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INSTITUTE OF ACCOUNTANCY ARUSHA
IN COLLABORATION WITH
COVENTRY UNIVERSITY (UK)
MASTERS OF BUSINESS ADMINISTRATION
IN
INFORMATION TECHNOLOGY MANAGEMENT
MODULE NAME: PROJECT MANAGEMENT
MODULE CODE: ARUM28EKM
ASSIGMENT: Project Proposal
Web Members contribution balance System Online members SMS services, toll free line and e‐statement services
LECTURERS: Mr. Mwaitete Cairo & Ms. Rochelle Sassman
STUDENT NUMBER: MBA-ITM/0084/T.2011
STUDENT NAME: AMEIR, ALI SULEIMAN.
DUE DATE: 08/12/2011
PROJECT SUMMARY In order to Zanzibar social Security Fund (ZSSF) to provide the promised adequate, readability and efficiency services to its members, needs to ensure its customer service is adequate enough and acceptable.
Coverage area/scope The project has targeted the ZSSF members which are estimated to have about 55,000 active members equal to 5.5 (percent) of Zanzibar population. Project centre based on Zanzibar Island, is composed of two Islands Unguja and Pemba surrounded by more than 53 smaller Islets in the Indian Ocean. The total surface area is 2640km2 in which Unguja occupies 1660 km2 and Pemba covers 980km2. Its total population is about a million with the annual growth rate of 3.1 percent (2002 census). The female population is 502,006 while male population is 482,619 people. The proportion of the population below the age of 15 years is estimated at about 47%. The population in the age group 15‐64 years is estimated at 49% with the remaining 4% covering those above the age of 65 years. Web members contribution balance system is the answer of the ZSSF Vision and Core Value in order to be “A leader and a model among social security services provider in the region” and “creative and innovative use of technology” respectively. Project has aims to establish an SMS service which will enable member access contributions balances on mobile phones, toll free line and detailed statements online from the Fund’s website. All that three services are part of the Fund’s innovations aimed at improving service delivery to members in its continued effort to be customer centric. “The SMS service, toll free line and e‐statements are part of ZSSF customer self service initiatives. ZSSF members are no longer has to went to ZSSF offices to access their statements; they can check their balances on their mobile phones, access their full statements online and call for free line. These services in EAST AFRICA provided by National Social Security of Uganda (NSSFUG) only, they use the same interface that I will recommend to you.
Future Output of the Project To access balances through SMS, ZSSF members will be required to send the word “ZSSF” to “a special Number”, after which they will receive instructions to request for a Personal Identification Number (PIN). ZSSF members will be instructed to type ZSSF< leave space> ZSSF No < leave space> Date of Birth <leave space> Full Names then send an SMS to Special Number. Our Customer Service will then validate the data sent in by comparing with the bio data of the customer available in our system. Once the data has been validated, the member will receive a PIN and instructed to “type Bal its means Balance contribution your new PIN” and send to Special Number and the balance will be received.
To access detailed statements, ZSSF members are required to visit the Fund’s website www.zssf.org . All customers have to do is send an e‐mail to [email protected] requesting a password with details such as name, ZSSF number, date of birth, member mother’s names and current employer. Customer service officers will immediately validate the details and a secret password will be sent to the member’s e‐mail account. The customer can then go to ZSSF website, fill in his/her ZSSF member number and password, log in and view their e‐statement.
