Seminar on IT Project Management for the Social Welfare Sector LF Applications in Respect of IT Proj

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Seminar on IT Project Managementfor the Social
Welfare SectorLF Applications in Respect of IT
ProjectsMr KOK Che-leungChief Social Work
Officer (IST)
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Use of Lotteries Fund for IT Projects

• Framework endorsed by LFAC in October 2001
• Funding support for IT projects to be
  non-recurrent in nature and on a
  project-by-project basis
• Major sector-wide IT initiatives under LF
  auspices to be centrally coordinated

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Use of Lotteries Fund for IT Projects

• Invitation to LF applications in respect of IT
  projects on an annual basis with prescribed
  application form
• Exceptionally justified proposals received
  outside the normal application period to be
  considered on individual merits

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Use of Lotteries Fund for IT Projects

• NGOs may be required to present their project
  proposals before funding approval
• Annual call to be announced later with emphasis
  on service delivery

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Generic Parameters for Assessing IT Projects

• Potential of synergy with other IT initiatives to
  facilitate wider use of IT in the sector
• Able to enhance or improve service delivery and
  increase the productivity and cost effectiveness
  of existing social welfare services, in terms of
  both direct practice and social welfare
  management and administration

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Generic Parameters for Assessing IT Projects

• Of benefit to service users including
  disadvantaged groups
• Able to support or facilitate training in the
  sector

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Eligibility to Apply for LF Grants

• Bona fide non-profit-making NGOs providing social
  welfare services
• NGOs may make an application in partnership, e.g.
  tertiary institutes or public professionals
  bodies

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Coverage of Funding Application on IT Project

• Project objectives and description
• What is to be achieved with the project?
• What is the project about?
• Existing problem(s) to be addressed by the
  project
• A clear and concise statement to highlight the
  problem(s) the applicant agency is facing and is
  to address with the project

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Coverage of Funding Application on IT Project

• Need(s) to be met by the project
• A more future-oriented vision of the anticipated
  needs that may arise in the near future and can
  be met through the project
• Cost and benefit analysis of the project
• A clear breakdown of the non-recurrent and
  recurrent costs for the project
• A clear analysis of the tangible and intangible
  benefits of the project
• Is the project cost effective in terms of the
  costs and benefits?

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Coverage of Funding Application on IT Project

• Technical solution to be adopted by the project
• What are the technical options the applicant
  agency has considered for implementing the
  project?
• What is the rationale to adopt the technical
  option of the agencys choosing?
• Participating organisations and alliance
• Is the applicant agency the sole applicant? Any
  partner agencies to do the project?

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Coverage of Funding Application on IT Project

• Project implementation plan with timeline
• A clear timetable for the project implementation
  with a highlight of deliverables and milestones
  at various stages
• Potential for sharing application
• How feasible is the final product of the project
  to be shared for use by other NGOs?
• How feasible is the source code of the final
  product of the project opened to NGOs for use or
  customisation?

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Coverage of Funding Application on IT Project

• Budget
• What are the cost or expenditure items and the
  amount of money required for each of the items?
• How much of the budget can the applicant agency
  afford to cover with its own resources? How much
  is requested from the Lotteries Fund?

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Coverage of Funding Application on IT Project

• Project management structure
• What sort of committee will be set up to steer
  the project? Who is to chair the committee and
  who else will sit on the committee?
• How will the Board of Directors be involved in
  the project management?

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Coverage of Funding Application on IT Project

• Risk management plan
• What are the possible risks to the agency arising
  from the project (e.g. project slippage)?
• What are the steps to take in minimising the
  risks? (e.g. regular review of the project
  progress to ensure timely delivery of
  deliverables, stage payment upon satisfactory
  delivery of deliverables, etc.)

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Coverage of Funding Application on IT Project

• Training and communication plan
• How will the applicant agency prepare their staff
  for the changes arising from the implementation
  of the IT project?
• How is training offered to staff? What approach
  will be taken? (e.g. Train-the-trainers, etc.)

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Coverage of Funding Application on IT Project

• Project sustainability or maintenance plan
• Will the project continue subsequent to the lapse
  of the LF grant?
• How will the recurrent expenses for the project
  be met?
• Output and outcome indicators
• What are the indicators for measuring the output
  and outcome of the project?
• Will the indicators be built in the system at the
  start?

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Project Management and Monitoring

• Board of Directors and Agency Heads to assume
  full responsibility to monitor the project
• To set up a proper project management structure
  with clear responsibilities to steer, oversee,
  administer and undertake tasks in the project

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Project Management and Monitoring

• To negotiate payment terms with IT contractors
  and clearly set out the terms in the contract
• To conduct a post-implementation review of the IT
  project and submit the review report to SWD

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Promotion of a Sharing Culture

• Concerted efforts to develop a culture to share
  and exchange for IT development
• NGOs to consider allowing products of their IT
  projects to be used or replicated by other NGOs
• NGOs to properly document their IT projects and
  to be prepared to share with other NGOs their
  experience in implementing the projects

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Enquiry
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Thank You