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MONITORING & SUPPORT FOR ICT COMPONENT

PROJECT "CONFLICT MITIGATION PACKAGE II" (CMP II)


FOR THE HUMAN RIGHTS AND JUDICIARY SECTOR IN
NEPAL
METHODOLOGY

1 RATIONALE
1.1 C OMMENTS ON T OR
The ICT Component Project to be monitored and supported is a complex undertaking
involving four major beneficiaries with various subordinate bodies and the software system
to be developed has nine major modules. The contractor, PCS, has divided the work into
ten Workpackages of which the first four (Inception, System Requirement Study, Equipment
Supply and System Analysis & Design) will be complete by the time the monitoring and
support contract starts. The remaining six Workpackages: Software Development, Testing &
QA, Documentation, Training, ICT-NJ Deployment and Warranty Support will be monitored
and supported by this monitoring and support contract.
Note, however, that system acceptance tests and the end of Warranty Support are due to
take place after the monitoring and support contract finishes.
The ToR specify that the IT Monitoring Expert should make intermittent inputs averaging four
days per month to monitor activities and report briefly on progress each month. In order to
prepare the required monthly progress reports the Expert will need to make some inputs
every month. We therefore believe that a local expert must be selected for this position
otherwise two days each month will be taken up with international travel days and as result
there will only be two work days each month, which we consider insufficient.
1.2 R ISKS & A SSUMPTIONS
Risks
• The proposed ICT-NJ system could prove too complex to develop to the satisfaction of
all beneficiaries within the allotted time and budget
• The telecommunications infrastructure in Nepal may not be good enough for the web-
based ICT-NJ system to operate properly in some outlying areas
Assumptions
• All beneficiaries will cooperate fully with the monitoring and support activity
• All beneficiaries will remain committed to the development of ICT-NJ
• PCS will cooperate fully with the monitoring and support activity
• The political situation in Nepal will remain stable

