Government Wide Enterprise Architecture (GWEA) Framework v1.2 by hRZ8UtFO

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									Presentation to the Portfolio Committee on
 Public Service and Administration on IFMS
     and the PERSAL clean-up project




                             8 February 2012

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                                   Contents
•   Aim and Objectives of IFMS
•   Why IFMS?
•   Cabinet Memo 16 of 2005 and 22 of 2007
•   IFMS Governance Structure
•   Roles and Responsibilities of DPSA, NT and SITA
•   Product Scope
•   Progress To-Date
      – Phase II Non Product Deliverables
      – Product Development
      – Product Implementation
•   Industry Involvement with SITA
•   Estimated Cost to IFMS
•   Reasons for Slippages
•   Strategy to Remedy Situation
•   IFMS: Next steps
•   Relationship between PERSAL Clean-up and IFMS
•   PERSAL clean-up
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         Aim and objectives of the IFMS



 Aim
   – To provide an Integrated Financial Management System
     (IFMS) to National and Provincial Government that
     integrates human resource, payroll, financial and supply
     chain management and business intelligence
 Objectives
   – Replace aging technologies
   – Enable implementation of Public Finance Management Act
     and Public Service Act
   – Re-focus SITA towards its core mandate
   – Develop Information and Communication Technology (ICT)
     skills within the country
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                            Why IFMS?

• Need to replace legacy systems
   – Lack of inherent interoperability and business intelligence services
   – Increasing difficult to maintain and upgrade
   – Challenges to support changing policy environment
• Need to provide centralized solutions to standardize on technology and
  leverage on economies of scale
• Automation of business processes to ensure greater efficiency
• Improve quality of data
   – Improved access to data
   – Elimination of manual data capturing processes
• Potential cost savings – for example through elimination of manual
  leave capturing

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            Cabinet Memo: 16 of 2005 & 22 of 2007
   Background
     –   2005: Integration and renewal of all financial, supply and human resource management information technology
         systems that are in use in national and provincial departments
     –   2007: Fast-track the development of Human Resource Management, Procurement Management and Asset
         Management (AM) modules
   Phase I
     –   Was approved by the Budget Council in October 2002 and was completed end February 2004. Phase I
         deliverables were: Master Systems Plan, User Requirements Statements and Prospectus
•   Phase II – planned to take approximately 24 months
            • Establishing a prime systems integrator (PSI) capability within SITA
            • Acquiring the infrastructure to support the lead applications
            • The procurement of commercial-off-the-shelf (COTS) software for the Human Resource Management
              (HRM) and Procurement Management (PMM) modules
            • Establishing support infrastructure and testing facilities
            • Partner with Industry
•   Phase III – planned to take approximately 60 months
            • Develop a new core Supply Chain Management (SCM) module.
            • Develop a new core Finance module.
            • Procurement of Catalogue Management module.
            • Develop a new Business Intelligence (BI) module .
            • Develop a new Payroll module.
            • Integrate all modules (HRM, SCM, FIN, Payroll and BI)


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IFMS Governance Structure as approved by Cabinet in 2005


                                                  MINISTERIAL
                                                  OVERSIGHT
  PHASE 2                                       IFMS STEERCOM
 ADVISORY                                             Ad-hoc representatives from the DOD
                                  NT   SITA    DPSA   and SAPS to address specific matters
   PANEL

                                       IFMS PHASE II SLA MANAGEMENT




                                  CONSOLIDATED URS                                  STATUTORY BODIES
                                                                                    & CONSOLIDATED
                                                Transverse Systems                  USER REPRESENTATION
                                                Regulator:
                                                - Service Levels
                                                                               IFMS STRATEGIC COORDINATION
               SITA Established                 - Rates
                   IFMS PSI                     - Benchmarking
                                                                                FIN          HR     SCM         GITOC
                                                - Disputes

                                                                                SECURITY                  PROVINCIAL
 IT PRODUCTS
                                                                                CLUSTER                    CLUSTER
 &
 SERVICES                                      NAT. DEPT.
                             INTEGRATED           NAT. DEPT.
                             SOLUTION                                        USER NEEDS
                                                      PROVINCE                                       User Requirement
                                                                                                  Statement (URS) Teams
        INDUSTRY/                                       PROVINCE
                         IMPLEMENTATION
           SITA
                         SUPPORT
                                              USER ORGANISATIONS                                                          6
                         SERVICES
    Roles and Responsibilities of DPSA, NT and SITA

•   DPSA
     –     Determine HR policies, processes and systems for the Public Service and ensure that IFMS supports these.
     –     Manage and maintain HR corporate reference data such as qualification and competency catalogues.
     –     Oversee the roll-out of the IFMS HR module to the Public Service and provide support to departments during IFMS
           HR implementations.

