extesion of project activities

8/3/2019 Extesion of Project Activities

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UGANDA REGISTRATION SERVICES BUREAU, WEBBASED ONLINE COMPANY REGISTRATION SYSTEM, PHASE 1 EXT

UGANDA REGISTRATION SERVICES BUREAU

WEB-BASED ONLINE COMPANY REGISTRATION INFORMATION

SYSTEM

SYSTEM PROGRESS REPORT

JANUARY 2011 JANUARY 2012

& BUDGET FOR FY 2012/13

DRAFT IV1.0 BACKGROUND:

a) Preamble.

The Uganda Registration Services Bureau is an autonomous statutory body

established by Chapter 210 Laws of Uganda in 1998. The bureau was created to

take over the functions of the Registrar Generals Office under the Ministry of Justice

and Constitutional Affairs. The Act came into force on the 16th of August, 2004 and

the self Accounting status was granted in July, 2010. The bureau is governed by the

Board of Directors and the Chief Executive Officer is the Registrar General.

2.0 OBJECTIVES:


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3.0 PROBLEM STATEMENT AND NEED:

URSB as a body mandated to keep an up-to-date register for the companies,

business names, births deaths, marriages, intellectual property rights etc has for

long depended on manual registers which are bulky, inflexible, and inaccessible

beyond the doorsteps of the Registry. The computerization currently at hand is

faced by approximately 145,000 company files and 165,000 business names and

innumerable documents on the (non computerized documents register) in theCommercial registry. The system does not allow for external searches and online

system querying. Even in the same building the registrars cannot be able to access

the system even-though there is an intranet already installed.

With the advent of regionalization and globalization of data stores URSB as an

organization that is dependent on data to sell its services to the people within and

outside Uganda faces challenges of inaccessibility to the rest of the world. This

limits the number of people URSB can reach with its current information

management system. Many People from the URSB web portal have suggested that

an online system will assist them much as a supplement to existing services. This

will not only increase on the reach but also decongest the offices at headquarters interms of physical clients and paper records , reduce the time needed for the

registration process from 5days to 2 or less , reduce the number of steps involved in


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4.0 SPECIFIC SYSTEM OBJECTIVE:

Basing on the above general objective, Problem statement and need, Commercialregistry Information Management System was be developed with the following main

objectives:

1. To provide an on-line real-time system with an up-to-date register.

2. To provide a system that will automate the registration processes, easily track

movement of files within the registry and their history at the registry.

3. To provide a system that will provide appropriate reports used for decision

making within URSB and her respective stakeholders.

4. To provide a system that is secure, complete, dependable, scalable, forward and

back word compatible.

In a bid to realize this mandate, URSB partnered with Private Sector Foundation

Uganda (PSFU) to utilize the funds that had been procured by the Uganda

Government from World Bank under the Second Private Sector Competitiveness

Project (PSCP II) component 3, sub-component 3.2 whose objective was to improve

business registration services and lessen the regulatory burden for private


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b) Examine the extent to which every activity was accomplished

c) Identity the areas that had critical issues and identify solutions for them.

d) Use the report as a basis for planning the extension of the phase one of the

PSCP II funded project which was not complete at the close of the project on

January 31st 2012.

The following report looks at the activities that were done between January and

December 2011.

1. In January 2011, a draft project proposal for establishing an online web based

company registration system was submitted to PSFU.

2. In March 2011, the final proposal was sent to PSFU with all the proposed

amendments made and this was approved in May 2011.

3. In June 2011 the request for procurement of Personnel, Software and

Hardware was submitted to PSFU.

4. On 13th July 2011 an advert was placed in the news papers to invite

applicants to fill the positions of System Administrator and data entry clerks

for the project.

5. On July 23rd 2011 a request for quotations was sent to reputable firms to

submit their quotations for supply of computer hardware, LAN setup andfurniture.

The summary of other activities are in Table 1


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UGANDA REGISTRATION SERVICES BUREAU, WEBBASED ONLINE COMPANY REGISTRATION SYSTEM, PHASE 1 EXTENSION 2012

URSB PROGRESS REPORT ON IMPLEMENTATION OF THE PSCP II (JANUARY 2011 JANUARY2012)

ACTIVITY EXPECTED OUTPUT STATUS COMMENT1.1 Procurement of a

consultant Develop softwarespecifications

a) Terms of reference

for consultant

b) Consultant

procured

Not procured Due to time constraint, URSB

systems Administrator todevelop specifications for

software procurement from

original supplier of TRIM

(Database)1.2 a) Recruit System

Administrator

b) Recruit 10 Data Entry

Clerks

System Administrator

and 10 Data Entry

Clerks recruited

Done. Mr. Kizito Francis identified as best

candidate for System Administrator

61 Data entrants interviewed and the best

10 selected but only 9 reported for work.

The team was given

appointment letters by Private

sector Foundation Uganda and

they report for work on 14th

November 2011. The contract is

for 2 months effective 14th

November 2011. The matter

was referred to PSFU to get on

board the remaining one data

entrant before actual work

begun.

