Namibia University of Science and Technology

Concept Paper
for the Postgraduate Studies Committee

Proposed Title Exploring common risk factors in Information Systems

Projects at the Directorate of Labour, Namibia

Student’s Full Name Tobias Shivolo Endjala Commented [FA1]: Number the pages which must not be more
than five . This means you must remove all irrelevant materials
REWRITE FOLLOWING ALL SUGGESTION MADE IN THE TEXT.
Student’s Number 200414518

Qualification Registered For Degree of Masters in Business Administration

Type of Thesis (Full or Mini

School Harold Pupkewitz Graduate School of Business

Department School of Business

Supervisor/Affiliation Prof . F Ahwireng-Obeng

First Co-Supervisor/Affiliation

Second Co-
Supervisor/Affiliation

Please note:
The purpose of this Concept Paper is to provide a short summary to the Postgraduate Studies
Committee (PGSU) that tells the reader what you intend to investigate, which academic sources you
consulted, why your investigation is important, and how your investigation will proceed.
The concept paper should not exceed three pages, including the cover page.
Remove instructions (written in red) from the template prior to submission.
This document provides three different styles that you should use for formatting:

Normal: for section text;

Lists: for tables, numbered lists and bullet-point lists; and
Headings: for section headings to ensure correct numbering.

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1. Background to the Study

Information Systems (IS) play an important role in transforming service delivery and extending
economic opportunities. Loukis and Charalabidis (2011) argue that organisations in the public
sector are making big investments for the development of various kinds of information systems
(IS), in order to support and enhance their internal functions and also their communication and
transaction with their external environment. However, they experience huge problems in their IS
development projects: many of them fail to deliver the expected technical performance,
functionality and business benefits within budget and schedule (partial failure), or even are
abandoned (complete failure) (Gauld, 2007). Bannerman (2008) and Standish (2013) stipulated
that IS projects are difficult undertakings in any context and are vulnerable to failure. While the
benefits of ICT in government cannot be disputed, the information systems (IS) projects are always
connected to?? substantial risk. Ziemba and Kolasa (2015) stressed that a considerable number of
IS projects still use more resources than planned, take longer to complete and provide less quality
and functionality than expected. However, it begs the question of what the risk factors for IS
projects are and how to manage them. Among some most common risk factors for IS projects are:
unrealistic goals, inaccurate estimation of necessary resources, badly defined requirements, poor
presentation of a project status, and unmanaged risk (Ziemba and Kolasa, 2015).

At the backdrop of the above, Given the fact that the E-Government Strategic Action Plan for the
Public Service of Namibia is underway, the realisation of the provisions for access to public
information, and implementation of e-education, e-health, e-agriculture, e-transport, and e-mining
may not be fully attained if core risk factors are not understood.

2. Statement of the Problem

There are multiple, interrelated issues which impact effective IS implementation in all types of
organisations, public or private. These issues must be identified and addressed before an IS
implementation model for an institution can be developed.

Computer-based IS heavily depends IT infrastructure; hence its success is also measured by the
IT effectiveness in supporting organisational strategies (Kornkaew, 2012). An efficient and
effective use of IS entails the creation of an environment of sound planning, installation and
implementation of such technologies. The use of information and Communication Technologies
(ICTs, referred to as e-government in business circles, is aimed at improving the activities of
public sector organisations through greater efficiency and effectiveness of public sector
operations. Information technology (IT) has the potential to transform government structures and
improve services quality (Heeks, 2003). For the above reasons, an increasing number of
Information System projects (e-governments) are being implemented in the Namibia.
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However, all institutions embracing IS systems must be cognizant of various factors that can affect
an effective implementation of IS systems. Milis & Mercken (2002, cited in Kornkaew, 2012)
opine that over 70% of standard IS projects have failed dismally. They argue that IS
implementation is strewn with many problems that affect the implementation processes, for
example technological complexity and incompatibility, managerial, political, and legal factors.
For these and a host other reasons, the majority of projects have failed. Total failure occurs when
the initiatives were never implemented or got implemented but immediately set aside. While
partial failure entails that major goals for the initiative were not attained and/or there were
significant undesirable outcomes.

