FATA INSTITUTIONAL STRENGTHENING PROJECT (FISP)IT Policy 2012 advocates the promotion and awareness...

FATA INSTITUTIONAL STRENGTHENING PROJECT

(FISP)

Year-5 Work Plan

September 2015 – August 2016

Prepared by Abacus Consulting under Contract # AID-391-C-11-00003 The FATA Institutional Strengthening Project (FISP) is made possible by the support of the American people through the United States Agency for International Development (USAID). The FISP is being implemented through Abacus Consulting.

DISCLAIMER: The authors’ views expressed in this publication do not necessarily reflect the views of the United States Agency for International Development or the United States Government.

http://www.usaid.gov/pk/

YEAR-5 WORK PLAN FISP

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LIST OF ACRONYMS ADP Annual Development Programme AI&C Administration, Infrastructure and Coordination CBP Capacity Building Program EAS Employees Attendance System FAMS FATA Assets Management System FATA Federally Administered Tribal Areas FCR Frontier Crimes Regulation FDA FATA Development Authority FDMA FATA Disaster Management Authority FDWP FATA Development Working Party FGD Focus Group Discussion FID FATA Information Directorate FISP FATA Institutional Strengthening Project FIWA FATA Infrastructure & Works Authority FMS Financial Management System FR Frontier Regions FRC FATA Reforms Commission FS FATA Secretariat FTS File Tracking System HDD Hard Disk Drives HR Human Resources HRMIS Human Resources Management Information System IEC Information, Education and Communication IT Information Technology KP Khyber Pakhtunkhwa M&E Monitoring and Evaluation NOC No Objection Certificate P&D Planning and Development PC-FMS Planning Commission- Forms Management System PMIAM Public & Media Intercommunication and Awareness

Mechanism PMRS Performance Monitoring and Reporting System PPMS Public Procurement Management System PRO Public Relations Officer SAN Storage Area Network SOP Standard Operating Procedure USAID United States Agency for International Development VoIP Voice over Internet Protocol VSAT Very Small Aperture Terminal ZMIS Zakat Management Information System


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Table of Contents

LIST OF ACRONYMS ..................................................................................................... 2 TABLE OF CONTENTS ................................................................................................... 3 INTRODUCTION .......................................................................................................... 5 EXECUTIVE SUMMARY ................................................................................................ 6 COMPONENT 1: IT SUPPORT ....................................................................................... 8

Activity 1: Continued technical support to FS/FDA server rooms and IT Help Desks. (Sept 2015 - Jun 2016) .................................................................................................... 8 Activity 2: Maintenance, repairs and connectivity. (Sept 2015 - Feb 2016) .................. 9 Activity 3: IT awareness and trainings. (Sept 2015 - Feb 2016) .................................... 10 Activity 4: Software renewal and hardware up-gradation of FDA Server Room. (Sept 2015 - Feb 2016) ........................................................................................................... 10 Activity 5: Establish an offsite backup mechanism. (Sept 2015 - Feb 2016) ................ 11

COMPONENT 2: PC FORMS AUTOMATION ................................................................ 12 Activity 1: Application support to PC-FMS. (Sept 2015 - Feb 2016) ............................. 12 Activity 2: Implementation, strengthening and support of systems developed under the PC Automation Component. (Sept 2015 - Feb 2016) ............................................. 13 Activity 3: Strengthening of the ADP Software for FS. (Oct 2015 - Jan 2016) .............. 14 Activity 4: Establish an ADP Resource Centre in the P&D Department, FS. (Nov 2015 - Feb 2016) ...................................................................................................................... 15

COMPONENT 3: HR SUPPORT .................................................................................... 16 Activity 1: Resolve day to day issues of the core staff deputed at FS and FDA. (Sept 2015 - Aug 2016) ........................................................................................................... 16 Activity 2: Provision of technical support in the extension of the File Tracking System (FTS) in the remaining directorates of FS and FATA agencies. (Sept 2015 - March 2016) ............................................................................................................................. 17

COMPONENT 4: COMMUNICATIONS ......................................................................... 18 Activity 1: Provide media and communications support to the Governor’s Secretariat. (Sept 2015 - Feb 2016) .................................................................................................. 18 Activity 2: Conduct awareness activities about different systems developed by FISP. (Sept 2015 - Feb 2016) .................................................................................................. 19 Activity 3: Institutionalization of the Public Media Intercommunication and Awareness Mechanism (PMIAM) at the Governor’s Secretariat. (Sept 2015 - Feb 2016) ............. 20