1.3 a) Upgrade Database

b) Install Corporate

antivirus

a) Database Software

upgraded

b) Antivirus installed

Original supplier of Trim software

(database) invited to submit bid (Computer

land (U) Ltd).

Confirmation of contract when funds are

available

Pro-forma invoice submitted.

Money available is not enough

to meet the procurement cost

the supplier wants US$

37,700.00 but the budget has

US$ 25,000.00 for this activity.

Private Sector foundation-

Uganda is discussing with the

system vendor and procurement

process is under way.

5

Table 1


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1.4 Procurement of

Hardware

Server, ups, server

racks, and

workstations

Suppliers evaluations done and contracts

awarded

Awaiting delivery of hardware

of hardware to URSB (scheduled

for delivery on 30th January

2012)

1.5 Installation and Testing ofSoftware Database installed Pending Awaiting procurement ofconsultant to conduct systems

survey/feasibility.1.6 Training SystemsAdministrator

System administrator

equipped with skills

Done Training was done on the

existing software.

1.7 Training Data Entry clerks Trained data entry

clerks

Done Training was done on the

existing software.2.1 Establish workstations Office space

earmarked at URSB

Done Furniture has been supplied and

Civil work is also done awaitingdelivery of computers.

2.2 Purchase of furniture Furniture procured

and delivered to

URSB

Done Furniture already delivered.

2.3 Procurement of LAN LAN setup at URSB Ongoing LAN is being installed.

3.0 Data capture All company files ondata base

File organization for 2010 being done Pre data capture process of filesorting and organization hasbeen started in preparation fordata capture and 9362 files arealready completed (as at 27th

January 2012)4.0 Monitoring andevaluation

Quality of dataverified

Ongoing Project team at URSB is runningconsistent monitoring for theactivities of the records beingsorted and extracted.

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6.0 CHALLENGES:

The following challenges have been encountered in the last one year:

1. The project implementation period is coming to an end (January 2012)

and there is no sufficient time left to exhaustively exploit the activities

planned for.

2. The project is being closed on 31st January 2012, but URSB has not yet

got the alternative funding for the sustainability of the activities

embarked on.

3. The procurement process takes along period of time (3 months on

average) and this reduces the time available for the activities to be

done. Some procurement are very crucial in the implementation of the

project and without them nothing much can be done. E.g. Procurement

of hardware (computer are being delivered at the close date of the

project) and software has not been procured yet.

4. The department has is ill-equipped with hardware and the current

software license is pending renewal therefore there limited/not support

from the vendor.

5. Designing sufficient security system to meet the challenges for the

online access threats.

C i b ildi f h i h h ld h


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moved to second phase where, the principle objective will be leverage

all the company and business/documents records in the system

database and linking the database to the URSB website.

5. The extended project would do better if it has proper project

documents to guide implementation.

BUSINESS REGISTRATION ONLINE WEBBASED REGISTRATION

SYSTEM EXTENSION OF PHASE 1ACTIVITIES, BUDGET AND WORKPLAN FOR FEBRUARY 2012 TO ENDOF JUNE 2012.

The phase 1 extension of this project is a continuation of the activities that

were partially covered in phase 1 and are yet to be finished and those

activities that are exclusively new and due to this phase extension for action.

A well constituted project team of 6 people was put in place and will continue

to run the extended activities.

8.0 PROJECT PHASE I EXTENSION OBJECTIVES FOR FY 2012/2013

Basing on the above background and the activities that were no completed

in the first phase, the project in this financial year will focus on the following

objectives:

1 P i l d i h d j d id


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8. Familiarization study tour to a country that has automated business

registry file processing and registration.

9. Procuring a consultant conduct a needs assessment and feasibility

study.

9.0 PROJECT COST

The project is teamed to cost USD 312,700.00 in this period (Jan 2012-

Jan2013)

10.0 PROJECT KEY SUCCESS REQUIREMENTS:

The successfulness of this phase will largely depend on the Project team

efficiency, timely delivery of every activity and availability of funds to meet

every budget cost item.

11.0 PROJECT PHASE I EXTENSION DURATION

Prior to the consultants report, it is estimated that phase 1 extension of the

project will take 12 Months. The first three months of the phase will be

committed to arrangement of the paper records (data extraction) and the

l 9 h ill b i d d d d


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UGANDA REGISTRATION SERVICES BUREAUBUSINESS REGISTRATION ONLINE WEBBASED REGISTRATION SYSTEM PHASE I EXTENSION ACTIVITIES AND

BUDGET FOR FEB JUNE 2012

Objective No. Activity Output Units UnitCostUS$

TotalUS$ Duration Officer(s)Responsible

Dependson

1.0 Procurement ofconsultants to assist instreamlining projectsactivities

1.1 Procure aconsultant who willassist the projectteam in givingtechnicalassistance/adviceabout the directionof the project.