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LIST OF ABREVIATION AND ACRONYMS ZSSF Zanzibar Social Security Fund
SMS Short Message Service
PIN Personal Identification Number
Org Organisation
E‐statement Electronic statement
ICT Information computer technology
SMART Self monitoring analysis and reporting technology
HURIS Human resources information system
FMIS Financial management information system
FUMIS Fund management information system
LAN Local Area network
DBMS Database management system
IT Information Technology
AVR Automatic Voltage Regulator
MD Managing Director
VPN Virtual Private network
WBS Work Breakdown structure
OBS Organisation Breakdown Structure
WIP Work in Progress
CD ROM Compact disk ready‐only memory
ISP Internet Service Provider
Web World Wide Web
3
LIST OF FIGURE OF TABLE
Table 1 Organisation Breakdown Structure… …………..…………………………………………………………………………………….13 Table 2 Work Plan and Time framework …………………………………………………………………………………………………………15 Table 3 Project Activity Implementation………………………………………………………………………………………………………….15 Table 4 Project Responsibility Matrix……………………………………………………………………………………………………………….16
4
Table of Contents
PROJECT SUMMARY ..................................................................................................................................................... 1
COVERAGE AREA/SCOPE ............................................................................................................................................................. 1 FUTURE OUTPUT OF THE PROJECT ................................................................................................................................................ 1
LIST OF ABREVIATION AND ACRONYMS ........................................................................................................................ 2
LIST OF FIGURE OF TABLE .............................................................................................................................................. 3
TABLE OF CONTENTS ..................................................................................................................................................... 4
BASIC DATA SUMMARY ................................................................................................................................................ 6
1.0 LOGICAL FRAMEWORK MATRIX ........................................................................................................................ 7
2.0 PROJECT RATIONALE ........................................................................................................................................ 7
2.1 ORGANISATION BACKGROUND ........................................................................................................................................ 7
3.0 CORPORATE GORVERNANCE ............................................................................................................................. 7
VISION .................................................................................................................................................................................... 7 MISSION .................................................................................................................................................................................. 7 OBJECTIVES .............................................................................................................................................................................. 7 CORE VALUES ........................................................................................................................................................................... 8 CURRENT ENVIRONMENT ............................................................................................................................................................ 8 MEMBERS, BALANCE CHECK ......................................................................................................................................................... 9 CURRENT PROCEDURE ................................................................................................................................................................ 9
4.0 PROJECT APPROACH ....................................................................................................................................... 10
4.1 PROBLEMS ANALYSIS ................................................................................................................................................... 10 4.2 PROJECT MAIN GOAL. ................................................................................................................................................. 10 4.3 OBJECTIVE/OUTPUT ................................................................................................................................................... 10 4.3 PROJECT BENEFITS .......................................................................................................................................................... 11
5.0 PLANNED STRATEGY ....................................................................................................................................... 12
5.1 ORGANIZATIONAL CAPACITY ......................................................................................................................................... 12 5.2 BUILT UP FREE SERVICE CENTRE .................................................................................................................................... 12 5.3 EFFECTIVE AND EFFICIENT SERVICES PROVISION ............................................................................................................... 12 5.4 PROJECT MAIN ACTIVITY .............................................................................................................................................. 12
6.0 PROJECT APPRAISAL ....................................................................................................................................... 13
6.1 SOCIAL APPRAISAL ...................................................................................................................................................... 13 6.2 ECONOMIC APPRAISAL ................................................................................................................................................ 13 6.3 TECHNICAL APPRAISAL ................................................................................................................................................ 13 6.4 GENDER APPRAISAL .................................................................................................................................................... 13
7.0 PROJECT IMPLEMENTATION PLAN .................................................................................................................. 14
7.1 MANAGEMENT ARRANGEMENT .......................................................................................................................... 14 7.1.1 ZSSF ORGANISATION STRUCTURE ................................................................................................................................. 14 7.2 TIMING AND SCHEDULING .................................................................................................................................... 15
5
7.3 PROJECT RESPONSIBILITY MATRIX (TABLE 4) ......................................................................................................... 17 7.4 PROJECTED BUDGET AND COSTING ....................................................................................................................... 18
7.4.1 PROJECT INCOME (REVENUE) .................................................................................................... 18 7.4.2 PROJECTED COST (EXPENDITURE) .......................................................................................... 18
8.0 PROJECT FINANCIAL AND RESOURCE PROJECTION .......................................................................................... 19
8.1 PROJECTION COMPREHENSIVE INCOME STATEMENT .................................................................................................. 19 8.2 PROJECTION STATEMENT CASH FLOW ......................................................................................................................... 20 8.3 PROJECTION STATEMENT OF FINANCIAL POSITION .............................................................................................. 21
9.0 MONITARING AND EVALUATION .................................................................................................................... 22
10.0 RISK ANALYSIS ................................................................................................................................................ 23
11.0 CONCLUSION AND RECOMMENDATIONS ........................................................................................................ 24
REFERENCES ............................................................................................................................................................... 25
I ANNEX ONE LOGICAL FRAMEWORK MATRIX ............................................................................................................. 26
II ANNEX TWO A‐O‐N DIAGRAM/NETWORK ANALYSIS CHART ..................................................................................... 29
III ANNEX THREE GANTT CHART .................................................................................................................................. 30
6
BASIC DATA SUMMARY
NAME OF ORGANISATION: ZANZIBAR SOCIAL SECURITY FUND (ZSSF)
CONTACT NAME: AMEIR, ALI SULEIMAN P.O BOX 2716, ZANZIBAR – TANZANIA
PROJECT NAME: Web Members contribution balance system
PROJECT SUMMARY: Online members SMS services, toll free line and e‐statement
services
LOCATION: Zanzibar, Tanzania
IMPLEMENTING AGENT: ZANZIBAR SOCIAL SECURITY FUND (ZSSF)
PROJECT DURATION: FIVE YEARS (1 YEAR SETUP AND 4 YEARS OPERATION)
PROJECT COST: TZS 2,000,000,000 = US $ 1,081,081.08 (US $ 1 = TZS 1,850)
= POUND £ 833,833.33 (POUND £ 1 = TZS 2400)
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1.0 LOGICAL FRAMEWORK MATRIX Refer Annex One
2.0 PROJECT RATIONALE 2.1 Organisation Background
Zanzibar Social Security Fund (ZSSF) was established under Zanzibar Security Fund Act No. 2 of 1998 subsequently amended by the Zanzibar Social Security Fund Act No. 9 of 2002 and re‐enacted by the Act No.2 of 2005. Prior to the enactment of the Act and establishment of the Zanzibar Social Security Fund (ZSSF), there was no any Formal Social Security Scheme in Zanzibar. Nor was there a significant private sector occupational pension scheme in Zanzibar. Before the inception of Zanzibar Social Security Fund, public service employees in Zanzibar were covered and received pension benefits under the Pension Act No. 2 of 1990
3.0 CORPORATE GORVERNANCE
Vision To be a leader and a model among Social Security Service Providers in the region
Mission ZSSF is dedicated to be a dynamic provider of social security benefits through the utilization of competent and motivated staff.