•   National Treasury
     –     Financial sponsor
     –     Determine financial and supply chain management policies, processes and systems for the Public Service and
           ensure that IFMS supports these.
     –     Manage and maintain financial and supply chain management corporate reference data such as the standard chart
           of accounts.
     –      Oversee the roll-out of the IFMS financial, payroll and SCM modules to the Public Service and provide support to
           departments during the implementation of these modules.

   SITA
     –     Develop an appropriate overall integrated solution architecture and systems specification.
     –     Develop or acquire and integrate the components and services into an overall solution.
     –     Provide technical support over the solution lifecycle.


•   Collective responsibility
     –     Future oversight over the IFMS programme in respect of pricing policies, levels and quality of services rendered to
           government clients, etc
     –     Overall management of the various modules to ensure integrity of IFMS



                                                                                                                                 7
                                       Product Scope
               The IFMS solution will provide functionality to National and Provincial Departments




        Supply Chain                Human Resource                       Financial                     Business
        Management                     Management                Management and Payroll              Intelligence
•   Catalogue Management      • Health and Safety Management      • MTEF Budget Preparation   •   Reporting
•   Procurement Management    • Education Training                • Departmental Financial    •   Analysis
•   Inventory Management        Development                         Management                •   Dashboards
•   Asset Management          • Labour Relations                  • Treasury Financial        •   Data Mining
                              • HR Planning                         Management
                              • Organizational Management         • Payroll
                              • Recruitment Management
                              • Employee Movement
                              • Performance Management
                              • HR Reporting
                              • Career Management
                              • Remuneration Management
                              • Termination of Service
                              • HR Administration
                                                Master Data Management
                                                       Integrated

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Progress to-date: Phase II Non Product Deliverables

 PSI Capacitating
      SITA underwent internal self assessments, which was supplemented by an
       assessment that was led by the Johannesburg Centre of Software Engineering
      Assessment of SITA by an independent panel of experts is scheduled for 2012

 Cost Recovery and Pricing Model
      A high level cost and pricing model has been completed. More detailed work is in
       progress

 Skills Development and Change Management
      IFMS Training Framework for users has been completed
      IFMS Change Management Strategy Framework has been completed

 Implementation Capability
      Implementation methodology toolkit completed
      Partner database established containing 155 partners


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  Progress to date: Product Development
              Domain                   Status     Date      Envisaged
                                                Completed    Delivery
                                                              Dates
Supply Chain Management Core

  Asset Management             Completed          2010
  Procurement Management       Completed          2011
  Catalogue Management         Completed          2011
Supply Chain Management        In progress                    2012
(Extended) - Inventory
Human Resource Management      Completed          2010
Payroll                        In progress                    2013
                               Tender under
                               adjudication
Financial Management (Core)    In progress                    2013
                               Tender under
                               adjudication
Business Intelligence          In progress                    2012


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Progress to date: Product Lead Site Implementations


 The following lead site implementations have been
  completed:
     National Treasury (AM/PMM)
     Limpopo: Treasury, Roads and Transport, Local Government and
      Housing and Agriculture (AM)
     Public Service and Administration (HRM)

 The following lead site implementations are underway:
     Limpopo Department of Health (AM)
     Free State Department of Education (HRM)
     Department of Defense (AM/PMM)



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          Industry Involvement with SITA

 Vendors:
      Human Resource Management: Simunye Consortium
      Integrated Development Environment: IBM
      Technical Support Services: Bytes
      Procurement Management: ICT Works Consortium
      Catalogue Management : Pilog
      Business Intelligence: Praxis
 Implementation Partners (155 in total):
    Partners per province – note that partners can be in more than one
     province: Gauteng (101), North West (32), Free State (32),
     Mpumalanga (37), Limpopo (55), Kwa-Zulu Natal (64), Western
     Cape (56), Eastern Cape (47), and Northern Cape (31)
    To date, 44 implementation partners have been accredited
    Partners will support national roll-out of IFMS                 12
              Estimated Cost of IFMS