COMPONENT 5: TRAINING AND SYSTEMS DEVELOPMENT ......................................... 21 Activity 1: Support to strengthen the systems developed by FISP. (Sept 2015 - Jun 2016) ............................................................................................................................. 21 Activity 2: Institutionalization of the systems through change management. (Sept 2015 - Feb 2016) ........................................................................................................... 22 Activity 3: Support to FATA reform initiatives (Sept 2015 - Jun 2016) ......................... 23


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COMPONENT 6: MONITORING & EVALUATION .......................................................... 25 Activity 1: Institutionalization of the Performance Monitoring & Reporting System (PMRS) on a sustainable footing. (Sept 2015 - Feb 2016) ............................................ 25 Activity 2: Provision of hand-holding support and further strengthening of the PMRS. (Sept 2015 - Jun 2016) .................................................................................................. 26

PROJECT CLOSEDOWN ACTIVITIES (MARCH - AUGUST 2016) ...................................... 28 ANNEX I - FISP YEAR 5 ACTIVITY PLAN ....................................................................... 29


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Introduction FATA Institutional Strengthening Project (FISP) is a five year USAID funded project that aims to strengthen the institutional capacity of the FATA Secretariat (FS) and the FATA Development Authority (FDA). In the first four years, FISP has been providing capacity building and systems development support in six areas namely; IT Support, PC Forms Automation, HR Support, Communications, Training & Systems Development and Monitoring & Evaluation.

FISP has successfully achieved its targets for the first four years. A positive and reform oriented approach of leadership from FS and FDA played a vital role in achieving these targets. In Year-5, FISP will focus on institutionalizing the deployed systems on a sustainable footing, through effective change management.

Assumptions

Higher management support and ownership by all stakeholders is the key to the institutionalization of the systems on a sustainable footing.

Gender Focus

FISP will conduct capacity building initiatives in a gender sensitive manner. Female staff of FS and FDA will be given special attention, whilst planning and delivering capacity building training.


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Executive Summary The following activities are planned under each of the six components, from September 2015 to August 2016:

Component 1: IT Support Activity 1: Continued technical support to FS/FDA server rooms and IT Help Desks. Activity 2: Maintenance, repairs and connectivity. Activity 3: IT awareness and trainings. Activity 4: Software renewal and hardware up-gradation of FDA’s server room. Activity 5: Establish an offsite backup mechanism. Component 2: PC Automation Activity 1: Application support to PC-FMS. Activity 2: Implementation, strengthening and support of systems developed under the PC Automation Component. Activity 3: Strengthening of the ADP Software for FS. Activity 4: Establish an ADP Resource Centre in the P&D Department, FS. Component 3: HR Support Activity 1: Resolve day to day issues of the core staff deputed at FS and FDA. Activity 2: Provision of technical support in the extension of the File Tracking System in the remaining directorates of FS and FATA agencies. Component 4: Communications Activity 1: Provide media and communications support to the Governor’s Secretariat. Activity 2: Conduct awareness activities about different systems developed by FISP. Activity 3: Institutionalization of the Public Media Intercommunication and Awareness Mechanism (PMIAM) at the Governor’s Secretariat. Component 5: Training and Systems Development Activity 1: Support to strengthen the systems developed by FISP. Activity 2: Institutionalization of the systems through change management. Activity 3: Support to FATA reform initiatives.


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Component 6: Monitoring & Evaluation Activity 1: Institutionalization of the Performance Monitoring & Reporting System (PMRS) on a sustainable footing. Activity 2: Provision of hand-holding support and further strengthening of the PMRS.

The activities mentioned above are explained in detail in the sections below, under their respective components.

‘Activity Plan’ is attached as Annex – I.


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Component 1: IT SUPPORT Activity 1: Continued technical support to FS/FDA server rooms and IT Help Desks. (Sept 2015 - Jun 2016)

To ensure swift IT support, FISP will continue to provide technical assistance to FS and FDA, through IT Help Desk support centres and server rooms. FISP team will perform the following tasks under this activity:

a. Provide technical help to FS and FDA necessary for running and managing the day-to-day operations of the server rooms and Help Desk support centres.

b. Provide technical support to server rooms. c. Consultation with FS & FDA management to work out the strategy of gradually

handing over the technical support function to FS and FDA IT staff. d. Amend the Standard Operating Procedures (SOPs) to reflect the change in

processes after completing the handing over of the technical support function to FS and FDA.

e. Provision of necessary training to the FS IT team to take over the technical support function.