Objectives • Expand size and coverage of the Fund. • Ensure Financial Integrity, security and sustainability of the Fund. • Enhance capacity to capture, process, retain, update and analyze all data and records so as to
improve decision process of the Fund. • Acquire and transfer technical competence to all staff. • Improve Fund oversight and good governance towards enhanced result oriented management,
transparency and institutional accountability. • Sharpen the Fund’s focus on customers and improve quality of services.
8
Core Values Zanzibar Social Security Fund will achieve its vision through a developed corporate culture of commitment and good behavior of its employees. All employees should ensure that they are in line with the following values:
• High standard of integrity and business ethics.
• Commitment to customers care.
• Commitment and positive support of the organization.
• Effective teamwork in order to provide services efficiently and in professional manner.
• High standards of performance with a focus on outstanding results and efficiency.
• Continuous improvement and positive response to change.
• Treat each member as an individual.
• Maintain a high standard of customer service.
• Creative and innovative use of technology.
• Communicate changes and improvements in Funds related areas to our members frequently in a clear understandable approach.
Current Environment The Fund has a well established ICT environment; it uses various office software and business application software. SMART Pension System was developed in 2003, it has all core functions for the management of fund operations; it captures members’ monthly contributions and payment receipts; process the benefits; and print members account statements as a final product. The system is based on client server using Microsoft technologies. HURIS –Human Resource Information system was installed and kept into operation since 2010, it has all core functions relating with Human Resource; it captures all staffs’ necessary details. The system is also based on client server using the same technologies like SMART FMIS –Financial Management Information system. Its Microsoft product commonly known as Microsoft Dynamics Navision, the application was installed and kept into operation since 2010, it has all core functions relating with Human Resource; it captures all staffs’ necessary details. The system is also based on client server using the same technologies like SMART and HURIS FUMIS ‐ Fund Management Information system. FUMIS is different from FMIS this deals with all core processes of the ZSSF as far as record keeping is concern, FUMIS is like SMART On the infrastructure, ZSSF has installed a Local Area Network (LAN) using structured cabling comprising of 70 data ports and 70 voice ports.
9
Members, balance check Currently when it happens a member wishes to see the balance of his/her ZSSF contributions account then he/she has to go to ZSSF office and ask for the balance. Showing the account balance is the right of every registered member, but the way it is handled is tedious to those who lives far away from ZSSF offices So far the procedures are as follows
Current Procedure • Members go to ZZSF office.
• Them member has to go to the officer or unit/section concern with the members record as far as contribution is concern,
• Then a member has to request for his/her account balance where he/she will be required to submits ZSSF membership card (or any other document used as evidence of being a member to ZSSF)
• ZSSF Officer take the member’s number then key in to the system
• If the contribution has been posted to that account then a statement showing the balance will pop up.
• Then a member has to take a look and verify if all the months and amount are correct Otherwise he/she has to go for further steps and corrections to his/her account.
• Currently the member is just viewing the statement from the screen of computer; no hard copy is given to him/her unless his /her employers place a special request.
When you take closer look of the current procedures then it is obvious the proposed project will be feasible. taking someone from let say Nungwi (North Region) to ZSSF main office just to see the statement while that can be done while he/she is in the same area only need a service provider like Zantel or Tigo
4.0 PROJECT APPROACH
4.1 Problems analysis The basic point of this project is the initiation of online, web‐based interface that will enable an equitable means for providing online members contribution e‐statement toward ZSSF in which internet (web based) and mobile phones are proposed to be used in delivering members’ statement and other notifications to customers via email and SMS.
The project is intended to state on how the utilization of online services in providing member statements and others online service for the goal of continue automate of service, ensure efficiency, reduce cost, readability of service, customer centricity and save ZSSF members’ time
and money.
