 7.   Patricia M. Hinkson   Admin. Asst.                 General Post Office
 8.   Randolph Young        Auditor                      Audit                              randolphivan@yahoo.com
 9.   Felix Enriquez        Prog/Sys. Admin              Office of Acct. Gen                system.admin@trsury.gov.bz
 10. Idelso Leslie          Foreign Service Officer      M/Foreign Affairs                  I_Les@hotmail.com
 11. Marjorie Swift         Finance Officer              Customs & Excise                   mswift_bze@yahoo.com
 12. Hyacinth Bennett       Admin. Officer               Customs & Excise
 13. Gloria Gabb            Education Officer            M/Education                        gwade30@yahoo.com
 14. Errol Gentle           Admin. Officer               M/Home Affairs                     homeaffairs@btl.net
 15. Arilee Evans           Deputy Clerk                 National Assembly                  arilee_evans@hotmail.com
 16. Joy Ysaguirre          Chief Librarian              Belize National Library Service    nls@btl.net
 17. Michael Sobers         Computer Tech                Belize National Library Service    mikesobers@soberdirect.com
 18. Noel Lisbey            Technician                   Civil Aviation                     nlisbey@yahoo.com
 19. Elisa Pinelo           M/Education                  IT Coordinator                     elisampinelo@gmail.com
 20. Kenroy Ellis           CET Coordinator              M/Education                        kellis@btl.net




                                                                                                                       14
                                                      IT Professionals
                                                    NEMO Training Room
                                                        May 17, 2006

No.           Name                     Position                       Organization                E-mail
1.    Rodolfo Bol Jr.       System Admin                    Immigration & Nationality   bol.junior@gmail.com
2.
      Sgt. Mario Alcoser    Manager IT Unit                 Police Dept.                maralcos@btl.net

3.    Ian Smith             Manager IT Unit                 M/Health                    laismith@gmail.com
4.    Ines Sanchez Jr.      Computer Systems Admin          M/Health                    iness@accesstec.ca
5.    Horace Jones                                          M/Agriculture               hjones_200@yahoo.com
6.    Lt. Roberto Guerra    IT Admin                        M/Defence (BDF)             uris77@yahoo.com
7.    Byron Tesecum         IT Systems Admin                Belize Archives Dept.       btesec@yahoo.com
8.    Garson Ramnarace      System Admin/Technician         M/Works                     wagner6812@yahoo.com
9.    Stanislus Martinez    Head of Section                 Physical Planning           stantinez@yahoo.com
10.   Peter Johnson         IT Manager                      KHMH                        pjohnson@moh.org.bz
11.   Emil Rodriguez                                        N.E.M.O.                    pressofficer@nemo.org.bz
                                                                                        thertinez@belizemail.net
12.   Therese A. Martinez                                   Customs & Excise
                                                                                        cusnet@btl.net
                                                                                        alcans21@hotmail.com
13.   Aldo Cansino          Environmental Officer           Dept. of Environment
                                                                                        envirodept@btl.net
14.   Francis Martinez                                      Dept. of Environment
15.   Aniki Palacio         Assist. CEO                     Elections & Boundaries      worf830@yahoo.com




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