Methodology: Liaison and co-ordination will be kept with FS and FDA management to handover technical support activities. Expected results of the activity: Fully functional and operational server rooms and IT Help Desks in FS and FDA. IT support function handed over to FS and FDA. Counterpart requirements: All FS and FDA staff will continue to follow SOPs formulated for IT support. FS management will own the handed over IT support function. Note 1: Subject to the operationalization of the approved PC-I in FS, FS will take over this function in the fiscal year (i.e. 2015-2016). Note 2: FDA would include the amount required for IT support in their budget and will take over this function during the fiscal year (i.e. 2015-2016).


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Activity 2: Maintenance, repairs and connectivity. (Sept 2015 - Feb 2016)

This activity involves repairs and maintenance of IT equipment and the provision of consumable items to facilitate smooth IT operations in FS and FDA. It also involves providing internet connectivity to FS and the Governor’s Secretariat. This support will continue till February 2016, apart from connectivity services, which will continue till August 2016. The FISP team will perform the following tasks under this activity:

a. Continue service contracts with local vendors for technical support and consumable items at FS and FDA.

b. Continue service contracts with broadband service providers for continuous connectivity at FS and the Governor’s Secretariat.

c. Provide support and consultation to FS & FDA management to take over the maintenance, repairs and connectivity function upon the ending of FISP’s support in February 2016.

Methodology: FISP will provide maintenance, repairs and connectivity support through the IT Help Desks and log complaints on an online ticketing system. Expected results of the activity: Smooth and effective IT operations at FS, FDA and the Governor’s Secretariat, and handing them over to the management of the concerned organizations Counterpart requirements: FS, FDA and the Governor Secretariat’s staff will follow the required SOPs established to seek IT support. Note: Maintenance and repairs facility will be provided until the operationalization of the approved PC-I in FS. FS has planned to take over the function of repairs and maintenance in this fiscal year (i.e. 2015-2016). However, FISP will keep on sponsoring the connectivity of FS offices till August 2016.


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Activity 3: IT awareness and trainings. (Sept 2015 - Feb 2016)

IT Policy 2012 advocates the promotion and awareness of IT in FATA. Pursuant to this aim, an IT awareness campaign was launched in Year-4. During Year-5, IT awareness related activities will continue. The FISP team will perform the following tasks under this activity:

a. Conduct workshops and seminars promoting IT. b. Design and conduct IT trainings for relevant FS and FDA staff.

Methodology: The Information, Education and Communication (IEC) approach will continue to be followed for IT awareness. Customized IT trainings will be arranged for different cadres of FS and FDA staff. Expected results of the activity: Enhanced IT awareness amongst FS and FDA staff Counterpart requirements: FS and FDA staff and other related stakeholders must participate in these training workshops. Activity 4: Software renewal and hardware up-gradation of FDA Server Room. (Sept 2015 - Feb 2016)

Various software have been provided to FS and FDA to help them run their current IT infrastructure. These software include client and server antiviruses. However, some of the hardware provided by the FATA Capacity Building Program (CBP) needs to be replaced or upgraded. In Year-4, some of the software and hardware was renewed at FS, whereas in Year-5, the focus will be on FDA. The FISP IT team will perform the following tasks under this activity:

a. Needs assessment of software/hardware renewal for FDA. b. Renewal of necessary software, such as antivirus for FS and FDA. c. Up-gradation of FDA’s hardware equipment, such as, Storage Area Network

(SAN)/Blade Hard Disk Drives (HDD).


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d. Procurement of the remaining 250 desktop computers, with UPS and software for FS and FDA.

Methodology: Firstly, needs assessment for FDA will be carried out. Based on the needs analysis, software licenses will be renewed and the necessary hardware replaced. Expected results of the activity: Renewal of software and up-gradation of hardware Counterpart requirements: IT staff of FDA will have to spare time for this activity. Activity 5: Establish an offsite backup mechanism. (Sept 2015 - Feb 2016)

All 18 systems developed by FISP are in dire need of a proper data back-up mechanism due to a large amount of new data being populated on the systems, on a regular basis. In Year-5, a mechanism would be developed to store data of FS in FDA and vice versa. Interlinked connectivity would be established between FS and FDA to perform this backup activity. The FS/FDA IT team will be given training on performing backups of these systems, and then restoring them in case of a disaster. The FISP team will perform the following tasks under this activity:

a. Establish interlinked connectivity between FS and FDA for offsite backups. b. Provide training to FS/FDA staff on performing offsite backups.