4.2 Project Main Goal. • To continue automate of service, ensure efficiency, reduce cost, readability of service
customer centricity and save members time and money.
• To examine the existing fund system and all business processes and recommend area of improvement especially in the department dealing with the provisional of service.
• To come up with the design and eventually the platform that will facilitate mobile access to the member’s account.
• To explore the opportunities available in the ICT industries this can result to financial gains of the fund.
4.3 Objective/Output • Its increase work done efficiency and involved personal contact between members and
funds.
• It reduced costs for both members and fund. Institutions save on operational and processing expenses mainly due to reduction in technological costs ‐ for example, the use of the Internet and the acquisition of computers. Expenditures in paper and postage are cut down along with time spent in executing personal transactions. Members also save on time spent in dealing with individual contribution as in traditional receiving system.
• To create unique and innovative social security services in Tanzania.
• To access balances through SMS, e‐ statement and toll free call for ZSSF members and establishment of free online service centre at different region.
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4.3 Project Benefits Although ZSSF’S existing systems aim at increasing the efficiency of the fund but this project will add the value and reputation of the ZSSF as far as communication technology is concern, Member’s ability to see the account balance through a handset it is one among the major improvements. Others benefits are:‐
• Overall to increase business services
• Attract more existing customers who needs to understand their contribution trend.
• Attract more others funds members to join with the funds.
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5.0 PLANNED STRATEGY
5.1 Organizational Capacity The goals under this area include: rationalized of services, productive and motivated workforce; robust service provided, updated and user friendly data bases and management decision support systems; effective law enforcement and proper inspection and streamlined members’ registration both employer and employee.
5.2 Built up Free Service Centre Various centres have been established at all five region of Zanzibar with the following facilities: network computers, land line free set, automatics printers. All centre’s have permanent electricity, cooling system and resident customer care officer.
5.3 Effective and Efficient Services Provision A number of broad goals have been planned for effective services provision, including: improved service delivery, good customer care, daily service centre inspection, increasing number of staff. All targeted goals have aims to give ZSSF customers a good services and readability.
5.4 Project Main activity • Creating a web page for ZSSF.
• Installation of computing and networking facilities.
• Installation of DBMS that will enable to link it with corresponding telecommunication Company.
• Implementation of networking security and database security.
• Training staff and capacity building to ZSSF users as well as IT members.
• Hiring consultant to supporting and manage the system.
• Conduct consumer awareness campaigns.
Key figures involved ZSSF since all members are registered with ZSSF that means all the basic information that can facilitate the easy implementation of the project which finally will lead to easy access of the data associated with the account balance. Service provider‐this will be like intermediary between a member and ZSSF where all connections will pass through.
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6.0 PROJECT APPRAISAL
6.1 Social Appraisal
Objectives this project is expected to provide a huge social benefits to the society
due to make ZSSF services to be near to their members, reducing cost, ZSSF members
to be modern, time consumed. Project objective have aims to improve of life standard
to all members.
The project will benefits the individual and society as a whole in provision of adequate,
reliable and sustainable social security services.
6.2 Economic Appraisal
The proposed project would provide employment to number of people as directly
working for the project or indirectly by locating employment opportunities through
the rich data source at different centre and head office.
6.3 Technical Appraisal
Project setup are already starting for establishing of one room as a centre of data
recovery, it will need some automation technician that was done by ZSSF ICT staff
under the one supervisor from Brain Technician Company. The selected Network
provider to the all centre’s have a number of highly skilled volunteers in many technical
aspects including computer networking, maintenance and troubleshooting. Two
desktop supporters and one customer care has been employed at head office to ensure
the safety communication through internet as well as mobile phones.
Local suppliers have been selected with a Six years warrants for suppliers all ICT needed
equipments Such as Computers, Printers, Automatic Voltage Regulators (AVR),
Installation cables.
6.4 Gender Appraisal
A number of women and form IV school leaver will expected to win employment
chances on the field of Centre customer service officer. Also each centre has two
Security officers the target group of this chance a one man and one woman.
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7.0 PROJECT IMPLEMENTATION PLAN
7.1 MANAGEMENT ARRANGEMENT
7.1.1 ZSSF Organisation structure
ZSSF hierarchically falls under the Ministry of finance economy and development planning
(Zanzibar). The Managing Director (MD), who is appointed by the President of Zanzibar, is the
Chief Executive Officer and is in charge of all jurisdictional responsibilities of ZSSF including
determination of the liability to the contribution payments and claim for the benefit
payments. The MD is responsible to a Board of Trustee whose Chairman is appointed by the
President and the Six other members appointed by the Minister who responsible by finance.
MD is assisted by management teams that formed by five Managers who jointly constitute the
top management of ZSSF.
