This memorandum of understanding is between the Government Analyst's Department and the Information and Communication Technology Agency of Sri Lanka to automate core operations of the Government Analyst's Department. The project will be implemented by university students supervised by an academic from the University of Colombo School of Computing over 5 months. The ICT Agency will manage the project and provide equipment. The Analyst's Department will support requirements gathering and testing and take responsibility for ongoing system administration after completion.

1. AUTOMATING CORE OPERATIONS OF THE
GOVERNMENT ANALYST'S DEPARTMENT
MEMORANDUM of UNDERSTANDING
between
Government Analyst's Department
and
Information and Communication Technology
Agency of Sri Lanka
Confidential

2. Memorandum of Understanding
This Memorandum of Understanding (MoU) is entered into this …... day of
October 2008 by and between
Government Analyst's Department, located in Independence Square,
Colombo-07 (hereinafter referred to as “GAD”), and
Information Communication Technology Agency of Sri Lanka, statutorily
established with powers and functions in terms of the Information and
Communication Technology Act No. 27 of 2003 as amended by Act 33 of 2008,
having its office at 160/24 Kirimandala Mawatha, Colombo-5, (hereinafter
referred to as “ICTA”)
WHEREAS GAD and the ICTA have agreed to enter into this Memorandum
of Understanding with the intention of implementing a project for the
purposes described herein under to wit:
• An ICT solution will be implemented to automate the identified core
operations of the GAD.
• The project is named as ‘Automating of the GAD’.
• Project implementation and deployment will be done by third year
undergraduate students from the University of Colombo, School of Computing
(UCSC).
• UCSC team will be supervised by Dr. Prasad Wimalaratne, Senior Lecturer,
UCSC.
• ICTA will provide project management guidance and coordination.
• The project duration is fixed for five months. After the system study, the team
will identify a scope feasible to be implemented during five months.
• The GAD will form a committee comprising at least one member from each
functional area to support the system study and overall the project
implementation.
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3. • Wherever possible, existing Free/Open Source Software (FOSS) will be
leveraged to shorten the development time and to reduce the replication cost.
• A server and two workstation computers will be procured.
And Whereas the ICTA has been empowered by the Information
Communication Technology Act No. 27 of 2003 as amended by Act 33 of 2008 to
implement strategies and programmes in both the Government and the private
sector and to take all such steps as are necessary to facilitate the implementation
of the National Policy on Information Technology and pursuant thereto has
identified GAD as a government organization in which the processes of the GAD
can be upgraded by using ICT tools.
NOW THEREFORE THE PARTIES hereby agree as follows:
1.0 Objectives of the Project
Provide the GAD and its members the maximum benefits by improving its
identified core operational areas by using Information & Communication
Technology.
2.0 Responsibilities of the Joint Parties
2.1 Whereas GAD is the owner of the project and ICTA is the facilitator for
system study, software solution design & development and
implementation by managing a team of five UCSC students under the
supervision of a Senior Lecturer of UCSC.
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4. 3.0 Responsibilities of ICTA
3.1 ICTA shall assign a Project Manager to manage the overall project
implementation.
3.2 ICTA shall finance the cost for a server and two workstation computers.
Procuring the above items should occur in a timely manner.
3.3 ICTA shall supervise the five university students from the UCSC led who
will also be supervsed by a Senior Lecturer of UCSC during the system
study, any technology Research and Development (R&D) activities that
may be required prior to system development, system development,
testing & quality assurance and implementation.
4.0 Responsibilities of the GAD
4.1 GAD shall form a Project Steering Committee (PSC) for providing policy
level guidance. The PSC will be chaired by the Government Analyst and it
will comprise of the members of the senior management of GAD, Director
of Reengineering Government Programme of ICTA and Project Manager
of ICTA.
4.2 GAD shall provide access to department premises and seating place for
the five university students when they need to visit the GAD for system
study and other activities.
4.32 GAD shall be responsible to form a committee with at least one member
from each functional area to support the system study and overall project
implementation. The Ssaid committee shall be responsible for providing
information on functional requirements.
4.43 GAD shall review, provide feed-back and sign-off the system
requirements.
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5. 4.54 GAD shall finance the cost of additional workstation computers and any
other equipments such as printers which may be required once the system
is in-place.
4.65 GAD shall provide necessary staff on demand for functional testing of the
system throughout the project implementation.
4.76 GAD shall be responsible for providing necessary staff requirements for
the initial data entry to the system.
4.87 System administration and maintenance would be the responsibilities of
the GAD once the system is in-place.
4.98 Any Further functional enhancements of the system shall be addressed by
the GAD.
4.109 If staff with necessary competencies and experience is not
available for the tasks specified in sections 4.7 & 4.8 above, GAD shall
either train or recruit necessary staff in advance. Otherwise, GAD shall
enter into agreements with third parties for obtaining support and
maintenance services.
4.110 GAD shall ensure the availability of sufficient financial resources for
the maintenance costs of all hardware, software and network equipments
after the successful completion of the implementation of the project and
upon completion of the warranty period for the Hardware and Software.
5.0 Amendment of the MOU
No amendment or modification of this MOU shall be valid unless the same
is made in writing by the parties hereto specifically stating the same to be
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6. an amendment of this MOU. The amendment(s) shall be effective from the
date on which they are made/executed/ratified by the parties to this MOU.
6.0 Entry into Force and Termination
This MOU shall enter into force on the date on which the parties have
notified each other in writing of the effective date. This MOU is concluded
for an initial period of one (1) year. Subject to review of this MOU by the
parties at the end of each year from the effective date, the Agreement
maybe extended, with appropriate amendments made thereto by mutual
written agreement between the parties.
Either party may terminate this MOU at any time with a two month’s written
notice. The expiration or termination of this MOU shall not affect the validity
or implementation of any arrangements or any projects undertaken pursuant
to this agreement, provided that such implementation was undertaken with
the approval of ICTA.
7.0 General Provisions
1. This memorandum of understanding and any dispute arising from it, will be
governed by and construed in accordance with the laws of the Democratic
Socialist Republic of Sri Lanka.
2. All questions or disputes related to the interpretation or implementation of
this MOU shall be settled by mutual agreement of the parties hereto. Any
dispute which is not resolved by mutual agreement shall be referred to the
Commercial Centre of the Ceylon Chamber of Commerce for Mediation in
terms of the Commercial Mediation Act No. 44 of 2002.
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7. In witness whereof the parties to this Memorandum have affixed their signature
at the Government Analyst's Department, Independence Square, Colombo 07 on
this …… October 2008.
Government Analyst's Department Information and Communication
Technology Agency of Sri Lanka (ICTA)
Signed by ………………………….. Signed by …………………………..
Mr. T.R.N.M. Liyanarachchi, Reshan Dewapura,
Government Analyst, Chief Operating Officer,
Government Analyst's Department, Information and Communication
Independence Square, Technology Agency of Sri Lanka.
Colombo 07.
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