Methodology: Firstly, needs analysis for hardware, software and connectivity requirements will be carried out in FS and FDA. Based on this analysis, a backup mechanism will be established. Expected results of the activity: Establish an operational offsite backup mechanism between FS and FDA.


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Counterpart requirements: Relevant FS/FDA IT staff must participate in the planned offline backup activities.

COMPONENT 2: PC FORMS AUTOMATION Planning Commission Forms Management System (PC-FMS) has been developed and deployed in FS and FDA. Trainings to the relevant FS staff at the department and agency level have also been imparted on the software. This software consists of following three modules: • Module 1: PC-I creation and revision • Module 2: PC-III (A) & PC-III (B) • Module 3: PC-II, PC-IV and PC-V Apart from PC-FMS, under this component, there were several other system development initiatives undertaken in FS, the FATA Disaster Management Authority (FDMA) and the Governor’s Secretariat, which include the following:

1. FATA Web Portal 2. FDMA Website 3. NOC Software 4. ADP Software 5. FATA Litigation Case Management Software 6. Victims Compensation Management Information System 7. Governor’s Directives Tracking Software

During Year-5, the main focus will be on the institutionalization of PC-FMS and the 7 systems mentioned above, through a change management process. This includes imparting training to relevant FS officials to enable them to make full use of these systems. Work will also be carried out on strengthening the ADP software and any other system, if required. During Year-5, the following activities have been planned under this component: Activity 1: Application support to PC-FMS. (Sept 2015 - Feb 2016)

The PC Automation Component will provide extensive support in fixing operational bugs and issues highlighted during data entry. This will result in smooth running of the application for end users.


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The FISP team will perform the following tasks under this activity:

a. Application support for Module 1, 2 and 3 of PC-FMS will be provided throughout the year.

b. Any bugs/issues reported by users will be resolved. c. Refresher trainings on PC-FMS will be carried out. d. Subject to the operationalization of the approved IT PC-I, newly recruited

software developers will be trained to take over the ‘software support’ currently being provided by FISP.

e. Software’s source code will be handed over to the FS and FDA management. Methodology: Any issues/queries raised during the use of PC-FMS will be resolved, as and when reported. Expected results of the activity: Smooth functioning of PC-FMS application Counterpart requirements: FS staff needs to use the application and notify the PC-FMS team of any issues in the software. Also, FS management needs to nominate IT staff, who can be trained on PC-FMS to take charge of the support activities. Top management will make sure that all departments and directorates draft their PC-1 using the system. Activity 2: Implementation, strengthening and support of systems developed under the PC Automation Component. (Sept 2015 - Feb 2016)

Different IT based systems have been developed upon the request of the relevant authorities under the PC Automation Component in previous years. In Year-5, the main focus will be on the implementation and strengthening of these initiatives, so that FS, FDMA, FDA and the Governor’s Secretariat can get maximum benefit out of these software. In addition to implementation and strengthening, continuous support will also be provided to the following:

1. FATA Web Portal 2. FDMA Website 3. NOC Software 4. ADP Software 5. FATA Litigation Case Management Software


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6. Victims Compensation Management Information System 7. Governor’s Directives Tracking Software

Focal persons for each system will be trained and the support function will be handed over to them. Methodology: Close coordination and support will be provided to end users on the above mentioned initiatives for their effective and efficient implementation and institutionalization. Expected results of the activity: Maximum utilization of the above mentioned systems in FS, FDA, Governor’ Secretariat Counterpart requirements: All relevant officials must complete data entry and fully utilize the above mentioned systems/software. FS, FDA, FDMA and the Governor’s Secretariat’s management should nominate the appropriate staff to be trained as focal persons. Activity 3: Strengthening of the ADP Software for FS. (Oct 2015 - Jan 2016)

The Annual Development Programme (ADP) Software has been developed and deployed at FS. In Year 5, the main focus will be on its successful implementation. In case further strengthening is requested by FS, the following activities will be undertaken:

a. Strengthen the dashboard and reporting section of the ADP software. b. Develop different analytical tools to generate reports. c. Integrate ADP software with PC-FMS system. d. Provide support in case of any other request for ADP software strengthening.

Methodology: All of the above mentioned activities will be performed based on the feedback and requirements of the Planning and Development (P&D) Department, FS. Expected results of the activity: Strengthening and institutionalization of the ADP Software, with enhanced features Integration of ADP software with PC-FMS system.


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Counterpart requirements: All relevant officials of FS, especially those from the P&D Department must participate in the consultations and highlight any new features required.

