Kenya: Highlights on electronic Project Monitoring Information System

2014 DAD Community of Practice (CoP)
21st – 23rd January 2014
Highlights on electronic Project Monitoring
Information System
E-ProMIS Admin
21ST JANUARY 2014.
Presentation Outline
Need for Project MIS in GOK.
Shared Project MIS Incentives/Benefits
e-ProMIS Objectives
System Scope/Modules
Sample Application/visualizations Screenshots
Key Achievements/Challenges
Next Steps
Need for Project MIS in the GOK
Integrated Project Information – Critical in linking Policies, Planning and
budgeting. Required by MTEF, Ministries, Donors, Citizens, NGOs, CSOs.
Workflow Inefficiencies
Frequent human error
Fragmented project MIS or complicated Spreadsheets with version control problems.
Insufficient manual validity checks.
Reporting Issues
Slow data collection
Data analysis done manually
Duplication of Effort in both data entry and reporting
Reports have to be created from scratch each time.
Weak M&E GOK systems – Due to unavailability of Information on Projects in the Govt. This has
led to:
Stalling/non-completion of projects in time.
Endemic Time/Cost over-runs of project implementation – leading to uncontrolled Project related Pending-Bills.
Lack of transparency and accountability in the utilization of development/Project funds.
Inability to get the intended benefits and under performance in the achievement of the targeted national
Non alignment to the country’s strategy and policy.
Shared Project MIS Incentives/Benefits
 Centralized data repository - All project data integrated and stored in one place.
 Instant access to data - a single source of updating.
 Simplified data collection - data directly captured online.
 Simplified Reporting - Enables quick, timely and accurate reporting.
 Project implementation standardization - a shared framework that
standardizes the processes and project services - (Hosting, platform, servers).
 Improved/Savings government costs:
 As a result of economies of scale, savings on paper forms.
 Increases and provides accurate GOK counterpart Funding.
 Tracking TAs work permits/ skills, draw-downs and asset inventory.
 Score card – performance measure, showing status, trends, relationships and
interdependencies. Disbursements increased as a result.
 SMART Projects:
 Improved data quality - accurate, timely, within budget and
objectives, pinpointing the variances.
 Relevant information to management speeds up the decision
making process .
 Increases the Project success rate – value for money
What is e-ProMIS
• An MIS software application that
allows users to effectively track,
update, and analyze project inputs and
outputs, programmatic outcomes and
• Key users include the development
partners, implementing agencies,
beneficiaries, coordinating agencies,
non-state actors and the project
beneficiaries (the public).
• The goal is to enable decision makers
and stakeholders to make evidence
based decisions.
• Accessed through
e-ProMIS Objectives.
The e-ProMIS is a Web-based information system for collection, tracking,
analysis and planning tool, which helps achieve the following objectives:
Coordination: serves as a decision-support tool for the government to
coordinate development efforts in the country.
Shared Service data dissemination channel:- a tool enabling sharing of platform
and project repository; enhancing cost cutting and reducing duplications.
Alignment: aligns development projects with national/international
strategies and priorities - Vision 2030, MDGs, Paris Declaration.
Harmonization: identifies development flow patterns, gaps, duplication of
efforts, and priority areas, thereby promoting harmonized, transparent, and
effective delivery of projects.
Scoring/Performance measure - allows organizing projects by
performance based on the comparison of target and actual values of
financial, physical and time indicators.
Objectives cntd’
Managing for results: tracking the project implementation process with a focus to
realize the results – value for money. This requires embracing standards:
 Prince Methodology
 Program Theory of Change (Logic Model)
 IATI Geo-coding Methodology - used to complete the geo-coding exercise of
projects in the system.
Mutual Accountability/empowerment:
Promotes mutual accountability by providing a complete, reliable, and
transparent picture of the development landscape.
Fosters enduring Partnerships between Stakeholders.
Managing the Project Resources:
 Ascertain the cost of local and foreign TA’s and the duty waivers undertaken by
the government while implementing projects.