7.1.2 Project Organisation Breakdown structure
Table 1 Organisation Breakdown Structure
MANAGEMENT
TEAM
ORGANISATION
ICT MANAGER
PROJECT MANAGER
SYSTEM ADMINISTRATOR
HEAD OF NETWORKING
SYSTEM ANALYST HEAD OF OPERATION
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• Management team is the implementing project objective by translating into instructions for action and consulting, also Ensuring that the Fund facilities and installations are operated at optimum efficiency and are financially viable and responsible to maintain appropriate correspondence in relation to supplies with ICT Manager and Project Manager.
• Organisation ICT manager: Is a link between management team and Project Manager.
• Project Manager: Supervising, controlling and coordinating the overall project tasks.
• System administrator: Responsible of all project planning and system administration in Head office and in Service Centre.
• Head of networking: Responsible of all networking problems and connection.
• System analyst: Responsible of all system maintenance and troubleshooting.
• Head of Operation: Responsible and accountable for ensure quality customer care services, controlling and monitoring the performance of customer services progressive on weekly, monthly and quarterly .
7.2 TIMING AND SCHEDULING The project scheduled with time limited of five years due to their goals, outcomes, objectives and activities. The initial setup of the project will be 1 year, but the operational period for services is estimated at 4 years starting from January 01st, 2012 to December 31st, 2016. The activity schedule for the set up schedule is shown in the Gant chart below. Referred Annex Two for Gantts Charts Annex Three for Activity on node (A‐o‐N) diagram. Work plan and Time framework which is show the time schedule of the project for five years See Table 2 & 3 below. My project proposal will use Gantt chart because it is simple and easy to use in determination of timing frame for the project. The table below show the number of task and days in which the project will take. The project set up activities will take almost one year to complete starting from 1/01/2012 up to 31/12/2012
Task ID Task Name Duration in months
A Website design, development and hosting 1
B Prepare specification for networking devices, centre allocation, ICT project equipments such as computers.
1
C Procurements activities of Acquire hardware, software and Construction of free centre.
2
D Construction activities of free service centre 3
E Installation of LAN & VPN 1
F Linking ZSSF database with telecommunications operators 1
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Task ID Task Name Duration in months
such as TTCL/Tigo/Zantel/Airtel/Vodacom.
G Linking ZSSF database with Free service centre 1
H Employment and Training staff, capacity building for Head office staff, Free centre staff as well as IT members.
1
I Network connection to the free service centre 2
J Test network availability and signal strength 1
K Monitoring and control 1
Table 2 Work plan and Time frame work.
Activities E,F and H need one more time respectively to complete work while activities A,B,C,D,G,I,J,K have no float or slack (Critical path), its sequence of activity does not need more extra time to complete work.
Table 3 Project Activity Implementation
activity which must be completed before the activity in sequence can
Activity in Sequence
Activity which cannot commence until after the activity in sequence has been completed
Activity duration
NONE A B 1
A B C 1
B C D,E 2
C D G 3
C E F 1
E F G 1
D,F G H,L 1
G H J 1
G I J 2
H,I J K 1
J K NONE 1
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7.3 PROJECT RESPONSIBILITY MATRIX (TABLE 4) OBS WBS
MANAGEMENT TEAM
ICT MANAGER
PROJECT MANAGER
SYSTEM ADMINISTRATOR
HEAD OF NETWORKING
SYSTEM ANALSYST
HEAD OF OPERATION
Website design, development and hosting
R
R
A
A
A
Prepare specification for networking devices, centre allocation, ICT project equipments such as computers.
R
R
A
A
A
A
Procurements activities of Acquire hardware, software and Construction of free centre.
R
R
A
Construction activities of free service centre
A
Installation of LAN & VPN R R A A A Linking ZSSF database with telecommunications operators such as TTCL/Tigo/Zantel/Airtel/Vodacom.
R
R
A
A
A
Linking ZSSF database with Free service centre
R
R
A
A
A
A
Employment and Training staffs, capacity building for Head office staffs, Free centre staffs.
