PROJECT TITLE CENTRALIZATION OF MUNICIPAL RECORDS FROM THE MANUAL SYSTEM TO THE WEB BASED SYSTEM BACKGROUND This project is designed to migrate archival records from the manual system to a web based, integrated system providing reliability, ease of use and better service to the institution and citizens at large The manual system is an outdated system that works well, but requires a lot of manual processes, and is not as easy to use by municipal departments compared to using a web based system OBJECTIVES To make the records management system easier to use by internal municipal departments To make the records more reliable To centralize and archive municipal records To have an effective and reliable filing system for Supply Chain Management and all awarded tender documents and payment vouchers SCOPE OF WORK To install a web based records system for the municipality DELIVERABLES Charter scope document Project launch kickoff Collaboration web site Roles matrix Work breakdown structure (schedule) Issues list Status meetings and reports Feasibility study To Be business process and user requirements Technical design and or architecture Configured or built technical solution User and system testing Help and support Pilot Full implementation Transfer of a skill to the municipal departments on how to use the web based system Training of the records and archives personnel on the web based system Project Implementing Agent, Project Manager and Key Personnel Name Responsibilities Designation Telephone No Email Mr M Grovels Project Manager SAB Consulting 084676 8 s sabconsulting co za Mr L Mahlaka Client Winnie Madikizela Mandela L l mbizana gov za Ms P Luhabe Technical Support Winnie Madikizela Mandela L p mbizana gov za Project Time Lines Schedule will be finalized on approval of project Start time 18 March 2019 Completion date 20 June 2019 Budget The total estimated capital cost for this proposed project is R 700000 00 (including VAT), Winnie Madikizela Mandela Municipality is the sponsor Project Risks Most manual records are not labelled The project budget is not enough to continue with trainings and skills transfer Conclusion and Recommendation The project is good for the document control of the municipality and it is a viable solution to prevent loss of documents The file plan on naming of records is to be used Daily backups are recommended, particularly for important records IT Support The IT office will set up a secure electronic backup system to ensure records are safely stored and regularly backed up Cloud computing is will be used because it provides a way for your business to manage computing resources and records online QUESTIONS 1 Define and illustrate the concept of value chain analysis in a way that shows reveals opportunities for e governance and e commerce in a way, especially in your project just described 2 Which types or aspects of (i) e government and (ii) e commerce lend themselves for projects work that is commonly found in municipalities businesses like yours Why do yo say so, especially in the midst of COVID 19 as our new normal

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PROJECT TITLE CENTRALIZATION OF MUNICIPAL RECORDS FROM THE MANUAL SYSTEM TO THE WEB BASED SYSTEM BACKGROUND This project is designed to migrate archival records from

PROJECT TITLE

CENTRALIZATION OF MUNICIPAL RECORDS FROM THE MANUAL SYSTEM TO THE WEB BASED SYSTEM

BACKGROUND

This project is designed to migrate archival records from the manual system to a web-based, integrated system providing reliability, ease of use and better service to the institution and citizens at large. The manual system is an outdated system that works well, but requires a lot of manual processes, and is not as easy to use by municipal departments compared to using a web based system.

OBJECTIVES

To make the records management system easier to use by internal municipal departments
To make the records more reliable
To centralize and archive municipal records
To have an effective and reliable filing system for Supply Chain Management and all awarded tender documents and payment vouchers

SCOPE OF WORK

To install a web-based records system for the municipality

DELIVERABLES

Charter/scope document
Project launch/kickoff
Collaboration web site
Roles matrix
Work breakdown structure (schedule)
Issues list
Status meetings and reports
Feasibility study
To Be business process and user requirements
Technical design and/or architecture
Configured or built technical solution
User and system testing
Help and support
Pilot
Full implementation
Transfer of a skill to the municipal departments on how to use the web-based system
Training of the records and archives personnel on the web-based system

Project Implementing Agent, Project Manager and Key Personnel.

Name	Responsibilities	Designation	Telephone No.	Email
Mr. M Grovels	Project Manager	SAB Consulting	084676 8..s@sabconsulting.co.za
Mr. L Mahlaka	Client	Winnie Madikizela Mandela L..l@mbizana.gov.za
Ms P Luhabe	Technical Support	Winnie Madikizela Mandela L..p@mbizana.gov.za

Project Time Lines

Schedule will be finalized on approval of project:

Start time: 18 March 2019

Completion date: 20 June 2019

Budget

The total estimated capital cost for this proposed project is R 700000.00 (including VAT), Winnie Madikizela Mandela Municipality is the sponsor.

Project Risks

Most manual records are not labelled
The project budget is not enough to continue with trainings and skills transfer

Conclusion and Recommendation

The project is good for the document control of the municipality and it is a viable solution to prevent loss of documents. The file plan on naming of records is to be used.Daily backups are recommended, particularly for important records.

IT Support

The IT office will set up a secure electronic backup system to ensure records are safely stored and regularly backed up. Cloud computing is will be used because it provides a way for your business to manage computing resources and records online.

QUESTIONS

1. Define and illustrate the concept of value chain analysis in a way that shows / reveals opportunities for e-governance and e-commerce in a way, especially in your project just described

2. Which types or aspects of (i) e-government and (ii) e-commerce lend themselves for projects / work that is commonly found in municipalities / businesses like yours. Why do yo say so, especially in the midst of COVID-19 as our new normal?