The major challenge with public institutions is that their managers lack awareness of the several
costs emanating from projects failure and hence never plan for problems whenever embarking on
IS Projects.(Ref?) Further, most IS Projects are either hushed up or politically instigated(ref ?. As
the interest in and pressure for new and expanded e-government increases, public managers find
themselves making decisions about information and information technology for which they are
often unprepared or ill-equipped (Gil-Garcı´a & Pardo, 2005). Despite high chances of failure,
public managers, as agents of politicians are still very keen on e-government as a way of winning
votes (ref). For these reasons and a host others, most IS Projects have realised little success in
Namibian state institutions like the Ministry of Health. Thus a good strategy is significantly
concerned with avoiding the failure of the system and achieving a successful system (Davies,
2009).

Kornkaew (2012) holds that in order for IS to mitigate the above problems, organisations must put
in place strategies that deal with these the dynamic problems amicably. Moreover, the success of
IS implementation in the organisation also depends on a multitude of important and interrelated
factors (Beaumaster, 2002). Hence it is of great significance to take into account this and observe
the obstacles when implementing a new information system. In order to ensure success of MIS
implementation, therefore, the key success factors should be determined and indicated on which
issues will allow a project to be successful (Gargeya & Bardy, 2015
(How relevant is itto the statement of a problem ?).

The ICT Policy for the Republic of Namibia (2009) holds ??that there has been an alarming
increase of IS projects failure within the Namibian public sector. The failed IS systems include
the Jobseekers Registration System of the Ministry of Labour, Industrial Relations and
Employment Creation. Considering the aforementioned context, it is important to notice that a
lack of awareness of numerous and varied challenging issues surrounding the implementation
process could cause problems for the whole process of MIS development and deployment.
Furthermore, the problem of a lack of key success issues determines the MIS implementation
process.(How necessary is this to the statement of a problem ?)
(It is too long and there are lots repetitions.) REWRITE
(YOU WILL NEED A THEORY BORROWED FROM THE NEXT SECTION TO UNDERLIE
YOUR STUDY AS A SCIENTIFIC RESEARCH )

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3. Research Questions
To achieve the abovementioned objectives, the study will attempt to answer the following main
question:

 How best may the common risk factors identified in information systems projects in the
Namibian public sector be managed to improve implementation success rates ?

The Sub research questions are:

 What are the common risk factors in the procurement of IS Projects in the Namibian public
sector.
 What are the common risk factors in the implementation of IS Projects in the Namibian
public sector.
 What are the strategies for managing risk factors in IS projects in the Namibian public
sector?( REWRITE based on the main question above )

4. Objectives of the Study(REWRITE BASED ON THE CORRECTIONS ABOVE )

The main objectives of this project is to identify common risk factors in IS projects in the
Namibian public sector

The specific research objectives are to:

 Assess the common risk factors in IS Projects procurement in the Namibian public sector.
 Determine the common risk factors in IS Projects implementation in the Namibian public
sector.
 Determine strategies for managing risks in IS projects within the Namibian public sector.

5. Literature Review and/or Theoretical Framework

5.1 Concepts/Models of IT Projects

An information system (IS) is a group of components which can increase the competitiveness and
gain better information for decision making. Kornkaew (2012). However, a lack of awareness of
numerous and varied challenging issues surrounding the implementation process could be
problematic for the whole process (Kornkaew, 2012).

The main conclusion from review of related literature is that extensive research has been
conducted for identifying and understanding the risk factors of IS projects, in order to reduce then?

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high rates of failures (complete or partial) of these projects for more than 30 years ????(Loukis
(Rewrite this sentence for correctiness )& Charalabidis, 2011). However, most of the studies that
have been conducted in this area are focused on private sector enterprises, even though
government organizations experience such problems and failures as well (Gauld, 2007). These
conclusions cannot be directly and automatically transferred to the government organizations, due
to the significant differences of public organizations in comparison with the private ones (Flynn,
2002).

Furthermore, the limited research that has been conducted concerning the risk factors of
government IS projects come in the form of case studies; there is a lack of empirical research
based on larger samples of projects which could provide more generalizable conclusions (Loukis
& Charalabidis, 2011). Also, most of the studies that have been conducted on IS projects risk
factors ‘have been limited by the lack of a cross-cultural perspective’ (Schmidt et al., 2001), based
mainly on data from USA, Great Britain and a few other highly developed and technologically
advanced countries. Their conclusions reflect to some extent the cultural, business and
technological context of these countries, which is quite different from the context of most other
countries (e.g. Namibia); therefore further research is required on IS projects risk factors in other
types of national contexts.