Activity 4: Establish an ADP Resource Centre in the P&D Department, FS. (Nov 2015 - Feb 2016)

FS management requested FISP to assist FS in the establishment of an ADP Resource Centre at FS. This will help the IT team, research officers and the management of the P&D Department to collectively formulate and review ADP schemes. The FISP team will perform the following tasks under this activity, subject to space allocation by FS:

a. Carry out a requirement analysis regarding the resource centre at the P&D Department.

b. Establish and equip the resource centre, based on the requirement analysis.

Methodology: Close coordination will be kept with the P&D Department of FS for the implementation of this activity. Expected results of the activity: Establishment of an ADP Resource Centre at FS Counterpart requirements: The P&D Department at FS will have to provide space for the ADP Resource Centre.


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COMPONENT 3: HR SUPPORT The systems developed under this component from Year 1-4 include; the Employee Attendance Systems (EAS), the File Tracking System (FTS), the Human Resources Management Information System (HRMIS) for FS, FDA and FDMA and a web-based Public Feedback System for FDA. FISP has also provided digital library resource access facility for FS and Cadet College Razmak. In Year-5, the activities under this component will be carried out with a reduced scope.

During Year-5, the following activities have been planned under this component:

Activity 1: Resolve day to day issues of the core staff deputed at FS and FDA. (Sept 2015 - Aug 2016)

The HR support being provided to FS will be reduced. During Year-5, the FISP HR Team will continue to resolve the day to day issues of the USAID funded core staff deputed at FS and FDA.

FISP team will perform the following tasks under this activity:

a. Keep a track of daily time sheets. b. Closely monitor the activities of the core staff and liaise with their supervisors. c. Resolve day to day issues of the core staff.

Methodology: Meet the core staff on a regular basis and resolve issues, if any. Feedback from FS officials will also be taken regarding the performance of the core staff. Efforts will be made to persuade FS management to fund these posts from their own budget. Expected results of the activity: Smooth functioning of the USAID funded core staff deputed at FS & FDA. Counterpart requirements: FS and FDA management should inform the FISP HR team in case of any performance issues with the USAID funded staff. The core staff is required to handover their time sheets before the end of each month for salary processing.


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Activity 2: Provision of technical support in the extension of the File Tracking System (FTS) in the remaining directorates of FS and FATA agencies. (Sept 2015 - March 2016)

The purpose of this activity is to install the newly purchased scanners in the remaining directorates of FS and to provide technical support to FS in the extension of FTS in the three remaining FATA agencies, namely; Khyber, North Waziristan and South Waziristan. The following tasks will be performed under this activity:

a. IT staff of FS to attach scanners with the computers and install FTS on all computers.

b. FISP to provide on-the-job training to the staff of FS and FATA agencies for efficiently handling FTS.

c. FISP consultant to provide technical support for the extension of FTS in the remaining agencies.

Methodology: Close co-ordination will be kept with relevant officials throughout the process of the extension. Expected results of the activity: This activity will result in the extension of FTS in the entire FATA Secretariat and the three remaining FATA agencies. FS and FATA agencies will have improved transparency and efficiency in the tracking of their files. Counterpart requirements:

Install hardware at the identified places and ensure that employees are available for training.


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Component 4: Communications In June 2015, the Governor Khyber Pakhtunkhwa (KP) abolished the FATA Information Directorate (FID) and assigned its tasks to the Press Information Department. In a meeting with the new Press Secretary to the Governor, an interest in the utilization of the ‘FISP developed’ Public Media Intercommunication and Awareness Mechanism (PMIAM) was conveyed to FISP. A request was also made to provide support for the strengthening of the media cell at the Governor’s Secretariat. In light of this new development, FISP proposes the following activities to be included in the Annual Work Plan of Year-5: Activity 1: Provide media and communications support to the Governor’s Secretariat. (Sept 2015 - Feb 2016)

Since 2011, FISP has been providing media and communications support to FS, through the Secretary Administration, Information & Coordination (AI&C). This support will continue, as and when requested by FS. The Press Secretary/Public Relations Officer (PRO) to the Governor KP have approached FISP for the provision of support in strengthening the media cell at the Governor’s Secretariat. In view of the above, FISP will extend the following support to FS and the Governor’s Secretariat:

a. Assistance to be provided to the media cell at the Governor’s Secretariat. b. Technical support to be provided to integrate the PMIAM in the day to day

working of the Governor’s Secretariat and FS. c. FISP to continue assisting FS in any media related function. d. Training of the staff of various FATA institutions in effective internal/external

communication. Methodology: Assistance will be provided after consultation with the relevant authorities in various FATA institutions. Expected results of the activity: This activity will result in the strengthening of the media cell at the Governor’s Secretariat and its integration with the PMIAM to streamline their internal/external communications.


