Case study of IFMIS implementation in Kenya. This was discussed during the iHub project managers' meetup on 14th March 2013

1. Challenge of Implementing IT-
enabled Business Change In
The Public Sector
CASE STUDY: IFMIS Implementations

2. CONTEXT
• Kenya has just successfully concluded the
first elections with the new constitution in
place.
• Major transition expected as the country
moves from central to devolved
government
• What lessons learnt from implementing
change in public sector can we utilize
during this period of change?
• What role can project managers play?

3. What are IFMIS Projects?
• Integrated Financial Management
Information System
• Usually a core component of Public
Financial Management (PFM) Reform.
• Goal: To improve public expenditure
management through an integrated
and automated financial
management system in order to
ensure efficient and effective
utilization of public resources.

4. Characteristics of IFMIS Projects
• Complex procurement process
• Project duration considerably lengthy – 2
to 10 years
• Painful transition process
• Numerous internal and external
stakeholders
• Capacity & competence building a critical
success factor
• Difficult to determine success

5. Typical IFMIS Project Components
SITES
IMPLEMENTATION PROCESSES &
METHODOLOGY PROCEDURES
TRANSITION
MANAGEMENT
THE
CONTRACT
SOLUTION
SOLUTION
PROVIDER

6. Role of Project Manager
• Communication
• Stakeholder Management
• Contract Management
• Monitoring and Control of Project Delivery
• Issues and Risks Management

7. PM Challenges to be Experienced
• Managing the Transition
• Diverse interests – Complex Stakeholder
Management
• Contract and Procurement Management
• Knowledge Transfer - Capacity & Competence
Building

8. Managing the Transition – know the
culture!
A disappointed salesman of Coca Cola returns from his Middle East assignment.
A friend asked, "Why weren't you successful with the Arabs?"
The salesman explained, "When I got posted in the Middle East , I was very confident that I
would make a good sales pitch in rural areas. But, I had a problem I didn't know how to speak
Arabic. So, I planned to convey the message through three posters...
First poster- A man lying in the hot desert sand...totally exhausted and fainting.
Second poster - man is drinking our Cola.
Third poster- Our man is now totally refreshed.
Then these posters were pasted all over the place
"That should have worked," said the friend.
The salesman replied "I didn't realize that Arabs go from right to left"

9. Stakeholder Management – Engage
them All!
USERS
OTHER
GOVT DONORS
BODIES
ACCOUNTANT
GENERAL
BANKS MEDIA
PUBLIC

10. PM Lessons Learnt (1/2)
• An evolutionary (gradual change)
rather than revolutionary (Big-Bang)
IFMIS approach increases chances of
success.
• Phased implementation ensures
mistakes are not rolled out
• Rolling Benefits Realization Planning
crucial to communicate wins in
every phase
• Use regular WorkGroups to engage
stakeholders.

11. PM Lessons Learnt (2/2)
• Training is the first step to
competence and capacity building
• Incentives ensure project team is
motivated towards capacity and
competence building
• Collaboration between solution
provider and client
• Ensure a working Change Control
mechanism

12. DISCUSSION