2 STRATEGY
2.1 A PPROACH
To ensure maximum effectiveness of this contract we have selected a Team Leader &
Judicial Information System Expert who has in depth knowledge of the ICT-NJ system being
developed, having written the ToR and Technical Specifications and provided monitoring
and support up to November 2009 under the CMP-II project. He will provide advice and
guidance to the IT Monitoring Expert and review each of his monthly reports before
submission to the Contracting Authority. This will be done at his home base and considered
as part of our backstopping service so no work days will be charged for this activity.
It will be difficult to achieve the contract objectives and expected results if the IT Monitoring
Expert is not continuously available in Nepal. We therefore propose a local expert who will
always be on call to respond to queries from the Contracting Authority, the beneficiaries or
PCS. He will also be immediately available as and when required to assist in clarifying and
resolving any issues between the beneficiaries and PCS. His on-demand availability will
ensure that he is able to monitor all key stages in ICT-NJ implementation as they happen.
The IT Monitoring Expert will provide four work days each month under the contract.
Moreover, he will undertake any extra related activities as requested by the Contracting
Authority, the beneficiaries or PCS up to a maximum of six extra days each month. Such
extra activities will be part of our backstopping services and no work days will be charged.
2.2 P ROPOSED A CTIVITIES
December 2009
Activities will start with both Experts working in Nepal. The IT Monitoring Expert will
familiarise himself with the ICT-NJ implementation to date through discussions with the
Team Leader and by studying PCS’s Progress Reports, System Requirement Documents
and System Analysis & Design Reports and also the reports that were produced by the
Team Leader under CMP-II project. Then both experts will bring themselves up to date with
developments by means of consultations with PCS and the beneficiaries and by examining
any further technical documentation produced so far by PCS.
Software Development will be underway for various modules and the experts will monitor
this through discussions with the PCS development teams and review of any working papers
produced. By this time PCS should also have started Testing & Quality Assurance for at
least one module. The experts will observe any testing that takes place during their input,
review test results and discuss the testing with the PCS development team.
Training for beneficiaries should also have started by this time so the experts will review the
training plan and materials, attend selected training sessions if any are held during their
input, review PCS’s training feedback reports and interview beneficiary representatives to
gauge the quality of the training. They will then make an assessment of the training to be
included in the Periodic Report and assist PCS in the design of further training.
The Experts will support ICT-NJ development by facilitating liaison between the Contracting
Authority, the beneficiaries and PCS. Any problems will be identified and, if critical, notified
immediately to the Contracting Authority by means of Exception Reports. Non-critical
problems will be noted in the Periodic Report. In either case solutions will be proposed.
The first Periodic Report will be prepared reporting on ICT-NJ implementation progress and
setting out a plan of monitoring and support activities for the next four months.
January - March 2010
The IT Monitoring Expert will provide inputs on quality assurance, monitoring and facilitating
ICT-NJ implementation. Software Development will be continuing. Testing & Quality
Assurance and Documentation will be underway for various modules. The Expert will
observe selected testing, review test results and discuss the testing with the PCS
development team. He will review the documentation and discuss it with the beneficiaries to
ensure it is of good quality and meets their needs.
Training will be ongoing through this period so the Expert will review any new training
materials and feedback, attend selected training sessions, and discuss the training with the
beneficiaries. Deployment of the Personnel Management Module will start and the Expert
will observe it in operation at beneficiary sites to gauge its quality and completeness. He will
review Progress Reports produced by CPS and participate in Steering Committee meetings.
He will visit selected sites outside Kathmandu to observe training and system testing there.
The Expert will continue to support ICT-NJ development by facilitating liaison between the
Contracting Authority, the beneficiaries and PCS. Any problems will be identified and, if
critical, notified immediately to the Contracting Authority in Exception Reports. Non-critical
problems will be noted in the Brief Monthly Monitoring Reports that the Expert will prepare
covering all the above topics plus proposed solutions to any problems. He will send them to
the Team Leader for final editing and submission to the Contracting Authority.
April 2010
The Team Leader will visit Nepal and familiarise himself with the present status of ICT-NJ
development through discussions with the IT Monitoring Expert, PCS and the beneficiaries
and through a review of documentation produced by PCS since December 2009. During
this month Testing & Quality Assurance should be ongoing for some modules. Both Experts
will observe selected testing, review test results and discuss the testing with PCS.
Documentation will start for the Case Management Module and should de completed for the
Library Information Module. The Experts will review the Documentation and discuss it with
the beneficiaries to ensure it is of good quality and meets their needs. Training will be
ongoing in April so the experts will review any new training materials and feedback, attend
selected training sessions, and discuss the training with the beneficiaries. Deployment will
be ongoing for various modules so the experts will observe operations at beneficiary sites,
review CPS Progress Reports, participate in Steering Committee meetings and visit selected
sites outside Kathmandu to observe training, testing and deployment there.
The experts will continue to support ICT-NJ development by facilitating liaison between the
Contracting Authority, the beneficiaries and PCS. Any problems will be identified and, if
critical, brought immediately to the notice of the Contracting Authority in Exception Reports.
A Brief Monthly Monitoring Report will be prepared and the second Periodic Report will be
produced, reporting on ICT-NJ implementation progress since the previous report and
setting out a plan of monitoring and support activities for the next period.
May - July 2010
The IT Monitoring Expert will continue to provide inputs on quality assurance, monitoring and
facilitating ICT-NJ implementation. Testing & Quality Assurance will be ongoing for various
modules and should be completed for some of them. The Expert will observe selected
testing, review test results and discuss the testing with PCS. Documentation for various
modules will be ongoing and should be completed for some of them. The Expert will review
and discuss it with the beneficiaries to ensure it is of good quality and meets their needs.
Training will be ongoing through this period so the Expert will review any new training