R
A
A
Network connection to the free service centre
R
R
A
A
A
A
Test network availability and signal strength
R
R
A
A
A
A
Monitoring and control R
A
A
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7.4 PROJECTED BUDGET AND COSTING
7.4.1 PROJECT INCOME (REVENUE)
PARTICULAR YEAR 1 ‘000,000’
YEAR 2 ‘000,000’
YEAR 3 ‘000,000’
YEAR 4 ‘000,000’
YEAR 5 ‘000,000’
MEMBERS CONTRIBUTION 6,164 8,563 10,012 11,829 14,712
INTEREST INCOME 2,604 4,386 4,320 5,857 7,001
DIVIDEND INCOME 88 13 18 359 477
OTHER INCOME 3.8 1.94 60.7 55.5 54.1
PENALTIES 3.3 1.6 1.4 3.9 16.6
RENT INCOME 132.6 138.5 189.5 234.8 299.5 TOTAL 8,996 13,104 14,602 18,339 22,560
7.4.2 PROJECTED COST (EXPENDITURE)
PARTICULAR YEAR 1 ‘000,000’
YEAR 2 ‘000,000’
YEAR 3 ‘000,000’
YEAR 4 ‘000,000’
YEAR 5 ‘000,000’
Benefit paid 1,420 1,408 1,945 2,909 3,520
Administration exp 814 900 1,311 1,610 1,754
Financial exp 12.5 25.7 17.2 12.4 19.3
Repair & Maintenance 12.0 56.4 226.9 64.4 42.8
Other expense 59.3 87.5 82 117.8 129.7
Investment expenses 40.6 17.1 28.5 50.4 53.9
TOTAL 2,358 2,495 3,611 4,764 5,646
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8.0 PROJECT FINANCIAL AND RESOURCE PROJECTION
8.1 PROJECTION COMPREHENSIVE INCOME STATEMENT PARTICULAR YEAR 1
‘000,000’ YEAR 2 ‘000,000’
YEAR 3 ‘000,000’
YEAR 4 ‘000,000’
YEAR 5 ‘000,000’
Investment income interest income
2,604 4,386 4,320 5,857 7,001
rent 132.6 138.5 189.5 234.8 299.5
Dividend 88 13 18 359 477 penalty 3.3 1.6 1.4 3.9 16.6
Total inv income before exp 2,828 4,539 4,501 6455 7,794 Less investment expense 40.6 17.1 28.5 50.4 53.9
Total inv income after exp 2,787 4522 4,501 6405 7,740 Members contribution 6,164 8,563 10,012 11,829 14,712 Other income 3.8 1.94 60.7 55.5 54.1 Total investment income 8,955 13,087 14,574 18290 22,506
Benefit 1,420 1,408 1,945 2,909 3,520 administration 814 900 1,311 1,610 1,754
Financial exp 12.5 25.7 17.2 12.4 19.3
Repair & Maintenance 12.0 56.4 226.9 64.4 42.8
Other expense 59.3 87.5 82 117.8 129.7
Depreciation 80.8 76.3 242.2 140.6 179.8
Total deduction 2,399 2,554 3,824 4,854 5,646 Net increase 6,556 10,533 10,750 13,436 16,860
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8.2 PROJECTION STATEMENT CASH FLOW PARTICULAR YEAR 1
‘000,000’ YEAR 2 ‘000,000’
YEAR 3 ‘000,000’
YEAR 4 ‘000,000’
YEAR 5 ‘000,000’
Cash flow from operating activities
Payment to employee and supplier
(682) (1234.9) (1687) (2512) (1777)
Receipt from miscellaneous 2.0 3.9 69 54 54
Net cash flow from operating
(680) (1,231) (1,618) (2,458) (1,723)
Cash flow from investment activities
Net investment (6,581) (9,741) (8,597) (9,825) (11,964)
Purchase of equipment (40) (31) (94) (211) (425)
Income received from investment
2,405 4,824 2,193 2,656 4,684
Net cash flow from investment activities
(4,216) (4948) (6498) (7380) (7,705)
Cash flow from finance activities
Contribution 6,168 8,540 10,061 12,542 14,749
Payment to pensioners (1,419) (1462) (1935) (2909) (3520)
Net cash flow from finance 4,747 7,078 8,126 9,633 11,229
Net increase or decrease (149) 898 9.5 (206) 1,800
Opening balance 708 559 1,457 1,466 1,260
Ending balance 559 1,457 1,466 1,260 3,061
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8.3 PROJECTION STATEMENT OF FINANCIAL POSITION YEAR 1
‘000,000’ YEAR 2 ‘000,000’
YEAR 3 ‘000,000’
YEAR 4 ‘000,000’
YEAR 5 ‘000,000’
ASSETS
Investment asset
Securities 28,945 35,919 46,325 57,755 73,487
Investment property 712 1732 1,732 3,860 4,359
TOTAL INVESTMENT ASSET
29,657 37,651 48,057 61,615 77,846
Non‐ current asset:
equipment 389 349 203 292 568
Real asset 1,127 2,185 2,157 2565 2,540
Soft ware 0 0 0 146 115
WIP 125 889 1,415 104 76
1,641 3,423 3,775 3,107 3,299
Current asset:
inventory 3.9 3.1 7 9 11
Contribution receivable
958 929 1,007 186 282
Other receivable 320 236 192 1,815 391
Cash 559 1,457 1,466 1,260 3,061
TOTAL CURENT ASSET
1,840.9 2,625 2,672 3,270 3,745
TOTAL ASSET 33,139 43,699 54,504 67,992 84,890
LIABILITIES
Accrued expense 75 102 157 209 247
NET ASSET AVAILABLE FOR BENEFIT
33,064 43,597 54,347 67,783 84,643
FINACED BY:
OPENING ASSET 26,508 33,064 43,597 54,347 67,783
ADDITION 6,556 10,533 10,750 13,436 16,860
33,064 43,597 54,347 67,783 84,643
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9.0 MONITARING AND EVALUATION Monitoring and evaluation is very important aspect in any project implementation which is support to understand the activities behavior, movement, usage of resources and in case of any problem appeared within the life of the project will be easy to preserve.