Another conclusion drawn from this literature review is that the most recent research on IS projects
risk factors is focused mainly on software development projects; it does not investigate sufficiently
the risk factors associated with the whole lifecycle of an IS project. So further research is required
investigating the risk factors in the whole lifecycle of an IS project. Based on these conclusions
and aiming to contribute to closing the abovementioned research gaps, this study investigates the
risk (Loukis & Charalabidis, 2011).

The study is grounded within the underlying planning, procurement, and implementation issues in
the field of Management Information Systems (MIS) and the Information Resource Management
(IRM) of thought, which provide a management philosophy purporting that information is a
crucial asset in the ultimate success of an organization and as such should be managed rigorously.
(YOU HAVE NOT DISCUSSED ANY CONCEPTS OR MOEDELS.WHAT YOU HAVE WRITTEN ABOVE IS IRRELEVANT TO THE SECTION ) OUTLINE
THE MODELS/THEORIES THAT FORM THE BASIS OF IS SYSTIEMS

5.2 Empirical Studies

Questions How researched findings Lesson/Conclusions

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 What are the common Purposive sampling. Number one reason for Involvement of high
risk factors in IS interviews and project’s failure was degree of
projects? reviewing books, due to the lack of top customization in the
papers and articles. management support,
poor consultation and application, the
Ibrahim et al (2013)
poor project changes in design
management specifications late in
effectiveness, stressing the project, and the
the fact that an IS underestimation of
project should be timeline are the three
treated as a business main factors that
project contribute to the
failure of IS projects.
How are the risk By analysing IS in terms of planning, IS companies should
factors being questionnaire project management take account of the
managed in IS McLeod (2012). and strategic effect of the factors
projects? formulation have got that can contribute to
the highest effect on the the failures of the IS
failure of the IS,
projects, and work on
especially if the project
fails to meet the resolving these
estimated Budget, Time problems, and
and creating the suitable
environment for
Output specifications
projects success.
What could be the Interviews and For all identified risks a Use of Project
best approaches for reviewing books, proposed management Management
managing risk factors papers and articles. Strategy was made to be Frameworks:
in IS projects? (Sarker et al., 2013). incorporated into the PMBoK.
project.
Scrum methodology
which is suitable for
small
Teams.
(WHAT ABOUT BEST PRACTICES AROUND THE WORLD?)
5.3 Conceptual Model

The conceptual framework below was informed by the related literature review.
(WHAT YOU HAVE BELOW MAKES NO SENSE TO THE READEAR UNLESS
EXPLAINES )

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6. Proposed Research Design

5.1 Research Design

The study intends to identify risk factors for IS projects in the Namibian public sector, described
in the literature, and identify the most critical ones, and design the best implantable strategies.

The approach to the study is qualitative, and the research paradigm will be interpretivism.
((EXPLAIN WHY YOU SAY SO )Qualitative research is multi-method in focus, involving an
interpretive, naturalistic approach to its subject matte (Hashemnezhad, 2015) This means
that qualitative researchers study things in their natural settings, attempting to make sense of
or interpret phenomena in terms of the meanings people bring to them. Cohen et al.(2011)
hold that interpretivism is premised on dealing with the direct experience of people in specific
contexts and where social researchers understand, explain and mystify social reality through the
eyes of different participants. All theories constructed within the interpretive paradigm tend to be
anti-positivist, premised on the need to understand the subjective world of human experience. In
order to retain the integrity of studied variable, according to Cohen et al.(2011), the researcher try
to get inside the participant and gain an understanding from within instead of reflecting the
viewpoint of the observers as what happens with positivists.