materials and feedback, attend selected training sessions, and discuss the training with the
beneficiaries. Deployment of the Personnel Management Module will start and the Expert
will observe it in operation at beneficiary sites to gauge its quality and completeness. He will
review Progress Reports produced by CPS and participate in Steering Committee meetings.
He will visit selected sites outside Kathmandu to observe training and system testing there.
Warranty Support should start during this period. The Expert will gauge the quality and
responsiveness of the service through discussions with the beneficiaries and review of PCS
incident reports. He will prepare Brief Monthly Monitoring Reports covering all the above
topics and submit them to the Team Leader for final editing and submission to the
Contracting Authority. Any critical problems will be highlighted in Exception Reports.
August 2010
The Team Leader will visit Nepal again and familiarise himself with the present status of ICT-
NJ development through discussions with the IT Monitoring Expert, PCS and the
beneficiaries and through a review of documentation produced by PCS since his last visit.
By the end of this month Testing & Quality Assurance should be completed for all modules
except Case Management. Both Experts will observe selected testing, review test results
and discuss the testing with the PCS development team. Documentation for various
modules will be continuing so the experts will review and discuss it with the beneficiaries to
ensure it is of good quality and meets their needs.
No training is scheduled for August so the Experts will review training materials and
feedback from May to July and discuss the training with the beneficiaries. Deployment will
be completed for some modules and still ongoing for others so the Experts will observe
operations at beneficiary sites, review CPS Progress Reports, participate in any Steering
Committee meetings and visit sites outside Kathmandu to observe modules being deployed.
The Experts will continue to support ICT-NJ development by facilitating liaison between the
Contracting Authority, the beneficiaries and PCS. They will also continue to monitor the
Warranty Support. Any problems will be identified and, if considered critical, brought
immediately to the notice of the Contracting Authority in Exception Reports.
The Experts will assist in defining system acceptance tests for the entire ICT-NJ system that
will need to be performed in December at the end of PCS’s contract. They will elaborate
ToR for a short input by an independent expert to participate in the acceptance testing and
draft a budget for this activity so that all required information is ready for the Contracting
Authority to issue a request for services under the IT Framework Contract.
A Brief Monthly Monitoring Report will be prepared and the third Periodic Report will be
produced, reporting on ICT-NJ implementation progress since the previous report and
setting out a plan of monitoring and support activities for the next period.
September - October 2010
The IT Monitoring Expert will continue to provide inputs on quality assurance, monitoring and
facilitating ICT-NJ implementation. During this period Testing & Quality Assurance will be
completed for the Case Management Module. The Expert will observe selected testing,
review test results and discuss the testing with the PCS development team. By the end of
this period Documentation should be completed for all modules. The Expert will review and
discuss it with the beneficiaries to ensure it is of good quality and meets their needs. He will
also continue to monitor the Warranty Support provided by PCS.
Further training is scheduled for September so the Expert will review any new training
materials and feedback, attend selected training sessions, and discuss the training with the
beneficiaries. During this period Deployment should be completed for all modules except
Planning & M&E and Office Automation. The Expert will observe system operation at
beneficiary sites to gauge its quality and completeness. He will also review Progress
Reports produced by CPS during the period and participate in Steering Committee
meetings. He will visit selected sites outside Kathmandu to observe training and system
testing there.
The IT Monitoring Expert will prepare Brief Monthly Monitoring Reports covering all the
above topics and submit them to the Team Leader for final editing and submission to the
Contracting Authority. Any critical problems will be highlighted in Exception Reports. The
Team Leader will prepare the Draft Final Report at his home base for forwarding to the
Contracting Authority. This will be part of our backstopping activities and no work days will
be charged.
November 2010
The Team Leader will visit Nepal for the final time and familiarise himself with the present
status of ICT-NJ development through discussions with the IT Monitoring Expert, PCS and
the beneficiaries and through a review of documentation produced by PCS since his last
visit. Fine tuning and final delivery of the Case Management module will be underway. Both
Experts will observe this process and discuss the results with the beneficiaries and PCS.
Deployment of the final two modules, Planning & M&E and Office Automation, should be
continuing during this month and the experts will observe them in operation at beneficiary
sites to gauge their quality and completeness. They will also continue to monitor the quality
and responsiveness of the ongoing Warranty Support provided by PCS.
A Monthly Report will be prepared and the Final Report will be produced, reporting on ICT-
NJ implementation progress since the previous report and summarising the entire project.
2.3 I NPUTS & O UTPUTS
Inputs
• 30 work days of inputs by the Team Leader and Judicial Information System Expert
• 48 work days of inputs by the IT Monitoring Expert
• Non-chargeable backstopping by Team Leader to review and edit each Brief Monthly
Monitoring Report and prepare the Draft Final Report.
• Non-chargeable backstopping by IT Monitoring Expert up to six extra days each month
Outputs
• Brief Monitoring Reports - every month
• Periodic Reports - every four months.
• Exception Reports - as and when required.
• Draft Final Report - one month before the end of the contract.
• Final Report - at the end of the project

3 TIMETABLE OF ACTIVITIES
3.1 T IMING , S EQUENCE & D URATION
Activity Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb
Ass ess training effectiveness
Facilitate liaison
Identify problems
Review documentation
Monitor deployment
Review PCS progress reports
Visit remote sites
Monitor warranty s upport
Define acceptance tests
Prepare ToR for acceptance tests

3.2 M AJOR M ILESTONES


Miles tone Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb
Firs t periodic report
Training plan & materials reviewed
Monthly monitoring reports
Second periodic report
S/w development reviewed
Third periodic report
Acceptance tests defined
ToR for monitoring tests prepared
Tes ting & QA reviewed
Documentation reviewed
Draft final report
Deployment reviewed
Final report

3.3 W ORKING D AYS PER E XPERT PER M ONTH


Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov
Team Leader 7 7 8 8
IT Monitoring Expert 4 4 4 4 4 4 4 4 4 4 4 4
Backstopping Team Leader 1 1 1 1 1 1 1 2
Backstopping IT Monitoring
6 6 6 6 6 6 6 6 6 6 6 6
Expert (maximum)