Procurement reportforconsultant

Terms ofreferencefor

consultantprocurementConsultant procured

1

1

1

15,000 15,000 4 weeks ManagerBusinessRegistration

Procurementofficer

Agreement forAcceptance offunding

Availability of funds

1.2 Procure aconsultant to draw aphased projectworking document toguide on the projectlife cycle.

Projectworkingdocument

1 25,000 25,000 4 weeks Consultant Availability of funds

1.3 Procure aconsultant toconduct a needsassessment andfeasibility study.

Needsassessment andfeasibilitystudyreports

2 25,000 25,000 4 months Consultant Availability of funds

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Table 2


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1.4 Procurementand enhancement ofDatabase Softwareto be integrated intothe web based and

online environment

Corporate Antivirusfor the entire systemwith perpetuallicense

Terms ofreferenceforsoftware.

1 yearlicenseAntiviruskit

1

1

45,000

3,000

45,000

3,000

3 months ConsultantProcurementofficerSystemadministrato

r

Availability ofConsultant, and hisrecomme

ndationabout theDatabaseto beprocured/modified

1.5 Installation and

testing of Software

Software

Documentation

1 N/A N/A 1 week Software

Vendor,Systemadministrator

Terms of

referenceDocumentationHardware

1.6 SystemsAdministratortraining

1.7 Data EntrantsTraining

1.8Training forattorneys andregistrars

TrainedsystemsAdministrator

Dataentrantstrained

attorneysandregistrarstrained

1

10

10

1,500

1,500

300

1,500

1,500

3000

1 week

1 week

3 days

HardwareVendor,Softwarevendor

SystemAdministrator

Softwarevendor

Availability ofSoftwareandHardware

Installedsystem

Functionalsystem

2.0 Procurement ofassorted stationery andtools to be used in fileconversion.

2.1 Procurestationery(File covers, printedforms, Photocopyingpaper, counter

Stationery Item 12,000 4 weeksManagerBusinessRegistration,Procurementofficer

Availability offunds,Shortlisted supplier

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books, strings,marking pens)

2.2 procure tools

(Pouching machines,trolleys andcabinets)

Trolleys

Tools

FileReceivingdesk

3

Item

2

500

2,000

500

1,500

2,000

1000

4weeks

3.0 Capture 145,000registered companiesdetails and 165,000business names detailsinto the database in 12

months (estimates)

3.1 Payment (fees)of data entrants @US$ 2500 per monthfor 12 months

3.2 Payment (fees)of SystemsAdministrator US$700 per month for 12months

Payroll

Payroll

15

1

3750

700

45,000

8,400

12months

12months

ManagerBusinessRegistrationAccountant

RG,Accountant

Workdone,Availability of funds

Workdone,Availability of funds

4.0 Procurement of officeequipment by march2012.

4.1 Procurement of 1heavy duty photocopier

4.2 Procurement of10 computer system(Registrars andrecords staff)

4.3 Procurement of

Copierdeliveredandinstalledcomputer

set (1computer,1 laser jetprinter, 1UPS1000VA)

Filingcabinet

Data

1

10

2

10

7,000

4,000

400

300

7,000

40,000

800

3000

2 months

2 months

2 months

ManagerBusinessRegistration,

Procurement

officer

Availability offunds,Shortlisted supplier

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Office furniture entryDesks

Officechairs

10 300 3000

5.0 Functional and Errorfree system by August2011

5.1 Systemmonitoring andevaluation

5.2 SystemsMaintenance andquality assurance

5.3 Procure an AC forthe Data entry lab

5.4 Manual Filesorting andarrangement

5.5 Data capture

Systemmonitoring andreviewreports,Functionalsystem

Systemsstatusandquality

assurance/outputreports

Acinstalled

Lists andreports offiles

sorted byyear

Dataentryreports,copies ofbackups,

4

12

2

4

12

3,000

N/A

3000

12,000

N/A

6,000

12months

8 months

4 weeks

3 months

9 months

Project team

SystemAdministrator

Procurementofficer,

Projectteam,SystemAdministrato

r

Dataentrants,SystemAdministrator

Installedsystem

Functionalsystem

Availability offunds,Shortlisted supplierof service

Availability ofstationery

.

Availability ofcomputerequipment anddatabasesoftware

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6.0Familiarization tourto a country thathas automatedbusiness registryfile processing and

registration.

6.1 A three personteam study tour to acountry that hasautomated businessregistration system.

Studytourreport

Item 8,500 25,500 1week Director,Businessregistration

Availability of funds

7.0 7.1 allowance forproject,managementmonitoring andevaluation

Monitoring andevaluation reports

4 22,000 22,000 12months

Director,Businessregistration

Availability of fundsAnd workdone

TOTAL 312,700

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PROJECT ACTIVITY SCHEDULE(For the 12 months) Jan 2012-Jan 2013

ACTIVITY CODE DURATION IN WEEKS JANNUARY 2011-JANUARY 2013 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan

1.1

1.2

1.3

1.4

1.5

1.6

1.7

1.8

2.12.2

3.1

3.2

4.1

4.2

4.3

5.1

5.2

5.3

5.45.5

6.1

7.1

The schedule will depend on availability of funds to implement the activities therein.

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Table 3

extesion of project activities

Documents