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Counterpart requirements: FS/Governor’s Secretariat will need to take the lead and own the process of implementation of the Communication Action Plan developed in Year-4 for this activity. Activity 2: Conduct awareness activities about different systems developed by FISP. (Sept 2015 - Feb 2016)

FISP has developed a number of IT based systems for FS, FDA, FDMA and the Governor’s Secretariat. Institutionalization of these systems has been a major priority of FISP so far, but a lot more needs to be done in this regard. In Year-5, FISP will conduct a number of activities recommended in the ‘change management strategy’ to raise awareness about different systems developed by FISP. This will help achieve FISP’s objectives of sensitizing the FATA leadership and ensuring ownership of various systems, after FISP’s support ends. FISP plans to carry out the following interventions:

a. Design awareness activities to be launched in FS and FDA. b. Awareness materials i.e. pamphlets, booklets, posters, FS welcome pack, stickers

etc. to be produced and disseminated to different stakeholders. c. Interactive discussions/conferences/workshops to be arranged for awareness

about the systems, with key officials to be invited therein. Methodology: WSL Communications will consult the relevant stakeholders in designing and implementing the awareness activities. Expected results of the activity: Enhanced awareness among FS and FDA staff regarding systems developed by FISP. Counterpart requirements: Relevant FATA authorities should provide their recommendations for designing different awareness materials.


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Activity 3: Institutionalization of the Public Media Intercommunication and Awareness Mechanism (PMIAM) at the Governor’s Secretariat. (Sept 2015 - Feb 2016)

The new media team at the Governor’s Secretariat have approached FISP to provide support in strengthening and implementing the PMIAM for improved internal/external communication of the Governor’s Secretariat. In view of this, FISP will extend support to train the new staff, as well as, provide hand-holding support for ensuring effective institutionalization of the PMIAM at the Governor’s Secretariat. FISP will perform the following tasks under this activity:

a. System related training to be provided to the relevant staff for the utilization of the system.

b. Focal persons to be trained on PMIAM and the technical support function to be handed over to them.

c. Enhance the system’s security. d. Further customization of the system, if required.

Methodology: Training and institutionalization related activities will be conducted after thorough consultation with relevant stakeholders. Expected results of the activity: The activity will help in the institutionalization of the PMIAM at the Governor’s Secretariat and FS. Counterpart requirements: The Press Secretary and PRO to the Governor KP will need to own and utilize the PMIAM. Governor’s Secretariat’s management should nominate the appropriate staff to be trained as focal persons.


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COMPONENT 5: TRAINING AND SYSTEMS DEVELOPMENT FISP has developed and deployed the Zakat Management and Information System (ZMIS) and the FATA Assets Management System (FAMS) during Year-2. Development work on the Financial Management System (FMS) and the Public Procurement Management System (PPMS) started in Year-3. In Year-4, these systems were updated and deployed, after functional improvements. FMS and PPMS are being rolled out in a phased manner in the FATA Secretariat. In Year-5, as part of the implementation of the ‘change management strategy’, the users of these systems will be provided hand-holding and software support and actions will be taken to institutionalize these systems. The following activities for Year-5 have been planned: Activity 1: Support to strengthen the systems developed by FISP. (Sept 2015 - Jun 2016)

In Year-5, no new systems will be developed; instead, the focus will be on improving the existing systems and maximising their utilization, leading to their institutionalization. During Year-5, the FISP team will perform the following tasks under this activity:

a. Regular coordination with the stakeholders. b. Continuous improvement and enhancement of the systems to cater for

additional functions. c. System support, such as, debugging and resolving any other software related

issues. d. Trainings for the relevant users and follow-up trainings, if required. e. Training of focal persons to enable them to provide technical support to other

users. f. Continuous feedback from the users on the usage of systems. g. Handholding support in the generation of reports.

Methodology: Continuous interaction and coordination will be kept with system users for the improvement and institutionalization of the developed systems.