Organisation management team will be responsible to monitor and evaluate the project to see if it is operating within its budget limit and that it is meeting its
objectives in time. Due to this project of online members SMS services, toll free line
and e‐statement services, the monitoring activities will be continuous concurrent and integral featuring in all project components, and it will be done in a participatory means.
The indicators for monitoring presented in a logic framework and they can be assessed when it required. Particularly the monitoring and evaluation will assess the way of financial statement and the uses of project money as what it has planned in several activities to this project, also the uses of the resources, sometimes you may find the resources are not well constrained so that, this process will effect and help to achieved the needs of stakeholders requirement.
It is important again for this online system to support and monitors for the responsibilities characteristic to all stakeholders and contribute what they are suppose to do at time scheduling, moreover, the missing of monitoring and evaluation for this project might be happened with an errors through different stages of activities course so the project will go on in deferent directions of what it had been planned before.
Regular progress reports will be provided and it will be used for performance evaluation and regular meeting for reviewing the project performance will be made so that adjustment could be made to the budget, scope, time or other resources to ensure successful completion of the project.
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10.0 RISK ANALYSIS It is possible to identify the risk of the project when it is about to be implemented, on other hand the risk can be observed due to the category and type of the project. The identification may have come in different aspects for instant environmental aspects, economical aspects and also social aspects. The Best quality Project manager is the one who try to question him/her self this question “What is happen, if the project fails to perform as expected during its operational life?” Many techniques can be used to overcome this question: ‐ sensitivity and probability analysis, decision tree analysis and utility theory are the major used techniques of risk analysis. On this project their some risk assumption its might be face the project:‐ According to Galdun, J et al (2001) has try to identify the certain ICT project risks, consequences and subsequent planning that project managers and organisation that can take as an assumption and his control :‐ Risk assumption: Technical difficulty encountered in developing the database Effect: Delayed completion of certain tasks and hence the system may not finish as it was expected. Technical difficulty encountered in developing the web page. Risk control: The project manager is to be immediately notified so that additional expertise can be acquired. All members of the project development team are familiar with Access and many reference books are available. All team members are to be ready to jump in and help solve a technical problem even if they are not assigned to that specific task. Risk assumption: Illness of a team member Effect: Delayed completion of tasks and also some task will remain waiting for the responsible one to work on his/ her part due to allocated time frame and resource but due to absence of one of the team member everything goes wrong. Risk control: Resources can be reassigned, or the task can be split among more resources to ensure that the project stays on track. Risk assumption: Technical failure of development equipment Effect: This may cause delayed completion of tasks it might happen sometime the system does not perform well due to specification of some equipment may not be compatible with the system and cause inconvenience to proceed unless to press another order hence it may lead to incomplete the project on time or delay. Risk control: The project is to be backed up after each work session into External hard disk or CD‐ROM. In the event of a computer failure they will use the backup to continue development.
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Risk assumption: Down network connection Effect to Project: The relatively slow speed of network dramatically slows the pace of page downloads, particularly those containing large images. The perceived ‘slow speed of the web’ is usually due to overlarge images that have not been optimized. This is a very serious consideration slow web sites are unpopular and many people lose patience and leave them prematurely.
Risk control: Connectivity vendor should clearly sign contract concerning service and maintenance of connectivity line after first installation.
Risk assumption: Critical tasks not being completed on target Effect to Project: The probability of the project not being completed within the allotted time frame. For example installation or testing of the system can take longer. Risk control: Providing status reports as outlined in the Communication Standards will provide early detection of a slipping critical task. Resources can be reassigned, or the task can be split among more resources to ensure that the project is put back on track. Risk assumption: Dependency on one ISP Provider. Effect to Project: Many web sites are hosted on servers operated and maintained by ISPs. Rely on these companies to provide the support that we might need is a bit complicated some time they don’t have the service or unavailability of services may cause inconvenience to the authority as well as customer. Risk control: Legal contract is needed and it should clearly state all condition and urgency once we need them or there is a problem to immediately respond and solve it.