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The study will select participating institutions and people using purposive sampling in order to
gather information from participants that are directly involved in IS project implementation. A
total number of 30 – 50 participants comprised of IS/IT professionals, project managers,
implementation staffs, and project coordinators will be interviewed. The participants will be
selected from the Ministry of Labour that have implemented key information system projects and
also participants from private institutions that are doing planning, implementation and execution
of projects such as SIlNAM, and other projects consulting firms. These are the participants with
first-hand knowledge of the research topic and will add great value to the study. The unit of
analysis will be groups, looking at identified organisations.(For each category , indicate both the
population and sample )

Data will be obtained by means of interview guide as the key data collection instrument. This will
be triangulated with information from an open-ended questionnaire to help collect in-depth data.
To ensure that the study is successfully undertaken, (

Explain the purpose of the pilot study ) researcher will conduct a pretest of both instruments
whereby three (3) participants will be interviewed, one to be selected from consulting films, and
two from the public sector. The same participants will also attempt filling in the questionnaire
within stipulated time frames.

(Give sub titles to guide the reader )

The researcher will adopt a thematic content analysis approach by analysing the distribution of
scores for each variable. Content analysis has been primarily used as a quantitative research
method until recent decades. Hsieh and Shannon (2005) defined qualitative content analysis
as “a research method for the subjective interpretation of the content of text data through
the systematic classification process of coding and identifying themes or patterns” (p.1278).
Qualitative content analysis pays attention to unique themes that illustrate the range of the
meanings of the phenomenon rather than the statistical significance of the occurrence of
particular texts or concepts. Data will be analysed in three thematic groups as (1) major, (2)
moderate, (3) minor risk factors. While tables, graphs and weighted averages will be used for data
presentation.

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According to Punch (2011), coding and memoing ?are two critical operations of qualitative data
analysis. The researcher relied much on coding and memoing of all collected data. Coding is
defined by Punch (2011) as the process of putting labels against pieces of data in form of words
to attach meaning to the pieces. The first descriptive codes or labels allowed more advanced
coding, which in turn permitted summarizing of data by pulling together themes and definite
patterns. The descriptive codes do not allow inference of data beyond the pieces of data. However,
they will take the researcher to the second level of coding called inferential coding. This coding
will permit the researcher to draw patterns, joining materials together into solid and meaningful
units.(REWRITE AND AVOID UNNECESSARY DETAILS )

The researcher will seek permission to conduct the research at participating institutions. The study
will not coerce people into participating in the research, and will fully inform participants about
the procedures and risks involved in research before they give their consent to participate.
Anonymity and confidentiality of information will be guaranteed and that the information given
through interviews will be used for research purposes only. Also, the final document of the
research will be availed on request to any institution.

Due to inadequate resources and time, the study is limited to public sector.(Put this in an
appropriate sub title—delimitation) The researcher is also concerned that bureaucracy and
confidentiality concerns will limit access to information in public sector. Also, there are few
accessible publications on IS projects implementation and management in Namibia hence little is
known about the subject in Namibia. Although English is the Official language in Namibia, that
not every participant is proficient in the English language, therefore some language barriers.

Since the study will be qualitative and interpretive, its reliability and validity will be ensured
through Lincoln and Guba’s (1985) four criteria for trustworthiness namely; credibility,
transferability, dependability, and conformability.

5.2 Ethical considerations

The researcher will be neutral and mindful of the fact that respondents are from different
backgrounds hence the need to maintain ethical standards throughout the study. To ensure this,
the study will, in writing, seek permission to conduct the research at participating institutions. The
study will not coerce people into participating in the research, and will fully inform participants
about the procedures and risks involved in research before they give their consent to participate.
Anonymity and confidentiality of information will be guaranteed and that the information given

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through interviews will be used for research purposes only. Also, the final document of the
research will be availed on request to any institution.

5.3 Limitations of your Research

Due to inadequate resources and time, the study is limited to the public sector. The researcher is
also concerned that bureaucracy and confidentiality concerns will limit access to information in
public sector. Also, there are few accessible publications on IS projects implementation and
management in Namibia hence little is known about the subject in Namibia. Although English is
the Official language in Namibia, that not every participant is proficient in the English language,
therefore some language barriers.

6. Significance/Contribution

Due to the fact that Government projects cost millions of dollars of tax payer’s money, the study
will contribute to in-depth understanding of the common risk factors in IS projects in the Namibian
public sector. The recommendations from the study will be useful in addressing IS projects failure
and ensure continued success. Also, the findings will fill the existing knowledge gap in approaches
for managing risk in IS projects, and contribute to better execution of national development
programmes i.e. Harambee Prosperity Plan, NDPs, and Vision 2030. The research intends to
explore and understand the common risk factors for IS projects in the Namibian public sector, and
recommend the best possible approaches that will guide policy makers to make sound and
informed decisions regarding the subject matter.