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Expected results of this activity: Improvement and institutionalization of ZMIS, FAMS, FMS and PPMS Counterpart requirement: The user departments/directorates of FS and FDA will have to own the developed systems and ensure systems’ utilization on a regular basis. FS and FDA’s management should nominate the appropriate staff to be trained as focal persons. Activity 2: Institutionalization of the systems through change management. (Sept 2015 - Feb 2016)

During Year 1-4, a total of 4 systems have been developed under this component. The ‘change management action plan’ has specified various actions for the institutionalization of these systems in FS and FDA. The action plan warrants change in practices, environment and attitudes, which exist due to decades of working with manual systems. In Year-5, FISP plans to enhance the usage of these systems through a change management process. The FISP team will perform the following tasks under this activity, in Year-5:

a. Orientation of the FS management on the developed systems to build an understanding about their importance, functionality and benefits.

b. Identification and assignment of roles to the users to ensure systems’ utilization and institutionalization.

c. Providing support to amend the existing functional rules and instructions of FS and FDA, in a way which ensures adherence to the developed systems.

d. Capacity building of the notified focal persons and users and handing over the support function to them.

e. Subject to the operationalization of the approved IT PC-I, newly recruited software developers will be trained to take over the ‘software support’ currently being provided by FISP.

f. Software’s source code will be handed over to the FS and FDA management.

Methodology: Regular coordination will be kept with the FS/FDA management and the focal persons during implementation of the change management process.


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Expected results of this activity: Enhanced usage and institutionalization of the developed systems Counterpart requirement: FS has to contribute in the change management process and provide the following support:

• Availability of FS management for regular meetings/FGDs. • Required personnel to be nominated or appointed. • Approval of changes in the existing rules and making them part of the SOPs. • Availability of the focal persons/users for training.

Activity 3: Support to FATA reform initiatives (Sept 2015 - Jun 2016)

During Year-4, FISP supported a number of FATA reform initiatives, which included the establishment of FATA Infrastructure & Works Authority (FIWA), review of the Frontier Crimes Regulation (FCR) and other related laws for declaring selected areas as settled areas under the concept known as the ‘Inkspot effect’, and reviewed land settlement & revenue laws. These initiatives were in addition to the Year-4 Work Plan activities. During Year-4, FISP also supported the development of the concept note on improved health and education service delivery in FATA. FS has included the implementation of this concept note under the health sector in the ADP 2015-16. In Year-5, FISP may support the implementation of the concept note, subject to its approval from FS and USAID. Moreover, the FATA Reforms Commission has recently submitted its report on FATA reforms to the Governor KP. The report is said to contain such initiatives which may require soft support from FISP during Year-5. The FISP team may support FS in the following initiatives:

a. Soft support in the implementation of reforms, which may include: • Implementation of these concept notes subject to the approval of PC1 by

FS. • Monitoring system for employee’s attendance in FATA agencies. • Improved human resource management in agencies (which may require

extension of the HRMIS). • Support the Local Government System for providing civic services in 15

urban hubs of FATA.


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Methodology: Regular coordination will be kept with FS regarding these initiatives. Engage service specialist(s) to help in the soft support. Expected results of this activity: Implementation of the expected reforms Counterpart requirement: FS has to approve the concept note on improved health and education service delivery and contribute funding towards the implementation of improved service delivery for all reforms. FS should make a formal request to FISP for their assistance in these reform initiatives, followed by approval of TORs, and regularly coordinate and support the service specialist(s).


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COMPONENT 6: MONITORING & EVALUATION In order to implement the FATA M&E Framework, the Performance Monitoring and Reporting System (PMRS) was developed by FISP in Year-2. PMRS is an online software comprising of performance indicators, against which service delivery units and projects are reporting their actual performance. In Year-3, PMRS was rolled out across all directorates of FS. In Year-4, PMRS was extended to FDA and was further strengthened and supported to ensure its smooth functioning. During Year-5, the main focus will be on the institutionalization of the PMRS on a sustainable footing.

The following activities have been planned for Year-5 under this component: Activity 1: Institutionalization of the Performance Monitoring & Reporting System (PMRS) on a sustainable footing. (Sept 2015 - Feb 2016)

Further to the roll out of PMRS across all directorates of FS and FDA, its institutionalization on a sustainable footing is of utmost importance.


a. Workshops/meetings will be held with the relevant stakeholders to create awareness about the importance of PMRS and discuss ways and means for its further institutionalization and establishment of SOPs.

b. A resource plan (financial and HR) will be developed in consultation with FS and FDA management for continued support of PMRS, after the FISP project ends, and submitted to FS management for approval.

c. Subject to the operationalization of the approved IT PC-I, newly recruited software developers will be trained to take over the ‘software support’ currently being provided by FISP.

d. Work with other directorates to have standardized indicators. e. Assist in data entry completion. f. Software’s source code will be handed over to the FS and FDA management.