11.0 CONCLUSION AND RECOMMENDATIONS Effective implementation of online members contribution balance system it is more important to Zanzibar Social Security Fund and its will create good reputation to customers and clearly state the benefits of utilizing automate of service and mobile technology to get best quality of services. Team working , experience and skilled experties are the only factors that help project to run in effeciency and easyble to administer.
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REFERENCES
McNurlin B and Sprague R (2006), Information Systems Management in Practice,
7th edition, New Jersey: Pearson Prentice Hall.
Hayes J (2010), the theory and practice of change management, 3rd edition, New York: Palgrave Macmillan
Project Management Institute (2004), Guide to Project Management Body of Knowledge (PMBOK), 3rd Edition
Meyer E (2006), CSS: the definitive guide, 3rd Edition, Unites State of America: O’Reilly Media, Inc
Fish T (2007), Church website design: A step by step approach, USA: BookSurge, LLC
Turbit N (2005), Project assumptions: Managing assumptions [online] available at http://www.projectperfect.com.au/downloads/Info/info_assumptions.pdf accessed on [5‐11‐2011]
Coninck et al (2008), Planning, Monitoring and evaluation in development organizations: sharing training and facilitation experiences, New Delhi: Vivek Mehra for SAGE Publication India Pvt Ltd
Social Security regulatory authority (2010) Social security scheme in Tanzania mainland, [online] available at http://www.ssra.go.tz/documents/ accessed on [5‐12‐2011]
Zanzibar Social Security Fund (2011) Zssf profile, [Online] available at http://www.zssf.org/index.php?menuid=1 Accessed on [6‐12‐2011]
Galdun J (2001), Project ShopWarwickNY: Statement of risk, [online] available at http://www.gracefulbreeze.com/Project/StatementOfRisk.htm accessed on [6‐12‐2011]
Uganda National Social Security Fund (2010), News room, [online] available at http://www.nssfug.org/85/News/NSSF_launches_SMS_service_e‐statements_toll_free_line accessed on [30‐11‐2011]
I ANNEX ONE LOGICAL FRAMEWORK MATRIX
NARATIVE SUMMARY
INTERVENTION LOGIC
VERIFIABLE INDICATORS
MEANS OF VERIFICITION
RISK ASSUMPTION
Overall Goal To continue automate of service, ensure efficiency, reduce cost, readability of services, customer centricity and save members time and money.
Effectiveness of automate services .readability of organisation services provided by the members and increase a new members.
Monitoring and evaluation
Dependency on ISP Provider, Technical failure of development equipment
Project Purposes Organisation services delivery has been increased and affordable through ICT and modern new technology by rational management.
Increase of customer service centre and quality of services delivery
Numbers of members attended increases and proper members’ feedback with a few time.
Illness of term members, technical difficulty encountered in developing database
Project Outputs/Results Its increase work done efficiency and involved personal contact between members and funds.
No of customer services officer has been increased
Organisation monthly reports Customers awareness towards the fund
Illness of term members, the relative low speed of network
To access balances through SMS, e‐ statement and toll free call for ZSSF members and establishment of free online service centre at different region.
Free services centre has been established. ICT technology has been function. Automate services has been increased
Organisation monthly reports Customers awareness towards the fund
Dependency on ISP Provider, Technical failure of development equipment
Project Activities Creating a web page for ZSSF Webpage have been creating Project Evaluation Report Critical task not being completed on target ,
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technical difficulty encountered in developing database, Technical failure of development equipment
Installation of computing and networking facilities.
System have been run System Administrator Report
Critical task not being completed on target , technical difficulty encountered in developing database, Technical failure of development equipment
Installation of DBMS that will enable to link it with corresponding telecommunication Company.
Availability of link between ZSSF Server and telecommunication company
Network administrator and Head of operation report
technical difficulty encountered in developing database
Training staff and capacity building to ZSSF users as well as IT members.
Knowledge and skill of the system have been gained
Implementation of the customer awareness
Critical task not being completed on target , technical difficulty encountered in developing database, Technical failure of
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development equipment
Construction activities of free service centre
Starting of the installation of computing and networking facilities within free Service centre
Head of operation Report Critical task not being completed on target, Illness of term members
Test network availability and signal strength
Availability of network Head of Networking report
Critical task not being completed on target , technical difficulty encountered in developing database, Technical failure of development equipment
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5 1 6
F1
6 1 7
2 2 4
C2
2 0 4
4 1 5
E1
5 1 6
4 3 7
D3
4 0 7
7 1 8
G1
7 0 8
1 1 2
B1
1 0 2
12
FINISH
12
0 1 1
A1
0 0 1
START
II ANNEX TWO A‐O‐N DIAGRAM/NETWORK ANALYSIS CHART
8 1 9
H1
9 1 10
8 2 10
I2
8 0 10
10 1 11
J1
10 0 11
11 1 12
K1
11 0 12
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III ANNEX THREE GANTT CHART