(WHERE IS YOUR CONSISTENCY MATRIX ?)

7. References

Abdul-Rahman, H., Mohd-Rahim, F. A., & Chen, W. (2012). Reducing failures in software
development projects: effectiveness of risk mitigation strategies. Journal of Risk Research,
417-433.

Al-Mamary, Yaser Hasan, Alina Shamsuddin, and Nor Aziati (2014)"Factors Affecting Successful
Adoption of Management Information Systems in Organizations towards Enhancing

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 Organizational Performance." American Journal of Systems and Software 2.5 (2014): 121-
126
Alter, S., & Ginzberg, M. (1987). Managing Uncertainty in MIS Implementation. Sloan
Management Review 20 (1), 23 - 31.

Aritua, B., Smith, N. J., & Bower, D. (2011). What risks are common to or amplified in
programmes: Evidence from UK public sector infrastructure schemes. International
Journal of Project Management vol.29, 303–312.

Bannerman, P. L. (2008). Risk and risk management in software projects: a reassessment. Journal
of Systems and Software, 81(12), 2118-2133.

Barclay, C., & Osei-Bryson, K. M. (2010). Project performance development framework: an

approach for developing performance criteria & measures for information systems (IS)
projects . Int. J. Prod. Econ. 124,, 272–292.

Beaumastern, S (1999) Information Technology Implementation Issues: An Analysis, Dissertation

submitted to the Faculty of the Virginia Polytechnic Institute and State University in partial
fulfillment of the requirements for the degree of Doctor of Philosophy in Public
Administration and Public Policy
Bikram Pal Kaur and Dr.Himanshu Aggrawal (2013) Critical Failure Factors In Information
System An Exploratory Review, Journal of Global Research in Computer Science, 4 (1),
76-82
Cohen, L.,Manion, L and Morrison, K.(2011). Research methods in Education.7th Edition. New
York: Routledge Tayler & Francis

Conboy , K. (2010). Project failure en masse: a study of loose budgetary control in ISD projects.
European Journal Information Systems, Vol.19 No. 3,, 273-287.

Creswell, J.W (2012) Research design: Qualitative, Quantitative, and mixed methods approaches
Cunningham.

De Carvalho, M. M., Patah, L. A., & De Souza Bido, D. (2015). Project management and its effects
on project success: cross-country and crossindustry comparisons. . Int. J. Proj. Manag. 33
(7), 1509–1522.

De Vos, A.S.,Strydom, H.,Fouche, C.B and Delport, C.S.L. (2011). Research at Grassroots for
the Social Sciences and Human Service Professions. Pretoria: Van Schaik Publishers

Fitsilis, P., & Chalatsis, T. (2014). Adoption of project management practices in public
organisations. iBusiness 6, 131- 142.

Flynn, N. (2002). Public sector management (4th ed.). London, UK: Pearson Education
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Gauld, R. (2007). Public sector information systems failures: Lessons from a New Zealand
hospital organization. Government Information Quarterly, 24, 102–114.
doi:10.1016/j.giq.2006.02.010

Gil-Garcı´a, J.R and Pardo, T.A (2005) E-government success factors: Mapping practical tools
to theoretical foundations, Center for Technology in Government, University at Albany,
Albany, NY 12205-1138, USA, Government Information Quarterly 22 (2005) 187–216
195
Hashemnezhad, H. (2015) Qualitative Content Analysis Research: A Review Article, Journal of
ELT and Applied Linguistics (JELTAL) Volume 3, Issue—1, March, 2015
Hasan,Y., & Shamsuddin,A., & Aziati, N. (2013),The Impact of Management Information
Systems adoption in Managerial Decision Making : A Review, The International Scientific
Journal of Management Information Systems, Vol.8, No.4, pp. 010-017.
Heeks, R (2003) Most E-Government-For-Development Projects Fail How Can Risks Be
Reduced? IDPM
Janssen, M., van der Voort, H., & van Veenstra, A. (2015). Failure of large transformation projects
from the viewpoint of complex adaptive systems: Management principles for dealing with
project dynamics. Information Systems Frontiers, 17(1).