 Expenditure to date:
     R 559million
 Funding for outstanding product development, hosting
  infrastructure and implementation cost will be dealt with through the
  MTEF processes




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                    Reasons for Slippages

 IFMS was not fully implemented and rolled out to
  government as envisaged, primarily due to:
     Complexity of the IFMS programme
     Longer than planned procurement and contract negotiation processes
     The lack of full capacity in SITA IFMS team
     The additional responsibility of moving Phase III deliverables (acquisition
      and implementation of COTS products) to Phase II placed an additional
      burden on the IFMS project
     Readiness and change management issues of lead sites
     Misalignment of product procurement and product development
     Lack of functional skills in some departments



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         Strategy to remedy the situation

 The IFMS project team was too optimistic about the
  timelines and have learnt through experience:
     A revised memorandum will be submitted to Cabinet that includes
      more realistic timelines
     SITA’s capacity problems have been addressed with the SITA
      turnaround and the capability will be augmented with industry
      partners upon conclusion of contracts
     Contract negotiations will be comprehensive and streamlined
     The IFMS architecture is being institutionalised, which will result in
      less complexities being experienced in developing the outstanding
      modules
     Governance and oversight arrangements to be improved

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                    IFMS: Next steps


 Finalise development of outstanding modules including
  adjudication and contracting
 SITA, together with DPSA and NT, will compile a strategy
  for the rollout of IFMS, which will be consulted with relevant
  stakeholders in 2012/13
 National roll-out of selected modules to commence in
  2012/13




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 Relationship between PERSAL clean-up and IFMS

• Important to ensure that accurate and “clean” data is
  migrated from PERSAL to IFMS HR and Payroll systems at
  implementation
• PERSAL will still be utilized as a payroll system and as a
  source of reporting on HR in the Public Service for a
  number of years until IFMS is fully implemented




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                           PERSAL Clean-up

•   The DSPA conducted PERSAL clean-up workshops in a number of national
    departments and provincial administrations that are responsible for the
    implementation on the Public Service Act/Regulations:
     – 8 Provincial Administrations (Gauteng outstanding)
     – 10 National Departments
•   The workshops were aimed at raising awareness amongst managers and
    officials about the value of improvement of PERSAL information and utilization
    of HR management information for planning and decision making. The
    PERSAL clean-up methodology was also explained to the participants.




                                                                              18
                          PERSAL Clean-up

o The DPSA utilised the Offices of the Premiers as points of entry in
  provinces for the PERSAL clean-up workshops. The Offices of the
  Premiers then facilitated the organization of workshops with all
  departments in their respective provinces
o On the first day in all provinces, briefing sessions were conducted with the
  management representatives from all departments including the Office of
  the Premiers except in Limpopo and North West
o In other provinces such as KZN, a presentation on the quality of data for
  the province was also presented to the HoD Forum
o HR Forums in other provinces such as Limpopo were also utilized for
  presentations on the quality of data
o In summary, there was overall commitment on the part of senior
  management and staff to support and implement the project


                                                                        19
      Example: Improvement on Citizenship Information between 30
      September to 31 December 2011


600




500




400




300                                                                Sep-11
                                                                   Dec-11


200




100




  0
       EC    FS   MPU   GP    KZN   Lim   Nat   NW   NC    WC


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                          PERSAL Clean-up


1.The DPSA will continue enforcing compliance through:

   • Implementation support interventions
   • Continuous monitoring of implementation of recommendations based
     quarterly reports submitted to departments
   • Continuous monitoring based on Project Plans submitted with
     timelines
   • Notification of non-compliance to Executive Authority

2. Strengthening accountability

   • Reporting of data quality analysis on regular basis
   • Continue with data quality assessment and will use August 2011 data
     as baseline to assess the level of improvement in the quality of data


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Questions?




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                                   Abbreviations

AM      Asset Management
BI      Business Intelligence
COTS    Commercial-off-the-shelf
DPSA    Department of Public Service and Administration
FIN     Financial Management
HoD     Head of Department
HRM     Human Resource Management
GITOC   Government Information Technology Officer’s Council
IFMS    Integrated Financial Management System
ICT     Information and Communication Technology
NT      National Treasury
PMM     Procurement Management
PSI     Prime Systems Integrator
SCM     Supply Chain Management
SITA    State Information Technology Agency
SLA     Service Level Agreement
URS     User Requirements Statement

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