IPS TF Support Group Meeting

IPS TF Support Group Meeting took place on October 25th, 2019 to discuss about the project progress so far as well as some highlights of main components. The meeting was chaired by Mrs. Majlinda Dhuka, Vice Secretary General, Director of Department for Development, and Good Governance (DDGG) with participation focal points from donors such as, EU Delegation, Sweden and Swiss embassies and World Bank, which is implementing the project. Mrs. Dhuka in her opening remarks highlighted that the most difficult part of system design is already over, while all efforts should be concentrated in implementation phase by all actors.  There are some challenges related also to the usability and data quality that will populate the system. The project will address it in short run, while extensive systemic capacity building of the administration should be addressed in medium term.

Mrs. Oriana Arapi General Director, Policy Unit at DDGG & IPS-TF2 Coordinator followed with details about the status of implementation of each IPS component, the progress on each project activities, next steps and challenges, as well as long term sustainability of the project interventions. General Director of Financing and Contracting Unit/CFCU, Mrs. Veronika Korkaj, reported about the status of all procurement and contracts and gave figures of disbursements of funds as per contracts/agreements signed.

Donors highlighted the high rhythm and intensity on the work done so far, as well as the progress on the implementation of the systems. However, they expressed their concern about the feasibility of the going live date and the sustainability of the project for the medium and long term. Therefore, a dedicated meeting on future support needs will be organized soon by the government. Printed copies of IPS leaflets produced by communication consultant, Mrs. Alma Gerxhani in cooperation with each team were shared with participants. IPS Communication strategy is being implemented according to the agreed action plan and the outputs include but are not limited to: IPS leaflets four in total (IPS, AFMIS, IPSIS and EAMIS), a bilingual website which can be  accessed www.ips.gov.al and is in stage of population, and monthly newsletters will are sent regularly to IPS users. A high-level management event is planned to happen by the end of this year to announce the launch of IPS system. 

IPSIS Training of Trainers (TOT)

The Training of Trainers course, first week of second phase for IPSIS took place from 4 November to 8 November 2019 in Tirana at Protik Center. The training was organized by IPSIS team led by Department of Development and Good Governance at Prime Minister Office (DDGG) and performed by IPSIS JV. The training infrastructure was fully functional offering in a dedicated IPSIS test environment and technical support was provided by local provider of IPSIS JV, IKUBInfo during users registration process and training practice sessions in collaboration with IPSIS local consultants.

IPSIS JV provider is joint of companies (Synergy International and IKUBinfo). Synergy International who is developing IPSIS was established in USA and is now based in Armenia with a portfolio of IT solutions applied in 60 countries.  It has been working closely with IPSIS team to design and implement the system. Core IPSIS team has been trained and is currently running the Training of Trainers course. Civil servants from several Line Ministries who will have an administrator role for each institution took part in the training. They will be able later on to train other colleagues in their respective institutions and departments in order to ensure full usage of IPSIS and smooth transition from the old system.

IPS Piloting and Training with Ministry of Infrastructure and Energy

Another piloting and training session took place on 16 October with the representatives of Ministry of Infrastructure and Energy organized by IPSIS team. The aim was to check the accuracy of data and re-enter some of those coming from the users of first level (registrants/ specialists) in order to have a successful piloting. During the session it was tested the upload of strategic documents to IPSIS, as well as draft strategies and/or action plans where available. The users were guided by IPSIS team through all steps of uploading the documents. There were around 20 people taking part in this training. It was a live and interactive session with everyone participating actively and asking question. The piloting and training are an important component of successfully adoption of IPSIS system in the work of public administration.

Ministry of Agriculture first pilot for IPSIS

In the framework of IPSIS piloting and training, a series of information and training sessions are being organized by IPSIS team with the Line Ministries. The first one was held on 25 September by IPSIS team at the Ministry of Agriculture. The session lasted more than 2 hours and saw participation of tens of users.  The session aimed at testing and training IPSIS by uploading of strategic documents from the ministry and going through process of approval.

A demonstration of the system logic and how it is related to the workflow and processes was given by Mrs. Anila Cili, expert at IPSIS. She explained how the system is adapted to accommodate the process of uploading, revising and approving the strategy and linking it with MTBP.

The system was accessed live by several representatives of Ministry of Agriculture. They were assisted by IPSIS team members to register with their credential of government gateway. The system is designed with a single login.

Three levels of hierarchy were demonstrated in place. One user per level was registered and some data were uploaded in order to test the system and familiarize the users with it. The levels were as follows: Policy specialist; Middle level management as well as high level of management. The training went very well and the users took part actively in the session. This was the first pilot Ministry to test and use IPSIS.

IPS Piloting and Training with Ministry of Infrastructure and Energy

IPS Piloting and Training with Ministry of Infrastructure and Energy Another piloting and training session took place on 16 October with the representatives of Ministry of Infrastructure and Energy. The aim was to check again the data and re-enter some of the data especially those coming from the users of first level (registrants/ specialists) in order to have a successful piloting. During the session it was tested the upload to IPSIS of strategic documents, draft strategies and/or action plans where available. The users were guided by IPSIS team through all steps of successfully uploading the documents. There were around 20 people taking part in this training. It was a live and interactive session with everyone participating actively and asking question. The piloting and training is an important component of successfully adoption of IPSIS system in the work of public administration.

First release of IPSIS deployed

The first release of the IPSIS was deployed on 6 June 2019.IPSIS system has a dashboard as a landing page where the users can see and navigate all modules. Main modules NSDI (National Strategy for Development & Integration); Governmental Priorities; Strategy Document. It also includes Action plans related to these documents as well as Indicator Framework ,SDG Framework and National priority measures which help in monitoring. An important module is Governmental Legal Program which gives the legal basis for government program and policies. IPSIS Calendar is another very important module which reflects all IPS activities scheduled in time.

The system provides nice visuals to see the data measurement toward indicators through Analytics modules. The users can see different charts and graphs presenting situation either in list type, chart, or visualised map of Albania.

Finalization of IPSIS Solution Detailed Design (SDD)

Përgatitja e Dokumentit të Dizenjimit të Sistemit IPSIS (SDD) filloi në qershor 2018 pas aprovimit të Studimit për kërkesat e sistemit (SRS), nga ekipi i menaxhimit të kontratës. Dokumenti i Dizenjimit të Sistemit IPSIS është një dokument që përcakton qartë proceset dhe rendin e punës për IPSIS. Dokumenti shërben si guidë për kompaninë zhvilluese me qëllim që të planifikojë arkitekturën e sistemit. Përgatitja e dokumentit filloi në Qershor 2018 dhe përfundoi në Maj 2019. Procesi I përgatitjes së SDD ka kaluar në disa faza si më poshtë:

  • Përpunimi dhe përgatitja e dokumentit: Qershor 2018 – Nëntor 2018;
  • Procesi i konsultimeve, përpunimit të draftit dhe finalizimit të Dokumentit (SDD): Dhjetor 2018 – Maj 2019;
  • Procesi i Integrimit me sisteme të tjera

IPSIS User training and testing

The training took place from 24 to 28 June 2019, in PROTIK premises. The main scope was to build the capacity of core Users(15) and  technical administrators(5) and Line Ministries users((20). IPSIS application software on use and administration of the application intended for ensuring improved decision-making and better management of the IPSIS data by all stakeholders involved into the process. A separate training session was organised for the system administrators where they were introduced to the main principles of user and data management in IPSIS.