Jørgensen, M. (2014). Failure factors of small software projects at a global outsourcing market
place. The Journal of Systems and Software 92, 157-169.

Kaur, B. P., & Aggrawal, H. (2013). Critical Failure Factors In Information System: An
Exploratory Review. Journal of Global Research in Computer Science, 4(1), 76-82.

Kornkaew, A (2012) Management Information System Implementation Challenges, Success Key

Issues, Effects and Consequences: A Case Study of Fenix System, Master’s Thesis within
Military Logistics, Jonkoping University

KPMG. (2013). Project survey report 2013, strategies to capture business value. Google Scholar.

Kundi, M. A., & Unab, W. (2014). Review of project management (PM) practices in public
infrastructure development organisations of Pakistan. J. Strateg. Perform. Manag. 2 (4),
144–158.

Loukis, E and Charalabidis, Y (2011). Why do e-Government Projects Fail? Risk Factors of Large
Information Systems Projects in the Greek Public Sector, University of Aegean, Greece,
International Journal of Electronic Government Research, 7(2), 59-77, April-June 2011

Mahmood, H. (2014). Reasons of software & IT project failures in Pakistan‘s government sector.
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Mitchell.,Welmar and Kruger. (2010). Research Methodology 9th Edition. Cape Town: Oxford
University Press

Nath, R.P., & Badgujar, M. (2013). Use of Management Information System in an Organization
for Decision Making, ASM's International E-Journal of Ongoing Research in Management
And IT.
Pilkaite, A., & Chmieliauskas, A. (2015). Changes in public sector management: Establishment
of project management offices . - a comperative case study of lithuania and Germany
public policy admin. 14, 291 - 306.

Pinto, J. K. (2013). Project management, governance and the normalisation of deviancy.

International Journal of Project Management, Vol 32 (3), 376 - 387.

Poister, T. H., Pasha, O. Q., & Edwards, L. H. (2013). Does performance management lead to
better outcomes? Evidence from the U.S. public transit industry. Public Adm. Rev. 73 (4,
625–636.

Punch, K.F. (2011). Introduction to Research Methods in education. London: Sage Publications
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(YOU DO NOT NEED MORE THAN 10 REFERENCES FOR A SUMMARY PROPOSAL )

Addendum: Checklist and Evaluation of Mini-Thesis/Thesis Concept Paper for the

Postgraduate Studies Committee

Namibia University of Science and Technology

Checklist and Evaluation of Mini-Thesis/Thesis Concept Paper
for the Postgraduate Studies Committee

School Department Degree

13 / 15
Thesis Mini-Thesis Date
submitted

Candidate

Title

Supervisor Co-supervisor

Yes No Un- Comments

clear
1. Research Topic
1.1 Is the research problem/question clearly
stated?
1.2 Is the problem/question researchable?
1.3 Is the topic significant?
1.4 Is the scope appropriate for the
qualification?
1.5 Is the research appropriately delimited?
1.6 Are the research aims clear and realistic?
1.7 Are the assumptions stated?
1.8 Is the terminology adequately defined?
1.9 Other relevant comments
2. Literature review
2.1 Is the literature relevant to the problem
and current?
2.2 Has the relationship between the research
topic and previous research been
outlined?
2.3 Are textual referencing and bibliographic
citation correct and consistent?
2.4 Other relevant comments
3. Methodology
3.1 Is the research design relevant and
appropriate for the problem?
3.2 Has an adequate conceptual framework
been developed?
3.3 Are the data collection/production
methods appropriate?

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 3.4 Are the data analysis methods
appropriate?
3.5 Have ethical considerations been
addressed?¹
3.6 Other relevant comments
4. General
4.1 Is the proposal free of
writing/typographical errors?
4.2 Does the proposal appear to be free of
plagiarism?²
4.3 Is the research manageable in terms of
timeframe?
4.4 Is the budget allocated adequate?
4.5 Other relevant comments

¹Indicate whether ethical clearance through a research ethics committee is required.

²In the case of plagiarism, the proposal should be returned to the candidate with a warning.
The candidate will need to re-submit

Review Panel Qualification

Recommendations
Review Panel Chair Date

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