 Project Asset Register – A register for all the project assets, automation of DA1
processing workflow including computation of all duty exemptions
 TA Skills and Work Permits - Alerts on local and foreign TA’s skills and
expired work permits of the TA’s. TA deployment coordinated in order to make
the best use of the resources.
e-ProMIS Scope
Five stages of project, according to PMI:
 e-ProMIS has integrated the five project implementation stages, through
various Applications that are packaged as one system.
e-ProMIS Applications:
Technical Assistance Personnel
Organisations Profile
DA1 Form Submission
M&E Results Profile
Each of these applications
have specific Modules
Example - Project Application Modules
System Dashboard
Notes and
Project History
Project Basic Information
Project Stakeholders
Paris Declaration
Financial Flows
Duty Exemption
Monitoring and Evaluation
Technical Assistant
Sample Application Screenshots
List of Projects by Source of Fund
Sample Application Screenshots
Projects Application Data Entry Modules
Data Entry - Technical Assistance Application
Data Entry - M&E Application
Detailed Inventory of Projects’ Locations
e-ProMIS supports geo-coding of all project activities to support visualization of
development activities.
Geocoding (attaching geographic coordinates to a specific location) facilitates more
effective monitoring at the lowest possible sub-national level.
Scale of Mapping
Geo-coding have enabled project activities to be mapped at the lowest possible level
– Using latitude and longitude of actual location on the ground
– By District
– By County
Geo-coding Process
Project Data
Project Documents
Visualization of Development Projects - Screenshots
More than 2,000 locations
mapped for over 600
development aid projects
in Kenya
Example - Distribution of Projects in Mombasa County by Project Cost
Example – Number of Projects in Naivasha County by Project Cost
View Donors Sectoral Support
Projects Relation to MDGs
● Showcase projects according to
● Quickly see no. of projects vs
Amount in funding.
● Show sectors most funded and most
● Viewing Projects relation to MDGs
Example – Report on Project s by Project Status
● Gives a single
infographic report
on status of the eProMIS project
• Adoption of the system as the key M&E tool by the Government
• Harmonized Aid Effectiveness tool - All Donor financed projects currently
managed in the system with the requisite financing.
• Top management support (System usage enforcement )- through PFM Act
regulations and Government Circulars e.g Treasury Budget Circulars.
• e-ProMIS is the source of project related data to the Global Open Aid Map
(hosted by Open Aid Partnership) in addition to sharing with Kenya Open Data
Initiative - - open data to public, easily accessed
anywhere, by anyone, at anytime.
 Government of Kenya has a strong commitment towards aid transparency and
accountability, better aid coordination, and increased aid effectiveness
 Geo-coding and Mapping of the donor financed projects.
 Capacity building on system usage.
 Portal for public access and information viewing.
1) Lack of cooperation from some technical departments in provision of the
relevant project data leading to inadequate and/or lack of information on
projects under implementation:
 Work-plans
 Project documents
 Expenditure details
 TAs skills and personal emoluments, etc.
2) Usage level : Inertia- Fear/resistance to embrace the system by some
3) Inadequacy in project implementation/development guidelines and
harmonized statutory provisions – hampers on sharing of services.
4) Historical data: voluminous and availability/cross referencing on
financial data. High workload.
5) Changes in governance structure in the government – Devolution
6) Technology – Connectivity and citizen digital divide/literacy.
7) Parallel systems – prompted some stakeholders to developed similar
Lessons Learnt
• Co-operation with other technical Government departments in
provision of the relevant project data is critical to ensure
availability of project information – work-plans, project documents,
TAs skills, TAs personal emoluments, etc.
• Geocoding and Visualization - Geocoding of development projects
increased demand for visualization for M & E data/information.
• Adequate project implementation/development guidelines are
necessary for system development/project success.
• Guidelines for provision of adequate location information must be
included in project preparation stage
• Development data must be harmonized between the Government
and Donors
• Need for an elaborate communication strategy
• Need to assess work load and define baseline information
Historical data can be voluminous and incomplete. Initially, the system have
focused on active projects.
Next Steps
1) Geocoding and Mapping of:
 The government financed projects
 Off-budget projects
2) Publishing data - Kenya Open Data Initiative Portal
- Global Open Aid Mapping Platform
3) Integration of the eProMIS data with other Government
systems (IFMIS, Kenya Revenue Authority, CBK, etc)
4) Building capacity for effective update/use of data:
– Training of Government officials and development partners
– Training of the Media and civil society organizations in the effective use
of the data
5) Update M & E/Results data from the M&E Directorate and
the relevant ministries
7) Extend the program to support devolution process in Kenya

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