Methodology: Constant liaison will be kept with the directorates and other stakeholders to ensure effective implementation of the change management strategy.


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Expected results of the activity:

PMRS to be institutionalized in FS and FDA, establishment of SOPs and data entry completion

Counterpart requirements:

All stakeholders have to spare time for consultative meetings/sessions and implement the initiatives agreed in the meetings for the institutionalization of the PMRS. Activity 2: Provision of hand-holding support and further strengthening of the PMRS. (Sept 2015 - Jun 2016)

Hand-holding support will be provided throughout the year to ensure smooth functioning of the PMRS. Further strengthening of the PMRS will continue, in order to make it more users-friendly and useful for all tiers of FS management. Further strengthening among other things includes; adding analytical tools for service delivery monitoring.


a. Provision of hand-holding support and conducting training sessions for FS and FDA staff.

b. Training of focal persons and handing over the support function to them. c. Consultative workshops will be held to discuss and agree the requirements of

users for further strengthening of the PMRS. d. New features will be added to the PMRS, as per the suggestions of the

consultative workshops. e. Constant liaison and coordination will be kept with all FS directorates and FDA,

to resolve any reported issues on a timely basis. f. Integration of PMRS with PC-FMS and ADP software

Methodology:

Continuous interaction will be kept with all relevant stakeholders and any new features will be added after a due consultation process.

Expected results of the activity:

Improved utility and efficiency of the PMRS


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Counterpart requirements:

Relevant stakeholders will have to spare time for the consultative sessions and utilize the system effectively. FS and FDA’s management should nominate the appropriate staff to be trained as focal persons.


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Project Closedown Activities (March - August 2016) FISP will end the provision of capacity building support to the FATA Secretariat, FATA Development Authority and the Governor’s Secretariat in February 2016. The project close down activities will start in March 2016 and end in August 2016.

The FISP team will perform the following tasks for the project closedown:

a. Prepare a list of all systems developed and studies conducted by FISP. b. Handover system’s source codes and soft and hard copies of studies to USAID. c. Prepare a list of all the equipment, furniture and fixtures, and share it with

USAID. d. Carry out the final disposition of all assets. e. Serve project end notices to the FISP staff. f. Prepare and reconcile accounts. g. Conduct the final audit and submit the report. h. Prepare and submit the final project report.


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Annex I - FISP Year 5 Activity Plan Activity

No. Description SEPT 2015

OCT 2015

NOV 2015

DEC 2015

JAN 2016

FEB 2016

MAR 2016

APR 2016

MAY 2016

JUNE 2016

JULY 2016

AUG 2016

COMPONENT 1: IT SUPPORT

1 Continue technical support to FS/FDA server rooms and IT Help Desks

2 Maintenance, repairs and connectivity

3 IT awareness and trainings

4 Software renewal and hardware up-gradation of FDA’s server room

5 Establish an offsite backup mechanism

COMPONENT 2: PC FORMS AUTOMATION

1 Application support of PC-FMS

2 Implementation, strengthening and support of systems developed under the PC Automation Component

3 Strengthening of the ADP Software for FS

4 Establish an ADP Resource Centre in the P&D Department, FS


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Activity No. Description SEPT

2015 OCT 2015

NOV 2015

DEC 2015

JAN 2016

FEB 2016

MAR 2016

APR 2016

MAY 2016

JUNE 2016

JULY 2016

AUG 2016

COMPONENT 3: HR Support

1 Resolve day to day issues of the core staff deputed at FS and FDA

2 Provision of technical support in the extension of FTS in the remaining directorates of FS and FATA agencies

COMPONENT 4: COMMUNICATIONS

1 Provide media and communications support to the Governor’s Secretariat

2 Conduct awareness activities about different systems developed by FISP

3 Institutionalization of the PMIAM at the Governor’s Secretariat

COMPONENT 5: TRAINING & SYSTEMS DEVELOPMENT

1 Support to strengthen the systems developed by FISP

2 Institutionalization of the systems through change management

3 Support to FATA reform initiatives

COMPONENT 6: MONITORING AND EVALUATION

1 Institutionalization of the PMRS on a sustainable footing


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Activity No. Description SEPT

2015 OCT 2015

NOV 2015

DEC 2015

JAN 2016

FEB 2016

MAR 2016

APR 2016

MAY 2016

JUNE 2016

JULY 2016

AUG 2016

2 Provision of hand-holding support and further strengthening of the PMRS

PROJECT CLOSEDOWN

1 Project closedown activities

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